JCSM Shareware Collection 1993 November

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SPC - INVENTORY PLUS -------------------- Version 2.11 By: I. J. Smith 9795 Rustling Oaks Baton Rouge, La. 70818 ---------------------- SPC-INVENTORY Program Attributes Page 1 This application is intended for those needing an easy to use, stand alone business inventory application. Some of the features it has to offer: Inexpensive. Quality, with good data integrity. Weighted average costs. Purchase, Sales and Inventory reports. Virtually unlimited record capacities. Many users have found this program to be ideal for their primary accounting purposes. The various reports generated allows for close monitoring of cash flow and profits. Values can be transferred to general ledgers as needed (or furnished to your accountant). I hope it's ease of use, speed, and many report capabilities make it ideal for your particular needs. The program uses the (c)BTRIEVE file handler, which many consider the best for data integrity...no lost files due to power failures. You should still make periodic backups of your important data files...disk crashes do occur and no software can recover your data if this occurs. The Btrieve file handler also assures you of speed as your inventory file grows. The program maintains the inventory by unit amounts. By using this method (rather then total amounts), it should make it easier to enter quantities from invoices, sales tickets, and for inventory file maintenance. This can also be easier for those wanting to use the program for in house uses. ------------ REQUIREMENTS ------------ Requirements for this application are DOS 3.1 or greater, 384k memory and a hard disk drive. A color system is also recommended. A CONFIG.SYS file is also required in the root directory of your system to expand the default files and buffer numbers. The file should contain two lines of code similar to the following: files=24 buffers=16 If the numbers are greater in your CONFIG.SYS file then leave them as is (many applications require more). If you are not sure if you have this file, enter DIR CONFIG.SYS at the prompt. TYPE the file on the screen or use your editor to see if the above lines of code are present. If not, then use your editor and add them in the file. If you do not have this file, copy the CONFIG.DTA file included with this application and rename it CONFIG.SYS. NOTE: IT MUST BE IN THE ROOT DIRECTORY. Program must be started by entering INVTORY. This will load the Btrieve file handler first, then the program. You cannot start the program from the SPCINV.EXE program file. All data files (DAT extensions) and the SPCINVP.LBR file must be available for the program. The application uses the average cost to maintain the inventory unit costs. It also retains the last unit cost purchased and uses it to project costs when the sales quantities exceed the on hand quantities. A current cost inventory report can also be printed using these costs. (A more proper phrase might be replacement cost report). Sales taxes are automatically added to the unit purchase costs. The sales tax percentage can be changed from the purchase entry screen. The program defaults to zero when first installed. If you have a sales tax on your purchases, you should change this percentage immediately after installation. The option for this change is shown at the bottom of the first purchase entry screen. Sales taxes are only added during purchase entries and not when when making changes, allowing for changes when entered in error. The inventory is kept sorted by the 12 digit inventory numbering system. A good numbering system is essential for a good system. The sales and purchases are also kept by this number in order to spot errors on their respective reports. A suppliers file is also included and maintained by a supplier number in the same order. The supplier file is for convenience only and is not necessary for the application. Many may prefer to identify vendor numbers in the inventory file with their accounts payable vendor numbers. Before you start using the application, the master inventory file must be created. Sales and purchases cannot be entered without inventory item records. Inventory reports allow for group listings. A prompt for the beginning and ending numbers will be displayed. The first and last numbers in the file are displayed as defaults. If you want a complete listing then simply accept these defaults. This option can be very useful to maintain several inventories. By using the first few characters in your numbering system for the different inventories, you can then print reports by simply entering the first and last inventory numbers of these groups. Even if you only maintain one inventory, you can establish reports of similar items or by locations. An example may be in the use of FILT0001 thru FILT9999 for filters. With this option, you could print various reports of filters only. Note: this option is only available with the owner of record version, otherwise the full inventory will be printed. Three selling prices are provided for. One main controlling price in the inventory file, and two others by using percentage factors with the first. This allows for various price lists and a fast way to print a sales price list. At installation, the program defaults to price percentage factors of 1.05 and 0.95 for price numbers two and three. This translates to 5 % over the inventory price for price no. 2 and 5 % under the inventory price for price no. 3. This percentage factor is easily changed from the Inventory Menu. See the inventory on hand report for other