Monster Media 1993 #2

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MAIL ORDER SYSTEM Version 1.07 Written By Kim G. Thornton (C) Copyright 1993, Micro Methods, All Rights Reserved Mail Order System is distributed and marketed through SHAREWARE. This shareware disk is for evaluation purposes and gives you a chance to "try before you buy". If you find this software useful a registration fee is requested. Registered users will receive the most recent version of the program (a serialized copy with out the shareware messages), a users manual and phone support. Thank you for supporting Shareware. Kim G. Thornton * MAIL ORDER SYSTEM ORDER FORM * COMPANY _______________________________________________________ NAME __________________________________________________________ ADDRESS _______________________________________________________ CITY, STATE & ZIP _____________________________________________ COUNTRY _______________________________________________________ PHONE (_______) ______________________________________________ MAIL ORDER SYSTEM REGISTRATION FEE $79.00 INDIANA RESIDENTS ADD 5% ________ TOTAL ________ CIRCLE ONE: CHECK MONEY ORDER VISA MASTER CARD ACCT# ______________________________________ EXP DATE _________ SIGNATURE _____________________________________________________ PLEASE RETURN TO: MICRO METHODS C/O KIM G. THORNTON P.O. BOX 2027 EVANSVILLE, IN. 47728 (812) 476-0999 LIMITED WARRANTY The program is provided "as is" without warranty of any kind, either expressed or implied. Micro Methods does not warrant that the functions contained in the program will meet your requirements or that the operations of the program will be uninterrupted or error free. In no event will Micro Methods be liable to you for any damages, including any lost profits, lost savings or other incidental or consequential damages arising out of the use or inability to use such program. Any liability of seller or Micro Methods will be limited exclusively to software replacement or refund of the purchase price. INTRODUCTION Mail Order System is an easy to use order entry program which combines invoicing, inventory control, and a salesperson file for tracking commissions. Although designed for use in a mail order type business, it can be used in any kind of business requiring order entry management. Some of the many features are, abilities to save all orders to disk which can be recalled by invoice number, name, phone, or zip code. An inventory window which allows you to search your files by number or description and "paste" items to the invoice you are working on. A mailing list which allows you to locate names and place on an invoice and is automatically updated when new orders are entered. Mail Order System will print invoices with address labels, or can use preprinted forms if you wish. Some of the many printed reports are inventory lists, items below reorder level, item price list, sales personnel list, and customer mailing labels. The program has file capacities of 65,000 inventory items, 65,000 names in the mailing list, and up to 65,000 orders on file. HARDWARE REQUIREMENTS The following hardware is required to use Mail Order System: IBM PC, XT, AT or compatible computer with at least 256K of free memory. MSDOS 2.1 or higher. 1 5 1/4" or 3 1/2" floppy disk drive. 10 MEG. or higher hard disk drive. 80 column dot matrix printer. INSTALLING MAIL ORDER SYSTEM To load Mail Order System on to the hard disk, insert the program disk into your floppy drive and run INSTALL.COM The installation screen will be displayed and you will then answer questions on which drive and sub-directory you will install the program into. The default sub-directory is \OE and the data files have an extension of .DTA If you use \OE as the sub-directory, to backup your data files you would use the DOS command: BACKUP C:\OE\*.DTA A: It is important to back up your data on a regular basis. For more information on backing up and restoring data from your hard disk drive, refer to your MSDOS users manual. STARTING MAIL ORDER SYSTEM To start Mail Order System, at the C:> prompt, type OE and press [ENTER]. After the program loads The main menu will be displayed. If this is your first time running Mail Order System you will need to initialize the system by selecting option COMPANY SETUP. This is where you enter information such as company name, address, and how Mail Order System will be configured. THE MAIN MENU The main menu is the central control area of the program. It is from this area you will access the different modules of the Mail Order System and you will always be returned here after exiting any of the modules. The access the different menu selections, move the bar and press [ENTER] at the appropriate line. ORDER ENTRY This is where orders are entered, viewed or changed. You can also print orders, mailing labels, and close-out processed orders. The status of each order (which is displayed at the upper left of the screen) can be one of the three: 1. ORDER PROCESSED, which means the inventory has been updated and this order is ready to print. 