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Text File | 1990-06-22 | 19KB | 445 lines

EASY INVENTORY Version 1.5 This business inventory program is for those needing an easy to use, stand alone inventory program. Many businesses should find the program to be ideal for their purchases and sales as well. Besides various inventory reports, other sales reports should be ideal for monitoring cash flow and income from sales as well. The program maintains the cost of sales based on the cost at the time of the sale. It uses auto lookups and scrolling record windows for ease of use. The program provides for inventory by number, locations, and by supplier for the reorder report. It also offers virtually unlimited record capacities. It will even blank your monitor screen after 10 minutes of inactivity to protect it from burn in. Requirements for this program are at least 512k ram and a proper CONFIG.SYS file in the root directory. A hard disk is also highly recommended. This is a large application and a separate directory should be created for it's use. Please see CONFIG.SYS below for further information concerning this file. If you have a color system and the program does not come up in color, try entering MODE CO80 just prior to running it. This application will not run on standard 360k floppies. Please read the following instructions before using, especially the section explaining the use of the keyboard keys in the program. The program contains a good bit of automation for data processing and could be confusing otherwise. You will need to create a separate directory and copy the EASINV.EXE file into it. Program is then started by entering EASINV at the prompt. The program will generate the necessary data files. If you like the program, registration is only 35.00. You will then be sent the registered version of the program. You will be able to view reports on screen or send them to an ASCII file; an additional summary report will let you monitor cash flow and profits; an index file rebuilder and printed instruction manual will also be provided. Your support is appreciated. Feed back is always welcome. I. J. Smith 9795 Rustling Oaks Baton Rouge, La. 70818 The program is straight forward with the following steps: 1. Add Inventory Locations Main Menu option D 2. Add Inventory Suppliers '' '' '' E 3. Add Inventory Items '' '' '' C 4. Enter Purchases and Sales '' '' '' A & B 5. Print reports as needed '' '' '' F The order shown is for first time use. Many items can be added when their tables are displayed for lookup purposes from various data prompts by simply pressing the INSert key. Purchases need to be entered and processed before sales to properly reflect the cost of sales. A last unit cost is used as a default and will be used if there is no cost at the time of sale. This should at least assure a reasonable cost of sale in the various sales reports. When making changes to purchases and sales transactions, the description information will not be reflected properly until the inventory number has been chosen. This is normal and you can cancel with the ESC key if you wish, previous data will not be lost. FUNCTION KEY USAGE The following keyboard keys are used in the multiple record table windows. A popup window will appear from these keystrokes. A description of the action will appear in this window such as 'This record will be added' or 'Press ENTER to delete'. You can press the ESC key to cancel or in the case of the deletion, press ENTER and the record is then removed. You may find it easier to add records by being situated where you want to add the record... thus the use of the INSert key. KEY FUNCTION ------- --------------------------------------------- INSert Used for adding new records. Record will automatically be inserted in proper position. DELete Used for deleting highlighted records. ENTER Used for changing highlighted record or for selections in prompts. ESC Cancel or exit. ARROWS These keys are used to scroll thru the records one at a time. PgUp Displays previous window of records. PgDn Displays next window of records. CTRL PgUp Displays records from beginning of file. CTRL PgDn Displays records from end of file. LOCATOR Locator fields are used to locate records more quickly. As you enter the number desired, the program will highlight the nearest record found. These are located in the upper left corners of the record table windows. Make sure you try these out as they will make data entry much quicker with large files. The data entry windows are fairly straight forward. You simply add or change data as needed with the ENTER key. Use of the ESC key can also restore data if you wish. The ARROW keys can also be used to step through the data fields. If your data is correct, you can also press CTRL-ENTER and not have to step through the fields. This can be very useful when simply needing to change data in only one field. Lookup fields are also used thruout the program. If prompted for a number for example, you can enter the number desired or if blank simply press ENTER. Choices will then be displayed in a table. The table will also be displayed if the number you enter does not exist. If the number is new, it can be added by simply pressing the insert key. Where appropriate, some tables will automatically pop up for your choices. When choosing file entry options, if there are no records in the file a record entry window will automatically appear for your entry. Simply press the INSert key for further additions. SCREEN BLANKER The program has a built in feature that will blank the monitor screen after 10 minutes of inactivity. This feature is to help protect your screen from burn in. Simply press one of the arrow keys to refresh the screen display. PURCHASES AND SALES ENTRY The program will allow you to enter the unit cost (or unit price) and will extend them for the total amount. The default unit cost is the last cost in the record. If you prefer to enter total extended amounts, you may override the total amount extended and enter your total instead. The total amount is the recorded amount. Main Menu option A Purchases This option will pop up a small menu to enter purchases. Option A will display the data entry table for the purchases. If none exist then the program will automatically display the record window for a new purchase entry. Purchases are displayed in the order of the reference field. It can be used for supplier invoice numbers or any other use you may find useful to check the entries. The inventory table will automatically pop up for your choices. Simply highlight your choice and press Enter. If your inventory file is large, make use of the locator fields on top of the tables. They will help locate records faster. Option B will print a report in the order of the reference as entered. It will subtotal the purchases for each reference. Option C will print a report in the order of the inventory item numbers. It will also print the total quantities purchases. When satisfied with the purchase entries and final reports, use option D to process the purchases to the inventory records. They will be deleted after being posted. Main Menu option B Sales This option is similar to option A above but will display sales rather