details. The enhanced owner of record allows for single price listings with a popup menu. The normal keyboard function keys are used for data entry. Options are listed at the bottom of the entry screens. Full screen data entries are processed by pressing the F10 function key. The ESC key is used to end and cancel various procedures. The PgUp and PgDn function keys are used to change records displayed (they will be listed as options on the screens where allowed). Date prompts are used with some reports. You can change the default date if you wish. Menu options can be chosen by pressing option number or using the arrow keys. Always make sure to process the purchases before processing the sales. This will reflect a more accurate cost of sales in your reports. When processing the sales, if the sales quantity exceeds the quantity on hand the program will use the last unit cost for the excess sales quantities. If no last unit cost is found in the inventory file, the program will then use the previous existing unit cost. This may be sufficient for many users while others may prefer more accurate costs. Remember, this is an inventory application, not an accounting system. However, if properly used, the program can be used for your accounting purposes. The period to date reports should be useful in monitoring your income from sales. If you have sales taxes on your sales and would like to record them, simply add inventory records for that purpose. I suggest you use low numbers such as 10, 11, 12, etc. They will be easier to remember and you can exclude them or list them separately on most reports with the selection option. Since the program maintains values in units, you will need to enter a quantity such as one for each entry. Your reports would then reflect the total transactions and amounts. With the owner of record version, you can print or exclude these from your reports. You could also use inventory items for other purposes as well. Following are instructions by Menu options. Please read them to become familiar with the application. The program offers many reports and you should familiarize yourself with them. The best way is to print them out to see which ones you need. REGISTERED VERSION If you like this program, registration is 50.00. You will then be sent the enhanced registered version. It allows you to print many of the inventory reports by group numbers of your choice. You simply enter the first and last inventory number you wish to print. This could allow you to have various inventories. You will also be able to set your own defaults for entering purchases and sales. The sales default could be very useful for those wanting an inhouse program...by simply setting the sales price as the actual cost. It will also print an inventory summary report. This one page report prints the totals of period purchases, sales, costs, and inventory values. This allows for an easy way to monitor cash flow and profits, as well as saving time with lengthy reports. Your support is appreciated. Feedback is welcome. Please feel free to make copies of this program for anyone who may have need of it. I. J. Smith 9795 Rustling Oaks Baton Rouge, La. 70818 DISCLAIMER OF WARRANTY THIS SOFTWARE IS SOLD "AS IS" AND WITHOUT WARRANTIES AS TO PERFORMANCE OF MERCHANTABILITY OR ANY OTHER WARRANTIES WHETHER EXPRESSED OR IMPLIED. BECAUSE OF THE VARIOUS HARDWARE AND SOFTWARE ENVIRONMENTS INTO WHICH THIS PROGRAM MAY BE PUT, NO WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE IS OFFERED. GOOD DATA PROCESSING PROCEDURE DICTATES THAT ANY PROGRAM BE THOROUGHLY TESTED WITH NON-CRITICAL DATA BEFORE RELYING ON IT. THE USER MUST ASSUME THE ENTIRE RISK OF USING THE PROGRAM. ANY LIABILITY OF THE SELLER WILL BE LIMITED EXCLUSIVELY TO PRODUCT REPLACEMENT OR REFUND OF PURCHASE PRICE. THIS PROGRAM IS BEING USED IN SEVERAL FOREIGN COUNTRIES AS WELL AS ACROSS THE U.S. OBVIOUSLY, IT IS A WELL TESTED PROGRAM. THE SHAREWARE CONCEPT ALLOWS YOU TO TRY PROGRAMS BEFORE DECIDING TO USE THEM. BY ALL MEANS, GIVE THIS PROGRAM A GOOD TEST. NEVER ASSUME ANYTHING. WHEN IN DOUBT, CONTACT THE AUTHOR OF THE PROGRAM BEFORE REGISTERING. NOTE: The Btrieve program is a memory resident program and will normally run fine with other programs of this type being used. If you still have problems running this program, you may have to experiment in removing other programs of this type from memory. This can sometimes happen with public domain TSR's. Use of accellerated file handlers such as ram disks should be avoided as they could eliminate the safety recovery features of the program in case of power failures, etc. The program will be removed from memory upon proper exit from the Main Menu. SPC-INVENTORY INSTRUCTIONS BY MENU Page 1 MAIN MENU - OPTION 1 PURCHASES MENU Purchases Menu - Option 1 Purchase Entries The first prompt will ask for the inventory item of the purchase. No entries are allowed without an existing inventory item in the inventory file. You can also change the sales tax percentage at this time by pressing F2. The next screen will display data about the item and allow quantity and unit cost purchase entries. Use the set defaults option to display default amounts desired. A reference field is also provided for your use. You must enter a reference. For your convenience, the previously entered reference will be displayed as a default. You may want to use this for invoice numbers. A report option will allow you to print a report in the order of the reference, and will print totals for each reference. Invoice totals can then be checked. It's inevitable that small roundoff differences will