2. ORDER PROCESSED and PRINTED, this order has been printed and closed-out. 3. ORDER ON HOLD, which allows you to place a pending order which can be processed or changed later. The different areas of the order entry module are controlled by function keys which are displayed on the bottom line of the screen: [F2] Add Orders Use this function to enter a new order. The order entry screen is composed of three parts the first is for entering the sold to and ship to name addresses, the second part is for entering the salesperson, shipped via, terms, FOB, PO#, and tax code. And the third part is for entering the inventory items. You can easily move between each of these areas by pressing the [PgUp] or [PgDn] keys. To move the cursor and edit, use the Up and Down arrow keys. While entering inventory items on the order you can move the cursor to an existing item number with the up and down with the arrow keys and press the [DEL] key to remove an item. You can use the right and left arrow keys to change qty sold or price. The [HOME] key will place the cursor at the first item and the [END] key will place it at the last item. To save a completed order, press the [F10] key to display the Save Menu and choose the selection you want for this order, PROCESS ORDER (saves the order for batch printing later, updates inventory and accounting file), PROCESS and PRINT ORDER (processes order and prints this order now), HOLD ORDER (places order on hold, does not update inventory or accounting). [F3] View Edit This function is for viewing or changing existing orders. You can search for an order by invoice#, company, name, zip code, or phone number. Move the cursor with the arrow keys to the line to search and enter the information you wish to find. The [PgUp] and [PgDn] keys will display the previous or next order. To edit an order press [F5] and use the [PgUp] and [PgDn] keys to move between the different areas of the order and the up and down arrow keys to move the cursor and edit. To save the changes, press [F10]. [F4] Mail List Mail Order System maintains a mailing list of all your customers. Each time a new order is entered, that name is added to the mailing list accept when the name is originally taken from the list and placed on the order. You can also add names to your list manually. When entering a new order you have the option of using a name from your mailing list, this is done by pressing the [F4] key. After keying in and finding the name you wish, press the [F9] key to "paste" the name on the order. You can also copy the Sold To name and address to the Ship To by pressing the [F9] key again. [F5] View Inventory While entering items you have the option of viewing the inventory file by using the [F5] View Inventory window. This option is used for searching inventory items and can also "paste" the high lighted item onto the order. To search for an item press the ? (question mark) key. Then enter in all or part of the inventory number or the description of the item. When searching by description, the first character must be a ? I.E. to search for WIDGET you could type in ?WID and the closest match would be displayed. To place an item on the order press the [ENTER] key. To exit the window with out choosing an item press the [ESC] key. [F6] Print Orders This is where you will print your orders, mailing labels, and perform a close-out on processed orders. You can also preview or list processed orders on the screen. Print Processed Orders After choosing this selection you will be prompted to press any key to begin. Depending on which invoice option you selected in the company setup, the standard and the standard with label will print on 8 1/2" X 11" plain paper the NEBS 9040 will print on a NEBS preprinted form #9040. All orders saved as PROCESSED will be "batched" printed. Print Labels For Processed Orders This option will print labels on all PROCESSED orders. The size required is 3 7/8" X 2 7/8". Preview Processed Orders This option will display the invoice number and name of each PROCESSED order. You can use the [PgUp] and [PgDn] keys if necessary to view all processed orders. To exit this area, press the [F1] key. Close-out Processed Orders This procedure is done after you print your orders. You will be prompted with "Print Summary Y/N? " The summary will print the invoice #, date, name, payment type, order total, and it was shipped. This list can be used for credit card verification as the credit card numbers and expiration dates are also printed on the list. The purpose of closing out orders is to mark each PROCESSED order as PROCESSED and PRINTED. It is very important to close-out the orders after you print, if you skip this process these existing processed orders will remain active and will print again with the next batch of orders. If you have printed the orders and try to exit the [F6] Print Orders area with out doing a close-out, you will be reminded to do the close-out. When the orders are closed-out the salesperson file totals and commissions will be updated at that time. To exit the Print Orders area, press the [F1] key and you will return to the Order Entry screen. INVENTORY ITEM FILE Selection 2 from the main menu will allow you to maintain you inventory items. You can add, change, view and delete items here. Your options are A to add items, C to change items, V to view, and D to delete. [F1] will return you to the main menu. Guide lines for entering inventory items: The item number can have a maximum of 15 characters and can be alpha or numeric. The