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_______________________________________
INVENTORY INTERFACE
Automated Material Management System
Version 6.20
_______________________________________
Shareware Manual
March 21, 1993
________________________________________________________
Copyright (c) 1988-1993 Data Interface - All Rights Reserved
Inventory Interface (II), formerly CAMMS, is created and
written by Data Interface, from its original design. Data
Interface reserves all rights and ownership to the program,
documentation and its use. No part of this publication may be
reproduced, transmitted, transcribed, stored in a retrieval
system, or translated into any other language or computer
language in whole or in part, in any form or by any means,
whether it be electronic, mechanical, magnetic, optical, manual
or otherwise, without prior written consent of Data Interface.
This is copyrighted software. You may not sub license, rent,
lease, convey, modify, translate, convert to another
programming language, decompile, or disassemble the software
for any purpose.
CONDITIONS UNDER WHICH THIS SOFTWARE MAY BE COPIED AND
DISTRIBUTED: Individual users may copy the shareware version
of the program and share it with friends and family. Nonprofit
groups, BBSs, user groups may distribute copies of this
program. Anyone distributing copies of this software must
conform to the following: The files on each disk may not be
modified or adapted in any way. All of the files provided on
the disk must be distributed together. Individual files or
goups of files may not be sold separeately. This software may
not be represented as anything other than shareware and the
shareware concept must be explained in any add or catalog that
includes this software and on any packaging used to display the
disk. You must immediately stop selling / distributing copies
of the program upon notice from Data Interface.
IF YOU USE THIS SOFTWARE FOR MORE THAN 45 DAYS, YOU ARE
REQUIRED TO PURCHASE A REGISTERED COPY.
THIS SOFTWARE IS PROVIDED AS IS. DATA INTERFACE DISCLAIMS ALL
WARRANTIES AS TO THIS SOFTWARE, WHETHER EXPRESS OR IMPLIED,
INCLUDING WITHOUT LIMITATION ANY IMPLIED WARRANTIES OF
MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE,
FUNCTIONALITY, DATA INTEGRITY OR PROTECTION. NEITHER DATA
INTERFACE, NOR ANYONE ELSE WHO HAS BEEN INVOLVED IN THE
CREATION, PRODUCTION, OR DELIVERY OF THIS SOFTWARE SHALL BE
LIABLE FOR ANY INDIRECT, CONSEQUENTIAL, OR INCIDENTAL DAMAGES
ARISING OUT OF THE USE OR INABILITY TO USE THIS SOFTWARE EVEN
IF DATA INTERFACE HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH
DAMAGES OR CLAIMS. IN NO EVENT SHALL DATA INTERFACE'S
LIABILITY FOR ANY DAMAGES EVER EXCEED THE PRICE PAID FOR THE
LICENSE TO USE THE SOFTWARE, REGARDLESS OF THE FORM OF CLAIM.
THE PERSON USING THE SOFTWARE BEARS ALL RISK AS TO THE QUALITY
AND PERFORMANCE OF THE SOFTWARE.
Some states do not allow the exclusion of the limit of
liability for consequential or incidental damages, so the above
limitation may not apply to you.
This agreement shall be governed by the laws of the State of
Michigan and shall inure to the benefit of Data Interface and
any successors, administrators, heirs and assigns. Any action
or proceeding brought by either party against the other arising
out of or related to this agreement shall be brought only in a
STATE or FEDERAL COURT of competent jurisdiction located in
Wayne County, Michigan. The parties hereby consent to in
personas jurisdiction of said courts.
dBase is a registerd trademark of Borland.
CA-Clipper is a registered trademark of Computer Associates
International, Inc.
Inventory Interface is a trademark of Data Interface.
Trademarks of other companies mentioned in this documentation
appear for identification purposes only and are the property of
their respective companies.
PLEASE NOTE
This is a condensed version of the manual provided with the
registered version of Inventory Interface. Some sections have
been condensed or omitted in this shareware version. See the
ORDER.DOC file for information about the benefits of
registering Inventory Interface.
TABLE OF CONTENTS
1. ABOUT INVENTORY INTERFACE 6
2. GETTING STARTED 8
2.1. System Requirements 8
2.2. Installing The Software 8
2.3. Startup Parameters 8
3. MAIN MENU 10
4. INVENTORY 12
4.1. Inventory Database Fields 12
4.2. Inventory Barmenu 15
4.2.1. Inventory - File Menu 15
4.2.2. Inventory - Row Menu 16
4.2.3. Inventory - Column Menu 16
4.2.4. Inventory - Where Used Menu 18
4.2.5. Inventory - Print Menu 19
4.2.6. Inventory - eXport Menu 19
4.3. Inventory - Supplier Database 19
4.3.1. Supplier - Fields 20
4.3.2. Supplier - Barmenu 21
4.3.2.1. Supplier - Utilities Menu 21
4.3.2.2. Supplier - Print Menu 22
4.3.2.3. Supplier - Export Menu 22
5. BILL OF MATERIALS SYSTEM 23
5.1. BOM - Fields 23
5.2. BOM - BarMenu 24
5.2.1. BOM - File Menu 24
5.2.2. BOM - Row Menu 24
5.2.3. BOM - Column Menu 25
5.2.4. BOM - Print Menu 25
5.2.5. BOM - eXport Menu 25
5.2.6. BOM - BOM Menu 25
6. INVENTORY STATUS BY CATEGORY 27
6.1. Status - Fields 27
6.2. Status - BarMenu 27
6.2.2. Status - Print Menu
6.2.1. Status - Utilities Menu 27
28
6.2.3. Status - eXport Menu 29
6.3. Status - Detail List 29
6.3.1. Detail - Fields 29
6.3.2. Detail - BarMenu 29
6.3.2.1. Detail - Utilities Menu 30
6.3.2.2. Detail - Print Menu 30
6.3.2.3. Detail - eXport Menu 31
7. PURCHASE ORDERS / RECEIVING 32
7.1. Purchase Order - Fields 32
7.2. Purchase Order - BarMenu 34
7.2.1. PO - File Menu 34
7.2.2. PO - Column Menu 35
7.2.3. PO - Print Menu 36
7.2.4. PO - eXport Menu 37
7.2.5. PO - Edit Menu 37
7.3. Purchase Order Items 37
7.3.1. PO Items - Fields 37
7.3.2. PO Items - BarMenu 38
8. POINT OF SALE / INVOICING 39
8.1. POS - Fields 39
8.2.POS - Barmenu 42
8.2.1. POS - File Menu 42
8.2.2. POS - Column Menu 43
8.2.3. POS - Print Menu 43
8.2.4. POS - eXport Menu 44
8.2.5. POS - Edit Menu 44
9. BACKORDER STATUS 45
9.1. Backorder - Fields 45
9.2. Backorder - Barmenu 45
9.2.1. Backorder - Utilities Menu 45
9.2.2. Backorder - Filter Menu 45
9.2.3. Backorder - View Menu 45
9.2.4. Backorder - Print Menu 46
9.2.5. Backorder - eXport Menu 46
10. PRICE OVERRIDES 47
10.1. Price Override - Fields 47
10.2. Price Override - Barmenu 47
10.2.1. Price Override - Utilities Menu 47
10.2.2. Price Override - View Menu 48
10.2.3. Price Override - Print Menu 48
10.2.4. Price Override - eXport Menu 48
11. SALESPERSON ANALYSIS 49
11.1. Salesperson Analysis - Barmenu 49
11.1.1. Salesperson - Utilities Menu 49
11.1.2. Salesperson - Period Menu 49
11.1.3. Salesperson - Print Menu 50
11.1.4. Salesperson - eXport Menu 50
12. ACCOUNTS RECEIVABLE 51
12.1. Accounts Receivable - Fields 51
12.2. Accounts Receivable - Barmenu 51
12.2.1. AR - Utilities Menu 51
12.2.2. AR - Print Menu
12.2.3. AR - eXport Menu 52
53
13. BACKUP DATABASES 54
14. RESTORE 55
15. REINDEX 56
16. TSR UTILITIES 57
16.1. Calculator 57
16.2. Calendar 57
16.3. Memo Pad 58
17. PRINTING IN GENERAL 59
18. EXPORTING 60
19. INVENTORY INTERFACE CUSTOMIZATION OPTIONS 61
1. ABOUT INVENTORY INTERFACE
Inventory Interface is an extensive inventory, bill of
materials, point of sale, accounts receivable and purchase
order system. Inventory Interface provides an accurate, easy
and efficient means of assessing the quantities required of raw
materials, spares, products, time, and/or services. Although
Inventory Interface is a complete inventory system, you may
choose not to use parts of the program (e.g. point of sale,
bill of materials, accounts receivable, etc.) if necessary.
The program has a unique WYSIWYG interface which permits you to
design your own custom reports while browsing your data. You
can 'hide' columns, arrange in logical order and filter the
information to your design so that you can print, or export the
information for further processing. The program was designed
from the user's point of view using 3-D pull-down menus,
pick-lists, and on-line help. Inventory Interface uses 'merge'
files and forms which allows you to customize your labels, PO,
POS, Packing-List and other forms, if required, to print on
blank paper or preprinted forms. The program supports
multipage PO's, Invoices, and packing-list. Support is given
for monochrome, color and 43 line monitors. Customization is
available.
Some of the features included in each system are as follows:
Inventory
- Update the selling price as a percent or fixed dollar
amount of the Cost or List Price.
- Single level and Indented and Summarized where used
reports.
- Economic Order Qty., Estimated Stock Life, Total Used,
Six month Monthly avg., Year before last usage,
Last year usage, usage year to date statistics.
- Uses templates for fast data entry of parts with simu-
- Supports 'simular' part numbers for items of the same
lar information.
use but different manufacturer.
- You may sort the inventory items by Record No., Part
No., Part Name, Category, Drawing, Supplier, Bin,
or Manufacturer.
- View part's which are below their Order Pt., or Mini-
mum values.
- On Hand and Cost history with automatic data compres-
sion.
Bill of Materials
- Support for 99 levels.
- Single Level, Indented, and Summarized bill of mate-
rial reports.
- Calculates the quantity able to produce from existing
stock.
Inventory Category Status
- Year before last, last year and year to date usage and
Inventory Interface Version 6.20 - Page 6
cost per category.
- Avg. on hand, Turnover, Used/Day, and Cost/Day de-
tailed information per part in each inventory Cate-
gory allong with the totals per category. (you may
specify the range of dates to be used)
Purchase Orders
- Automatic purchase order generation using economic or-
der quantity, mininmum order amount , maximum order
amount and order multiple, or Order Qty. as speci-
fied in the inventory database.
- Manual purchase order generation.
- automatic lead time adjustment of received items
- automatic order pt. adjustment of received items.
- automatically adjusts the inventory On Hand values for
received items
- find the total and taxes paid for any range of dates
or departments
- shows the balance due and when for each PO
Point of Sale / Invoicing
- Creates reports for the taxes paid, invoice amounts,
total customer savings, your total cost / revenue
per period or any criteria you describe using the
filtering system
- Includes customer database for accounts receivable or
mailing lists.
- Supports Non-Taxable and Taxable items or transactions
with one or two sales taxes.
- Computes customer savings over manufacturer's list
prices.
- Backordered Status includes list or items able to par-
tially / fully ship and / or items not on order.
- Price Overrides information includes sales rep., unit
and total variances.
- Sales person analysis includes number of invoices, to-
tal gross and cost, avg. gross, margin, avg. mar-
gin, per user defined period.