occur, especially if sales taxes are applied. If balancing is critical, you may consider an inventory item to record small over/under amounts. This option could also be useful to balance by vendor name, date, etc. The program will automatically apply the sales tax percentage to the unit cost. The report will reflect the total unit cost. Purchases Menu - Option 2 Changes This option is to make corrections of the entries entered in Option 1 above. You will probably need to get a report with Option 3 to check your entries. Again, your first prompt will be for the item number. This time however, it must be found as an entry from Option 1 above. Make changes/deletions as needed. NOTE: Since the program may have several entries with the same number, it will default to the first occurrence of this number. While this record is displayed, you can use the PgDn key to see the next records. You can use this function key to step thru the records until you find the record you wish to change or delete. The PgUp key is also used to view previous records. You must use the F10 function key to save changes made. NOTE: Sales taxes are not computed on the amounts changed. This allows for changes to items which sales taxes do not apply. You will have to enter the correction with sales taxes added if needed. SPC-INVENTORY INSTRUCTIONS BY MENU Page 2 Purchases Menu - Option 3 Purchases Report A popup menu will appear when this option is chosen. You may print purchases entered by references or by inventory items. The report by reference is used for balancing your entries. You will also be prompted for the date you wish to use for the report. You may want to print both reports for your records. Purchases Menu - Option 4 Process Purchases This is the final procedure to enter purchases to the inventory file. It will post the purchases and delete the purchase records. If you have not printed a final purchases report, the program will warn you and give you the option to cancel the procedure in order for you to print the report first. Purchases Menu - Option 5 Main Menu Return to Main Menu MAIN MENU - OPTION 2 SALES MENU Sales Menu - Option 1 Sales Entries The first prompt will ask for the inventory item the sale is for. No entries are allowed without an existing inventory record in the inventory file. The next screen will display data about the item and allow quantity and unit sales price entries. Use the set defaults option to display sales amount defaults if desired. A reference field is also provided for your use. You must enter a reference. For your convenience, the previously entered reference will be displayed as a default. You may want to use this for invoice numbers. A report option will allow you to print a report in the order of the reference, and will print totals for each reference. Invoice totals can then be checked. This option could also be useful for listings by department, sales people, date, etc. Sales Menu - Option 2 Changes This option is to make corrections of the entries entered with option 1 above. You will probably need to get a report with Option 3 to check your entries. Again, your first prompt will be for the item number. This time however, it must be found as an entry from Option 1 above. Make changes/deletions as needed. NOTE: Since the program may have several entries with the same number, it will default to the first occurrence of this number. While this record is displayed, you can use the PgDn key to see the next record. You can use the PgDn and PgUp keys to step thru the records to make changes. Changes are only recorded by pressing the F10 key however. SPC-INVENTORY INSTRUCTIONS BY MENU Page 3 Sales Menu - Option 3 Sales Report A popup menu will appear when this option is chosen. You may print purchases entered by references or by inventory items. The report by reference is used for balancing your entries. You will also be prompted for the date you wish to use for the report. You may want to print both reports for your records. Sales Menu - Option 4 Process Sales This is the final procedure to enter sales to the inventory file. It will post the sales and delete the sales records. If you have not printed a final sales report, the program will warn you and give you the option to cancel the procedure in order for you to print the report first. Always make sure you have entered and processed the purchases before processing the sales to assure accurate costs of sales. Sales Menu - Option 5 Main Menu Return to Main Menu MAIN MENU - OPTION 3 INVENTORY MENU Inventory Menu - Option 1 Inventory File Use this option to maintain your inventory file. New records are entered by first entering the inventory item number you wish to use for the item. If the item exists, the program will display it's contents for changes or deletion. A small tone is generated if the record exists. This makes it very easy to verify data after a new record has been entered. Following are the prompts displayed for each inventory item. Description Item description Unit A 3 digit field On Hand Quantities on hand Unit Cost Cost of each item Unit Price Unit Selling Price (See On-Hand Report comments on use) Location 15 digit field for location purposes Minimum Re-stocking quantity On Order Re-stocking information SPC-INVENTORY INSTRUCTIONS BY MENU Page 4 Suppliers Three 5 digit fields to record supplier numbers. Supplier file is maintained with Option 4 of the Main Menu. Following are Period to Date fields which are primarily intended for Period to Date reports. You may want to leave these items as zero, since your only tracking of these amounts are through the purchase and sales