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1989-04-06
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..... 48
MAINTENANCE/REMINDER
Press F8 (F9 for 5¼") to load the MAINTENANCE/REMINDER
report program.
The ** REPORT MENU #5 ** screen will appear after the
program has loaded. You have the option of creating a
MAINTENANCE REMINDER schedule or a COMPLETED SERVICES
report.
MAINTENANCE REMINDER schedule - Press F8 to create a
report showing all maintenance needing to be done
on the selected vehicle. This report can be used
as an input document for the MAINTENANCE/REMINDER
update program.
You should make sure the FUEL-LOG is up-to-date
before running this schedule since the last odo-
meter entry in the FUEL-LOG is used in determining
services that are overdue.
This schedule program essentially adds the SERVICE
INTERVAL MILES to the LAST SERVICE MILES and then,
if the sum is less than the last FUEL-LOG odometer
reading, it assumes the service is overdue. A *
will print next to the REQUIRED BY DATE for overdue
services.
The default values assume that you want to create a
schedule showing the next time each maintenance
operation needs to be done on the vehicle shown in
the top line.
FROM and TO - to run a schedule for a particular
period of time, change the FROM and TO dates ac-
cordingly.
..... 49
Example: You want to create a schedule showing
all maintenance needing to be done in June, 1988.
To do this, change FROM to 06-01-88, TO to 06-30-
88, and press ENTER.
You will be returned to the ** REPORT MENU #5 **
screen when the schedule has been listed. From
here you can Return to the REPORT MENU, run
another MAINTENANCE REMINDER schedule, or run a
COMPLETED MAINTENANCE SERVICES report.
COMPLETED MAINTENANCE SERVICES report - Press F9 to
create a report showing all completed maintenance
services for the selected vehicle.
FROM and TO - to run a report for a particular
period of time, change the FROM and TO dates ac-
cordingly.
NOTE: The default dates are taken from the first and
last records from the service file for the selected
vehicle.
Example: You want to create a report listing all
services completed in May and June, 1988. To do
this, change FROM to 05-01-88, TO to 06-30-88,
and press ENTER.
You will be returned to the ** REPORT MENU #5 **
screen when the report has been listed. From here
you can Return to the REPORT MENU, run another
COMPLETED MAINTENANCE SERVICES report, or run a
MAINTENANCE REMINDER schedule.
..... 50
COST PER MILE (CPM)
Press SHIFT-F1 to load the COST PER MILE report pro-
gram.
The default values assume that you want to do a CPM
analysis on the vehicle shown in the top line. The de-
fault FROM and TO dates and odometer values come from
the FUEL-LOG data file associated with the selected
vehicle. All amounts within the selected dates (un-
less you excluded them with the F5 key or if they have
a Loan code of # - not paid off) will be totaled and
divided by the total miles.
The CPM amounts are shown with three positions to the
right of the decimal point. $0.075 is equal to 7½
cents. Because of rounding, the grand totals may be
slightly different from the sum of the individual to-
tals.
FROM and TO (DATES) - to include records for a par-
ticular period of time, change the FROM and TO
dates accordingly. The FROM and TO (ODOMETER) will
automatically change to reflect the new dates.
NOTE: If you want a CPM analysis from the time you
first started keeping records for the selected vehicle,
the FROM DATE MUST be the same or earlier than the
first recorded expense. For example, if the DATE
RECEIVED on a LOAN is May 5 and your first FUEL-LOG
DATE is May 8, then the CPM FROM DATE should be May 5
or earlier.
..... 51
FROM and TO (ODOMETER) - If you plan on running the
CPM for each vehicle on a regular basis (monthly,
quarterly, etc.) you may want to change the
odometer values to more accurately reflect the
actual miles driven during that period of time.
For example, assume that you have the following
entries in the FUEL-LOG:
DATE ODOMETER If you want to run the CPM for May,
04-22-88 5593.9 change the FROM date to 05-01-88
05-04-88 5852.0 and the TO date to 05-31-88. The
05-11-88 5993.4 default odometers will change to
05-22-88 6148.0 5593.9 and 6340.2. Change the
05-26-88 6210.5 odometers to 5850.0 and 6300.0.
06-02-88 6340.2 For the June report, change the
FROM odometer to 6300.0.
You will be returned to the ** REPORT MENU #4 ** screen
when the report has been listed. From here you can Re-
turn to the REPORT MENU or run another COST PER MILE
report.
..... 52
RETURN TO MAIN MENU & EXIT TO DOS
Return to Main Menu
Hard Disk Systems only - Press SHIFT-F3 to return to
the ** MAIN MENU **.