category field can have up to 10 digits and can be alpha or numeric. The category is important as you can print information about you inventory sorted by category. The description field can have a maximum of 25 characters. Use only numbers or decimals in the qty on hand, reorder level, cost, retail price, and mark up lines. The mark up percent lines will automatically be calculated for you using the retail prices. If you enter a zero in the cost line, the retail price and mark up lines will be by passed and during a transaction , you will be prompted to key in the price manually. This feature could be used for misc. sales. The vendor line is used for the company name of the vendor or supplier of the item. You can sort and print by vendor on some of your printed reports. The vendor line will also be printed on your inventory item lists. The Taxable (Y/N) prompt is for identifying taxable and non taxable items. Enter a Y or an N here. Last update is the last time the item was received. Last sold is the date it was last purchased. Total sold, Item Revenue and Item Profit are automatically updated at each transaction. You can enter amounts in here or press [ENTER] at each of these lines to leave at zero. Item Revenue is the total sales of the item and the Item Profit is calculated by the selling price and the item cost. To edit any of the lines use to up or down arrow key and re-type the line. To save the information press the [F10] key. To return to the Add, Change, View or Delete options, just press the [F1] key. When you enter C at the options you will be prompted to enter a item number to change. Here you would key in the item number or an ? and the description to search for and use the page up or page down key to display your inventory items. After finding the record you want, you may then used to arrow keys to edit and press [F10] to save the changed information. To return to the options, press the [F1] key. The V option allows you to view any of the items. You can enter the item number or ?description to view and page up or page down. To delete an item you would enter a D at the options, and enter in the item number or ?description to delete. To delete the item displayed press the [Del] (DELETE) key. Pressing [F1] at the options will return you to the main menu. ADD RECEIVED INVENTORY This selection of the main menu is used to add inventory purchases to your item file. You will be prompted for the inventory item number to update. After keying in a valid number, the item description, quantity on hand, last update, and current item cost will be displayed. You can then enter the number of items received and at the "OK?" prompt answer Y to write the information to the file or enter N to re-enter the total amount received. If you enter in an L at the "OK?" prompt you can print price labels for that item being received. You can change the items wholesale cost by pressing [F3] at the total received prompt. When changing the cost of an item, you will be prompted to adjust the mark up percent or retail price of the item. Pressing [F2] here would erase the line and allow you to start over. [F1] will return you to the main menu. After adding received inventory the quantity on hand will be adjusted and the last update will be changed to the current date. f the item cost was changed then the markup or retail price will also be changed. The inventory window can also be accessed by pressing the [F5] function key (for more information on this feature see Inventory Window in the Order Entry section of this manual). SALES PERSONNEL FILE Selection 4 from the main menu will allow you to maintain you sales personnel file. You can add, change, view and delete salesmen here. Guide lines for entering sales personnel: The salesman number can have a maximum of 2 characters. The name, address, and city state zip lines can have up to 25 characters. The phone and social security # lines can have 15 characters. The comments line is for misc. information. The commission % line is the amount of commission in a percent the salesman will receive. The commission on line can be G for gross sales made or P for profit made on sales. The commission % is used with this information to calculate the salesman's total commission. Mail Order System will keep track of a salesman's commission and total sales on a current or year-to-date basis. The totals are updated at the time you do a close-out on the orders in the Print Orders area of the program. These totals can be zeroed at any time. This is done by pressing [F10] at the options, entering a C for to zero current totals or a Y to zero year-to-date totals. Before any totals are you are prompted to "... Verify (Y/N)?". Here you would answer with a Y or a N. Pressing [F1] will return you to the main menu. ACCOUNTING INFORMATION The Accounting Information tracks current and year-to-date totals on taxable and tax exempt sales, and the 4 tax code totals. These totals are updated each time an invoice is processed or changed but you must manually zero the totals by pressing the [F3] Clear Totals function. To print the totals, use the [F4] Print Totals function. PRINT REPORTS Print Reports is where you will print all lists of inventory items, sales personal lists, etc. [F2] will return you to the print reports menu and [F1] will