- Cash drawer support.
- Multiple / paritial payment and types.
Customer Accounts Receivable
- Shows all customer information including bill and
shipping addresses, phone numbers, total debits and
credits, balance, n/30-60-90-90plus amount due
analysis, total overdue, and date of last sale
- the option to dial the customer's phone number (modem
required)
Inventory Interface Version 6.20 - Page 7
2. GETTING STARTED
If you are upgrading you system from a competor's product, Data
Interface may be able to help with your transition. Data
Interface may be able to convert your old information to a
format that will be used by Inventory Interface. If you would
like to transfer your infomation, please send it on disk to
Data Interface. After we have had a chance to reviewed the
material, we will contact you with a quote for the work that
will be required.
System Requirements
2.1.
II is written using CA-Clipper 5.2. Although the executible
program (ii.exe) is over 580KB, the program requires
approximately 540KB of RAM to operate efficiently. If your
computer is equipped with expanded memory II will automatically
use up to 32MB if it is LIM 4.0 compliant.
In order to use II, you will need a computer that includes:
IBM PC, XT, AT, PS/2, and DOS 3.3 or later.
1M of free hard disk space and an additional 1 Meg. (approx.)
for 1000 parts and their transaction history and purchase
orders.
Installing The Software
2.2.
The program should be copy into a directory on your hard disk.
The directory name is not important. Example:
c:
md inv
cd inv
copy a:*.* c:
II opens several databases and indexes once started. You may
have to modify your computer's config.sys file to include the
command:
FILES=35
If your config.sys file already has the files command, make
sure that it is at least greater than 35. For persons using
Windows or other TSR programs you may need to increase this
number slightly. II will warn you at startup if there is not
enough free file handles present.
2.3. Startup Parameters
Included on the II disk is the file 'go.bat'. This batch file
automates the startup procedure for the II.
@cls
Inventory Interface Version 6.20 - Page 8
:delete any old work files
@if not exist 0*. goto START
echo . Deleting old files ...
echo . Please be sure you terminate the program from the main
menu.
echo . Failure to do so, may result in corruption of data.
@echo Y|del 0*.
:START
:program requires FILES=35 (or greater in config.sys file)
@SET CLIPPER=F35
@date
:the following parameters may be used with the program
: S no sound (may also be toggled from Setup menu)
: M mono color
: V do not verify field edits
: N suppress snow on some CGA screens
:e.g.. for no sound and mono color
: ii SM
ii
II has a couple of valid parameters that may be used when
starting the program. The parameters are to allow the user to
bypass the programs default start up variables. A common
example used by a plasma screen computer users, is to force the
screen display mode to monochrome instead of color. If your
computer only supports monochrome graphics, do not worry II
will automatically default to mono.
To modify II's default setup use any of the following
parameters:
M forces the program to run in Monochrome*
S forces the sound OFF *
V will not ask if you want to continue with a edited field *
N will suppress snow on some CGA monitors
*(may also be changed in the 'setup' menu)
Example:
To start the program in monochrome with no sound the last line
of the go.bat file should read...
II MS
Inventory Interface Version 6.20 - Page 9
3. MAIN MENU
II's main menu has several prompts in which to choose from.
You may make your selection from the menu by moving the
highlighted bar over your selection (using the up and down
arrow keys) then pressing the enter key. An alternative to
this method is to press the left most letter or your selection
(example 'A' for inventory).
The status section of the main menu window gives you general
information about the status of the program. The status
section should tell you that the Terminate Stay Resident (TSR)
utilities are installed. The TSR's are explained in detail
latter. The last data backup date is also shown along with the
current date and time.
Along the bottom of the screen are the Function Keys which are
numbered from one to ten.
[F1]
Help - this key provides access to the help information system.
The help information (similar to the manual) gives you a
variety of information that will help you understand your
options at your current point in the program.
[F2]
Printer - will all you to change or choose the printer codes
that may be used throughout the program. See the section
'Printing' for more detailed information.
[F3]
Setup - key will change variables that are used by the program.
The variables include your company name, address and constants
used to calculate statistics and the Economic Order Quantity.
The setup table is shown below:
Name of your company
The first line or your mailing address
The second line of your mailing address
The third line of your mailing address
Your Phone Number
The database file with the printer codes
The communication port where the modem is attached
Economic Order Quantity (EOQ) Cost/Order
EOQ Desired Annual Rate of Return
The default File Name for Printed output to Disk
The first tax rate used in the POS module
The second tax rate used in the POS module.
[F4]
Mono - will change the screen colors to monochrome mode.
[F5]
Inventory Interface Version 6.20 - Page 10
43-Line - will change the display mode to 43 - lines (rows)
mode. (only if your monitor supports 43 lines)
[F10]
Credits - gives you a brief overview of the creation and
development of II.
Inventory Interface Version 6.20 - Page 11
4. INVENTORY
Selection 'A' from the main menu allows you access to the
Inventory database. The inventory database is the collection
of material and/or resources that your company would like to
manage. The database is composed of rows and columns. Each
row (also know as record) in the database contains all the
information for one inventory item. Each record is composed of
several columns which are called fields. The fields are used
to categorize the row information so that latter processing by
the computer is carried out efficiently.
As with the main menu the inventory database is contained by
it's boxed boundary known as a window. The window is similar
in to construction to other database windows throughout the
program. The basic layout of the window (from top to bottom)
consists of the window title, the BarMenu, the database
fieldnames, navigation indicators (arrows), the database and
the status section. At the bottom of the screen are the
function keys, their use is directly specific to the current
active window/BarMenu.
The status section in the inventory database window shows the
following:
-current active index key (sorted by)
-information stored in the current column memory
-the current filter condition
-whether a similar part/record is found
This information is updated after every operation performed on
the database when the program is waiting for the next keyboard
input.
Editing of information contained within the database is done by
basically typing over the old information. For instance, if
cursor to the On Hand field and type in the new On Hand value.
you wanted to change a Record's On Hand quantity, move the
Some fields will automatically offer you a list of values
(PickList) to choose from where applicable.
If your business has service fees or, enter these fees as a
different inventory item. You may even specify whether they
will be taxable.
Inventory Database Fields
4.1.
The following field list identifies the format of the inv.dbf
that is shipped with the basic Inventory Interface program. If
you have customized your application, there may be a slight
difference in field names, size and type.
Record-> The 'record' field is a unique number that identifies
the current part in the database. This number is
Inventory Interface Version 6.20 - Page 12
generated by the computer when the part is added to the
database and cannot be changed.
Part No-> The 'part no' field is a alphanumeric identifier that
is given to the part by the manufacturer.
Manufact-> The manufacturer field allows you to enter the name
of the company the makes the part. When an attempt to
edit this field is made, the user is presented with pop
up pick list in which the name can chosen
Part Name-> Each part may also be assigned a name to help
locate/identify it. When the user wishes to assign a
value to this column, a pick list will appear in which
the name can be chosen.
Category-> Each part may be assigned to a category in which
statistics for part groupings can be established. This
column is edited using a pop up pick list.
Drawing No-> This is an alphanumeric column which the
manufacture's drawing/ blueprint (usually found in the
part's manual) number is recorded.
Item-> Is used in relation to the 'drawing no' in which the
part may be located in the item listing for a drawing.
Supply Cd-> The supplier code column is a unique number
identifying the supplier in which the part is ordered.
This column is also edited using the pick list method.
When attempting to edit this field (keying in data or
pressing enter) the user will be presented with the
supplier database in which to make their choice.
Pressing enter when on the supplier column automatically
pops up the supplier database file with the cursor
located on the current selected supplier for that part.
Bin & Bin2-> A Bin is the location in which the part is stored
or displayed. The bin is a six character code which is
selected from a popup list. Within the list is a more
detailed description of the six character code for the
location.
Description-> The description column is used to accurately
regarding the size, color and use of the part. The
describe the current part. It may contain information
column can contain up to 100 characters.
Cost-> The cost field is the purchase price of the part. This
field is used also in the purchase order section to
calculate the economic order quantity.
Sell Price-> You may enter the amount that your company sells
the current item for. You may update this field
automatically buy selecting % of cost, of fixed $ amount
of cost. You may want to set a filter to update certain
parts only.
List Price-> Is the manufacture's suggested retail price.
Taxable-> is the logical indication, (T)rue or (F)alse, whether
the item is taxable for purchasing and selling.
On Hand-> This is the actual amount that is available for use.
Any changes to this column automatically are recorded in
the History.dbf file. The date of the transaction is
also recorded. This information is used to generate the
Inventory Interface Version 6.20 - Page 13
usage statistics, Economic Order Quantity and
forecasting. The user may browse/adjust this information
with 'Browse History' option from the barmenu.
Unit-> Unit is a two character code used to describe the unit
of distribution of the part. There is no need to
memorize the codes, because this is also a pick list.
Order Pt-> The order point is used as a reference when the
part should be ordered. The purchase order section, when
automatically generation new purchase orders, compares
the order pt. to the amount on hand. If the quantity on
hand is below or equal to that of the order pt., and the
part is not already on order, a purchase order will be
generated for that part. See also the Min. and Lead-time
columns. Note that the order pt. is automatically
adjusted if the lead-time changes unless Order Pt<0. An
order pt. of -1 means that the item is only purchased
when needed or after a customer order.
Min-> The min. is also known as the safety stock level.
Safety stocks protect against failure to fill customer
orders or satisfy the needs of manufacturing/maintenance
on time due to any of the following uncertainties:
-increased customer demand
-greater supplier lead time
-a quantity rejected at inspection
Order Qty-> This column allows entry of a fixed order
quantity. The column is left at zero if not used.
Min Ord Qy & Max Ord Qy-> A part may be assigned a minimum and
maximum order quantity. These parameters describe the
range in which the order quantity should lie. A vendor
may also prescribe a minimum he will sell. A maximum
quantity may also be applied to bulky items where the
storage space may be limited. A zero value means that
they will be ignored.
Ord Mltple-> Items are sometimes only available from the
manufacture in fixed quantities (e.g.. dozen, 5 gallons,
Weight-> The unit weight of an item may play into the freight
etc.,...). A zero value will be ignored.
cost of ordering this part. When creating a purchase
order the program will automatically calculate the
current total weight of the order using this number and
the quantity being ordered.
Leadtime-> Is the average number of days that after a purchase
order is issued to when the parts arrive. The purchase
order section will automatically update this number after
the reception of the part.
Due In-> Is a logical entry (usually made by the purchase
order section) to describe whether the current part is on
order. A value of T (true) or F (false) is acceptable.
Entry Date-> When a new part is added to the inventory
database file, date will automatically be recorded in
this field. The date is used in calculating statistics.
Sim Rec-> A part may have what is called a Similar Record.
Sometimes manufactures/suppliers use different part
Inventory Interface Version 6.20 - Page 14
numbers for an identical part. This field is used to
cross reference the part with another record number in
the inventory database. II will present you with a list
of the current parts in which to choose the similar
record when editing this field. II allows you to have as
many similar parts as you would like.
4.2. Inventory Barmenu
By pressing [F10], labeled 'barmenu', you are allowed access to
the menu strip in the top line of the menu. The BarMenu is a
list of functions that may be applied to the database. The
BarMenu functions are broken down into six sections:
-File
-Row
-Column
-Where Used
-Print
-eXport
Inventory - File Menu
4.2.1.