Exit to DOS
Press SHIFT-F4 to leave the ** REPORT MENU ** and re-
turn to DOS.
..... 53
APPENDIX A. SUMMARY OF AVAILABLE REPORTS
Different reports available from
FUEL-LOG - TRAVEL-LOG - MAINT/ACCESS/MISC-LOG.
Report 1 - selected vehicle, records are selected by dates
and codes.
┌─────────┐┌─────────┐
│ Vehicle ││ Vehicle │
│ Detail ││ Totals │
└─────────┘└─────────┘
Different reports available from
IDENTIFICATION/REGISTRATION - INSURANCE - LOAN/LEASE
Report 1 - selected record from selected vehicle, payments
are selected by dates and codes.
┌────────┐┌────────┐
│ Rec #n ││ Rec #n │
│ Detail ││ Totals │
└────────┘└────────┘
Report 2 - all records from selected vehicle, payments
are selected by dates and codes.
RECORD: ALL
┌────────┐┌────────┐┌────────┐┌────────┐┌─────────┐
│ Rec #1 ││ Rec #1 ││ Rec #n ││ Rec #n ││ Vehicle │
│ Detail ││ Totals ││ Detail ││ Totals ││ Totals │
└────────┘└────────┘└────────┘└────────┘└─────────┘
..... 54
Different reports available from
TIRES
Report 1 - selected vehicle, tires are selected by dates and
codes.
┌────────┐┌────────┐┌─────────┐
│ Rec #n ││ Rec #n ││ Vehicle │
│ Detail ││ Totals ││ Totals │
└────────┘└────────┘└─────────┘
Different reports available from
MAINTENANCE/REMINDER
Report 1 - selected vehicle, records are selected by dates.
┌─────────┐
│ Vehicle │
│ Detail │
└─────────┘
Different reports available from
COST PER MILE
Report 1 - selected vehicle, records are selected by dates.
┌─────────┐
│ Vehicle │
│ CPM │
└─────────┘
..... 55
APPENDIX B. HINTS, TIPS, MISCELLANEOUS
All of your entries should be made in chronological
date order (enter 07-01-88 before 07-02-88 etc.) or
they may not show on the reports.
Be sure to exit the programs normally (F10 key) or the
data file you were working on may not be properly
saved.
Watch your FROM and TO dates when running reports to
make sure you are including all the items you want. The
dates for the COST PER MILE are taken from the selected
vehicle's FUEL-LOG and will not include items from the
other logs that are not within those dates.
You can go directly to each program by typing in the
first part of the filename directly from the DOS
prompt. Depending upon your model of computer the
program should load more quickly. For example, type
VRCPM to go directly to the Cost Per Mile report. (This
may or may not be useful.)
If you accidentally add entries to the wrong vehicle
and need to delete them, you might be able to restore
that data file from your backups. That way you won't
have a bunch of *'s showing on your screen. Be sure to
THINK this over carefully before you do this. It is a
good idea to write down everything you have done since
the backup. You should really be familiar with this
system before attempting this.
TRAVEL-LOG and MAINTENANCE/ACCESSORIES/MISCELLANEOUS-
LOG - You may want to insert blank lines between
entries or groups of entries. You can do this by
adding a record and then deleting it. Use the date
from the previous record and the SPACEBAR to enter
values into the other fields.
..... 56
IDENTIFICATION/REGISTRATION - If you use all of the
payment fields, you can create a second record as a
continuation of the first. Enter the same DATE
PURCHASED and press the SPACEBAR for other fields.
Choose one field to indicate that this is a con-
tinuation by entering ** CONTINUATION OF RECORD 1 **
or something similar.
INSURANCE - You can add a new record each time your
policy changes (INSURER, COVERAGES, etc.) or you can
print a copy of the current record for your records
and then change the appropriate fields and continue
to log the payments on the same record. If you use
all of the payment fields then create another record.
LOAN/LEASE - If you use all of the payment fields, then
create another record with the same DATE RECEIVED and
LENDER, zero amounts, and a continuation comment in
the TERMS area. The continuation record does not need
to directly follow the first one but be sure to
toggle the CPM - XXXXXX to the way that you want it.
Floppy Systems - check the remaining space on your
Vehicles disk frequently so that you do not run out of
room. If you are tracking several vehicles, you may
want to move some of them to another vehicles disk.
For example, say you have 4 vehicles (ONE, TWO, THREE
and FOUR) on one vehicles disk and you now want
vehicles ONE and TWO to be on one disk and THREE and
FOUR to be on another. DISKCOPY your Vehicles disk to
make a duplicate.