return you to the main menu. You can stop the printing process on any of the reports by pressing the [ESC] key. Inventory Item List This list, which is sorted by the item numbers, includes current information such as quantity on hand, last time sold, and revenue produced. The vendor information line will also be printed. You will be prompted for the category to print, here you would enter up to a 10 digit category which was used in your inventory item file or press [ENTER] to print all categories. You can print this list by vendors if you wish by entering the vendor on the next prompt. This vendor name must be present on line of the inventory item file information. To print all vendors, press [ENTER] here. It is suggested that you print by categories as this will keep your list shorter and more organized. After the list is sorted, it will be sent to the printer. Items Below Reorder Level This list will print all items that have quantity on hand levels below the reorder level. It is sorted by item number. You will have the option of printing categories or all of the inventory items which have fallen below reorder level. This list can also be printed by vendors if you wish. Item Price Labels Mail Order System will print price labels for your inventory. You will be asked for the category. Here you would enter the inventory category you wish to print or press [ENTER] for all categories. The next prompt will be for the number of labels for each item. After the list is sorted (which will be by item number), you be prompted for test or alignment labels. Answering Y would print the test labels and N would proceed to print the price labels. You can print labels for one item by by pressing [F3] at the Enter Category prompt. After pressing [F3], you must enter the item number you wish to print and enter the number of labels to print for that particular item. Item Price List The Item price list consist of the item number, description and retail prices. This is a handy list to place in a book to use as a reference. This list can be printed by category or a complete inventory price can be printed. Physical Inventory List This list is used for taking inventory in your store. It consist of the inventory number, description, quantity on hand, and a blank line used to write in the actual inventory physically counted. This list may then be used to correct the quantity on hand totals for your inventory file. This list is double spaced and may be printed by category. Inventory Value & Analysis This will give you your current inventory value determined by the cost and profits or revenues of each item. After Selecting the option, you will be prompted on which type of list. "C" would list combined categories and "I" would list each item individually. You then must chose "P" to print profit amounts or "R" for total revenue amounts. If you print the list by items you will also be prompted for which category to print. For all categories press [ENTER] at this prompt. Sales Personnel List Prints information on sales personnel, includes current and year- to-date sales and commission earned. You have the option of sorting this list by salesman number or name. Customer Mailing Labels This Selection will allow you to print mailing labels from your customer account file. A label size of 3 1/2" X 15/16" - 1 across is required. Before the labels are printed you must tell Mail Order System which range (by zip code) to print. You will be prompted with a "FROM" and a "THRU". "FROM" is the staring range and "THRU" would be the end of the range. If you wish to print all names, you would press [ENTER] for "FROM" and [ENTER] for "THRU". While the labels are printing you can abort the process by pressing the [ESC] key. COMPANY SETUP The company setup is where you enter information about your business. The company name, address, city, state, and zip will appear on the invoices and labels printed. You have the option of printing 3 different invoices: 1) Prints invoice on 8 1/2" X 11" paper. 2) Prints invoice on 8 1/2" X 11" paper also prints mailing label on bottom of invoice. 3) Prints on a preprinted form available from NEBS (form #9040). The 4 different tax codes are used when entering an invoice. You can use 1 code on an invoice or a combination of all 4 codes. The next invoice number can be changed at any time such as at the first of the year. The printer codes are used to make your printer print condensed or normal type. Many printers use the EPSON codes which would be 27 15 for condensed print and 18 for normal or to release condensed print. If these codes do not make your printer print on condensed format then refer to your printers owners manual for the proper codes and enter then here. The password is used to protect the accounting information and will also protect the company setup. If you do not want to use a password then leave the password line blank. To remove or blank out an existing password just move the cursor to the password line and press [ENTER]. EXITING MAIL ORDER SYSTEM Selection EXIT PROGRAM on the main menu will exit the program and return you to the C prompt of the computers operating system. Even though Mail Order System protects your data in the event of a power failure, always exit the program properly before shutting down your computer.