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MANUAL.TXT
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1987-05-09
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Purchase Order System
---------------------
Version 1.7
Copyright (C) 1987
(User-Supported)
Ronald Bryan Byxbe
4594 Providence Place
New Orleans, LA 70126
Forward
-------
Purchase Order System
---------------------
This Program was written under the "ShareWare" concept. You are free to
copy this program and share it with others. If you like the program and
find it useful you are asked to send a donation to the author and register
your copy. Upon receipt of the requested donation you will receive full
user support and any additional documentation that is needed to run the
system.
To register your program send $45.00 to:
Ronald Bryan Byxbe
4594 Providence Place
New Orleans, LA 70126
=========================================================================
Mail to: Ronald Bryan Byxbe
4594 Providence Place
New Orleans, LA 70126
Program Name: (Purchase Order System)
Version No. 1.7
Amount $_________
Where did you get a copy of this program?
___________________________________________________________
Comments: ________________________________________________
___________________________________________________________
___________________________________________________________
___________________________________________________________
Table of Contents
-----------------
0.0 Installation ................................... 01
0.1 Config.SYS .............................. 01
0.2 Ansi.SYS ................................ 01
0.3 Install Procedures ...................... 01
0.4 Program Execution ....................... 01
0.5 Data Files .............................. 01
0.6 Index Files ............................. 01
1.0 System Menu .................................... 02
1.1 Edit System ............................. 02
1.1.1 Change Company Name .............. 02
1.1.2 Change Beginning P/O # ........... 02
1.1.3 Change Printer Codes ............. 02
1.2 Create New Data Files ................... 02
1.3 Rebuild File Indexes .................... 02
2.0 Accounts Menu .................................. 03
2.1 Create New Vendor Account ............... 03
2.2 Edit Vendor Account ..................... 03
2.3 Delete Vendor Account ................... 03
2.4 Browse Vendor Accounts .................. 03
2.5 Print Vendor Master List ................ 03
3.0 Purchases Menu ................................. 04
3.1 Enter Purchase Orders ................... 04
3.2 Edit Purchase Orders .................... 04
3.3 Print Purchase Orders ................... 04
3.4 Finalize Purchase Orders ................ 04
4.0 Maintenance Menu ............................... 05
4.1 Clear Purchases Received ................ 05
4.2 UnClear a Cleared Purchase .............. 05
4.3 Delete All Cleared ...................... 05
4.4 Browse Purchase Transactions ............ 05
5.0 Reports Menu ................................... 06
5.1 Print Outstanding Purchase Transactions . 06
5.1.1 By Account ....................... 06
5.1.2 By Vendor ........................ 06
5.1.3 By Purchase Order Number ......... 06
5.2 Print Cleared Purchase Transactions ..... 06
5.2.1 By Account ....................... 06
5.2.2 By Vendor ........................ 06
5.2.3 By Purchase Order Number ......... 06
5.3 Print Both Outstanding and Cleared ...... 06
5.3.1 By Account ....................... 06
5.3.2 By Vendor ........................ 06
5.3.3 By Purchase Order Number ......... 06
0.0 Installation Page 0001
------------------------------------------------------------------------
0.1 Config.SYS
You must have a Config.SYS file on you boot disk or in your
root directory if you have a hard disk. The Config.SYS file
must have the following commands:
FILES=20 (May be higher)
BUFFERS=20 (May be higher)
This file has been supplied on the Purchase Order Disk if you
wish to examine it.
0.2 Ansi.SYS
The file ANSI.SYS should also be part of your Config.SYS file.
The command is: Device=ANSI.SYS
0.3 Install Procedures
0.3.1 Floppy Disk
Make a backup copy of the Purchase Order Disk.
Use the Copy, store the Original.
0.3.2 Hard Disk
Copy the files to your hard disk.
0.4 Program Execution
To run the Purchase Order System:
Purchase <enter>
*NEW* To use the Automatic Execution function simply press the
F1 Key. To turn it off Press the F1 Key again.
Otherwise, place the cursor bar over the desired option
and press enter.
If this is the first installation of this system then the
Edit System menu will appear. See 1.1 Edit System.
0.5 Data Files
All necessary data files will be created upon execution
if they do not exist.
0.6 Index Files
An option is supplied on the System menu for Re-Indexing
Data Files.
1.0 System Menu Page 0002
------------------------------------------------------------------------
1.1 Edit System
1.1.1 Change Company Name
This option allows you to change the name of your company.
Enter the corrected name and press <Page Down>.
1.1.2 Change Beginning Purchase Order Number
This option allows you to enter the beginning Purchase
Order Number for your company. Any number from 0 to
32767 is valid. When the P/O Number reaches 32767 it
is automatically reset to 1.
1.1.3 Change Printer Codes
This option is mandantory. You must tell the system
what codes are used to set your printer to condensed
print. You must also give to codes needed to cancel
condensed print. These codes can be found in your
printer reference manual. The condensed print codes
are for 15cpi (15 characters per inch). Most printers
will allow the 10cpi (10 characters per inch) to cancel
the condensed print mode. If your printer allows 15cpi
and 17cpi use the 15cpi codes. If you have a wide
carriage printer set these values to zero (0).
1.2 Create New Data Files
This option allows you to create new data files. Use this
command with caution. All data files will be deleted and
recreated and any existing data will be Destroyed. A flag
has been set to ask if you really want to do this. If so
respond by saying yes and the system will create new data
files. Otherwise, press <enter> and the system will return
to the Main Menu.