The File Menu contains a list of File functions that generally
operate on the database as a whole. The following describes
the operation of each item.
Sort File By-> This option is a database command that changes
the displayed order of a column of data. When a column
is SORTed the records appear in key expression order
although the physical order of records in a database file
has not been altered. A column SORTed in character
columns will display in accordance with the ASCII value
of each character in the string, numeric values in
numeric order, date values in chronological order with
blank dates treated as low values, and logic values
sorted with (.T.) as a high values. Sort File By
presents a sub menu of possible ways to sort the database
as follows:
Part Number (default)
Record Number
Part Name
Category
Drawing
Supplier
Bin
Manufacturer
Scroll Down-> This function activates the automatic database
scroller. It simulates pressing the down arrow key
repeatedly until stopped or the bottom of the file is
reached. When scroll is activated the function keys
change and the database begins scrolling. You may
control the speed and even change fields (with the left
and right arrow keys).
Set File Filter-> A File Filter will make the database appear
to contain records that match one (or both) of the
following:
Inventory Interface Version 6.20 - Page 15
-On hand <= Order Point
-On hand < Minimum
Add Statistic Columns To File-> When activated this functions
adds columns/fields to the current window. The fields
contain calculated information from the record's usage.
The additional columns can be used for exporting or
printing the database. The following fields are added to
the inventory database file:
-Economic Order Quantity (EOQ)
-Stock Life
-Total Used (Tot Used)
-Six Month Monthly Average (6 Mth MA)
-Average Daily Usage (AvgDlyUse)
-Year before last used (YBL Used)
-Last year used (LY Used)
-Year to Date Used (TY Used)
Exit-> Closes the inventory window and returns you to the main
menu.
Inventory - Row Menu
4.2.2.
The Row menu of the inventory window. The options are as
described as follows.
Goto Similar Part-> Many items in a material management system
may have similar/replacement items. These items may be
made from a different manufacturer having a different
part number but are identical in use. This option (if a
similar part is present) will advance the cursor position
on the similar record. Some records have many similar
records. The ability to handle many similar records is
done by placing the relational circle. As you advance
through the next similar records you will end up where
you started eventually.
Zoom Part's Info-> This option places the current record
fields together on one screen to permit viewing/printing
View Part's Transaction History-> This option will open the
the record information.
history window with information about any changes to the
On Hand field for the current record. The program allows
you to enter any changes to this information if you want.
View Part's Cost History-> Similar to the Transaction
History, II automatically keeps track of any changes made
to the cost field. II will record the date and the new
cost in the 'cost.dbf' file. The values for each part
may be used for statistics. The program allows you to
enter any changes to this information if you want.
Create New Part-> Adds a blank record to the inventory window
in which you may add information concerning a new part.
Delete Current Part-> Will erase the current record and any
information associated with it.
4.2.3. Inventory - Column Menu
Inventory Interface Version 6.20 - Page 16
The column menu has a list of functions that operate on the
present field the cursor is in.
Put Current Cell into Column Memory-> This option and the next
are used when adding records to the database that have
similar field values. The value of the current cell is
place into memory in which it may be retrieved latter.
Each column is allowed its own value.
Replace Current Cell with memory-> After the above is
performed you can recall the contents of the memory value
to replace the current field position.
Create a Filter-> To hide records in database file not meeting
a specified <condition>. The user enters or selects the
<condition(s)>. More than one filter may be set at a
time. Most command and functions that move the record
pointer honor the current FILTER (PRINT, REPLACE, FIND,
etc.,...) with the exception of those commands that
access records by record number. Although a FILTER makes
the current database file window appear as if contains a
subset of records, it in fact processes all records in
the database file sequentially. Because of this, the
time required to process a FILTERed database file will be
the same as a unFILTERed file.
Find-> FIND is a database command that is used to find the
first record in the current window for a specific
<variable> or condition. When you first execute a FIND
it searches from the beginning record for the first
matching record. Any further searches for the same
<variable>, searches from the current record position for
the next record that meets the condition.
FIND when used in a column that can be SORTed
(indexed)... Automatically SORTs to the key expression
of that column. If the FIND was successful, the
matching record becomes the current record. If the FIND
was unsuccessful the record pointer is to the next record
<variable>.
in column with a higher key value than the FIND
FIND when used in a column that cannot be SORTed or used
with the * character... If the column is of a character
type, the FIND function performs a case-sensitive
sub-string search of the <variable> in the column.
e.g.. FIND "dog" in:
"dog cat" -> true
"cat DOG" -> true
"fishes " -> false
"doggie " -> true
If the FIND was unsuccessful the record pointer remains
the same.
FIND when used on a FILTERed database file... Records
that are not visible are skipped when searching for the
<variable> except when FIND is used in the 'Record'
Inventory Interface Version 6.20 - Page 17
column if it exists.
Hide Current Column-> This command strips the window of the
current column. The information is not erased or lost but
hidden from the screen. The column will reappear when
you the window is made again. This feature is mostly
used when printing a report.
Replace all in Column with-> the purpose is to change the
contents of the current column value to the results of
the specified user entered <variable>. REPLACE honors
any current FILTER conditions by not processing the
records not meeting the filter.
Update Selling Price-> for your convenience, you may
automatically update the selling price of the parts
meeting a filter condition, if one exists. The selling
price field is adjusted in one of the following ways:
-As a % of the Cost
-A fixed $ amount above/below the Cost
- As a % of the list price
-A fixed $ amount above/below the List Price
Inventory - Where Used Menu
4.2.4.
Although it is not necessary to use the Bill Of Materials
section, it does offer capabilities you may not want to turn
down. Often, when maintaining a large number of items in the
inventory system, you will run across parts that may be used
for more than one system, or in different places though that
system. For instance, a roller bearing may used in different
machinery and motors that are maintained in inventory. Another
example is in the sample inventory database that is shipped
with the program; the spokes on the bike can be used for the
front and rear wheels. II offers you the ability to see where
the part is used, how many are required, and what level of
assembly it is needed. If the BOM section is used, there are
Section:
three types of reports that can be accessed from the Inventory
Single Level Where Used form, as shown below. The Qty
(quantity) field displays the quantity required per
assembly of the parent item. This report is used in
engineering change analysis when the engineer wants to
determine what assemblies will be affected by a change in
a component. The computer shows only the parent of the
item chosen just to a depth of one level.
The indented where used report is similar to the single level
report with the exception that the parent of the item is
shown all the way to the top level (level 0).
The Summarized where used report is a derivative of the
Indented report. The only difference is that the Qty
field represents the total quantity required to
make/assemble the Level-0 item.
Inventory Interface Version 6.20 - Page 18
4.2.5. Inventory - Print Menu
Printer output can be sent to the PRN (default DOS printer) or
any file. Please see the 'printing' section for more details.
Note that you may have to hide a few columns in order for the
report to fit the width of your printer. The printing is along
the lines of the what you see is what you get theory with one
exception. If the Description field is not hidden, it will
appear on the second line of the part's information by itself.
By adding the statistics columns, using the Hide Column
function, and using the Filter function you can produce a wide
variety of reports. Examples of the many reports you could
create are as follows:
-Parts Need within a certain time period (filter on the
stocklife column)
-Parts with a high daily usage (filter on the AvgDlyUse
column)
-Parts below or at their order point (set file filter to
On Hand <= Order Pt)
-Parts below their safety stock level (set file filter to
On Hand < Min)
-print parts supplied by a supplier (set filter on the
Supply Cd field)
-print parts contained within a category (set filter on
the Category field)
-create you own filter on any field
-hide any column you do not want printed
-any combination of the above
-etc.
Inventory - eXport Menu
4.2.6.
The inventory database allows you the option to export the
information to a variety of formats which can be latter used
Section for more details.
with your word processor or spreadsheet. Please see the Export
4.3. Inventory - Supplier Database
One way in which II helps you to maintain your information in
an organized manner is through the use of pick list. An good
example of a pick list is the 'Supplier Cd' field in the
inventory database. If the code (number) means nothing to you,
press the [Enter] key on that field and the supplier database
window automatically appears with the cursor on the present
selected supplier. Now you will see all the information
concerning the supplier as described in the Supplier - Fields
section. You may even have II dial the supplier home, work, or
fax number for you (modem required).
If you want to change the 'Supplier Cd' field and you know the
new Supplier Cd number, you can directly enter the new number.
Inventory Interface Version 6.20 - Page 19
Note that as you enter the number the Supplier database
appeared and automatically find (autoseek) the numbered you
entered in order to verify your entry. If you wanted to change
the supplier cd and you did not know the new code, press the
[Enter] key on the inventory supplier cd field and the supplier
database window will appear. Move to the cursor to the column
in which you would like to find the new supplier and start
typing the information you would like to find. This is called
the AutoSeek function. Once you have found the new supplier
press [F9] (select) to automatically transfer the supplier code
into the inventory database. If you do not wish to change the
inventory supplier code field then press the [Esc] key and the
supplier window will close and the inventory database will
remain unchanged. Note that all the picklists in II function
similarly to the supplier picklist. Please read the Suppler -
Barmenu section for more details.
Supplier - Fields
4.3.1.
Note that the name, address, city, state, and zip fields make
up the address label used in the Purchase Order section. Phone
and fax numbers should contain a '1' followed by the area code
if it is a toll call.
Record-> The 'record' field is a unique number that identifies
the current supplier in the database. This number is
generated by the computer when the supplier is added to
the database and cannot be changed. The program can
accommodate up to 1,000,000 suppliers which is adequate
for most companies. The record number in the supplier
database is referred to as the 'Supplier Cd' in other
databases.
Name-> is the name of the supplier
Address-> is the address in which you would send Purchase
Orders.
City-> is the city in which the supplier is located
State-> is the state/provence in which the supplier is located
Zip-> is the zip/postal code for that supplier
Contact-> is the supplier person you would normally contact to
verify or order parts
Home Phone-> is the home phone number that you may used to
contact the supplier.
Work Phone-> is the business phone number for that supplier.
Extension-> is the extension number used to reach the 'Contact'
Store Type-> is a brief description of the type of products
sold by the supplier
Fax-> is the supplier fax number.
Tax1 Rate-> is the first sales tax rate that the supplier
charges you.
Tax2 Rate-> is the second sales tax rate the supplier charges
you.
Notes-> is a memo field in which you can keep notes on each
Inventory Interface Version 6.20 - Page 20
supplier. When you press [Enter] on the <Memo> field,
the notes for that supplier can be displayed/edited and
saved for future reference.
Supplier - Barmenu
4.3.2.
4.3.2.1. Supplier - Utilities Menu
Find-> FIND is a database command that is used to find the
first record in the current window for a specific
<variable> or condition. When you first execute a FIND
it searches from the beginning record for the first
matching record. Any further searches for the same
<variable>, searches from the current record position for
the next record that meets the condition. You do not
need to use this function is the AutoSeek is ON.
Scroll Down-> This function activates the automatic database
scroller. It simulates pressing the down arrow key
repeatedly until stopped or the bottom of the file is
reached. When scroll is activated the function keys
change and the database begins scrolling. You may
control the speed and even change fields (with the left
and right arrow keys).
Zoom-> This option places the current record fields together
on one screen to permit viewing/printing the record
information.
Hide Column-> This command strips the window of the current
column. The information is not erased or lost but hidden
from the screen. The column will reappear when you the
window is made again. This feature is mostly used when
printing a report.
