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Monster Media 1993 #2
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HELP.TXT
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1993-08-15
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HELP TEXT
USING THE VIDEOSOFT SYSTEM
THIS PROGRAM IS DEPENDANT ON THE CORRECT DATE BEING ENTERED
IN THE COMPUTER.
The default password for full access to the private areas
is "1957".
IT IS IMPORTANT THAT THE FORMAT OF INFORMATION IS AS FOLLOWS :-
1. ALL INFORMATION ENTERED IN CAPITAL LETTERS
2. TELEPHONE NUMBERS,NAMES,MEMBERSHIP NUMBERS,Item NUMBERS
AND Item NAMES BE JUSTIFIED TO THE LEFT.
3. CODE NAMES SHOULD BE LEFT JUSTIFIED
The Main Menu will have the following commands
1 - CHECK AVAILABILITY OF A ITEM
The command will ask for a Number or failing that a Title
of a particular Item that you wish to check. If the Item
has been taken out already, the program will display the
return date.
If no Number or Title is entered, the main menu will
return.
2 - CHANGE TO WEEKEND RATES
This will set the rates for rentals to the weekend
rate set up in the Item database. The program will auto-
matically set weekend rates on Friday, Saturday and Sunday,
however, if the Monday is a holiday it will be necessary
to change to weekend rates for the holiday.
3 - CHANGE TO WEEKDAY RATES
This will have the reverse effect of command 2
4 - CHECK ITEM RENTERS
This command will index the Item database and then prompt
the operator for a specific Item number to produce a report
for.
5 - WHO'S GOT WHAT
This command will prompt the user for the following :
1 - FIND AN INDIVIDUAL ITEM
After entering a item number, the program will display
information about the status of the item, and if rented,
the member number and name.
2 - LIST ALL ITEMS THAT ARE OUT
After being asked if a printout is required, The user
will be given a complete list of those items registered
as being rented and not returned.
3 - RETURN TO MAIN MENU
Self explanatory
6 - SALES
This command will activate the sales invoice system. After
entering a name, the system will prompt for sales ticket
numbers. (maximum of six items on each invoice).
As the item number is entered, the program will check to
see that a valid item has been entered and display the title
and price of the item. If the number field is returned blank, the
program will prompt for the operator to check to see if the
input is correct. If it is not correct, by pressing N the
program will return to the main screen. If it is correct,
by pressing Enter the program will print an Invoice on
1/2 sheet paper and update the sales item data in the database.
7 - RENTALS
This command will initiate the rental invoice system. You will
be prompted for a Telephone Number, of a Name, or lastly a
Membership ID Number. If none of the fields are filled with
any information, the program will return to the main menu.
The program will then activate a search based on information
provided and display information about the member. If the
member cannot be found a message will be displayed to that
effect and you will be asked for information again.
At the side of the screen you will see some other commands
to deal with data displayed.
A - Add/Zap
This will blank out the memo field and allow
the user to enter little pieces of information.
The information will display flashing to attract
attention. (I.E. Membership Cancelled Do not Rent)
C - Continue (Default)
This will continue to the next stage of rental
E - Edit account
This will allow the operator to add or delete
money from the account balance.
P - To view past rentals
This command will bring up the members past rental
information and whether the tape was returned late.
Q - Quit
This command will return you to the main screen
S - Continue Search
If the information presented does not match
the member, it is possible that there are two
members with the same search information. In this
case, by pressing S the program will look for the
next logical file and display that information.
After verifying the information on the member, the program
will then prompt for the numbers of the items to be rented.
(There will be a maximum limit of six items per invoice.)
As each number is entered, the program will verify that the
title is in the database and then check the rental database to
verify that this number has not been rented. After this the
reservation database is checked to see if this number has been
reserved for another customer. If these tests fail at any point,
the program will advise the operator and prompt for another
number. If a blank field has been entered,the program will
now ask for any extra charges (such as late payments etc.)
These will be added on the invoice. The program will then
ask for the number of days the items are being rented for.
(Defaults to 1 day) At this point, the program does automatic
calculation for tax and totalling fields. It also updates the
number of times the title has been rented and also the last
date of rental. Then the member data is updated with the last
rental date field and the amount spent by the member being
added to. Lastly, the program will print an invoice on 1/2
paper and return the operator to the main menu.