then purchases in the entry table. The pop up record window will also display the inventory price, cost, and quantities on hand. The cost could be useful for those wanting to use the program for "in house" use. Simply use the unit cost as the sales price. Main Menu option C Inventory This option will display the inventory items table. Use the keyboard keys as described above for data entry. The program allows for a fifteen position number for the various inventory items. The program keeps the inventory sorted by this number so you want to establish a good numbering system before you start entering the items. You can use upper case letters and numbers for your particular needs. A twenty five position description field is provided along with a four position unit description. The following fields are provided with brief descriptions. You will also find descriptions of usage in the reports sections below. On Hand Quantities on hand Total Cost Total cost of on hand Minimum Quantity to be used for reorder purposes Supplier Number Supplier of the item. On Order Used to maintain quantities on order You must also provide a last unit cost to be used as a default for cost purposes at the time of sale. This is only used if the inventory costs are zero or less at that time. The program will automatically maintain this cost when purchases are processed. For initial set up, you may want to use the displayed unit cost. You may choose to skip the next fields by pressing CTRL-ENTER and let the program update these through the processing of the purchases and sales. They are used for the various period reports. Main Menu option D Locations A file is used to maintain locations of inventory items. This feature can also be useful for grouping inventory items. If you have similar items at various locations, you may need to establish a numbering system where the last digits of the inventory number reflect the location...thus making it easier to enter purchases and sales for the proper location. Main Menu option E Suppliers This file is used to maintain various suppliers. It provides for name and address, phone number and name of contact with the supplier. This file is maintained with a seven position numbering system. The reorder report is listed in the order of the suppliers for easy reordering purposes. Main Menu option F Reports Menu The best way of learning the various reports is by trying them out. Option A. This report is used for monitoring sales data for the period. Most users will find a month to be ideal for this period. Option B. Similar to option A but will list and subtotal by locations. Option C. Prints purchases and sales for the period. Useful for cash flow and usage purposes. Option D, E and F Similar to above three options except the reports reflect to date values. Most users will want to maintain these for a year. Option G This report will print the total inventory. Option H This report will print the total inventory by locations. Each location will be subtotaled. Some users not needing locations may find this to be a useful way of keeping up various inventories. Option I The reorder report will print those items whose quantities on hand are less then the minimum value. The on order quantities are also displayed and used for the number requiring reordering. Option J The on order report should be useful for tracking back orders as well as for record purposes. Option K This option will print price lists. It also allows for a percentage factor to be used for different price listings. This value can be left at 1.0000 and will print the inventory prices without any changes. You can increase or decrease the standard price listings as desired. For example, you can add ten percent to the prices by entering 1.1000 as the factor. Conversely, you can decrease the price listing by ten percent by entering 0.9000 as the factor. To avoid obvious errors, the program limits the factor to 2.0000 and 0.2500. Option L Inventory location listing. Option M Inventory supplier listing. Main Menu option G Reset Periods This option will allow you to start new periods by clearing all amounts for the previous period. You will of course want to make sure you have all the needed reports of the period before choosing these options. NOTE: The To-Date option will also clear the period amounts when selected. CONFIG.SYS file As stated above, the program will not work without a proper CONFIG.SYS file in your root directory. It should contain lines of code such as: files=24 buffers=20 You can use your editor to check for these lines of code. You can check for it's existence by simply entering TYPE CONFIG.SYS at the prompt of your root directory. If DOS returns a file not found message, you can copy the CONFIG.DTA file included with this application. Make sure it is in the root directory and you must rename it CONFIG.SYS. You must restart your system for this file to take effect. This program is a major application and is designed to make use of 512k ram memory of your computer. Avoid the use of shells or menuing programs that rob your computer memory. If you have any problems with the program, run it from the DOS prompt or a BAT file. - - - - - - - - Foreign orders: Please add 5.00 for shipping. Check must be made payable in U.S. currrency. Purchase Orders are acceptable from institutions. - - - - - - - - This file can be sent to your printer by typing the following at the DOS prompt: COPY EASINV.DOC PRN The shareware concept can be great for all. When in doubt about shareware programs, contact the authors. Many distributors of shareware applications may also be able to vouch for the validity of the authors. NOTE: A special version of the SALES LOG program is also available for this application. It will interface with the inventory file instead of it's product file. Sales can then be entered with it instead. You will then have the capability of tracking sales by customers, departments (or sales personnel), and sales taxes. You will also be able to print an invoice at point of sale, or later as desired. The program is available for an additional 25.00. ================================================================ DISCLAIMER ---------------------------------------------------------------- USER ASSUMES ALL LIABILITIES IN THE USE OF THIS APPLICATION. DUE TO THE NATURE OF THIS PROGRAM AND THE MANY VARIOUS COMPUTERS AND OPERATING SYSTEMS BEING USED, IT IS THE USER'S RESPONSIBILITY TO INSURE THE FITNESS OF THE PROGRAM FOR IT'S INTENDED PURPOSE. THE APPLICATION HAS BEEN TESTED. HOWEVER, IT IS STILL THE USER'S RESPONSIBILITY TO UNDERSTAND AND USE IT PROPERLY. NO WARRANTIES ARE EXPRESSED OR IMPLIED. AS WITH ALL COMPUTERS, BACKUPS OF ALL IMPORTANT DATA FILES SHOULD BE MADE PERIODICALLY. ================================================================ Other programs in this series by this author you may want to look into: EIMS Equipment Inventory & Maintenance Scheduler WYS-AR Easy accounts receivables EASY QUOTE Fast and easy price quoting - OTHERS - FOREIGN ORDERS: Checks or money orders must be made out in U.S. currency. An additional 9.00 must be added for bank collection fees if not drawn on U.S. bank. Please add an additional 5.00 for extra shipping costs of single item.