Dial Phone-> this function will ask you which of the following
number you would wish to dial for the current supplier:
Work, Home, or Fax. Note that a modem is required to use
Create New Record-> Adds a blank record to the supplier window
this function.
in which you may add information concerning a new
supplier.
Delete Record-> Will erase the current record/supplier and any
information associated with it.
Toggle Autoseek On/Off-> when the Autoseek function is ON when
indicated with a check mark in the menu or as marked in
the window status section. The autoseek function when on
will try to find the information you are typing in the
present column. You may autoseek in any of the columns
for the information that will identify the record you
desire. An example would be to move the cursor to the
'Phone' column and type the phone number of the supplier
you would like. After each key press the window scrolls
to the first record that matches the Autoseek information
as shown in the status section of the window. You may
use the [backspace] key to erase any typing errors if
Inventory Interface Version 6.20 - Page 21
needed. If while using the autoseek function and you
notice you are on the record that you want, and you have
not entered the entire seek information (partial phone
number in this example) you can stop at anytime.
Select-> This option will input the record number into the
inventory supplier code field.
Return - No Selection-> Closes the supplier window and returns
to the unchanged inventory database.
4.3.2.2. Supplier - Print Menu
Printer output can be sent to the PRN (default DOS printer) or
any file. Please see the 'Printing in General' section for
more details.
4.3.2.3. Supplier - Export Menu
The inventory database allows you the option to export the
information to a variety of formats which can be latter used
with your word processor or spreadsheet. Please see the Export
Section for more details.
Inventory Interface Version 6.20 - Page 22
5. BILL OF MATERIALS SYSTEM
The bill of material (BOM) file specifies what materials,
components, sub assemblies, and assemblies are used in making
the product. Each product is linked to in a parent-component
relationship. The records in the BOM file are usually oriented
in a tree like structure with level zero being the product and
each consecutive level breaking the product into its
subassembles/parts. The data in this file shows the point of
usage the which the component on a production order in making
the parent. The data in the BOM file can be retrieved in six
formats.
From within the BOM system the data is retrieved in an
explosion format. These formats are the:
Single Level Bill - gives a list of those components used
directly in making it (going down one level). This is
the format used to present the parent tree on the screen
to the user.
Indented Bill - includes all the items in a product or
component and the the levels at which they occur in the
product structure.
Summarized Bill - is similar to the indented bill but each
item occurs only once with the total quantity required to
make one unit of the parent.
The other three formats (called implosions or where used) are
the Single Level Where Used, Indented Where Used, and
Summarized Where Used reports. These are available from the
inventory section under the Where Used Menu and are described
in that section.
BOM - Fields
5.1.
Record-> The 'record' field is a unique number that identifies
the current part in the inventory database. This number
is generated by the computer when the part is added to
the database and cannot be changed.
Part No-> The part no is taken from the inventory database.
The 'part no' field is a alphanumeric identifier that is
given to the part by the manufacturer.
Description-> The description is taken from the inventory
database. The description column is used to accurately
describe the current part. It may contain information
regarding the size, color and use of the part. The
column can contain up to 100 characters.
Unit-> The unit is taken from the inventory database. Unit is
a two character code used to describe the unit of
distribution of the part.
Qty Per As-> (only in Component level) is the quantity of the
part or item required to make or fulfill the requirements
for each unit of the next lowest component level, or
Inventory Interface Version 6.20 - Page 23
product level. This is the only field that may be edited
in the BOM system.
5.2. BOM - BarMenu
BOM - File Menu
5.2.1.
Down one BOM level-> Will open the next component level window
for the current item. This provides you with a Single
Level Bill (as described above). If the window is empty,
it is because there are no components for this item or
they have not been entered yet.
Up one BOM level-> Is the opposite of down one BOM level.
Scroll-> This function activates the automatic database
scroller. It simulates pressing the down arrow key
repeatedly until stopped or the bottom of the file is
reached. When scroll is activated the function keys
change and the database begins scrolling. You may
control the speed and even change fields (with the left
and right arrow keys).
Exit to Main Menu-> Will close all open windows (component
levels) and return you to the main menu system.
BOM - Row Menu
5.2.2.
Zoom part's info-> This option places the current record's
inventory database fields together on one screen to
permit viewing/printing the record information. This
will give you a more detailed description of the item.
Qty able to Produce-> This function will tell you the quantity
of the item (indicated by the current cursor position)
you are able to make/assemble with the current inventory
On Hand amounts. This process works in the Product or
program will first add to the total the quantity already
Component levels. When you activate this function the
On Hand of the current item. Next, the program will
continually try to assemble one unit of the current item
until an insufficient quantity On Hand of a component is
reached. At the bottom left corner of the screen is a
process gauge to show you the quantity/assemblies already
completed when the program is calculating the results.
The function will correctly handle a item that is listed
more than once in a BOM structure.
Add a part to BOM level-> This function will present to you a
pick list of the items in the inventory database. When
you select a part from the list, the program adds that
part to the current Component or Product level.
Delete current part in BOM level-> This function will remove
the current part/item from the component or product
database along with its component levels.
Inventory Interface Version 6.20 - Page 24
5.2.3. BOM - Column Menu
Create a Filter-> To hide records in database file not meeting
a specified <condition>. The user enters or selects the
<condition(s)>. More than one filter may be set at a
time. Most command and functions that move the record
pointer honor the current FILTER (PRINT, REPLACE, FIND,
etc.,...) with the exception of those commands that
access records by record number. Although a FILTER makes
the current database file window appear as if contains a
subset of records, it in fact processes all records in
the database file sequentially. Because of this, the
time required to process a FILTERed database file will be
the same as a unFILTERed file.
Find-> FIND is a database command that is used to find the
first record in the current window for a specific
<variable> or condition. When you first execute a FIND
it searches from the beginning record for the first
matching record. Any further searches for the same
<variable>, searches from the current record position for
the next record that meets the condition.
Hide Column-> This command strips the window of the current
column. The information is not erased or lost but hidden
from the screen. The column will reappear when the
window is made again. This feature is mostly used when
printing a report.
BOM - Print Menu
5.2.4.
Printer output can be sent to the PRN (default DOS printer) or
any file. Please see the 'Printing in General' section for
more details.
BOM - eXport Menu
5.2.5.
The BOM database allows you the option to export the
information to a variety of formats which can be latter used
with your word processor or spreadsheet. Please see the
'Export Section' for more details.
BOM - BOM Menu
5.2.6.
Indented Bill - produces a report which includes all the items
in a product or component and the the levels at which
they occur in the product structure. This report can be
printed if needed.
Summarized Bill - is similar to the indented bill but each
item occurs only once with the total quantity required to
make one unit of the parent.
Inventory Interface Version 6.20 - Page 25
Inventory Interface Version 6.20 - Page 26
6. INVENTORY STATUS BY CATEGORY
One of the big advantages of keeping a computer based inventory
system is that the computer is the one that will now do the
number crunching for you. II will break down the inventory
into its categories and return detailed information as describe
as follows.
Status - Fields
6.1.
Category-> the unique category name found in the inventory
database file
Rows-> the number of records found in this category
No Price-> the number of records found to have a cost of $0.00
With Price-> the number of records in the category having a
cost not equal to $0.00
Sum Price-> the sum of each individual record's cost
Avg Price-> column SUM PRICE divided by column WITH PRICE
Items-> the sum of On Hand for each record
Tot Value-> the sum of On Hand X Cost for each record
Avg Cost-> column TOT VALUE divided by column ITEMS
Ybl Used-> the quantity of items used 2 years ago starting
Jan. 1 to Dec 31
Ybl Cost-> the quantity of each item used 2 years ago X its
current cost
Ly Used-> the quantity of items used 1 year ago starting Jan. 1
to Dec 31
Ly Cost-> the quantity of each item used 1 year ago X its
current cost
Ty Used-> the quantity of items used this year since Jan.1
Ty Cost-> the quantity of items used this year since Jan.1 X
its current cost
Total Used-> the grand total of items used in this Category
Total Cost-> information of Total Used X by its current cost
(including information over 2 years)
Each category contains a <List> of the items that are in its
category. Oh, don't forget you can hide any column that you do
not want printed/exported. You can even set filters to
print/view only the information you want.
Status - BarMenu
6.2.
6.2.1. Status - Utilities Menu
Zoom Row-> Includes all information in the current row in one
screen for viewing/printing.
Hide Row-> This command strips the window of the current
column. The information is not erased or lost but hidden
Inventory Interface Version 6.20 - Page 27
from the screen. The column will reappear when you the
window is made again. This feature is mostly used when
printing a report. The row will become visible again
after returning to the main menu.
Create a Filter-> To hide records in database file not meeting
a specified <condition>. The user enters or selects the
<condition(s)>. More than one filter may be set at a
time. Most command and functions that move the record
pointer honor the current FILTER (PRINT, REPLACE, FIND,
etc.,...) with the exception of those commands that
access records by record number. Although a FILTER makes
the current database file window appear as if contains a
subset of records, it in fact processes all records in
the database file sequentially. Because of this, the
time required to process a FILTERed database file will be
the same as a unFILTERed file.
Find-> FIND is a database command that is used to find the
first record in the current window for a specific
<variable> or condition. When you first execute a FIND
it searches from the beginning record for the first
matching record. Any further searches for the same
<variable>, searches from the current record position for
the next record that meets the condition.
Hide Current Column-> This command strips the window of the
current column. The information is not erased or lost
but hidden from the screen. The column will reappear
when you the window is made again. This feature is
mostly used when printing a report. The column will
become visible again after returning from the main menu.
Show Column Descriptions-> will give an explanation of the
Status database fields.
Total Column-> If you are in a column that is in a numeric
format, you may total this column in one of three ways:
-from top to bottom
-from top to current line (including current line)
-from current line (including) to the end of the file
-or-
Recalculate Category Info-> this option will re-examine the
inventory database and update all information within the
status database file. Note the status part of the browse
window shows the last time the database was made 'up to
date'.
Return to Main Menu-> closes the current window and returns
you to the main menu section.
Status - Print Menu
6.2.2.
Printer output can be sent to the PRN (default DOS printer) or
any file. Please see the 'Printing in General' section for
more details.
Inventory Interface Version 6.20 - Page 28
6.2.3. Status - eXport Menu
The Status database allows you the option to export the
information to a variety of formats which can be latter used
with your word processor or spreadsheet. Please see the
'Export Section' for more details.
6.3. Status - Detail List
Detail - Fields
6.3.1.
Record-> The 'record' field is a unique number that identifies
the current part in the inventory database. This number
is generated by the computer when the part is added to
the database and cannot be changed.
Part No-> The 'part no' field is a alphanumeric identifier
that is given to the part by the manufacturer and
recorded in the inventory database.
Entry Date-> This is the date a part/item was added to the
inventory database as recorded in the inventory database
file.
Description-> The description column is used to accurately
describe the current part. It may contain information
regarding the size, color and use of the part. This is
the description as found in the inventory database file.
On Hand-> This is the actual amount that is available for use
as found in the inventory database.
Cost-> is the actual current cost as found in the inventory
database.
Cost*On Hand-> is the inventory cost field multiplied by the
inventory amount on hand
Used-> is the total quantity of parts/items used between the
starting and ending period. This information is
Avg On Hand-> is the average quantity on hand between the
calculated from the history database.
starting and ending period. This information is
calculated from the history database.
Turnover-> is the amount specified in the used column divided
by the amount specified in the Avg On Hand column.