Go into the Change Vehicles program and delete THREE
and FOUR from one of the disks, Exit to DOS and then
type: A>DEL B:THREE.* and then A>DEL B:FOUR.*. Repeat
this for your second Vehicles disk substituting ONE and
TWO for THREE and FOUR.
..... 59
APPENDIX D. ERROR MESSAGES
If you are using the Vehicle Record System and some
type of system or program error occurs that is not
handled within the programs, the program will end, you
will be returned to the DOS prompt, and a message will
show on the screen.
If you have an error that cannot be explained and that
happens only when you run the Vehicle Record System,
try running the system on another computer if possible.
If not possible or if the error still exists, write it
down using the Product Support Request form and send it
to us. Give as much information as you can. We need to
know exactly what you were doing in order to recreate
the error. In some cases, the problem may be resolved
faster if you include a disk(s) containing your data
files.
Some of the more common errors that may occur are
listed below. Other errors may be found in your DOS
manual.
Bad file number - The file was not open or not found.
Do a DOS DIR command for your Vehicle Record System
directory and check that all required files are
there. This can occur if you try to run a program
without the VRS.CTL file being present.
Bad file mode - This probably indicates a problem in
the program.
Bad record number - This probably indicates a problem
in the program.
Device Fault - Printer not ready.
Device Unavailable - No printer attached.
File not found - The file was not found. Do a DOS DIR
command for your Vehicle Record System directory and
check that all required files are there.
Too Many Files - This could result if a data file was
not properly closed. Re-boot your computer and try it
again.
..... 60
APPENDIX E. TRACKING MORE THAN 20 VEHICLES
Floppy Systems - You can track as many vehicles as you
wish by creating more Vehicle data disks.
Hard Disk Systems - VRS 20 uses a control file
(VRS.CTL) to keep track of your vehicles. This file
contains the descriptions for the codes and other
information.
You can track another set of 20 vehicles (or even more)
by copying the original empty VRS.CTL file into the
directory under another name. You can then create some
simple BATCH files to switch between control files. Put
the BATCH files in your VRS20 directory.
The following example will show you how to switch
between 2 control files. We will assume that your hard
drive is C and that the VRS 20 is in the \VRS20
directory.
You will need to use a text editor or word processing
program to create these files. (File names follow
CREATE:).
───────────────────────────────────────────────────────
CREATE: MENU.TXT with the following information (or
something similar).
VRS 20
======
1. Vehicles 1 - 20
2. Vehicles 21 - 40
───────────────────────────────────────────────────────
CREATE: MENU.BAT
ECHO OFF
CLS
TYPE MENU.TXT
───────────────────────────────────────────────────────
..... 61
CREATE: 1.BAT
COPY VRS.C1 VRS.CTL
VMENU
COPY VRS.CTL VRS.C1
MENU
───────────────────────────────────────────────────────
CREATE: 2.BAT
COPY VRS.C2 VRS.CTL
VMENU
COPY VRS.CTL VRS.C2
MENU
───────────────────────────────────────────────────────
Then copy your current control file to the new name and
the empty control file (from the orginal distribution
disks) to \VRS20:
C>CD\VRS20
C>COPY VRS.CTL VRS.C1
C>COPY A:VRS.CTL VRS.C2
Now instead of entering VMENU to load the VRS 20, you
will type MENU and then either a 1 or a 2.
Be sure to include VRS.C1 and VRS.C2 in your backups.
..... 62
(This page was left blank intentionally)
..... 63
DEMO
Overview
The DEMO will direct you through a guided tour of the
Vehicle Record System but will not cover everything in
detail. The TUTORIAL will give you a chance to set up
your own vehicle files and should clear up questions
you may have after doing the DEMO. It will probably
take 1½ to 2 hours to complete these sections; it
depends on the speed of your computer and on how long
you look at the entries.
Be sure to do the DEMO before doing the TUTORIAL.
Introduction
The DEMO comes with one sample vehicle, TRUCK-1, which
is actually a 1979 Ford Bronco that was purchased used
in 1982. This vehicle has been tracked since that time
and the sample files contain approximately five and
one-half years worth of live data.
You will not be permanently changing any information
for this vehicle during the DEMO. All commands and
information that you will be typing and all keys that
you need to press will be in BOLD characters.
..... 64
Preparing your DEMO disk(s)
Hard Disk Systems - To run the DEMO you first need to
create a subdirectory on your hard disk. Follow the
instructions in the INSTALLATION section of this Guide.
Use the directory name VRSDEMO instead of VRS20 and DO
NOT do Step 5. Then return HERE.
For the purposes of this DEMO we will assume your hard
disk is Drive C. If it is D or another letter then
substitute that letter for C throughout this DEMO.