1.3 Rebuild Data File Indexes
This option is used to rebuild all data file indexes. You
may execute this option as often as you wish. If you feel
that the system is not finding Vendors that have been entered
into the system then execute this option.
2.0 Accounts Menu Page 0003
------------------------------------------------------------------------
2.1 Create New Vendor Account
This option allows the user to create a new vendor account.
If the vendor exists an error will be generated stating that
the vendor number is already in the file. Issue a new vendor
number and rekey the vendor. Use the <enter> key or the
<Page Down> to enter the record. Use the <Esc> key to exit
without entering the vendor.
2.2 Edit Vendor Account
This option allows the user to change information about a
vendor. However, it does not allow you to change the vendor
number. To do this you must first delete the vendor and
and then re-enter him under a new number. Use the <F1> key
to select a particular vendor, the <Page Down> and <Page Up>
keys to step forward and backwards thru the file. Use the
<Esc> key to abort editing.
2.3 Delete Vendor Account
This option allows the user to delete vendor records from
the vendor file. Use the <F1> key to select a particular
vendor, the <Page Down> and <Page Up> keys to step forward
and backwards thru the file. To delete a vendor enter
the letter 'Y' and press <enter>.
HOWEVER, delete vendors with caution. If any transactions
are still outstanding in the transaction file they will
exist without a vendor header. It is best to wait for
an extended period of time before deleting a vendor from
the vendor file.
2.4 Browse Vendor Account
This option allows the user to browse through the vendor file
displaying the vendor number, vendor name, and vendor telephone
number. The <F1> key will allow the user to select a particular
vendor number to be displayed first. The <Page Down> and
<Page Up> keys allow forward and backward browsing. Use the
<Esc> key to exit the browse function.
2.5 Print Vendor Master List
This option allows the user to print a hard copy of all the
vendors in the vendor file. All information is printed.
The list is printed on 8 1/2" x 11" standard with paper.
3.0 Purchases Menu Page 0004
------------------------------------------------------------------------
3.1 Enter Purchase orders
Use this option to enter all purchase orders. Purchase orders
can be entered at any time. You may exit the program, return
and continue at a later time.
3.2 Edit Purchase orders
Use this option to make changes to purchase orders entered in
option 3.1. You must make all changes before executing the
finalize command in option 3.4. Use the <F1> key to select
a particular purchase order.
3.3 Print Purchase Orders
Use this option to print purchase orders. Purchase orders
are printed on plain 8 1/2" x 11" paper. If a mistake
is made you can reprint the purchase orders before you
finalize them to the transaction file.
3.4 Finalize Purchase Orders
You MUST execute this option after you have printed the purchase
orders. This option will post all purchase order transactions
to the transaction file. After the finalize is complete the
system will reset the purchase order file to null. (Empty).
4.0 Maintenance Menu Page 0005
------------------------------------------------------------------------
4.1 Clear Purchases Received
This option is used to clear the purchase transactions once
the item has been received. Respond by entering a 'Y' to
clear and the date the purchase transaction was cleared.
Use the <F1> key to select a particular purchase transaction
and the <Page Down> and <Page Up> keys to step through the
purchase transactions. Press the <Esc> key to exit.
4.2 UnClear A Cleared Purchase
This option is used to unclear a purchase transaction once
it has been cleared. Respond by entering a 'Y' to
unclear the purchase transaction.
Use the <F1> key to select a particular purchase transaction
and the <Page Down> and <Page Up> keys to step through the
purchase transactions. Press the <Esc> key to exit.
4.3 Delete All Cleared
This option is used to delete all purchase transactions that
have been received and cleared. The system will ask you
a date. Enter the date in which you wish all prior transactions
deleted. Example: If you wanted to delete all transactions
prior to January 1, 1987 then enter 01/01/87. This would
delete all transactions up to and including December 31, 1986.
4.4 Browse Purchase Transactions
This option allows the user to browse through the purchase
transactions. The system will show if the transaction has
been cleared by placing '*C*' on the far right hand side.
Use the <F1> key to select a particular purchase transaction
and the <Page Down> and <Page Up> keys to step through the
purchase transactions. Press the <Esc> key to exit.
5.0 Reports Menu Page 0006
------------------------------------------------------------------------
Select Option:
This screen will appear each time you request one of the reports
below. You may enter certain parameters for printing or press
the <Page Down> to print all transactions.
You have the option of selecting a beginnning vendor number (Low)
and an ending vendor number (high). If only one vendor is desired
then enter the vendor number in the Low column.
The other options work the same way as the vendor option.
Example: Print all transactions for vendor 'Sears' for account
number 10050078. You would enter the vendor number 'SE0234' in
the Low column for vendor and the account number 10050078 in the
low column for account. You would then press <Page Down>.
Example: Print all transactions for vendor 'Allied Steel' for
account numbers 23400785 thru 45600945. You would enter the
vendor number 'AL2210' in the Low column for vendor, the account
number 23400785 in the Low column for account, and the account
number 45600945 in the High column for account. You would then
press <Page Down>.
5.1 Print OutStanding Purchase Transactions
This option will print outstanding purchase transactions in one
of the following ways:
5.1.1 By Account
5.1.2 By Vendor
5.1.3 By Purchase Order number
5.2 Print Cleared Purchase Transactions
This option will print cleared purchase transactions in one
of the following ways:
5.1.1 By Account
5.1.2 By Vendor
5.1.3 By Purchase Order number
5.3 Print Both Outstanding and Cleared Transactions
This option will print all purchase transactions in one of the
following ways:
5.1.1 By Account
5.1.2 By Vendor
5.1.3 By Purchase Order number
* You can terminate printing at any time by pressing any key.