Used*Cost-> between the starting and ending dates the daily
amount used is multiplied by the cost of that item for
that day as specified in the cost history database.
Used/Day-> is the quantity as described in the used column
divided by the number of days between the starting and
ending dates.
Cost/Day-> is the quantity as described in the Used*Cost field
divided by the number of days between the starting and
ending dates.
Detail - BarMenu
6.3.2.
Inventory Interface Version 6.20 - Page 29
6.3.2.1. Detail - Utilities Menu
Zoom Part's Info-> This option places the current record/part
inventory fields together on one screen to permit
viewing/printing the record information.
Create a Filter-> To hide records in database file not meeting
a specified <condition>. The user enters or selects the
<condition(s)>. More than one filter may be set at a
time. Most command and functions that move the record
pointer honor the current FILTER (PRINT, REPLACE, FIND,
etc.,...) with the exception of those commands that
access records by record number. Although a FILTER makes
the current database file window appear as if contains a
subset of records, it in fact processes all records in
the database file sequentially. Because of this, the
time required to process a FILTERed database file will be
the same as a unFILTERed file.
Find-> FIND is a database command that is used to find the
first record in the current window for a specific
<variable> or condition. When you first execute a FIND
it searches from the beginning record for the first
matching record. Any further searches for the same
<variable>, searches from the current record position for
the next record that meets the condition.
Hide Current Column-> This command strips the window of the
current column. The information is not erased or lost
but hidden from the screen. The column will reappear
when you the window is made again. This feature is
mostly used when printing a report.
Total Column-> If you are in a column that is in a numeric
format, you may total this column in one of three ways:
-from top to bottom
-from top to current line (including current line)
-from current line (including) to the end of the file
-or-
Choose Period Starting Date-> this option allows you to change
the period starting date. The new date cannot be greater
than (latter) than the ending date.
Choose Period Ending Date-> this option allows you to change
the period's ending date. The new ending date cannot be
less than (earlier) than the starting date.
+ One Year to Starting/Ending Dates-> will increase the
period's starting and ending dates by one year.
- One Year to Starting/Ending Dates-> will decrease the
period's starting and ending dates by one year.
Close Window-> return to browse the catagory database
information.
6.3.2.2. Detail - Print Menu
Inventory Interface Version 6.20 - Page 30
Printer output can be sent to the PRN (default DOS printer) or
any file.Please see the 'Printing in General' section for more
details.
6.3.2.3. Detail - eXport Menu
The Status's Detail database allows you the option to export
the information to a variety of formats which can be latter
used with your word processor or spreadsheet. Please see the
'Export Section' for more details.
Inventory Interface Version 6.20 - Page 31
7. PURCHASE ORDERS / RECEIVING
The Purchase Order (PO) section rewards the you for maintaining
an accurate Inventory database. By keeping the On Hand field
up to date in the inventory database, II will do the following
for you:
-track inventory items below/at their Order Pt and not Due In
-group items (in the above) by the same supplier and create
the required purchase orders
-items in the PO will contain the Order Qty value as specified
below:
- the value in the inventory Order Qty field
-or-
- the economic order quantity meeting the Minimum order
amount, Maximum order amount and Order Multiple criteria
as describe in the inventory database
-flag the inventory record as being 'Due In'
-flag printed and completed PO's
-adjust each inventory record's Leadtime with a new weighted
Leadtime of received parts
-adjust the Order Pt of received parts by comparing their lead
time, Minimum On Hand (safety stock), and average daily
usage for the last six months
-update the inventory database On Hand field for items that
are received
You may also 'manually' create a PO.
When browsing the list of items in the purchase order II will
allow you to edit only certain fields at certain times
depending on the value of the 'printed' field for that PO:
a) if printed then you can only edit the received column
b)if the po is not printed then you may edit the qty, and
cost fields
After printing a PO, II automatically updates the 'printed'
need to latter, update the 'cost' or 'qty' field for that PO
field for that PO with .T. (true). After printing a PO and you
you may manually change the printed field back to .F., to allow
the proper editing.
7.1. Purchase Order - Fields
PO #-> is a unique number (similar to a record #) that
identifies the current part in the database. This number
is generated by the computer when the part is added to
the database and cannot be changed.
Printed-> is a logical value indicating whether the PO has
been printed. This field is automatically set to .T.
(true) if the user has printed the current PO. You may
manually update this field as needed
Completed-> is a logical value indicating whether the Items in
the current PO have been received. This column is
Inventory Interface Version 6.20 - Page 32
updated whenever you view/modify the Items in a PO. If
all the items in a PO have the 'received' greater than or
equal to the order 'qty' the the completed field is set
to .T.. If you manually edit this field to .T. then you
will be asked if the items in the PO have been received.
If you say 'yes' than the program will automatically, for
each item for that PO:
-update the received value to the value in the qty field
-update the history file
-update the leadtime and order pt.
Issued-> is a date indicating when the purchase order was
created or sent to the supplier. Whenever a purchase
order is automatically created, this field will be given
the current date setting. This date is also used to
determine the leadtime for items that are received.
Required-> is the date that the items listed in the PO are
needed.
Department-> is a character field representing the department
in your organization in which the items are needed.
Supply Cd-> The supplier code column is a unique number
identifying the supplier in which the part is ordered.
This column is also edited using the pick list method.
When attempting to edit this field (keying in data or
pressing enter) the user will be presented with the
supplier database in which to make their choice.
Pressing enter when on the supplier column automatically
pops up the supplier database file with the cursor
located on the current selected supplier for that PO. If
the supplier code is changed the Tax1 and Tax2 rates are
updated with the new supplier tax rates as found in the
Supplier database.
Terms-> are used to describe in which manner the PO will be
paid for. Popular terms are: n/30 and n/60.
Contact-> this field is the name or job title of the person
the supplier should contact if they have any questions.
Is Taxable-> is the (T)rue or (F)alse indicator whether the
purchase order is taxable. If the PO is taxable, the
Tax1 and Tax2 fields will be contain the values of their
respective rates multiplied by the amount in the
'Taxable' field. The amounts in Tax1 and Tax2 will be
included in the 'Amount' field.
Weight-> is the total weight (Qty x Item Weight) for all the
Items in the purchase order. This is a calculated field
and can not be edited. The shipping weight is usefully
for determining the freight cost.
Ship Via-> this field is used to describe to the supplier the
way in which the items are to be delivered.
Freight-> is the cost that is acquired for the delivery of the
items in the PO.
Non Taxabl-> is the total amount (Qty x Cost) for each item in
the PO that is non-taxable.
Taxable-> is the total amount (Qty x Cost) for each item in
the PO that is taxable as indicated in the inventory
Inventory Interface Version 6.20 - Page 33
database.
Tax1 Rate-> is the percentage rate used to fill in the Tax1
field if the PO is taxable. The Tax1 Rate is usually the
Federal tax applied to the PO, if there is no Federal tax
then, this could be the State/Provential tax. This rate
is imported/exported from the supplier Tax1 Rate field.
Tax1-> is the result of 'Tax1 Rate' field multiplied by the
'Taxable' field if the PO is taxable.
Tax2 Rate-> similar to Tax1 Rate. Tax2 is usually the
State/Provencial tax added to the PO. This rate is
imported/exported from the supplier Tax2 Rate field.
Tax2-> similar to Tax1
Total-> is the total dollar value of the PO including any
taxes (tax1 and tax2) and freight.
Items-> this is a <List> field that contains the items (parts
or services) required. Pressing [Enter] on this field
will open the item window for the current PO. (See the
section 'Items' for more detail)
Bal Due-> is the amount of the PO that is already paid. Any
changes to the cost or quantity fields in the PO items
will update this field appropriately.
Pay Due-> is the date that the supplier is expecting payment
in full for the items supplied.
Comments-> is a character field used to include any extra
information in the PO.
Notes-> this character field could contain any relevant
information concerning the PO.
Purchase Order - BarMenu
7.2.
By pressing [F10], labeled 'barmenu', you are allowed access to
the menu strip in the top line of the menu. The BarMenu is a
list of functions that may be applied to the database. The
BarMenu functions are broken down into sections:
-Column
-File
-Print
-eXport
-Edit
7.2.1. PO - File Menu
The File Menu contains a list of File functions that generally
operate on the database as a whole. The following describes
the operation of each item.
Zoom PO Info-> This option places the current record fields
together on one screen to permit viewing/printing the
record information.
Scroll Down-> This function activates the automatic database
scroller. It simulates pressing the down arrow key
repeatedly until stopped or the bottom of the file is
Inventory Interface Version 6.20 - Page 34
reached. When scroll is activated the function keys
change and the database begins scrolling. You may
control the speed and even change fields (with the left
and right arrow keys).
List PO's containing a Part-> this option allow you to view a
list of the last 50 PO's that contain a part that you
have selected. By moving the highlighted bar over a PO
in the list the program will automatically move you to
that PO when you close the list.
Automatically Create PO's-> when II is told to automatically
create PO's, it will:
-examine the inventory database for items below/at their
Order Pt and not Due In
-group items (in the above) by the same supplier and
create the required purchase orders
-flag each item in the new PO's as being Due In.
-items in the PO will contain the Order Qty value as
specified belowith:
- the value in the inventory Order Qty field
-or-
- the economic order quantity meeting the Minimum
order amount, Maximum order amount and Order
Multiple criteria as describe in the
inventory database section.
Create New PO-> Adds a blank record to the inventory window in
which you may add information concerning a new part. The
issued field will be automatically filled in with the
current date.
Delete Current PO-> Will erase the current PO and any
information associated with it. All items in the <list>
will deleted and mark their 'Due In column with (F)alse
if the quantity received less than quantity ordered.
Exit-> Closes the Purchase Order window and returns you to the
main menu.
PO - Column Menu
7.2.2.
The column menu has a list of functions that operate on the
present field the cursor is in.
Put Current Cell into Column Memory-> This option and the next
are used when adding records to the database that have
similar field values. The value of the current cell is
place into memory in which it may be retrieved latter.
Each column is allowed its own value.
Replace Current Cell with memory-> After the above is
performed you can recall the contents of the memory value
to replace the current field position.
Total-> If you are in a column that is in a numeric format, you
may total this column in one of three ways:
-from top to bottom
-from top to current line (including current line)
-or-
Inventory Interface Version 6.20 - Page 35
-from current line (including) to the end of the file
Create a Filter-> To hide records in database file not meeting
a specified <condition>. The user enters or selects the
<condition(s)>. More than one filter may be set at a
time. Most command and functions that move the record
pointer honor the current FILTER (PRINT, REPLACE, FIND,
etc.,...) with the exception of those commands that
access records by record number. Although a FILTER makes
the current database file window appear as if contains a
subset of records, it in fact processes all records in
the database file sequentially. Because of this, the
time required to process a FILTERed database file will be
the same as a unFILTERed file.
Find-> FIND is a database command that is used to find the
first record in the current window for a specific
<variable> or condition. When you first execute a FIND
it searches from the beginning record for the first
matching record. Any further searches for the same
<variable>, searches from the current record position for
the next record that meets the condition.
Hide Current Column-> This command strips the window of the
current column. The information is not erased or lost
but hidden from the screen. The column will reappear
when you the window is made again. This feature is
mostly used when printing a report.
PO - Print Menu
7.2.3.
Printer output can be sent to the PRN (default DOS printer) or
any file. Please see the 'printing' section for more details.
