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VTIDOCS.EXE
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MANUAL.TXT
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1991-04-14
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Video Tape Invoicing Contents
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TABLE OF CONTENTS
PREFACE . . . . . . . . . . . . . . . . . . . . . . . . 5
CAPACITIES AND FEATURES . . . . . . . . . . . . . . 6
SYSTEM REQUIREMENTS . . . . . . . . . . . . . . . . 7
METHOD OF DISTRIBUTION . . . . . . . . . . . . . . 7
REGISTRATION POLICY . . . . . . . . . . . . . . . . 8
SUPPORT POLICY . . . . . . . . . . . . . . . . . . 9
WARRANTY POLICY . . . . . . . . . . . . . . . . . . 9
INITIAL INSTALLATION INSTRUCTIONS . . . . . . . . . . . 11
INSTALLATION USING THE INSTALL.BAT FILE . . . . . . 11
INSTALLATION WITHOUT INSTALL.BAT FILE . . . . . . . 11
DOS'S CONFIG.SYS and AUTOEXEC.BAT FILE . . . . . . 13
ADDITIONAL TUTORIALS FOR NEW EMPLOYEES . . . . . . 15
OPTION 9-4 SETUP ROUTINES . . . . . . . . . . . . . 15
ERROR MESSAGES . . . . . . . . . . . . . . . . . . 16
SOME THINGS YOU MAY WANT TO DO
BEFORE BEGINNING THE TUTORIAL . . . . . . . . . 16
SUMMARY . . . . . . . . . . . . . . . . . . . . . . 16
TUTORIAL . . . . . . . . . . . . . . . . . . . . . . . 17
THE TERMS USED . . . . . . . . . . . . . . . . . . 17
SCREENS, PROMPTS, AND KEYBOARD TECHNIQUES . . . . . 18
SIMULATED FIRST DAY . . . . . . . . . . . . . . . . 19
LOADING THE PROGRAM . . . . . . . . . . . . . . . . 20
MASTER MENU . . . . . . . . . . . . . . . . . . . . 20
INVOICING . . . . . . . . . . . . . . . . . . . . . 20
CUSTOMER LOOKUP . . . . . . . . . . . . . . . . . . 21
TAPE LOOKUP . . . . . . . . . . . . . . . . . . . . 22
CREATING YOUR FIRST INVOICE . . . . . . . . . . . . 22
RATING/AGE CONFLICT . . . . . . . . . . . . . . . . 25
LOOKUP TAPE WHILE INVOICING . . . . . . . . . . . . 25
CHANGING A TAPE OR CORRECTING A LINE . . . . . . . 26
RETURNING TO INVOICE PAGE FROM TOTALS SCREEN . . . 26
TRANSLATING SALESMEN'S NUMBERS TO NAMES . . . . . . 26
QUITTING THE INVOICE OPTION . . . . . . . . . . . . 27
SUMMARY OF INVOICES REPORT . . . . . . . . . . . . 27
END OF SIMULATED FIRST DAY . . . . . . . . . . . . 27
SIMULATED SECOND DAY . . . . . . . . . . . . . . . 28
BRINGING BACK TAPES . . . . . . . . . . . . . . . . 29
CUSTOMER WANTS MORE WHEN HE ALREADY HAS TAPES "OUT" 30
CHECKING FOR TAPES "OUT" BY TAPE NUMBER . . . . . . 30
EDITING ACCOUNT INFORMATION FROM THE INVOICE SCREEN 31
ADDING AND EDITING TAPES . . . . . . . . . . . . . 32
TUTORIAL SUMMARY . . . . . . . . . . . . . . . . . 32
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Video Tape Invoicing Contents
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PROGRAM REFERENCE . . . . . . . . . . . . . . . . . . . 35
TERMS AND TECHNIQUES . . . . . . . . . . . . . . . 35
LOADING THE PROGRAM . . . . . . . . . . . . . . . . 36
THE MASTER MENU . . . . . . . . . . . . . . . . . . 36
INVOICING . . . . . . . . . . . . . . . . . . . . . 37
1-1 CUSTOMER INVOICING . . . . . . . . . . . . . . 37
THE INVOICING MENU . . . . . . . . . . . . . . . 38
<#> ACCOUNT NUMBER . . . . . . . . . . . . . 38
<B>RINGING BACK ITEMS . . . . . . . . . . . . 40
Checking for Items "Out" by Item Number . 41
"Checking Out" Items When the Customer
Already Has Items "Out" . . . . . . . 41
<R>ESERVATIONS . . . . . . . . . . . . . . . 41
<*> DUE DATE . . . . . . . . . . . . . . . . 44
<A>DD CUSTOMERS . . . . . . . . . . . . . . . 44
<E>DIT CUSTOMER ACCOUNTS . . . . . . . . . . 45
<C>USTOMER LOOKUP . . . . . . . . . . . . . . 45
<U>SER EDIT . . . . . . . . . . . . . . . . . 45
<?> USER LOOKUP . . . . . . . . . . . . . . . 45
LIST OF USERS WITH <BIRTHDAY> . . . . . . . . 46
<L>OOKUP TAPES . . . . . . . . . . . . . . . 46
<T>OP TAPES DISPLAY . . . . . . . . . . . . . 47
<S>UMMARY OF INVOICES . . . . . . . . . . . . 47
<P>RINT INVOICES AGAIN . . . . . . . . . . . 47
<+> LAST TOTALS SCREEN . . . . . . . . . . . 48
<Q>UIT TO MASTER MENU . . . . . . . . . . . . 48
THE INVOICING PROCESS . . . . . . . . . . . . . 48
AUTHORIZED USER SELECTION . . . . . . . . . . 48
INVOICE WORK AREA . . . . . . . . . . . . . . 49
TAPE NUMBER PROMPT . . . . . . . . . . . . . 51
Tape <L>ookup by Title . . . . . . . . . 52
<MEMO>s . . . . . . . . . . . . . . . . . 52
<C>orrecting a Line . . . . . . . . . . . 52
<O>ther Charges . . . . . . . . . . . . . 53
<T>otaling the Invoice . . . . . . . . . 53
Canceling an Invoice . . . . . . . . . . 53
THE TOTALS SCREEN . . . . . . . . . . . . . . 54
Using Movie Passes . . . . . . . . . . . 54
Coupons and Discounts . . . . . . . . . . 55
Amount to Remit . . . . . . . . . . . . . 55
Charging Rentals . . . . . . . . . . . . 56
Prepaying Charges . . . . . . . . . . . . 56
Accounting by Salesperson . . . . . . . . 57
Pressing <Enter> on the Totals Screen . . 57
Canceling the Totals Screen . . . . . . . 57
Reprinting Invoices . . . . . . . . . . . 57
Reprinting Invoices . . . . . . . . . . . 58
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Video Tape Invoicing Contents
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THE PRINTED INVOICE . . . . . . . . . . . . . 58
SUGGESTED PROCEDURE FOR HANDLING PRINTED
INVOICES . . . . . . . . . . . . . . . . 59
1-2 REPORT OF TAPES OUT TO CUSTOMERS . . . . . . . 59
1-3 SUMMARY OF INVOICES REPORT . . . . . . . . . . 59
1-4 RACK INVOICING . . . . . . . . . . . . . . . . 60
"CHECK OUT" TAPES TO RACK OR BRANCH . . . . . . 61
"CHECK IN" TAPES FROM RACK . . . . . . . . . . . 61
REPORTS OF TAPES AT RACKS . . . . . . . . . . . 62