reports. Quantity Purchases Quantities purchased this period Total Cost Total purchases amount this period Last Unit Cost Last Unit Cost recorded Sales Quantity Quantities sold this period Total Sales Total Sales amount this period Sales Costs Total Recorded sales costs this period. Inventory Menu - Option 2 Price Changes This option provides for an easy way to change inventory prices only. Inventory Menu - Option 3 Price Factors This option provides for changes to the percentage factors applied to the standard price to arrive at prices number 2 and 3. The onhand report can be used for price listings. This feature can be very useful for fast price changes on sales, etc. Inventory Menu - Option 4 Sales History This option provides for changes to the sales quantities and amounts to date. This data reflects previous quantites and amounts posted at the time of resetting the period to date option. These amounts are only posted with the owner of record version. Inventory Menu - Option 5 Inventory Report Report listing Item number, Description, Unit, On Hand, Unit Cost, extensions and total. This report is based on the actual average unit cost. Inventory Menu - Option 6 Minimum Order Report Report listing only items whose quantities on hand are less then the Minimum quantity desired. It will also list the On-Order quantities (if any) and the Supplier numbers. SPC-INVENTORY INSTRUCTIONS BY MENU Page 5 Inventory Menu - Option 7 File Listing Inventory file listing. Inventory Menu - Option 8 On Hand Report This report is ideal for sales personnel also. A pop up menu allows for various options. The full report will list quantities on hand, locations and the three prices described above. Other options will only list the single price chosen and will not list locations...allowing for more compact price listings. Since most prices do not contain three decimal figures, the program will usually round off to two decimals. Three decimal prices are printed when the following conditions are met: If the inventory price is less then 100.00 and the third decimal digit in your inventory price is not a zero. If you want certain items less then 100.00 to reflect three decimal digits, then make sure you enter a digit other than zero in the third decimal position of the inventory price. Conversely, if you want two decimal amounts, make sure your third digit is zero. Inventory Menu - Option 9 Main Menu Return to Main Menu MAIN MENU - OPTION 4 SUPPLIERS MENU Suppliers Menu - Option 1 Supplier File Suppliers are entered using a five digit number. As described above, if the supplier record exists than the data will be displayed for changes. This file is for convenience purposes only. Many will prefer not to use it and opt for their accounts payable vendor numbers instead. The program does not require any records if so desired. Names, addresses, phone numbers and comments are allowed. File is kept sorted by supplier number. Suppliers Menu - Option 2 Supplier Listing Lists suppliers' data in order of supplier number. SPC-INVENTORY INSTRUCTIONS BY MENU Page 6 Suppliers Menu - Option 3 Main Menu Return to Main Menu MAIN MENU - OPTION 5 ON ORDER ENTRIES Records items on order. Entries will be immediately added to the On-Order field of the Inventory File. The current quantity on order will be displayed. You can also remove from the amount with the minus key...an entry of such as -25 is acceptable. The quantity on order is reflected on the reorder report. Quantities will automatically be decreased when purchases are processed. MAIN MENU - OPTION 6 PERIOD PROCESSING Period Processing Menu - Option 1 Sales Report This report reflects the period to date Sales and Costs. Period Processing Menu - Option 2 Purchases Report This report reflects the period to date Purchases. Period Processing Menu - Option 3 Usage Report This report reflects the Sales, Purchases and Inventory quantities used during the period. Period Processing Menu - Option 4 Last Cost Report Inventory report based on last unit cost recorded. If no last unit cost is recorded, it will use the actual average cost. If you want a replacement value report, maintain the last unit cost field in the inventory file with the current prices. Period Processing Menu - Option 5 Sales To Date Report This report lists all sales quantities and amounts recorded to date, this includes the history sales amounts and the period to date amounts. History amounts are only maintained with the owner of record version, otherwise only current period amounts will be listed. SPC-INVENTORY INSTRUCTIONS BY MENU Page 7 Period Processing Menu - Option 6 Reset Period Resets all period to date field data in the inventory file to zero. Use this option to start a new period to date cycle. The program will ask for verification before executing this procedure. Use any period that is useful for your purposes. The sales history to date fields will be updated when this option is executed. Period Processing Menu - Option 7 History Sales Reset This will set history sales to date to zero. Make sure you have your final reports before executing this option. You will be prompted for verification before proceeding with this option. This option is used to reset the sales reported with option 5 above. You may want to reset the sales at the end of each year, and the report could be used as an annual sales report. The period used is your option. Period Processing Menu - Option 8 Main Menu Return to Main Menu If available, the program will make use of standard math chips for faster calculations. ------------------------------------------------------------------ - END -