The purchase order section allows three types of printed
output.
Stock Taking Sheet-> the stock taking sheet for a purchase
order allows the user to verify the quantity on hand for
number along with the items listed in the purchase order.
each item. The report indicates the purchase order
For each item, the Record, Part No., Description, Qty On
Hand, and location are listed.
Purchase Order-> You may print a copy of the purchase order to
send to the supplier or for you own records. Please see
the PO Edit Menu for more details.
PO database file-> After you create filter(s) and hide columns
in the PO database you may decide to get a hard copy of
the results called a report. Examples of reports for the
PO section are:
-outstanding PO's (filter on not Completed)
-overdue PO's (filter on not Completed, and date Re-
quired less than today's date)
-total dollar amount of purchase orders Issued between
dates (set filters on the Issued field for the de-
sired range of dates)
-any combination of the above
Inventory Interface Version 6.20 - Page 36
-etc.
Printer Setup-> Please see section "Printer in General".
7.2.4. PO - eXport Menu
The purchase order database allows you the option to export the
information to a variety of formats which can be latter used
with your word processor or spreadsheet. Please see the Export
Section for more details.
PO - Edit Menu
7.2.5.
The purchase order form is made up of 3 or 5 form files (.frm)
that come with the program which you can modify if needed. If
a PO is a page or less in length than the following forms are
used:
Header-> (po_head.frm) contains information for the first page
header
Body-> (po_body.frm) contains the information for each line
item in the PO
Footer-> (po_foot.frm) contains information about the end of
the purchase order/totals.
If the PO is longer than a page two additional files are used:
Continued Header -> (po_cont.frm) the header page for the
second and subsequent pages
Subtotal-> (po_sub.frm) the foot/end of the first to next to
last pages.
You may customize your PO forms (.frm) by including the setup
codes, printer codes, database fields, or functions. The .frm
files are similar to the Inventory merge (.mrg) files. All you
have to do is to start a variable with the ~ key then add the
variable name you want and finish with ~ again. For example to
include the Name of your business, use:
~M_NAME~
Feel free to modify the forms as you wish but it is always good
to make a backup copy first.
7.3. Purchase Order Items
7.3.1. PO Items - Fields
Item-> Is the number representing the line item required in
the PO
Part No-> Is the inventory manufacturer's part number used to
identify the part.
Received-> The quantity the supplier has furnished to date. A
partial shipment is when the Received quantity is less
than the 'Qty' field.
Inventory Interface Version 6.20 - Page 37
Qty-> Is the quantity requested from the supplier. As
explained above, this field is automatically filled in
upon creation of the PO. You may manually override the
calculated amount is desired and the PO is not already
printed as indicated in the PO 'Printed' field.
Cost-> Is cost per unit of distribution of and item. It may
be easier to include any taxes in this amount.
Extended-> is the value calculated by multiplying the Qty by
the Cost.
PO Items - BarMenu
7.3.2.
Zoom Part's Info-> This option places the current record/part
inventory fields together on one screen to permit
viewing/printing the record information.
Part Statistics-> the program will supply calculated
information, base on the part's usage history. This
information is useful for the manual override of the EOQ.
Usage History-> the part's usage/receipt history window will
appear in which you may view or edit it.
Fill Order Qty with EOQ-> the program will fill the 'Qty'
field for each item in the PO with the EOQ.
Add Item to PO-> this option will allow you to pick another
part to add a part to the PO item list.
Remove Item to PO-> will delete the current item from the PO
list. The item numbers will be redone afterwards.
Return to PO file-> Closes the current window, and returns
control to the PO database section.
Inventory Interface Version 6.20 - Page 38
8. POINT OF SALE / INVOICING
The point of sale (POS) and invoicing section allows you to
easily enter customer transactions. The POS database was
designed to accommodate a variety of information that can be
latter analyzed in this section or indirectly from the
Backorder Status, Price Override, Salesperson Analysis or
Accounts Receivable Sections. Within the POS system the
invoices may be sorted, filtered, and columns hidden to produce
you own custom reports to be printed or exported in the format
of you needs. Your customer invoices can be customized
directly from the application if you desire. You can even
modify the forms to print on your own preprinted forms if
needed. Before creating your first invoice you may wish to
change the Sales Tax Rates in the setup section of the main
menu.
You will find a wealth of information generated from each
invoice you create. The information can also be grouped by
filtering the information to the criteria you desire using the
'Filter' function. The information generated for each invoice
includes:
- the amount taxable and non-taxable
- the taxes due
- the total invoice amount
- the total weight of the items supplied
- the total amount tendered and the change or balance
due
- the total savings the customer has over the list price
- and the transaction cost to you.
8.1. POS - Fields
Invoice #-> the invoice number is the computer generated
number referring directly the record number the invoice
is within the database. The number is unique so that you
can find an invoice by its number with no confusion. You
be recycled with a new invoice.
may find that when you delete an invoice it's number may
Date-> When creating a new invoice the computer will
automatically fill the date field with the current system
date. The date refers the the date the transaction
occurs.
Time-> same as the 'date' field.
Trx Type-> you may wish to keep track of the type of what
type of transaction for each invoice. This field is a
pick-list in which you may customize to you business
needs.
Cust Id-> This Customer Id field describes the customer that
has purchased the items in the invoice. If you wish to
use this field a pick-list will be presented to you when
you try to edit it. The customer database (described in
detail in the 'Accounts Receivable Section') contains the
information the invoice will need if a shipment is
needed.
Inventory Interface Version 6.20 - Page 39
Sale Rep-> The Sales Rep. field is the unique number issued to
each one of you sales people as shown in the Sales Rep
database. This field is also pick-list when editing.
When you fill this information out, the sale rep. invoice
is used in the Price Override and Salesperson Analysis
Sections.
Is Taxable-> this is a logical field representing whether the
customer will pay any sales tax. When this value is set
to .T. (true) the tax1 and tax2 fields will be calculated
as described below.
Items-> The items field contains the items that are purchased
for this invoice. To edit this field place the cursor
over the <List> symbol and press enter. Whenever a item
is added to the list, the program will show you a pick
list of the inventory database in which to choose the
item being sold. The item fields are described below:
Item-> is the line item number for this invoice. This
field is automatically assigned by the computer and
cannot be edited directly.
Part No-> is the inventory part number of the item pur-
chased.
Order Qty-> is the quantity the customer has ordered.
When an order quantity is entered into the invoice,
the quantity is automatically removed from the in-
ventory record's On Hand field. So, if a client
orders more than is currently available, it is pos-
sible to have a negative on hand value. A negative
on hand value means that the part is due out. If
you wanted to only order a item when a part is or-
dered from a customer, you would set the inventory
Order Pt at -1.
Price->
Ship Qty-> is the quantity shipped to date.
Ship Date-> is the date in which the customer requests
Weight-> is the total weight of the items supplied/shipped to
shipment of the items within the invoice.
the customer. This value is generated by the computer
each time you edit the Items <List>.
Ship Via-> is the method in which you or you customer wishes
the items to be delivered.
Freight-> is the value you will charge the customer for
delivery.
Non Taxabl-> the Non-Taxable field is the value of the items
in the <List> ordered by the customer that is tax-exempt
as indicated in the inventory database.
Taxable-> similar to above.
Tax1-> if the invoice 'Is Taxable' then this field will be
calculated by the (Tax 1 Rate as indicated in the Setup
Section) x (the total amount 'Taxable'). If the invoice
is not taxable or the Tax 1 rate is zero then this field
will be Zero also. The Amount shown in this field is
changed only by the computer when you edit the Items
Inventory Interface Version 6.20 - Page 40
<List>, or you change the 'Is Taxable' flag,
Tax2-> similar to 'Tax1'.
Total-> the Total invoice amount is automatically changed by
the computer when: you edit the Items <List>, change the
'Is Taxable' flag, or edit the Freight amount. The
amount is calculated by adding
Payment-> the payment field is another <List> type of field.
By pressing the Enter key when the cursor is on the
<List> symbol, the payment database file window will open
for the current invoice. The payment fields are
described as follows:
Date-> is the date of the payment
Amount-> is the amount paid
Method-> is the manner in which the payment was made
(VISA, Cash, MC, etc.). When editing this field
you will be presented with a list of the possible
payment methods in which to choose one.
Account No.-> is the account number of the credit card
used (if applicable).
Exp Date-> the date of expiration on the credit card (if
applicable).
Auth->is the authorization code for the credit card
transaction (if applicable)
Amt Tender->is the total amount of money collected as listed
in the payment database. This field can only be edited
indirectly by modifying the payment <List>.
Change Due-> if the amount of overpayment or change due to the
customer.
Bal Due->is the remainder of the 'Total' of the invoice the
customer has not yet paid. This field is edited
indirectly from the payment or item databases.
Pay Due-> you may specify a payment due date if the customer
has not yet paid the invoice in full. This date and the
Bal Due field, are used to determine the number of days
the payment is late if any.
Savings-> is the total amount the customer has saved
purchasing the items from you, as compared to the
manufactures suggested retail price.
Comments-> is a character field in which you may leave
additional notes about the invoice.
Printed-> is the logical field representing whether the
invoice has been printed yet. This field is
automatically set to .T. (true) if the invoice is
successfully printed.
Completed-> is the logical field representing whether all the
items ordered have been shipped. This field is
automatically updated whenever the item <List> is edited.
Trx Cost-> is the amount the transaction has cost you.
Shipment-> whenever the Ship Qty field is changed within the
Items <List> a entry is made automatically into the
Shipment <List>. The entry is composed of the item
number, date of the transaction and the amount shipped.
When the Shipment window is opened, you will see the
Inventory Interface Version 6.20 - Page 41
information as described in the following field
descriptions:
Ship Date-> describes the date in which the transaction
occurred
Item-> is the item number as found in the Item <List>.
Part No.-> is the manufacturer's part number as found in
the inventory database.
Order Qty-> is the total quantity the customer has or-
dered.
Shipd 2 Date-> is the total quantity of the item that
has been shipped as of today.
Qty Shipd-> is the quantity shipped the day of the Ship
Date.
Within the shipment database you can print a packing list
for any date a shipment occurred, edit the packing list
forms, and zoom the inventory record information.
POS - Barmenu
8.2.
The POS Barmenu is divided into the following sections:
- File
- Column
- Print
- Export
- and Edit
Pressing the F10 function key (labeled Barmenu) will allow you
access of the functions within the menu system.
POS - File Menu
8.2.1.
Sort File By-> you have the option to list the invoices in one
of the following orders: Invoice #, Date, Trans Type, or
by the Sales Rep. The current active index is shown with
the check mark symbol and is shown in the POS status
section.
Zoom POS info-> the zoom function allows you to view all the
columns for the current invoice on one screen.
Scroll Down-> activates the automatic database scroller.
List invoices containing a Part-> you will be presented with
part you wish to find within the invoice <List>'s. The
the inventory database pick list in which you choose the
Find will show the last fifty invoices containing the
part.
Create a New Invoice-> this will create an new record in the
POS database (or recycle an empty/deleted one). The time
and date fields will automatically be set to the system
clock values.
Delete Current Invoice-> will remove the current invoice along
with all reference to the customer, payment, shipment and
Items information. The deleted information cannot be
retrieved afterwards. The record will be recycled when
needed.