TRANSFER TAPES TO RACK . . . . . . . . . . . . . 62
TRANSFER TAPES FROM RACK . . . . . . . . . . . . 63
CUSTOMER FILE MAINTENANCE . . . . . . . . . . . . . 64
2-1 ADDING AND EDITING CUSTOMERS . . . . . . . . . 64
2-2 ADDING AND EDITING AUTHORIZED USERS . . . . . . 66
2-3 CUSTOMER REPORTS . . . . . . . . . . . . . . . 66
PRINT CUSTOMER LIST . . . . . . . . . . . . . . 67
BEST CUSTOMERS REPORT . . . . . . . . . . . . . 67
PRINT CUSTOMERS WHO OWE MONEY . . . . . . . . . 67
TAPES A CUSTOMER HAS RENTED . . . . . . . . . . 67
MAILING LIST . . . . . . . . . . . . . . . . . . 68
Selecting Customers for the Mailing . . . . . 68
Create the List . . . . . . . . . . . . . . . 69
The Actual Mailing List . . . . . . . . . . . 70
REPORT OF CUSTOMERS WITH MEMOS . . . . . . . . . 70
POSTCARD BILLS TO CUSTOMERS . . . . . . . . . . 70
INVENTORY FILE MAINTENANCE . . . . . . . . . . . . 71
3-1 EDITING INVENTORY FILE . . . . . . . . . . . . 71
3-2 ADDING ITEMS TO FILE . . . . . . . . . . . . . 72
3-3 PREBOOKED TAPES . . . . . . . . . . . . . . . . 74
3-4 INVENTORY REPORTS . . . . . . . . . . . . . . . 74
PRINT INVENTORY LIST . . . . . . . . . . . . . . 74
TAPE REVENUE BY RANK . . . . . . . . . . . . . . 75
BEST/WORST ITEMS REPORTS . . . . . . . . . . . . 75
CHECK RENTAL/SALES HISTORY . . . . . . . . . . . 76
PRINT TAPE LOCATOR REPORT . . . . . . . . . . . 77
PRINT DUPLICATE TITLES REPORT . . . . . . . . . 77
CATEGORY/PREMIUM TAPES ACTIVITY REPRT . . . . . 77
ALL CATEGORIES ACTIVITY SUMMARY REPORT . . . . . 78
SPECIAL REPORTS . . . . . . . . . . . . . . . . . . 78
PERIODIC MAINTENANCE . . . . . . . . . . . . . . . 79
8-1 PACKING TRANSACTION FILE . . . . . . . . . . . 79
8-2 MOVING ARCHIVED TRANSACTIONS TO FLOPPY DISKETTE 79
8-3 INVENTORY VALUE . . . . . . . . . . . . . . . . 80
8-4 DUPLICATE CUSTOMER NUMBERS . . . . . . . . . . 80
8-5 CUSTOMERS WITHOUT USERS . . . . . . . . . . . . 81
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Video Tape Invoicing Contents
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GENERAL MAINTENANCE OPTIONS . . . . . . . . . . . . 81
9-1 REINDEX DATABASES . . . . . . . . . . . . . . . 82
9-3 SIZE OF VTI FILES . . . . . . . . . . . . . . . 82
9-4 SETUP ROUTINES . . . . . . . . . . . . . . . . 82
<1> STORE INFORMATION . . . . . . . . . . . . . 83
<2> INVOICING PROMPTS . . . . . . . . . . . . . 86
<3> OTHER INVOICING PROMPTS . . . . . . . . . . 90
<4> RATE CODES . . . . . . . . . . . . . . . . . 91
<5> SALESPERSONS . . . . . . . . . . . . . . . . 92
<6> HARDWARE & FILE LOCATION . . . . . . . . . . 92
<7> NETWORK STATION EXCEPTIONS . . . . . . . . . 94
<F>UNCTION KEY ASSIGNMENT . . . . . . . . . . . 94
<P>ASSWORDS AND LEVELS . . . . . . . . . . . . . 95
<V>ALIDATION CODE . . . . . . . . . . . . . . . 95
<A>CCOUNT NUMBER DEFAULT . . . . . . . . . . . . 96
OPTION 9-7 . . . . . . . . . . . . . . . . . . . . 96
9-8 DOS COMMAND . . . . . . . . . . . . . . . . . . 96
9-* UPDATE ROUTINES . . . . . . . . . . . . . . . . 97
<Q>UIT TO DOS . . . . . . . . . . . . . . . . . . . 97
APPENDICES . . . . . . . . . . . . . . . . . . . . . . 98
GENERAL INFORMATION ABOUT REPORTS . . . . . . . . . 98
REPORT SPECIFICATIONS . . . . . . . . . . . . . 98
POSITION OF PAPER BEFORE PRINTING . . . . . . . 98
CUSTOMIZED INVOICE DRIVERS . . . . . . . . . . . . 99
POTENTIAL PROBLEMS . . . . . . . . . . . . . . . . 99
IN THE EVENT OF A POWER FAILURE . . . . . . . . 99
IN THE EVENT OF DATABASE CORRUPTION . . . . . . 100
STRANGE CHARACTERS ON SCREEN OR PRINTOUT . . . . 100
ERROR MESSAGES . . . . . . . . . . . . . . . . . . 100
ANOMALIES . . . . . . . . . . . . . . . . . . . . . 102
SUMMARY OF WORK TO BE DONE . . . . . . . . . . . . 104
SOME GENERAL PROCEDURES AND TECHNIQUES . . . . . . 105
SAMPLE NEW ACCOUNT FORM . . . . . . . . . . . . . . 107
SAMPLE NEW TAPE FORM . . . . . . . . . . . . . . . 108
FILES USED BY PROGRAM . . . . . . . . . . . . . . . 108
FILE STRUCTURE . . . . . . . . . . . . . . . . . 110
TRANSACTION FILES . . . . . . . . . . . . . . . 119
NETWORKING . . . . . . . . . . . . . . . . . . . . 120
NETWORK FILE LOCATION . . . . . . . . . . . . . 121
VTI INSTALLATION ON "INVISIBLE ETHERNET . . . . . . 122
VTI INSTALLATION ON "NOVELL" NETWORK . . . . . . . 123
VTI INSTALLATION ON "MAINLAN" NETWORK . . . . . . . 124
VTI INSTALLATION ON OTHER NETWORKS . . . . . . . . 125
ACKNOWLEDGEMENTS . . . . . . . . . . . . . . . . . 126
INDEX . . . . . . . . . . . . . . . . . . . . . . . . . 127
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Video Tape Invoicing Preface
------------------------------------------------------------
PREFACE
OVERVIEW OF THIS MANUAL
This manual is divided into six sections for ease of use.
* The "Preface" is the overview of VTI and the author's
policies.
* The "Initial Installation Instructions" is the step-by-
step guide to get the program onto your computer and
ready for your store.
* The "Tutorial" is the training session. It's equally
useful to the store owner or manager as it is to
existing employees or new employees you train in the
future.
* The "Program Reference" covers each aspect of the
program in detail.
* The "Appendices" contains several pieces of technical
information which may assist you in better use of VTI.
* The "Index" helps you find information quickly.
You may want to copy the "Tutorial" section for use in
training new employees.
The text of the manual is the C:\VTITUT\MANUAL.TXT file set
for 10 c.p.i. print on 8-1/2"x11" paper. You may also
request from the author a generic word processing file or a
WordPerfect 5.1 file for printing on the Hewlett-Packard
LaserJet Series III printer.