At the C prompt, type CD\ and press ENTER. This will
make sure you are in the root area of your hard disk.
At the C prompt type CD\VRSDEMO and press ENTER. You
will now be in the Vehicle Record System DEMO
directory. At the C prompt type DEMO and press ENTER.
This lets the Vehicle Record System know you want to
run the DEMO.
Floppy Disk Systems - To run the DEMO you will need to
install the VRS programs to your own disks. Follow the
instructions in the INSTALLATION section of this Guide.
A Demo Vehicle Data disk will be created during the
installation. Return HERE after you have completed the
installation.
Now insert your VRS 20 Main Menu (or Main Menu #1) disk
into drive A and your Demo Vehicle Data disk into drive
B. At the A prompt type B: and press ENTER. Type DEMO
and press ENTER. This lets the Vehicle Record System
know you want to run the DEMO. At the B prompt type A:
and press ENTER.
..... 65
Running the DEMO
After you return to the DOS prompt type VMENU and press
ENTER.
The Vehicle Record System MAIN MENU will now display
on your screen. From here you can create new vehicle
files, update information on existing vehicles, or call
up the REPORT MENU. All programs can be accessed by
pressing a Function (F) key or by pressing a
combination of the SHIFT key and a F key. Near the
bottom of the screen you will see two fields: SELECTED
VEHICLE and DRIVE. This tells you the name of the ve-
hicle that you are currently using and where your
vehicle data files will be stored.
Press SHIFT-F3 (hold down the SHIFT key, press F3, then
release both keys). You will now see a copyright screen
and under the lower bar you will see another menu.
Press F9 and you will be taken to the CHANGE DEFAULTS
screen. We want to change some of the GLOBAL defaults
so press @ (SHIFT-2).
NOTE: Global defaults are values or information common
to all vehicles.
The cursor should now be at the name field. Type in
your name or your company name. This name will show on
printed reports. Look at the PAID-CODES but do not
change them.
Press ENTER. The MAINT-CODES are used in the MAINT/AC-
CESS/MISC-LOG. Press ENTER. The TRAVEL-CODES are used
in the TRAVEL-LOG. Press ENTER and you will return to
the copyright screen.
NOTE: The CODES are not required but they will give
you more detailed and informative reports.
Press F10 to return to the MAIN MENU. Now we will take
a brief look at the update programs associated with F1-
F7. Press F1 to load the FUEL-LOG program. The top line
shows the selected vehicle and the operation mode, in
..... 66
this case, DISPLAY FUEL-LOG. Below this you will see
the last ten entries (records) and under the lower bar
you will see a menu of options you can choose.
Press HOME to go to the top of the FUEL-LOG file. Press
PGDN to advance ten records. Press END and then SHIFT-
F1. This will give you a running total of the average
miles per gallon for this vehicle. You will need to
pause the screen to look at this. Press PAUSE if you
have it on your keyboard or CTRL-NUMLOCK if you do not.
NOTE: The length of time the AMPG will stay on your
screen is determined by the speed of your computer. You
may need to experiment a little to find the right time
to pause.
Press the SPACEBAR if you have paused the screen. Press
F1. You fill in the spaces to add another record, but
don't do this now since we don't want to change these
files. There are several edit checks to make sure you
do not enter the wrong type of information. For exam-
ple, only numbers can be entered in the COST field. You
would enter a Y in the FLL field if you filled the ve-
hicle. Miles per gallon can only be calculated if the
record has a Y there.
Press ESC and then F9 to print a form that can be kept
in the vehicle. Then, periodically, you can use that
form to update the FUEL-LOG. If you want to print the
form then make sure your printer is ready and press Y
otherwise press N.
NOTE: 8½ by 11 inch continuous feed paper is assumed
for all printing. If you are using a laser printer or
another single sheet printer, you should set the page
length to 66 lines per page.
Press F10 to return to the MAIN MENU. Press F2 to load
the TRAVEL-LOG program. This program is similar to the
FUEL-LOG except you can also delete a record. By cre-
ating a blank or dummy record and then deleting it, you
can create blank lines between entries or groups of
..... 67
entries. This will make the screen and reports more
readable.
Press HOME and you will see that the first two records
have been filled in. The TRAVEL-LOG was not used with
this vehicle so that is why all the records are not
completely filled in. You do not enter the MILES field,
it is calculated for you. Press F10 when you have seen
enough.