Open Cash Drawer-> this function allows you to include the
xOpnDrwr.bat file to work with the II program. Within
the batch file, you can include the DOS commands that
will open the cash drawer when needed. The following is
an example of how you open the cash drawer from within
Inventory Interface Version 6.20 - Page 42
the batch file:
@echo OFF
echo mode com1 2400,N,8,1
echo ATDT >>com1
Return to Main Menu-> this function closes the POS database,
and all other related files, and returns you the Main
Menu Section.
POS - Column Menu
8.2.2.
Total-> If you are in a column that is in a numeric format,
you may total this column in one of three ways:
-from top to bottom
-from top to current line (including current line)
-or-
-from current line (including) to the end of the file
Note that the Total functions honor any filters.
Create a Filter-> To hide records in database file not meeting
a specified <condition>. The user enters or selects the
<condition(s)>. More than one filter may be set at a
time. Most command and functions that move the record
pointer honor the current FILTER (PRINT, REPLACE, FIND,
etc.,...) with the exception of those commands that
access records by record number. Although a FILTER makes
the current database file window appear as if contains a
subset of records, it in fact processes all records in
the database file sequentially. Because of this, the
time required to process a FILTERed database file will be
the same as a unFILTERed file.
Find-> FIND is a database command that is used to find the
first record in the current window for a specific
<variable> or condition. When you first execute a FIND
it searches from the beginning record for the first
matching record. Any further searches for the same
<variable>, searches from the current record position for
the next record that meets the condition.
Hide Current Column-> This command strips the window of the
but hidden from the screen. The column will reappear
current column. The information is not erased or lost
when you the window is made again. This feature is
mostly used when printing a report.
8.2.3. POS - Print Menu
Stock Taking Sheet-> printing a stock taking sheet for the
current invoice will allow you to find, or check the On
Hand values for the items within the invoice.
Invoice Form->You may print a copy of the purchase order to
send to the supplier or for you own records. Please see
the POS Edit Menu for more details.
Invoice database file-> After you create filter(s) and hide
columns in the POS database you may decide to get a hard
copy of the results called a report. Examples of reports
for the POS section are:
-outstanding POS's (filter on not Completed)
-overdue POS's (filter on not Completed, and Ship Date
less than today's date)
Inventory Interface Version 6.20 - Page 43
-total dollar information of invoices issued between
dates (set filters on the Date field for the de-
sired range of dates)
-any combination of the above
-etc.
Printer Setup-> Please see section "Printer in General".
POS - eXport Menu
8.2.4.
The POS database allows you the option to export the
information to a variety of formats which can be latter used
with your word processor or spreadsheet. Please see the Export
Section for more details.
8.2.5. POS - Edit Menu
The Invoice form is made up of 3 or 5 form files (.frm) that
come with the program which you can modify if needed. If an
Invoice is a page or less in length than the following forms
are used:
Header-> (poshead.frm) contains information for the first page
header
Body-> (posbody.frm) contains the information for each line
item in the PO
Footer-> (posfoot.frm) contains information about the end of
the purchase order/totals.
If the invoice is longer than a page two additional files are
used:
Continued Header -> (poscont.frm) the header page for the
second and subsequent pages
Subtotal-> (possub.frm) the foot/end of the first to next to
last pages.
You may customize your Invoice forms (.frm) by including the
setup codes, printer codes, database fields, or functions. The
.frm files are similar to the Inventory merge (.mrg) files.
add the variable name you want and finish with ~ again. For
All you have to do is to start a variable with the ~ key then
example to include the Name of your business, use:
~M_NAME~
Feel free to modify the forms as you wish but it is always good
to make a backup copy first.
Inventory Interface Version 6.20 - Page 44
9. BACKORDER STATUS
The backorder status section of the II program allows you to
track which items are currently backordered. The information
can be filtered in by: not due in, able to ship in full, able
to partially ship, or/and any combination of the three.
9.1. Backorder - Fields
Invoice-> is the invoice number as found in the POS database.
Date-> is the date the invoice was created
Inv Record-> is the inventory database record number of the
item ordered
Part No.-> is the manufactures part number (as found in the
inventory database) of the item ordered.
Description-> is the description of the item as found in the
inventory database
Order Qty-> is the quantity that has been ordered.
Ship Qty-> is the total quantity that has been shipped to
date.
Qty Avail-> is the total quantity that is available for
distribution
Due In-> is the logical (T or F) indicator of whether a PO has
been issued for this item.
Backorder - Barmenu
9.2.
Backorder - Utilities Menu
9.2.1.
Zoom current Row-> this function will put all the current
record fields in one screen. This permits quick and easy
viewing of the information.
Find-> FIND is a database command that is used to find the
first record in the current window for a specific
<variable> or condition. When you first execute a FIND
it searches from the beginning record for the first
matching record. Any further searches for the same
<variable>, searches from the current record position for
Hide Current Column-> This command strips the window of the
the next record that meets the condition.
current column. The information is not erased or lost
but hidden from the screen. The column will reappear
when you the window is made again. This feature is
mostly used when printing a report.
Return to Main Menu-> this will close the Backorder database
(and all related files) and return you to the main menu.
Backorder - Filter Menu
9.2.2.
Not Due In-> will filter the database to show you any parts
that are backordered and have not been ordered yet.
Able to Ship in Full-> will filter the database to show you
any parts that are backordered but are able to be shipped
in full.
Able to Partially Ship-> will filter the database to show you
any parts that are backordered but a partial shipment is
possible.
Backorder - View Menu
9.2.3.
Inventory Interface Version 6.20 - Page 45
Inventory Record-> will zoom the inventory database
information about the current item.
Last PO's for Item-> will display a list of the last fifty
PO's issued for this item and other pertinent
information.
Invoice Info-> will zoom the Invoice database information
about the current item.
Backorder - Print Menu
9.2.4.
Printer output can be sent to the PRN (default DOS printer) or
any file. Please see the 'Printing in General' section for
more details.
Backorder - eXport Menu
9.2.5.
The Backorder database allows you the option to export the
information to a variety of formats which can be latter used
with your word processor or spreadsheet. Please see the
'Export Section' for more details.
Inventory Interface Version 6.20 - Page 46
10. PRICE OVERRIDES
Periodically you may wish to view the POS price overrides. A
price override occurs when the sales rep. manually changes the
selling price to something other than what is listed in the
inventory database at that time. The Price Override database
gives the total picture of the price override as shown in the
fields section. The information given includes unit and total
variance along with the sale rep. for each invoice. You can
filter the information, and hide columns in order to produce
reports, or export the information as you wish.
Price Override - Fields
10.1.
Invoice-> is invoice number as found in the invoice database
file.
Date-> is the date the invoice was created
Inv Record-> is the item's record number as found in the
inventory database.
Part No.-> is the item's manufacture's part number as found in
the inventory database.
Description-> is the item description as found in the
inventory database.
Sales Rep-> is the sale rep. id number as found on the invoice
with the price override.
Price-> is the price the item was sold for
Sell Price-> is the price the inventory database listed the
selling price at.
Order Qty-> is the quantity sold or ordered.
Unit Variance-> is difference between the selling price and
the sold price. (Sell Price - Price)
Total Variance-> is unit variance multiplied by the Order Qty.
Price Override - Barmenu
10.2.
Price Override - Utilities Menu
10.2.1.
Zoom current Row-> this function will put all the current
record fields in one screen. This permits quick and easy
viewing of the information.
Find-> FIND is a database command that is used to find the
first record in the current window for a specific
<variable> or condition. When you first execute a FIND
it searches from the beginning record for the first
matching record. Any further searches for the same
<variable>, searches from the current record position for
the next record that meets the condition.
Hide Current Column-> This command strips the window of the
current column. The information is not erased or lost
but hidden from the screen. The column will reappear
when you the window is made again. This feature is
mostly used when printing a report.
Create a Filter-> To hide records in database file not meeting
a specified <condition>. The user enters or selects the
<condition(s)>. More than one filter may be set at a
time. Most command and functions that move the record
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pointer honor the current FILTER (PRINT, REPLACE, FIND,
etc.,...) with the exception of those commands that
access records by record number. Although a FILTER makes
the current database file window appear as if contains a
subset of records, it in fact processes all records in
the database file sequentially. Because of this, the
time required to process a FILTERed database file will be
the same as a unFILTERed file.
Return to Main Menu-> this will close the Price Override
database (and all related files) and return you to the
main menu.
Price Override - View Menu
10.2.2.
Inventory Record-> will zoom the inventory database
information about the current item.
Last PO's for Item-> will display a list of the last fifty
PO's issued for this item and other pertinent
information.
Invoice Info-> will zoom the Invoice database information
about the current item.
10.2.3. Price Override - Print Menu
Printer output can be sent to the PRN (default DOS printer) or
any file. Please see the 'Printing in General' section for
more details.
Price Override - eXport Menu
10.2.4.
The price override database allows you the option to export the
information to a variety of formats which can be latter used
with your word processor or spreadsheet. Please see the
'Export Section' for more details.
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11. SALESPERSON ANALYSIS
The salesperson analysis section, examines the POS invoices and
gather the information per salesperson during your defined
range of dates. Information displayed per salesperson
includes: the number of invoices, total gross sales, total
cost of sales, avg. gross, margin, and avg. margin. You can
change the range of dates for the analysis to produce last
year/period comparisons. The information can be latter be used
for the calculation of commissions, or a measure of sales
person/department performance.
Salesperson Analysis - Barmenu
11.1.
11.1.1. Salesperson - Utilities Menu
Zoom current Row-> this function will put all the current
record fields in one screen. This permits quick and easy
viewing of the information.
Find-> FIND is a database command that is used to find the
first record in the current window for a specific
<variable> or condition. When you first execute a FIND
it searches from the beginning record for the first
matching record. Any further searches for the same
<variable>, searches from the current record position for
the next record that meets the condition.
Hide Current Column-> This command strips the window of the
current column. The information is not erased or lost
but hidden from the screen. The column will reappear
when you the window is made again. This feature is
mostly used when printing a report.
Create a Filter-> To hide records in database file not meeting
a specified <condition>. The user enters or selects the
<condition(s)>. More than one filter may be set at a
time. Most command and functions that move the record
pointer honor the current FILTER (PRINT, REPLACE, FIND,
etc.,...) with the exception of those commands that
access records by record number. Although a FILTER makes
the current database file window appear as if contains a
subset of records, it in fact processes all records in
the database file sequentially. Because of this, the
time required to process a FILTERed database file will be
the same as a unFILTERed file.
Total-> If you are in a column that is in a numeric format,
you may total this column in one of three ways:
-from top to bottom
-from top to current line (including current line)
-or-
-from current line (including) to the end of the file
Note that the Total functions honor any filters.
Recalc. Salesperson Information-> will re-examine the POS
invoice for the already set dates, and recalculate the
analysis information
Return to Main Menu-> this will close the Salesperson database
(and all related files) and return you to the main menu.
11.1.2. Salesperson - Period Menu
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Choose Period Starting Date-> this option allows you to change
the period starting date. The new date cannot be greater
than (latter) than the ending date.
Choose Period Ending Date-> this option allows you to change
the period's ending date. The new ending date cannot be
less than (earlier) than the starting date.
+ One Year to Starting/Ending Dates-> will increase the
period's starting and ending dates by one year.
- One Year to Starting/Ending Dates-> will decrease the
period's starting and ending dates by one year.
Salesperson - Print Menu
11.1.3.
Printer output can be sent to the PRN (default DOS printer) or
any file. Please see the 'Printing in General' section for
more details.