OVERVIEW OF VTI
Thanks for choosing Video Tape Invoicing.
VTI will help you check out movies to your customers, keep
up with them while they are checked out, and return them to
your inventory.
Imagine two lists. The first is a list of your customers
and their account numbers. The second is a list of all your
tapes and their numbers. In the middle, let's create a
third list. Every time you check out a tape, let's write on
this third list the customer account number and the tape
number. We'll also make a note of "out" when the tape goes
out. We'll cross out the word "out" and write "back" when
the tape is returned. That's what VTI does for you -- it
links the customer and tape files together. Then it does a
few other things to make your job easier or more productive.
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Video Tape Invoicing Preface
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VTI can add extra charges when tapes are late or not
rewound. It will keep up with the transactions so that you
will know which customers have rented which tapes. And VTI
will help you make buying and selling decisions based on
your store's rentals.
CAPACITIES AND FEATURES
The author wrote VTI after looking at several video
programs. The "low priced" ones (including one bought for
his store) did little. The programs which could do what was
needed were priced into the thousands of dollars.
This list of VTI's features and capacities describes the
author's goals when writing the program:
* Capacity of at least 50,000 customers
* Capacity of at least 50,000 rental items (tapes)
* Look up of customers by name, phone number or account
number
* Look up of rental items by number or title
* Shows if the title is "in" or "out"
* Makes reservations (waiting lists) based on title
* Maintains a complete history of transactions. Which
items has a customer rented? Which customers have
rented an item? Several months of transactions (not
just the last few) available "on line" and older
transactions available quickly.
* Shows persons authorized to use account -- at least ten
users per account
* Signals when an under-aged user attempts rental of a
sensitive tape
* List of tapes checked out, especially who has overdue
tapes
* Shows any tapes the customer has out when he comes in to
"check out" other tapes -- each "account" can have ten
items "checked out" at one time and extra "accounts" can
be created for the customers needing more
* Handles items for sale and keeps track of numbers in
stock
* Generates mailing list & prints according to carrier
route sort (for low postage costs)
* Allows mass "check-out" of tapes to "racks" while
* tape is left in inventory records
* store revenue is based on commission or flat rates
* maintaining records for times rented and revenue at
rack
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Video Tape Invoicing Preface
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* Helps maintain a list of tapes on order (prebooked
tapes)
* Allows transfers of tapes between stores (when both use
VTI)
* Helps determine which tapes to trade or sell
* Maintains a daily summary of each invoice's totals and a
summary of the totals by each salesperson. Also
accounts for different sales taxes for rental items and
retail items.
* Can restrict access to sensitive areas of the program
utilizing passwords.
SYSTEM REQUIREMENTS
The Video Tape Invoicing program requires:
* MS-DOS-based computer with 640k memory available to the
program.
* Monitor (monochrome or color). On color monitors, the
store chooses the screen colors.
* Hard disk drive (2.5 Meg minimum, recommended access
time of 28ms or faster). Floppy disk drive needed to
install program.
* At least one printer capable of 10, 12 and 17 characters
per inch on 8.5" wide paper. Should be able to "tear
off" invoice shortly after it leaves printer head. In
one-printer systems, the printer handles all invoicing
and reports. In two-printer systems, one printer is
typically dedicated to invoices and the other to
reports.
* Paper size: Invoices: 8.5" wide by 5.5" high (normally
2-part) or any size and style with custom driver.
Reports: 8.5"x11" (standard size paper).
* Network optional for up to 99 stations. Up to two
printers per station. Each station determines which
printer prints invoices and which prints reports.
* Bar-code reader (light pen) capable+.
* Electronic cash drawer capable+.
+ Note: Certain types or brands of equipment may be
required. Inquire.
METHOD OF DISTRIBUTION
VTI is a "shareware" program. The "shareware" concept
significantly reduces the author's cost of the marketing
channel -- the duplication of diskettes, publication of
manuals, advertising, promotion, and so forth.
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Video Tape Invoicing Preface
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Most video stores learn about VTI through a "shareware"
version of the program (diskettes purchased from a computer
dealer or shareware distributor for a small fee). The video
store installs the program on a computer in a tutorial
directory (VTITUT) to learn the program and in an "actual
use" location (VTI) where they enter the store's customers,
users, rental items and retail items. Then the store begins
using the program. When they are confident the program
meets their need, the store sends the registration fee to
the author.
Knowledgeable computer users who search out and find this
program for themselves may register directly with the
author.
Some video stores learn about this program from a computer
dealer or consultant who took valuable time to find this
program, learn about it, and evaluate it with the video
store's needs in mind. These "friends" of the marketing
channel are entitled to a reasonable profit for their
efforts. Dealers and consultants provide valuable services
to their customers. While the author can provide
information about the program and field requests for
additional features, the dealer is in the best position to
provide hardware support and non-VTI related services. I
hope customers will return to their dealer when they install
the VTI program at other locations. Be sure to read the
"Registration Policy" section, below.
Permission is expressly granted to any person to duplicate
the original diskettes to "share" with other persons who may
want to use VTI in their video business.
REGISTRATION POLICY
Any person may use this program to determine its suitability
for use at a video store. When the program is placed into
use in the ordinary course of business the store must pay a
non-refundable registration fee to the author.
Registrations are not valid until received by the program's
author, Danny Stewart, 615 Oak Street, Prescott, ARkansas
71857. Phone (501) 887-5930. Send the "12-digit code"
highlighted on the first screen (the screen which requires
you to type a message that you "understand the terms"). The
author will send a code which eliminates the message screen
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Video Tape Invoicing Preface
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and prompt. The Video Tape Invoicing Program is copyrighted
(C) (P) 1985-91 by Danny A. Stewart.
Registrant understands that the ownership of the program
remains with the author and that any "registration" or
"purchase" is for the right to use the program at one store
location. The registrant understands that the author must
give permission to transfer the registration of the program
to another store name, address, or telephone number, and
that the author may require suitable proof of the changes to
change the validation code without additional registration
fees.
SUPPORT POLICY
The author will answer questions which help you get VTI
operational on your computer. There is no charge for this
service provided the calls are received by the author during
the regular support hours.
Your computer dealer and your computer manuals are the best
sources of information about your hardware and about the
DOS-level commands you should know. The author reserves the
right to bill for support time related to your hardware or
DOS rather than directly to VTI.
The author occasionally issues updates which add features to
the program. These updates are usually priced at $25.00 to
registered stores. The author does not plan to charge for
more than two updates in a year.
WARRANTY POLICY
THE AUTHOR EXPRESSLY DISCLAIMS AND MAKES NO WARRANTIES OF
MERCHANTABILITY or WARRANTIES AS TO FITNESS FOR A PARTICULAR
PURPOSE.
The author does not assume any responsibility for data
entrusted to the program or for the proper operation of the
program by the store.
By paying the "registration fee," the customer acknowledges
that he has inspected the program by obtaining and using the
"shareware" version to the extent that he has determined the
program is suitable for use in his business.
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Video Tape Invoicing Preface
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This program is warranted only to the extent that it will
load and execute on a computer running MS-DOS series 2.0,
3.0 or 4.0. Network use typically requires DOS 3.2 or
higher.
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Video Tape Invoicing Initial Installation
------------------------------------------------------------
INITIAL INSTALLATION INSTRUCTIONS
Before you can use VTI, you must install it onto your
computer's hard disk drive.