Press F3 to load the MAINTENANCE/ACCESSORIES/MISCEL-
LANEOUS-LOG program. This program works the same as the
FUEL-LOG and TRAVEL-LOG. Note the * where the REC num-
ber should be for records 195 and 198. The F3 key was
used to make these blank lines. The MAINT/ACCESS/MISC-
LOG will also let you 'hide' a date. When you add an
entry, you fill in the date so that the entry can be
retrieved by the report program. But in this example we
do not want the date to be shown on every line so we
use SHIFT-F1 to "hide" it.
Let's go and see how the CODES work. Press F2 to CHANGE
a record. Type 0197 and then press END until you are at
the CODE field.
NOTE: You can usually also use the SPACEBAR in most
fields to enter 0. This applies to other programs as
well.
The first part of this field contains the PAID CODE.
You will see the PAID CODES in the lower right hand
corner. Press the SPACEBAR and now you will see the
MAINTENANCE CODES. Press the SPACEBAR again and you
will see how to specify if the entry was purchased with
a loan. Press ESC to cancel this change. If you acci-
dently press enter and blank out the codes, type in the
record number again and change the codes back to AL.
Press ESC again to return to the DISPLAY MAINTENANCE
screen. You can use the MAINT/ACCESS/MISC-LOG to record
items that are not specifically recorded in other pro-
grams. You may want to scan through the entries a lit-
tle bit to see some of the different entries or you can
wait until we go to the report program. Press F10 when
you want to return to the MAIN MENU.
..... 68
5¼" Floppy Systems - Exit to DOS, insert your VRS 20
Main Menu #2 disk into drive A and enter: VMENU.
Press F4 to load the IDENTIFICATION/REGISTRATION pro-
gram. Record number 1 will be displayed. You will nor-
mally only need one record for each vehicle. Here you
can record expenses for titles, registration fees,
etc., information describing the vehicle, and also the
purchase price.
Press F4 to go to the payment screen. Here you can re-
cord up to 24 payments. If you need more you can always
add another record. Press ESC to return to the DISPLAY
ID/REG screen.
The F5 key is used as a toggle switch for the COST PER
MILE report. Press F5 until you see CPM-EXCLUDE PRICE.
You would normally set it this way if you took out a
loan for the purchase of this vehicle and are still
making payments. Press F5 again to get back to CPM -
INCLUDE PRICE since we have paid the loan off and want
to include the purchase price in the COST PER MILE re-
port. Press F10.
Next we will look at the INSURANCE program. Press F5.
Record number 8 will be displayed. We created a new
record each time the coverages or premium changed. This
program is similar to the IDENTIFICATION/REGISTRATION
program. Go ahead and look at some of the entries. When
you are done, press F10 to return to the MAIN MENU.
Press F6 to load the TIRES program. Here you can track
information associated with tires. You can also keep
track of when tires were rotated. There will be one
record for each tire.
Press F1. When you buy tires, you probably buy more
than one at a time. Since the information for all the
tires will probably be the same, the @ key will let you
copy information from the previous tire to the next
tire. This is much faster than re-typing the same in
formation. Press ESC
You can record information for up to ten tire rota-
tions. The LOC (location) field tells you where the
..... 69
tire was mounted and you can make up your own three
character codes. Press F10 when you are finished look
ing at the tires.
Next we will look at the LOAN/LEASE program. Press F7.
This program is used to track loan or lease payments
for the vehicle. It can be used for the vehicle pur-
chase loan or for loans for tires, new engines, etc.
There are two loans associated with this sample ve-
hicle. You can log 24 payments on the first screen and
an additional 48 on the second payment screen. You can
add another record if the loan requires more than 72
payments.
The second loan, record 2, is a loan for a complete
brake job. Like the IDENTIFICATION/REGISTRATION pro-
gram, there is a CPM toggle which is set to FINANCE
CHARGE for this loan. When the COST PER MILE report is
run, the $123.40 finance charge will show under the
LOAN/LEASE category and the $800.00 principal will show
under the MAINT/ACCESS/MISC-LOG category. If the loan
was not yet paid off, we could have chosen to include
the payments and not just the finance charge on the
COST PER MILE report.
Press PGUP to look at the first loan which was used for
the purchase of this vehicle. Again we have chosen to
include only the finance charge on the COST PER MILE
report. Remember back in the IDENTIFICATION/REGISTRA-
TION program we included the purchase price in the COST
PER MILE report. Now we want to include the finance
charge also.
NOTE: All of this toggling may be confusing at first.
Basically, it just gives you more control over the COST
PER MILE report by letting you choose where you want to
allocate costs. We will discuss it more when we do the
reports.
Press F10 when you are ready to leave the LOAN/LEASE
program.
By now, you should have a general idea of how to get
information into the Vehicle Record System. Next, we
will show you how to get it out.
of how to get
information into the V
