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VIDEOSOFT SYSTEMS
Users Manual
Version 1.0
(C)Copyright 1990-1993 VideoSoft Systems
56 Saybrook Ave,
Etobicoke, Ontario.
M8Z 2V7
(416)231-4208
WARRANTY AND OTHER INFORMATION
The software described in this manual is protected by copyright laws.
Information contained within is subject to change without notice and
does not represent any commitment on the part of Videosoft Systems.
Videosoft Systems makes no warranty of any kind, express or implied, including
without limitation, any warranties of merchantability and / or fitness
for a particular purpose. Videosoft Systems shall not be liable for any
damages, whether direct, indirect, special or consequential arising from
a failure of this program to operate in the manner desired by the user.
Videosoft Systems shall not be responsible for damage to data or property
which may be caused directly or indirectly by use of the program.
IN NO EVENT WILL VIDEOSOFT SYSTEMS BE LIABLE TO YOU FOR ANY DAMAGES, INCLUDING
ANY LOST PROFITS, LOST SAVINGS OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES
ARISING OUT OF YOUR USE OR INABILITY TO USE THE PROGRAM, OR FOR ANY
CLAIM BY ANY OTHER PARTY.
Videosoft Systems at any time make improvements and/or
changes in this manual.
This product could include technical inaccuracies or typographical
errors. Changes are periodically made to the information herein;
these changes could be incorporated in new editions of the
publication.
dBase, dBaseIII, and dBaseIII PLUS are tradenames of Ashton-Tate
Corporation.
Clipper is a trade name of Computer Associates.
Phone Numbers
(416) 231-4208
Videosoft Systems
H.Radford
56 Saybrook Ave,
Etobicoke, Ontario
9.00 A.M. to 5.00 P.M. Eastern Time
Monday through Friday
NOTE :
This manual was formatted with Wordperfect 5.1 from the
Wordperfect Corp.
Where possible we have included illustrations and other associated
niceties.
before you start ---
INTRODUCTION
GENERAL INFORMATION
VIDEOSOFT is a specifically designed database manager for the
application of video store daily operations. It contains all
of the capabilities of Clipper 5.01 and is written with
ease of use in mind.
Your database files are compatible with dBase. This means
that your databases can be viewed with dBase III PLUS commands.
The index files are structured on the Clipper format.
Any suggestions which you have for improving this program will be
thoughtfully considered.
At this time the program does not accept a Local Area Network (LAN)
FEATURES
Maintain Membership Data.
Maintain Video data.
Automatically Updates Video Rental Information.
Rental rates for Weekend/ Weekday.
Manual Overrides on Tax Calculation.
Automatic Calculation for Provincial and G.S.T. Tax.
Provides Rental reports from data.
Allows for on screen editing of accounts and memo fields.
Passwords for sensitive data entry and edit.
Automatic calculation of sales totals for day, month and year.
On screen reservation system.
The price of Videosoft software is $199.99. It compares with commercial
video software packages of $1500.00. The original version of this product
was built as an alternative to more sophisticated packages which were out
of my price range. The software is currently installed in Video stores
thoughout Canada, USA and the UK. It has the ability to handle 10,000
customers and 100,000 videos. I feel that the price of the fully functional
software covers only the time I have spent on development and coding.
Please support the concept of Shareware distribution. This product can be
only be copied in its complete form including documentation.
Ordering Information
Remit to :
Videosoft Systems
56 Saybrook Ave
Etobicoke, ONTARIO
Canada
M8Z 2V7
Please send :
_____ Videosoft Disk (Current version) ..... @ $199.99 $ ______.__
(includes registration, program and manual on disk)
Specify type of disk 3 1/2 ____ 5 1/4 _____ Subtotal $ ______.__
Please add applicable taxes for Tax $ ______.__
the state or province you live in
Total $ ______.__
Name ___________________________________________________________________
Company ________________________________________________________________
Address ________________________________________________________________
________________________________________________________________
________________________________________________________________
Day phone ________________________ Evening _____________________________
INSTALLING VIDEOSOFT
The VIDEOSOFT system requires a hard disk with at least one megabyte of
available disk space.
The program was originally designed on a Panasonic printer and uses
IBM graphic mode printer controls
To install VIDEOSOFT on your hard disk do the following :
1. Boot the computer in the normal fashion. You should see the DOS
prompt before going any further
2. Ensure that there is at least 1 MB of available disk space on
your hard disk. (Use the DOS DIR command to check.)
3. Make a subdirectory on your hard disk called VIDEO int the following
manner.
MD VIDEO (ENTER)
4. Place the VIDEOSOFT Program disk in the A drive. Make the A drive
the default drive.