This manual (and any future documentation you receive from
the author) assumes your hard disk is drive C: and that you
install the tutorial in the C:\VTITUT directory and the
"actual use" version in the C:\VTI directory. If you use
another drive or another location, substitute those
locations in the commands given.
INSTALLATION USING THE INSTALL.BAT FILE
If your installation diskette contains an INSTALL.BAT file,
installation is simple. Place the program diskette into the
floppy drive and type
A:INSTALL A: C:
Note the location of the two spaces in the command. "A:" is
the floppy disk drive and "C:" is the hard disk drive. In
addition to installing or updating the VTI program, the
routine creates VTI.BAT and VTITUT.BAT files for your
convenience in loading the program.
The last few lines of the INSTALL.BAT file tells you how to
print the manual and refer to the CONFIG.SYS files. Read
the section entitled "DOS's CONFIG.SYS and AUTOEXEC.BAT
Files."
You may specify alternate locations for source and
destination. For instance, C:\TEMP is as effective as A:
and you may install on any disk drive (including C:, D:, F:,
Z:, etc.). If you get an "environment" error, see the SHELL
line discussed under the CONFIG.SYS file.
INSTALLATION WITHOUT INSTALL.BAT FILE
If your diskette contains the INSTALL.BAT file, use it and
skip this section. You will have to use the information in
this section if you want to install in a location other than
\VTI and \VTITUT on your hard disk drive.
VTI is usually distributed in one file (COPYVTI.EXE) on
high-capacity diskettes and on most bulletin boards. The
README.VTI file may also be included. VTI may be
distributed with three files, especially when using 360k
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Video Tape Invoicing Initial Installation
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diskettes. These files are README.VTI, VTIUPDAT.EXE, and
VTIDOCS.EXE. The COPYVTI.EXE, VTIUPDAT.EXE and VTIDOCS.EXE
files are self-extracting files which utilize compression
techniques under license from PKWARE, Inc.
If you have the COPYVTI.EXE file, type these commands:
C:
MKDIR VTITUT
CD VTITUT
A:COPYVTI
If you have the VTIUPDAT.EXE and VTIDOCS.EXE files, type:
C:
MKDIR VTITUT
CD VTITUT
A:VTIUPDAT
A:VTIDOCS
Use only one of the above two sets of commands.
Now, type these commands:
CD \
MKDIR VTI
COPY C:\VTITUT\*.* C:\VTI\*.*
CD \VTI
PKUNZIP VTIEMPTY
DEL VTIEMPTY.ZIP
DEL VTITUTOR.ZIP
DEL MANUAL.TXT
The above commands prepare the "actual version" of VTI.
Now, type these commands:
CD C:\VTITUT
PKUNZIP VTITUTOR
DEL VTIEMPTY.ZIP
DEL VTITUTOR.ZIP
These commands complete the tutorial directory preparation.
At the C> prompt, you may type the manual with the command:
COPY C:\VTITUT\MANUAL.TXT PRN:
Read the section entitled "DOS's CONFIG.SYS and AUTOEXEC.BAT
Files."
You do not need to UNZIP the VTIPRINT.ZIP file unless you
want to use one of the "custom" invoice drivers.
You may also want to create a VTI.BAT and VTITUT.BAT file.
The contents are described in the section entitled "DOS's
CONFIG.SYS and AUTOEXEC.BAT Files."
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DOS'S CONFIG.SYS and AUTOEXEC.BAT FILE
The INSTALL.BAT installation routine looks in the root
directory of the hard disk drive for a CONFIG.SYS file. If
the CONFIG.SYS file is not there, one is copied to the hard
disk for you. If the file is already there, a message tells
you to check the CONFIG.SYS file. To do this, at the "C>
prompt," enter these commands:
CD \
TYPE CONFIG.SYS
If the file contains statements such as
FILES=20
BUFFERS=20
with numbers of 20 or higher, no changes are necessary.
NOTE: FAILURE TO CHECK THE CONFIG.SYS FILE CAUSES MORE
INSTALLATION PROBLEMS THAN EVERYTHING ELSE COMBINED!
Creating a CONFIG.SYS file
You must create the CONFIG.SYS file if the file does not
exist at all (a message similar to "File Not Found" appears
when you type TYPE CONFIG.SYS. You must recreate or edit
the file if the file exists, but the FILES and BUFFERS lines
are not included or are included with numbers less than 20.
You do not have to create or edit the file if the lines are
in the file and are set to 20 or more!
Here is one method (not necessarily the best) you may use to
create the CONFIG.SYS file. Have the current CONFIG.SYS
file on the screen (use the commands given above). Then,
enter this command at the C> prompt:
COPY CON: CONFIG.SYS
Press <Enter> after you type the line. You won't see
another C> prompt; rather the cursor blinks on the new line.
Type the lines in the existing CONFIG.SYS file exactly as
they appear (unless you need to increase the number of the
FILES and BUFFERS statements). If you are making a new file
or adding the FILES and BUFFERS lines, enter them:
FILES=20
Press <Enter>. The cursor blinks on the new blank line.
Type
BUFFERS=20
Before you press <Enter>, press the <F6> key and ^Z appears
on your screen. Then you may press <Enter>. The words "1
Files(s) Copied" appear.
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The following commands may also be helpful in the CONFIG.SYS
file:
FCBS=10,5
STACKS=32,128
The commands are especially useful if you receive a
"internal stack failure" error or errors in which the number
(0) appears on the top line of the screen in parenthesis.
If you get an "out of environment" error, add a line to the
CONFIG.SYS file similar to
SHELL=C:\COMMAND.COM /P /E:00500
The /E parameter gives more room to the SET commands.
You must reboot (restart) your computer if you change the
CONFIG.SYS file in order for the changes to become
effective.
IT IS VERY IMPORTANT THAT YOU CHECK THE CONFIG.SYS FILE. If
you don't you'll probably get an error message when your try
to run the invoicing part of the program.
Checking the AUTOEXEC.BAT file
Check the AUTOEXEC.BAT file for a PATH statement which
includes your DOS directory. The statement usually begins
"PATH=" and may include several directories. Some functions
may not work properly if the PATH command is not set. If
COMMAND.COM is not in the root directory, include SET
COMSPEC= in the AUTOEXEC.BAT file. You may need this if you
are running some networks. Consult your computer dealer for
information on how to edit the CONFIG.SYS or AUTOEXEC.BAT
files.
The VTI.BAT and VTITUT.BAT files
You may want to create a batch file which loads VTI and the
VTI tutorial. Here are the typical lines in such a file and
how to create it. This is similar to the notes on the
CONFIG.SYS file where you press <Enter> after each line,
except the last one where you press <F6> then <Enter>.
COPY CON: C:\VTI.BAT or COPY C:\VTITUT.BAT
CD C:\VTITUT or CD C:\VTITUT
SET CLIPPER=V016;R016 Notice only one space! If the
"V" value is not high enough,
you'll get "out of memory"
errors. If the "R" value is not
high enough, you will not be able
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to use option 9-8 without an
error. You may also include
";S1" at the end of the line if
your screen develops a "snow"
problem.
VTIMENU This loads the VTI program.
CD C:\ Where to go when you <Q>uit VTI.
(Press <F6> before <Enter> on
this line.)
If you create this file, you can type VTI or VTITUT to load
Video Tape Invoicing. Otherwise, such as when you are using
a menu program, you'll have to enter the lines shown in
order to properly load the program.
ADDITIONAL TUTORIALS FOR NEW EMPLOYEES
You may skip this section until you need to train another
employee with the tutorial installed on a hard disk drive.