8 - CHECK ON A MEMBER
You will be prompted for a Telephone Number, or a Name,
or lastly a Membership ID Number. If none of the fields are
filled with any information, the program will return to the main
menu.
Information on the member will then be displayed in a similar
fashion to the rental screens.
9 - COMPANY DATA
For this part of the program, you will be required to know
a password to allow access to sensitive data. Please note
however, that this will not protect you data from individuals
bent on destroying information, and that you should always have
a reliable backup of your data kept in some other location to
protect yourself.
After entering the correct password, the operator will be
given another screen for manipulating the information.
The default password for original startup is "1957 "
A - RETURNS
After entering this part of the program, the user will be
requested for numbers of items being returned to the store.
The program will verify that the item had indeed been
registered out and if not, display a message to that effect.
If the item is late, a date will flash to advise the operator
that this item is late. If the item is found in the database,
it will attach a return date to the file and prompt the operator
for the next item number.
(There will be a maximum of 19 Items returned at one time).
If the number field is returned blank, the program will return
to the main menu.
B - CHECK OLD INFORMATION
1 - CHECK A MEMBER
This program will prompt the user for a member number to
check. If the member is not in the database, the operator
will be informed. Then the program will ask if a printout
is required. The program will list off the items that
the customer had previously rented.
2 - CHECK A ITEM
This program will prompt the operator for a item number to
check. If the number is not in the database, the operator
will be informed. Then the program will ask if a printout
is required. The program will list off the members that have
previously rented the item.
C - LIST RETURNS TODAY
After prompting for a printout, this program will list off
the items that have been returned today.
D - WHAT'S DUE BACK TODAY
This program will, after prompting for a printout, automatically
print out a list of those items that are due back in today
or any previous date.
E - WHAT WENT OUT TODAY
This program will, after prompting for a printout, give
the operator a list of the items that were rented today
and a total number of items rented.
F - RESERVATIONS
1 - MAKE A RESERVATION
This part of the program will ask the user for a telephone
number, name or membership number. After identifying the
member, information about the member will be displayed as
in rental or sales. You will be able to see if the member has
any outstanding late charges before continuing. You will then
be prompted for a item number or item title. The program will
store this information to be called up later.
2 - LIST RESERVATIONS
This part of the program will allow the operator to make out
a list of reservations for a specific date. It can recall the
information to the screen or print out the information.
3 - DELETE RESERVATIONS
This program will allow the user to delete past reservation
data. The operator will be given all of the reservation dates
available for deletion. After entering a specific date, the
program will delete all reservations for that date.
Q - QUIT PROGRAM
At the end of the day the program will automatically
remove all returned items from the active files and
update the old returns database. The program will print out
a sales recap for the day and zero out the totals. At the
end of the month, total figures will also be printed if
requested and similarly at the end of the year.
If the program is being stopped in the middle of the
day, the operator will be given the opportunity to quit
without removing data or updating databases.
COMPANY DATA SCREEN
After entering the correct password, the operator will be
given access to the company data. The screen will enable
the user to edit and or enter data into both the member and
title databases. There are four levels of security with each
level having an increasing ability to change data.
The following commands are available :
1 - ENTER/EDIT ITEM DATA (All levels)
1 - ENTER ITEM DATA
Upon entering a number, the program will automatically
verify that the number has not already been entered in
the records. The operator will then be given a
screen to enter data into the database. There are
spaces for two different rates. At the end of the entry
the program will ask the user to verify the data and
then enter the information.
2 - EDIT ITEM DATA
After entering a number, the program will verify that
the number exists. You will then be provided with all
of the information on the number. You will be able to
change any of the information and once again be
prompted for verification.
3 - RETURN TO COMPANY DATA MENU
After entry or edit sessions this will return you to
the company data menu.
2 - ITEM DATA REPORTS (No Employee Access)
1 - ITEM LIST BY TITLE
This will provide the operator with a complete
list of items in the database sorted by title.
2 - ITEM LIST BY NUMBER
1 - COMPLETE LIST
This will provide the operator with a complete
list of items in the database sorted by number.
2 - SELECTED LIST
After proving starting and ending numbers, the
program will print out a list for those items.