Salesperson - eXport Menu
11.1.4.
The price override database allows you the option to export the
information to a variety of formats which can be latter used
with your word processor or spreadsheet. Please see the
'Export Section' for more details.
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12. ACCOUNTS RECEIVABLE
The POS invoices contain all the information need to track
customer Accounts Receivable. The accounts receivable section
takes this information and analysis it to include customer
information like: total debits, total credits, balance,
n/30-60-90-90plus amount due analysis, total overdue, and date
of the last sale. This information can be filtered and printed
to include totals for all customers.
Accounts Receivable - Fields
12.1.
Cust Id-> is the record number of the customer as found in the
customer database. Note that each id number is unique
and is assigned by the computer.
Name-> is the customer name
Company-> the customer's business name
Address-> is the customer's bill to address
City-> is the customer's bill to city
State-> is the customer's bill to state.
Zip-> is the customer's bill to Zip/Postal Code
Phone-> is the customer's phone number
Fax-> is the customer's fax number
Ship To-> is the customer's Person/Dept to ship to
Ship Addr-> is the shipping address
Ship City-> is the shipping city
Ship State-> is the shipping state
Ship Zip-> is the shipping zip/postal code
Ship Phone-> is the shipping phone number
Debits-> is the total debits (purchases) the customer has made
Credits-> is the total credits (payments) the customer has
made
Balance -> is the total Credits minus Debits
Max Credit-> is the amount you can specify as the customer's
credit limit
Terms-> is the terms you may specify for the customer's
N 30-> is the total Bal Due (found in the invoice database)
payment schedule
with payment due less than 31 days ago.
N 60-> similar to N 30. Payment was due more than 30 days ago
but less than 61.
N 90-> similar to N 30. Payment was due more than 60 days ago
but less than 91.
N 90 Plus-> similar to N 30. Payment was due more than 90
days ago.
Overdue-> is the total amount past due.
Last Sale-> is the date of the last purchase
Notes-> is a <Memo> field in which you can write any
additional information concerning the customer.
12.2. Accounts Receivable - Barmenu
12.2.1. AR - Utilities Menu
Zoom current Row-> this function will put all the current
record fields in one screen. This permits quick and easy
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viewing of the information.
Find-> FIND is a database command that is used to find the
first record in the current window for a specific
<variable> or condition. When you first execute a FIND
it searches from the beginning record for the first
matching record. Any further searches for the same
<variable>, searches from the current record position for
the next record that meets the condition.
Hide Current Column-> This command strips the window of the
current column. The information is not erased or lost
but hidden from the screen. The column will reappear
when you the window is made again. This feature is
mostly used when printing a report.
Create a Filter-> To hide records in database file not meeting
a specified <condition>. The user enters or selects the
<condition(s)>. More than one filter may be set at a
time. Most command and functions that move the record
pointer honor the current FILTER (PRINT, REPLACE, FIND,
etc.,...) with the exception of those commands that
access records by record number. Although a FILTER makes
the current database file window appear as if contains a
subset of records, it in fact processes all records in
the database file sequentially. Because of this, the
time required to process a FILTERed database file will be
the same as a unFILTERed file.
Total-> If you are in a column that is in a numeric format,
you may total this column in one of three ways:
-from top to bottom
-from top to current line (including current line)
-or-
-from current line (including) to the end of the file
Note that the Total functions honor any filters.
Dial Phone-> this function will ask you which of the following
number you would wish to dial for the current supplier:
Work, Home, or Fax. Note that a modem is required to use
Scroll Down-> This function activates the automatic database
this function.
scroller. It simulates pressing the down arrow key
repeatedly until stopped or the bottom of the file is
reached. When scroll is activated the function keys
change and the database begins scrolling. You may
control the speed and even change fields (with the left
and right arrow keys).
Create New Customer-> the computer will add a blank record to
the database in which you may add another customer.
Delete Customer-> the current customer will be removed and
further use of the customer Id number will be inhibited.
Recalc. Customer Information-> will re-examine the POS invoice
and recalculate the analysis information
Return to Main Menu-> this will close the Salesperson database
(and all related files) and return you to the main menu.
12.2.2. AR - Print Menu
Printer output can be sent to the PRN (default DOS printer) or
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any file. Please see the 'Printing in General' section for
more details.
12.2.3. AR - eXport Menu
The price override database allows you the option to export the
information to a variety of formats which can be latter used
with your word processor or spreadsheet. Please see the
'Export Section' for more details.
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13. BACKUP DATABASES
All magnetic media 'dies'. Diskettes and hard disks are
vulnerable to inadvertent operations (such as erasing the wrong
file) and logical damage from electronic problems. You should
view making backups as a form of insurance.
The backup routine for II can be fully customized to you
specific needs. The supplied backup routine (xBackup.bat) is
as follows:
c:\dos\backup c:*.db* a: /F
You may change the batch file to include any tape, compression
or disk checking routines.
The philosophy of backing up information is usually...
-can you re-create the information on the disk
-how difficult will re-creating the information on the
disk be
-how long will re-creating the information on the disk
take
Backup your information every time it requires more time to
update the database than that to perform the backup task. Make
backups when files are at risk (transporting the computer,
installing a new Operating System, etc.). Most people backup
their information once a week or once a month. Use at least
two generations of master backups and two generations of
incremental backups. The primary reason for using multiple
sets of backup media is undetected corruption (virus, damage,
etc.). When the damage is found, the site returns to the
previous backup. If this file is damaged, the site keeps
returning to earlier versions until an undamaged version is
found.
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14. RESTORE
Restore is the counterpart of backup. The restore routine is
similar in design to the backup routine. The batch file
(xrestore.bat) is executed when the option is chosen from the
main menu. You may change the below supplied routine to fit
you needs/system. Note that the restore operation should be
considered a last choice to restore missing or defective data
files.
c:\dos\restore a: c: /P
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15. REINDEX
The reindex functions recreates the database index files
(.ntx). An index is the way a database will access its records
in alphanumeric order per index expression. If for some reason
you believe an index file is corrupt or missing, perform a
reindex and the problem will be corrected. The reindex
function reads the dbf_s.dbf file to recreate the index keys
and names.
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16. TSR UTILITIES
16.1. Calculator
Available operations in the 'operation' column are describe
with the F2 key (Keys) and are as follows:
* multiply
/ divide
+ add
- subtract
= total (perform all operation and return the result)
P Put value (return current cursor value to any pending
get or memo editing)
C Clear All
The calculator follows the adding machine format, all
operations are performed sequentially. You may get a printed
output with the F3 key (Print). F5 will clear the calculator
for new input. You may also specify the number of decimal
places with the F6 key (Dec Fix). F7 (Refresh) will go though
the operations and update any = operations. You may delete any
row in the calculator with the F8 (Del Row) key.
Calendar
16.2.
The Calendar is handy when editing a date field. Once you are
editing a date or a memo field you pop up the Calendar with
[Alt][F1] choose the date you want and Put in back into you
field and press F9 (PutDate). The function keys that are
available to Calendar are as follows:
Help-> help is available throughout the program and also for
+/-Days-> will cause the Calendar to skip the number of days
the pop up Calendar.
you input.
-1 Year-> will cause the Calendar to go back one year from the
current highlighted date.
+1 Year-> will cause the Calendar to go forward one year from
the current highlighted date.
-1 Mnth-> will cause the Calendar to go back one month from
the current highlighted date.
+1 Mnth-> will cause the Calendar to go forward one month from
the current highlighted date.
Go Date-> will cause the Calendar to go to date that you input.
PutDate-> will stuff the keyboard buffer with the date/style
you select. This option is especially good when you are
editing a date field and you need to look up the date.
Return-> closes the Calendar window and turns control back to
where you left the program.
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16.3. Memo Pad
The memo pad window allows you to store any notes onto the hard
disk. The memo pad is very similar to a mini word processor in
function. You can pop-up the Memo pad with [Alt][F1] any where
in the program. The function keys are as describe below:
DelLine-> Will DELete the current LINE
InsLine-> Will INSert a blank LINE
DelWord-> Will DELete current WORD
NxtWord-> Will move the cursor to the next word
InsDate-> Will INSert the current DATE (choose one of four
formats)
InsTime-> will INSert the Current TIME
Print-> Will send the memo pad text to the printer/file.
Return-> closes/saves the memo pad window and returns control
where you left off.
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17. PRINTING IN GENERAL
The Printer function key will allow access to the printer setup
codes. You may modify them as needed. All printer codes are
entered as there ASCII value, separated by a comma.
You may customize your PO forms (.frm) by including the any
printer codes. All you have to do is to start a variable with
the ~ key add P_ to the variable name you want and finish with
~ again. For example to include the Compressed mode printer
command, use:
~P_COMP~
If the printer is not online and available then printing to the
printer will not be allowed. If you choose the print to a file
option, the following is allowed:
LPT1 (or any parallel port)
COM1 or COM2 (serial ports)
PRN (the default DOS printer)
any file name (the file will be given the .prn extension)
If a file already exist you will be asked if you want to add
(append), overwrite the existing file, or abort the print
operation.
Printer output may contain printer control characters found in
the printer database file. When the program starts up, the
'init.dbf' is automatically loaded. The init.dbf contains the
name of the printer database file. The name may be changed
(through the main menu setup function) to another file name if
need be. The new file should be should be similar in structure
to the original file with the exception of printer codes.
Other codes may be added as needed in order to customize '.frm'
files.
If you print to a disk file, you may choose to use a printer
inputted into you favorite word processor to edit as you
file with the codes removed. This printed file could then be
please.
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18. EXPORTING
The exporting features included in II allows you to use the
information or created by II in your word processor,
spreadsheet or database programs. The export function copies
the current database to a new file. If a filter is set,
records not visible will not be copied. The export function
will not copy any 'hidden' columns in the database. Records
will be copied in the order of the controlling index.
Basically, the export function obeys the what you see is what
you get philosophy. With the Shareware version of II you get
the choice of three types of export files:
SDF-> specifies the output as a system data format ASCII file.
The file is given the .txt extension. Record are fixed
length, each separated by a carrage return/line feed.
Fields are fixed length and there is no field separator.
Character fields are padded with trailing blanks, numeric
fields are padded with leading blanks, date fields are
written in the form yyyymmdd, and logical fields are
written as T or F. The end-of-file mark is 1A hex or
CHR(26).
DELIMITED specifies the output file type as a delimited ASCII
file. The file is given the .txt extension. Records are
variable length, each separated by a carriage return/line
feed. Fields are variable length and separated by commas.
Character fields are enclosed in delimiters (the double
quote mark). Leading and trailing spaces for numeric and
character fields are truncated, date fields are written
in the form yyyymmdd, and logical fields are written as T
or F. The end-of-file mark is 1A hex or CHR(26).
dBase-> specifies the output type as a dBase III compatible
file. The file name is give the .dbf extension.
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19. INVENTORY INTERFACE CUSTOMIZATION OPTIONS
- faxing of po's directly from application
- additional database fields
- optional database formats
- custom statistics
- network version
- request for quotations section
- multiple supplier/cost information for each inventory item
- distribution requirements (multiple locations) planning
master program
- material requirements analysis (MRP)
- serial/lot number tracking
- custom point of sale interface
- read sales data from down loading cash registers
If you require any of the above options, or any other
customization, we will be glad to tune the program to your
needs at our standard hourly rate. Please call for a
quotation.
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