When you need to train a new employee in the operation of
VTI, you can put a fresh copy of the tutorial data onto the
hard disk drive with these commands:
DEL C:\VTITUT Respond <Y>es to the "Are You
Sure (Y/N)" prompt
A:INSTALL A:
If you like, you may install the tutorial once and copy the
*.DBF and *.NTX files to another directory. You may then
copy just those files to the C:\VTITUT directory, rather
than deleting and reinstalling the program.
OPTION 9-4 SETUP ROUTINES
When you first install VTI according to the standard
routines, you need the information in this section only if:
* the installation instructions referred you to this
section
* your printer doesn't print properly when using VTI
* you have other problems in getting VTI to run properly
Otherwise, you may skip this section. Later, you'll use the
"Setup Routines" to do the actual configuration for your
store.
When VTI starts, it reads the PARAMS.MEM file. If there is
not one (like the first time), VTI uses the system defaults
and tells you to run the option 9-4 "Setup Routines." If
your store has not yet paid the registration fee, the
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"shareware notice" screen appears. The "opening screen"
shows briefly, then the "Master Menu."
If you edit the setup parameters now, see the options of the
"Setup Routines" discussed in the "Program Reference"
section.
ERROR MESSAGES
If you followed the standard installation procedure and
checked for proper CONFIG.SYS and AUTOEXEC.BAT files, no
errors should show when running VTI. If the program shows
an error message, consult the error codes in the "Appendix"
or these "Installation Instructions."
SOME THINGS YOU MAY WANT TO DO BEFORE BEGINNING THE TUTORIAL
The back of the "Tutorial" has two reports: a list of
customers and a list of tapes. You can print your own full
lists by following these instructions.
* You can print a "List of Customers" with "Master Menu"
option 2-4 and then <1> "Print Customer List." Choose
<1> Alphabetical and include <A>ll listings. When the
report is finished, the "Customer Report Menu" returns.
Press <Enter> to return to the "Master Menu."
* You can print a "Tape List" with "Master Menu" option 3-
4 and then option <1> "Print List of Tapes." At the
"Print Tape List" menu, choose <1> to Prepare for
Printout and when this process is finished, choose <4>
to print a list four columns wide. After you've printed
the list of tapes, press <Enter> to return to the "Tape
Report Menu" and <Enter> again to return to the "Master
Menu."
You probably want to do this if you install a different
tutorial database from those furnished with this program.
SUMMARY
I think you will like Video Tape Invoicing and will enjoy
using it in your store.
Feel free to call me for information about the program.
I hope I soon add your store to my list of customers.
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TUTORIAL
Welcome to Video Tape Invoicing.
This tutorial condenses two days of sample store operations
into a few minutes. The first "day" acquaints you with
VTI's terms, teaches you how to "check out" movies, and how
to do a "Summary of Invoices" report. The second "day"
teaches you how to "bring back" ("return") tapes already
"checked out" and how to add, delete and edit customers,
users, and tapes.
Other than this guide, you'll need a computer with the
tutorial program installed and a list of the tapes and
customers. An abbreviated list of tapes and customers is at
the back of the tutorial. Your store manager may have a
complete list or other instructions. If your store is
following my suggested procedure, you'll be using a special
set of data which allows you to "play" with the program and
make mistakes without affecting the "real" data.
Let's begin the instruction with a quick review of terms
used by the manual and program and a summary of some of the
keystrokes used by the program.
THE TERMS USED
This manual uses a group of terms to explain the options of
the program, how it works, and how to use the screen and
keyboard.
An "operator" (you) uses the computer to rent "tapes" (or
"items") to a "customer account." The "customer" who owns
the "account" authorizes "users" on the account. These
"users" are the persons for whom the "customer" assumes
responsibility. For example, you have an "account" on which
you authorize yourself, your spouse and two children to rent
movies. You are the account "owner," and all four are
"authorized users."
Your computer has an operating systems, usually called
"DOS." DOS commands and file names are printed in all
capital letters in this manual. After tying a DOS command,
press <Enter>.
A "character" is a letter A-Z, a number 0-9, or a
punctuation mark.
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SCREENS, PROMPTS, AND KEYBOARD TECHNIQUES
A "screen" or "display" is the contents of the computer's
monitor. Some of VTI's screens are:
* The "title screen" -- the first major screen to appear
after you load the program.
* A "menu screen" -- the point from which the operator
tells the program what he wants done.
* A "data entry screen" -- contains areas ("prompts") in
which the operator types information.
* An "option line" -- a list of options with a one-
character "prompt" at which you type a letter and then
press <Enter>. Option lines will eventually be replaced
by Light Bar Menus.
* Light Bar Menus -- a list of options at which you (1)
press the first character of the choice, or (2) use one
of the arrow keys to highlight your choice and then
press <Enter>.
When the manual refers to a key on the keyboard, it
surrounds it with "< >" characters. For example, <Enter>
refers to the carriage return key. <LeftArrow>,
<RightArrow>, <Backspace>, <Esc>ape, <PgUp> and <PgDn> are
keys you will use often.
Each "screen" contains at least one "prompt." "Prompts" are
the highlighted rectangles which ask or "prompt" you for
information. Type the required information and then press
<Enter> to tell the computer you are finished.
The flashing character, usually an underline character,
inside each prompt is the "cursor." The "cursor" indicates
the location at which the next character you type will be
placed. The <LeftArrow> and <RightArrow> keys control the
position of the "cursor" inside a "prompt" without erasing a
character. <Del>ete erases the current character while
<Backspace> erases the previous character.
Several "prompts" may appear on one "data entry screen."
You can use one of the "cursor control keys" to move from
prompt to another. <UpArrow> moves the cursor to the
previous prompt (unless you are at the top prompt).
<DownArrow> moves the cursor to the following prompt (unless
you are at the bottom prompt). To complete a "data entry
screen," use one of the "page control keys."
* Press <Enter> or <DownArrow> in the last prompt
* Press <UpArrow> in the first prompt
* Press <PgUp> or <PgDn> at any prompt
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* Press <Esc>ape to return to the previous menu when you
are at a light-bar menu, or to cancel the changes on
many (but not all) screens.
Some instructions require a sequence of keystrokes. For
example, the phrase "choose option 1-3" means you are to
press the <1> key followed by the <3> key. If the program
is at the "Master Menu" when you press these keys, VTI goes
to the "Summary of Invoices Report."
A phrase beginning with the word "enter" means you are to
type the characters or command and then press the <Enter>
key. For example, "enter the name" means to type the name
and then press <Enter>.
Your keyboard will have at least ten "function keys"
numbered <F1> through <F10>. VTI uses some of these keys
for special purposes:
<F1> Help (from any point in VTI) on what the keys do
<F7> Copy lines from invoice into memo (see the <F8> key,
below
<F8> Add or Edit Memo (invoicing only)
<F9> Screen protection (use often if you have a monochrome
monitors)
<F10> Type last account number entered (invoicing only)
Your store may program several other keys for use in your
store. They are <Ctrl><F1> through <Ctrl><F10> and
<Shift><F1> through <Shift><F10>. See "Setup Option" 9-4-F.
Combinations of keys are noted with the key to hold down,
immediately followed by the key to tap. For example,
<Shift><F1> means "hold down the key marked <Shift>, tap
<F1>, then release the <Shift> key."
A key may be named in a descriptive word or phrase. For
example, an option line may include "." Don't confuse the
<D> key (as in <D>elete) with the <Delete> key.