3 - ITEM LIST BY CATEGORY
This will provide the operator with a complete
list of items by category. You will asked for
a category to print and only those meeting that
criteria will be printed.
4 - ITEM RENTAL REPORT
After being prompted for a starting item number
and an ending moving number, the operator will be
provided with data on how well the items have been
renting. This is invaluable to keep track of which
items are good renters and those that should be
removed from the store.
3 - CUSTOMER DATA REPORTS (No Employee Access)
1 - CUSTOMER LIST BY NAME
This will provide a complete membership printout
by name. It will take up to one hour to print depending
on the speed of your printer. Make sure that you
can do this without interruption.
2 - CUSTOMER LIST BY NUMBER
1 - COMPLETE LIST
This will provide a complete list of members
in numerical order. Once again, this could take some
time to do without interruption.
2 - SELECTED LIST
After entering a start and ending number, the
program will provide a list of those members.
4 - ACCOUNTING MODULE (Owner Access Only)
The program automatically saves information on the sales
and rental totals for tax calculation purposes. You have
the ability to view sales figures that have been saved
by the following categories
1 - DAILY SALES TOTALS
2 - MONTHLY SALES TOTALS
3 - YEARLY SALES TOTALS
5 - DELETE MEMBERS/ITEMS RECORDS /RESERVS ( No Employee or
Assistant Manager Access)
This part of the program will enable the user to delete
any of the members, items or old data stored in the
databases. It is advisable to delete old data that is
automatically stored by the program at least once every
six months and to go back six months before that. This
way you always have at least six month information stored
on disk. After the records have been deleted, the databases
will be packed and reindexed. This may take up to ten
minutes on an XT computer, so make sure there won't be
any interruptions when you do it.
6 - PRINT LABELS
This part of the program will print labels for member
addresses and also for item titles.
1 - MEMBER LABELS
1 - ADDRESS LABELS
This will print address labels for blocks of
members. The operator will be prompted for
a starting member number and also a finishing
member number. If only one member label is
required, the operator can put in the next
highest number and the program will stop
after one label.
2 - MEMBERSHIP CARD LABEL
This will print out membership card labels
for blocks of members. Once again the operator
will be prompted for a starting and finishing
member number. Information will be formatted
for making membership cards.
2 - ITEM LABELS
1 - LABELS FOR TAGS
This program will print information for tags. It
will include the number, title, category of the item.
2 - LABELS FOR CASSETTES
This program will print information for the
cassette. It will include the number, title
and category of the item.
Both of these programs will again prompt the operator
for a starting and an ending item
number to print.
7 - INFORMATION MODULE (Owner Access Only)
This module will identify the store name and address that
prints on the invoices. It also stores information on the
messages that print on invoices, the passwords to gain access
to the data menus, tax rates for federal and provincial or
state tax and in cases where an invoice is not required for
rentals, the invoice print option. It also controls the type
of monitor display and security levels for employees.
8 - BACKUP MENU
This program will allow the operator to backup the various
databases to removable disks. The only valid drives are A or B.
9 - ENTER/EDIT MEMBERSHIP DATA
1 - ENTER MEMBERSHIP DATA
After providing the system with a number, the number will
be checked against the database to ensure that there is no
other matching number existing already. Then the system will
provide an entry screen for data to be placed in the database.
At the end of an entry, the system will prompt the operator
to ensure that the data is correct. If any of the information
is incorrect, the operator can escape from the entry at this
point. After this, the system will update the files and indexes
for the new member.
2 - EDIT EXISTING MEMBERSHIP DATA
After being given a number, the system will check for
a match in the database. If there is no match to the number
entered, the system will inform the operator. If the number
exists, the edit screen will appear with all of the inform-
ation on the member. The operator will be allowed to change
everything entered except for the membership number. Once
again the system will prompt for correctness and then replace
all of the old information with new information
3 - RETURN TO PRIVATE MENU
This command will return the operator to the private
menu screen.
A - REMOVE DELETED DATA
This will enable the user to remove those records marked
for deletion
B - REINDEX DATABASE
From time to time, it may be necessary to reindex the
databases. dBase occasionally loses the index or in the
event of a power failure while adding records may lose an
index. This will rebuild all of the indexes.
C - RETURN TO MAIN MENU