5. Install the program by typing COPY *.* C:\VIDEO and pressing (ENTER).
6. If you do not already have a CONFIG.SYS file on your hard disk,
type in the following on the root directory of your hard disk :
CD\ (Enter)
COPY CON CONFIG.SYS (Enter)
FILES=20 (Enter)
After the last line press (F6) and a ^Z will appear. Now press (Enter)
7. Now reboot the computer so that the change to the configuration
will take effect.
USING THE VIDEOSOFT SYSTEM
THIS PROGRAM IS DEPENDANT ON THE CORRECT DATE BEING ENTERED
IN THE COMPUTER.
Start the VIDEOSOFT program by typing VIDEO
The program will identify the time and date that the program is
using. If either the time or date is wrong, by pressing "N", the
system will drop to DOS and ask for time and date entry before starting.
The default password for full access to the private areas
is "1957". After entering this area, do a complete printout for
both the members and videos registered to test different areas
of the program. Default data has been entered to start the program.
You will notice that information has been entered into the
databases and justified to the left.
IT IS IMPORTANT THAT THE FORMAT OF INFORMATION IS AS FOLLOWS :-
1. ALL INFORMATION ENTERED IN CAPITAL LETTERS
2. TELEPHONE NUMBERS,NAMES,MEMBERSHIP NUMBERS,VIDEO NUMBERS
AND VIDEO 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 MOVIE
The command will ask for a Number or failing that a Title
of a particular Movie that you wish to check. If the Movie
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 Video 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 TAPE RENTERS
This command will index the video database and then prompt
the operator for a specific video number to produce a report
for.
5 - WHO'S GOT WHAT
This command will prompt the user for the following :
1 - FIND AN INDIVIDUAL MOVIE
After entering a movie number, the program will display
information about the status of the movie, and if rented,
the member number and name.
2 - LIST ALL MOVIES THAT ARE OUT
After being asked if a printout is required, The user
will be given a complete list of those movies 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 if you wish to add the member.
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 movies to be rented.
(There will be a maximum limit of six movies per invoice.)
As each number is entered, the program will verify that the
title is in the database and display the title. If the title
is not in the database, the program will advise the operator
of this and reprompt for a valid 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 movies are
being rented for. (Defaults to 1 day)
At this point, the program does automatic calculation for tax
and totalling fields. It also update 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 movies being returned to the store.
The program will verify that the movie had indeed been
registered out and if not, display a message to that effect. If
the movie is found in the database, it will attach a return date
to the file and prompt the operator for the next movie number.
(There will be a maximum of 19 Movies 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 movies that
the customer had previously rented.
2 - CHECK A MOVIE
This program will prompt the operator for a movie 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 movie.
C - LIST RETURNS TODAY
After prompting for a printout, this program will list off
the movies that have been returned today.
D - WHAT'S DUE BACK TODAY
This program will automatically print out a list of those
movies 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 movies that were rented today
and a total number of movies 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 movie number or movie 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 movies 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 MOVIE DATA (All levels)
1 - ENTER MOVIE 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.(ON UNREGISTERED COPIES
THIS FUNCTION IS NOT INSTALLED)
2 - EDIT MOVIE 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. (ON UNREGISTERED COPIES
THIS FUNCTION IS NOT INSTALLED)
3 - RETURN TO COMPANY DATA MENU
After entry or edit sessions this will return you to
the company data menu.
2 - MOVIE DATA REPORTS (No Employee Access)
1 - MOVIE LIST BY TITLE
This will provide the operator with a complete
list of movies in the database sorted by title.
2 - MOVIE LIST BY NUMBER
1 - COMPLETE LIST
This will provide the operator with a complete
list of movies in the database sorted by number.
2 - SELECTED LIST
After proving starting and ending numbers, the
program will print out a list for those movies.
3 - MOVIE LIST BY CATEGORY
This will provide the operator with a complete
list of movies by category. You will asked for
a category to print and only those meeting that
criteria will be printed.
4 - MOVIE RENTAL REPORT
After being prompted for a starting movie number
and an ending moving number, the operator will be
provided with data on how well the movies have been
renting. This is invaluable to keep track of which
movies 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/MOVIES RECORDS /RESERVS ( No Employee or
Assistant Manager Access)
This part of the program will enable the user to delete
any of the members, movies 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 movie 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 - MOVIE LABELS
1 - LABELS FOR TAGS
This program will print information for tags. It
will include the number, title, category of the movie.
2 - LABELS FOR CASSETTES
This program will print information for the
cassette. It will include the number, title
and category of the movie.
Both of these programs will again prompt the operator
for a starting and an ending movie 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.(ON UNREGISTERED COPIES THIS MODULE IS NOT
INSTALLED)
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 (ON UNREGISTERED
COPIES THIS MODULE IS NOT INSTALLED)
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