If characters move to the right when you type in a prompt's
highlighted area, tap the <Insert> key, which is an on/off
"toggle" switch.
SIMULATED FIRST DAY
We'll spend the next few minutes reviewing some of the basic
operations of VTI. If you haven't already done so, turn on
the computer. It should be at the "C> prompt."
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This tutorial uses a "sample store." This "sample store"
may do quite a few things differently from your store. This
is to give you an idea of some of VTI's flexibility.
LOADING THE PROGRAM
The normal command to load the tutorial is VTITUT. When you
get ready to use the "actual" program in day-to-day
operations, the command is VTI. Your store may use a
different command.
At the "C> prompt," type VTITUT and press <Enter>. In a
moment the program may show a message and ask you to press
the <F10> key. The program's "title screen" and "Master
Menu" appears next.
MASTER MENU
The "Master Menu" has six sections -- invoicing, customer
maintenance, inventory maintenance, special reports,
periodic maintenance and general maintenance. You can use
the <UpArrow> or <DownArrow> keys to highlight each of the
five sections.
This tutorial emphasizes the "Invoicing" section. The
details of the other sections are in the "Program Reference"
section of the manual. After you learn the basics of the
invoicing, you can use the manual to learn how to operate
the other sections your duties require.
INVOICING
The most-used option is 1-1 "Invoicing." At the "Master
Menu," press <1> to choose "Invoicing." A second light-bar
menu appears. Press <1> a second time to choose "Customer
Invoicing." This manual usually refers to the "Customer
Invoicing" option as 1-1, since that is the keystroke
sequence from the "Master Menu" to get the program to the
"customer invoicing" screen.
The "Invoicing Menu" dominates the left third of the screen.
Use <Up-Arrow> or <Down-Arrow> to move between options. You
may also press the first letter of the option you want
(except "Birthday") to use the option. If you choose an
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option you don't want to complete, press <Esc>ape. Choose
<Q>uit to return to the "Master Menu."
Unless you press a key, the "# Account Number" option is
highlighted. If it is highlighted, press <Enter> to choose
the option. Otherwise, press <#> to choose the option.
Some options, such as this one, require the entry of an
"account number." The tutorial uses a "customer account
number" with a form similar to a telephone number. Your
store may use a different form for the account number.
Choose an account number which is non-existent, for instance
"987-6543." Type over the "default account number (such as
"000-0000") and press <Enter>. The "Invoicing Menu"
returns. This happens when you enter a non-existent account
number. This usually happens several times a day because
customers tell you the wrong number.
When the "invoicing screen" is in full view, the upper left
corner has the account holder's name and address and other
information. The middle of the screen is the "invoice
area." In the lower left section are instructions and any
message about authorized users. The lower right section
shows totals.
CUSTOMER LOOKUP
Press the letter <C> to choose the "customer lookup" option.
Some options, such as this one, require the entry of a name
or title. Enter an <S> on the line. Capitalization doesn't
matter. After you type the <S>, press the <Enter> key. All
customer accounts whose last name begins with "S" show,
along with any account balance and the last day they had a
transaction (no date means no transaction on file, which is
probably the case with the tutorial).
When the page is full, the bottom line of the screen has a
prompt. You may use one of the "cursor control keys" to
highlight a customer's account number and then press <Enter>
to select that account. When the column fills, press
<Enter> for more information. Repeat this until the last
match is shown. When the last of the matching names shows,
press <Enter> and the program returns to the "Invoicing
Menu." You may also press <Esc>ape at any time to return to
the "Invoicing Menu."
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To reach a group of first names, follow the last name with a
single <Spacebar> and then the first letter of the first
name. For example, the entry of "Smith T" skips to Tom
Smith (and any other T Smith listings).
TAPE LOOKUP
At the "Invoicing Menu," tap the <L> key to look up a title.
The word "Lookup" appears in the middle section of the
screen with a highlighted prompt. Enter an <A> at the
prompt. Respond to the "status" question with <Y>es. The
program shows a listing of titles which begin with "A.
Other information includes the rating, availability, label
number, price per day, and "in"/"out" information.
When the screen fills, press <Enter> to repeat until the
last match is shown. Or, press <Esc>ape at any prompt to
return to the "Invoicing Menu." You may use the "cursor
control keys" to highlight a tape's number if you are in the
middle of an invoice.
CREATING YOUR FIRST INVOICE
Choose a customer from the "List of customers" and pretend
he just came to the counter with tapes in hand. Press
<Enter> if the "# Account Number" option is highlighted or
press <#> if it is not. Then, type the account number and
press <Enter>.
Alternatively, you could press <C> to look up the name and
then select the account number. As another alternative, you
can press <?> to look up the accounts on which this person
is an authorized user and select the account number.
When you enter a valid account, a list of authorized users
shows in the middle of the screen. Use the <Down-Arrow> key
to select the person who is at the counter (choose one who
is at least 21) and press <Enter>. If you press <Esc>ape
instead, an "Abort?" prompt appears in the lower left corner
of the screen. Press <Enter> or <Esc>ape to return to the
"Invoicing Menu" or enter the user's age.
The "tape number prompt" is under "Tape Number" on the first
line in the middle of the screen. The letters "REN" in the
left column mean you are "RENting" tapes ("checking out").
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If you choose a number which is a retail item, the letters
"RET" appear. Don't do this in the tutorial.
Pick a item from the list of tapes. Enter the number.
Normally the number is on a box or tag, but there are no
boxes or tags since we are pretending. If you enter a bad
item number, the program shows the "tape number prompt"
again.
Up to three prompts can appear if your store:
* allows changes in the number of days (the "sample store"
does)
* allows changes in the price per day of a tape (the
"sample store" does)
* enters <Y>es or <N>o on each line to indicate whether or
not to charge sales tax (the "sample store" does not)
(under the column headed "T").
Press <Enter> at each prompt.
The "per day" column shows the average "price per day"
calculated from the rate tables.
Enter two or three more tape numbers so that the "pretend"
customer is "checking out" about three or four items. This
is the normal routine to "check out" a tape. It takes
longer to read about the action than it does to do it!
Now it's time to total the invoice. Enter a <T>, <+> or <->
at the "tape number prompt." When you press <Enter>,
"Totals Screen" replaces the "Invoice Screen." It begins
with the total amount of the invoice.
If your store uses movie passes, and if the customer has any
due, the value of those passes shows, rounded down to the
value of the nearest pass. If the program stops here, press
<Enter> to accept the amount.
If your store allows coupons or discounts, the program asks
for the value or amount. To accept the normal amount,
$0.00, press <Enter>. Passes, coupons and discounts usually
cannot be used to pay a previous balance on an account.
Press <Enter> to accept $0.00.
The "Amount Tendered prompt" shows. If most customers pay
at the time of checkout (as it does in the "sample store"),
this "defaults" to the total amount of the invoice. If most
customers pay on return of the tapes, this defaults to
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$0.00, or to the amount of a previous balance and other
charges.
Normally, you press <Enter> to accept the "Amount Tendered"
shown. If you enter a smaller amount, including 0.00, the
program assumes you want to charge the rental. If you enter
an number greater than the amount, the program assumes you
want it to calculate the amount of change. Depending on the
circumstances, self-explanatory information shows. You can
"prepay" rentals by "charging" a negative amount to the
account (precede the amount with the <-> sign). Do not type
the <$> sign.
The final line on the "totals screen" is for the salesman
name. Three things can happen here:
* Press <Enter> if the line is blank -- the program
assumes you are not happy with the numbers on the screen
and returns to the top of the totals screen.
* Press <Esc>ape -- the "Invoice Screen" returns.
* Type a name and press <Enter>. Or, type your salesman
number and press <Enter> to make your name appear and
then <Enter> again. The invoice is complete and correct
and you want to print it.
Your store may elect to have VTI create a memo if there is a
charged amount on this invoice. With this option, you do
not see a new memo; you have the option to edit an existing
memo.
When the numbers on the "totals screen" are acceptable, type
your first name at the "salesman prompt" and press <Enter>.
The invoice prints. If your store has the option to reprint
the invoice at this point (the "sample store" does not),
enter <Y>es to print again or <N>o to avoid the second copy.
You can "<P>rint Invoice Again" at the "Invoicing Menu."
When all required invoices finish, the "invoice screen" and
"Invoicing Menu" reappear and you are ready for the next
customer. You've completed the work for your first
transaction. While the receipt printed, you got the tapes
for the customer and talked to him about future rentals,
etc.
Normally, you'll have the customer sign the invoice. If
your store uses two-part invoices, give the customer his
copy and put the store copy away (usually goes in a box or
drawer under the counter). When the "Summary of Invoices"
report (described later) is printed, place the store copies
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with the summary. Some stores use customized invoices which
may work differently.
The money goes into the cash drawer. If your store uses an
electronic cash drawer, it opens when the invoice begins
printing if the amount is not $0.00.
The entire process took only seconds. Let's complete
another invoice with just a change or two.
RATING/AGE CONFLICT
Do another invoice. Choose another customer. But this
time, press <Esc>ape at the list of authorized users. At
the "Abort?" prompt, press <6> then <Enter>. Pick a tape
from your tape list which you know is not rated for general
audiences (for example, 112 or 189).
The "sample store" allows changes in number of days. If
your store does not allow this option, you probably won't
see what is described below because the program returns to
the "tape number prompt" so quickly.
When the program obtains the tape information. the screen
shows an age under "Rating" such as 08, 13, 15 or 18 and the
computer beeps. The phrase "AGE!" shows in the "AVAIL"
column. The number of days changes to "0." Press <Enter>
and the "tape number prompt" returns. Press <Esc>ape at the
"tape number prompt" to cancel the invoice. This is what
happens when a age/rating conflict happens. The program
compares the user's age and the tape's rating. If it finds
the user isn't supposed to rent the tape because he's too
young, it alerts you.
If your store allows the option to change the "number of
days" you can type over the "0" number of days. Do this
only if:
* you are certain the parent does not object to the
child watching the particular movie
* you can confirm this particular movie with the parent.
Of course, your store policy must allow these exceptions.
LOOKUP TAPE WHILE INVOICING
Let's go to another invoice. Choose another customer, get
to the "tape number prompt," enter a tape number, and press
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<Enter> until you're at the "tape number prompt" on the
second line. Now, enter an <L>. You see the tape lookup
prompt just as you did from the "Invoicing Menu," except
it's a little lower on the screen. This is useful in the
middle of an invoice when a customer wants to know the
availability of a tape. Choose a letter or partial title
and enter it. You may then use the "cursor control keys" to
highlight a tape number.
CHANGING A TAPE OR CORRECTING A LINE
Pretend the customer wants to change the tape on the first
line and instead get a title from the above lookup. Enter a
<C> at the "tape number prompt" -- type <C> then press
<Enter>. Look in the instruction area at the bottom of the
screen and see the new prompt. It has a line number in it.
If it's something other than one, type <1> and press
<Enter>, since that is the line you want to correct.
After entering the line number to correct, the "tape number
prompt" is in the first line. Correct the line by typing in
the new number. All you have to do is leave at least one
space between the new number and the old number. The
information on the first line is now that of the correct
tape. The listing for the "old" tape is gone.
RETURNING TO INVOICE PAGE FROM TOTALS SCREEN
After you successfully <C>orrect a line, practice the
"totals screen" by entering a <T>, <+>, or <-> to total the
invoice. When you get to the "salesman prompt," press the
<Esc>ape key to return to the "invoice screen."
You can <C>orrect another line if you want to. Then total
the invoice again and complete the "totals screen" until you
get to the "salesman prompt."
TRANSLATING SALESMEN'S NUMBERS TO NAMES
So far, when you created an invoice, you typed your name at
the "salesman prompt." This time, type the number <2> and
press <Enter>. The number "2" changes to a salesman's name.
When your store manager assigns a number to you, use it --
it's faster and you won't misspell your own name!
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If the name on the screen is wrong, you can type another
number. If the salesman number is active, the program shows
the salesman's name. When the right name shows, press
<Enter> and the invoice prints.
QUITTING THE INVOICE OPTION
Press <Q> at the "Invoicing Menu" to return to the "Master
Menu."
SUMMARY OF INVOICES REPORT
Most stores "close out" the day. Some stores "close out"
each shift. Either way, the VTI procedure is the same.
At the "Master Menu," choose 1-3 to print a "Summary of
Invoices."
A series of questions appears asking you if you want to
print daily, monthly, or annual reports. VTI makes some
assumptions based on the date and provides a tentative
answer. If you press <Esc>ape, the program returns to the
"Master Menu."
After each selected report prints, the program gives you the
option to reprint. Then, VTI asks if you want to close out
the period. You may respond <N>o to go on to the next
report or you may press <Esc>ape to return to the "Master
Menu." For now, press <Enter> to let the program "close
out" the day.
The "Master Menu" appears when this option is complete.
Study the report. The top group of lines is a listing of
the monetary totals for each invoice. Near the bottom is a
group of lines with totals for each salesman. The taxable
amounts, sales taxes, and totals are at the bottom of the
report. Rental items and retail items are accounted for
separately in case your store uses different sales tax
rates. Finally, is the summary for each category of tapes
(the total number of "days" and the total amount of money).
END OF SIMULATED FIRST DAY
This work represents a sample of the typical work done with
VTI. You "checked out" tapes to customers, corrected and
printed invoices, and learned how to do a "Summary of
Invoices" report.
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At the "Master Menu," press <Q> to "Quit to DOS." A special
prompt appears at the bottom of the screen. Press <Esc>ape
to confirm that you want to quit the program. If this was
really the end of a day, you'd do backups, shut down the
computer, close the store and go home. But, this is a
tutorial; so "tomorrow" comes in just seconds.
At the "C> prompt," type DATE and press <Enter>. Respond
with tomorrow's date (remember to change back to today's
date when you finish).
SIMULATED SECOND DAY
It's time to learn more about the VTI program. The DATE
command entered above "tricked" the computer into thinking
at least 24 hours passed.
On this "second" day, you will learn how to get a printout
of tapes "checked out," learn how to "bring back" ("return")
tapes which were "checked out" "yesterday," and learn how to
add and edit customers and users.
At the "C> prompt," type VTITUT and press <Enter>. If
necessary, follow the instructions to proceed.
At the "Master Menu," choose option 1-2 to print a "Report
of Tapes Out to Customers." Several options appear. Only a
few tapes are "checked out," so respond <Y>es to all
choices. When the program finishes the lists, the "Master
Menu" returns.
The first list is sorted by due date, with all overdue tapes
first (there are none the first time this is done). For
each date, the listing is by customer account, with all
tapes due from that customer on the date. Overdue listings
include the phone number(s) and address so you can get in
touch with the late customers.
The second list, controlled by the last of the options, is
sorted by tape number and lists the tapes "checked out."
You can check the shelves with this list and find
discrepancies between tapes the program "thinks" are
"checked out" and the tapes which are actually "checked
out." You'll want to ask for this report from time to time
to reduce the amount of "operator error." You may even want
to print it as part of the end of day activities in case of
computer problems.
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BRINGING BACK TAPES
At the "Master Menu," choose option 1-1 for "Invoicing."
The "invoice screen" appears.
At the "Invoicing Menu," press <B> to enter the "Bring Back"
mode. The prompt moves to the first line under "Tape
Number." Look at the "Tapes Out to Customers" report and
find an account which has more than one tape "checked out."
Enter the number of one of the tapes. Watch the screen.
Each tape "checked out" to this customer is shown. A light
bar menu appears with choices "Back," "Keep" and "Recheck."
Press <B> to bring back the tape. The letters "BAC" show
that the customer is bringing "BACk" the tape. For the next
line, press <K> and the letters "KEP" show that the customer
is KEePing the tape. "KEP" simply means: "Take no action on
this item now." If you have a third tape, choose <R> to
recheck the tape. "REC" appears in the first column and VTI
checks the tape out to this customer for one more day.
When you indicate the status of the last tape, the program
switches to the "Invoicing" mode. You can "check out"
additional tapes to the customer.
If you make an error with "BAC" or "KEP," or if the customer
changes his mind, <C>orrect the offending line. When you
correct a line of a tape already "checked out," the only
option to correct is the "BAC"/"KEP"/"REC" status.
"Check out" at least one additional tape to this customer.
Then total (<T>, <+>, or <->) and print the invoice. Study
the titles section of the invoice. If the customer is
keeping a title, the phrase "Keeping:" is printed before the
title. If he is bringing back a tape, the word "Returned:"
is printed before the title. "Rechecking" appears when the
customer is rechecking the tape. Only the title appears
when the "checking out" a tape. Your store may be using
invoices with phrases such as "KEP," "BAC," "REC," or "REN."
Get comfortable with this combination "bring back"/"check
out" mode. This is the mode you use with good customers,
since they bring back some tapes and "check out" others.
The "Bring Back" mode is the mode you use most of the time
when bringing back a tape, especially if you don't know the
customer's name.
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CUSTOMER WANTS MORE WHEN HE ALREADY HAS TAPES "OUT"
When you enter a customer's account number, the program
shows any tapes the customer has out. Look at the "Tapes
Out to Customers" report (printed earlier). Choose and
enter the number of one of the customers.
Since the program knows the customer has tapes "checked
out," it switches from the invoicing mode to the "bring
back" mode. Follow the same process of "BAC"/"KEP"/"REC" as
you do in the "Bring Back" mode described above. Once
again, the program switches to the "check out" ("RENt") mode
as soon as the status of the last tape is noted.
Here is an example of a sample transaction to explain some
of the items on the screen.
The wife comes at lunch and rents a tape and
you create an invoice. The wife leaves. When
the husband gets off work this afternoon, he
comes to the store, makes his selection, and
comes to the counter with his tape. As soon
as you enter his account number, the program
shows that a tape is out. It goes into the
"Bring Back" mode. You see the customer
doesn't have a tape to return, so you look at
the "date due" column and see the tape
"checked out" is not due until "tomorrow."
The time on the screen is the time the tape
was "checked out" (around 12:00 noon). You
can say "I see someone was in earlier and
rented ..."
If you make a comment similar to the last line of the
example, you may do yourself a disfavor, since the husband
may decide not to "check out" his tape. But, you may make
the customer happy, too, by not selling him more than he
needs. What does your store prefer to do?
You can use this method to "return tapes" for a customer.
But, this is seldom used because you must know the account
number on which the tapes are rented. It's much easier to
use the "Bring Back" mode.
CHECKING FOR TAPES "OUT" BY TAPE NUMBER
From time to time, you need to know the status of a tape by
number rather than title. At the "Invoicing Menu," choose
<B> to get into the "Bring Back" mode. Then, enter the tape
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number. If the screen blinks without action, the tape is
"in" (not "checked out"). Use the "<L>ookup Tapes" function
when you need to know the status by title.
EDITING ACCOUNT INFORMATION FROM THE INVOICE SCREEN
When you need to change customer information, press <E> to
choose the "Edit Customer" mode at the "Invoicing Menu."
Similar options are "User Edit" and "Add Customer."
When you choose "Edit Customer," the "customer edit screen"
appears. The option line at the bottom of the screen
requires you to <E>dit, then <A>ccept the changes. See
"Master Menu" option 2-1 "Add/Edit Customers" for details.
Do NOT change an "account number" until you verify the new
number is not in use. When you finish, the "Invoicing Menu"
reappears. Press <Enter> then <F10> to choose this account.
The <F10> key "types" the last account number for you.
When you choose "User Edit" to add, edit, or delete an
authorized user for an account, it is the same as "Master
Menu" option 2-2 "Edit Users." The prompt at the bottom of
the screen requires that you enter the line number to edit.
To delete a user, type the character <D> in the single
character box on the right. To add another user, enter an
<A> at the prompt at the bottom of the screen or enter a
number higher than the number of lines appearing. Press
<Esc>ape to return to the "Invoicing Menu." Press <Enter>
then <F10> to access the customer's account.
When you choose "Add Customer," VTI creates a new entry in
the customer file, then consecutively shows the "customer
edit screen" and then the "user edit screen." <E>dit the
blank "customer edit screen," then <A>ccept the information
or press <Esc>ape to abort the add. The account name
appears as the first user. If there is more than one user
for this account, <A>dd each. When you complete entry of
users, the "Invoicing Menu" appears. Press <Enter> then
<F10> to access the account.
In the "Add Customer" mode, you may specify an account
number. The program first checks for the existence of the
account. If you press <Enter> for the account number
default (such as "000-0000") the program calculates an
account number based on the internal reference number. You
may change this account number.
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Practice these options by pretending a new customer comes
into your store. You'll ask for the customer's account
number and/or name. When you can't find the account on the
computer, you may use the "? User Lookup" option. If you
can't find an appropriate account, you'll complete your
store's membership application. Then, choose the "Add
Customer" option and enter the information onto the
"customer edit screen" and the "users edit screen."
Finally, do the normal invoice process.
ADDING AND EDITING TAPES
If you won't be adding or editing tapes information, skip
this section.
From the "Master Menu," choose option 3-1 to "Edit Tapes."
Enter a tape number or title. The program shows the first
matching tape. You can use the <PgUp> and <PgDn> keys" to
browse through the file. The sequence is numeric or
alphabetic, depending on the method you used to go to the
first tape. If you typed a number, the order is by number.
If you typed a title, the order is by title.
Normally, you <E>dit information. Then use a "page control
key" (such as <PgDn><W> to save the changes or <Esc> to
cancel the changes). If you press <D>, you will mark the
tape for deletion. Press <Esc>ape to return to the prompt
and <Esc>ape again to return to the "Master Menu."
TUTORIAL SUMMARY
You have been exposed to all the basic concepts of the
program and several advanced techniques. The VTI program is
easy to use. Major instructions are on the screen. If you
get into a portion of the program in which you feel
insecure, consult the "Program Reference" section. You'll
develop your confidence and speed with practice.
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Video Tape Invoicing Tutorial
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Customer List Printed: 07/26/99
887-8296 Anderson, Darrel Route 3 Box 748 AnytownUS
887-6903 Beaird, Andy 125 Ridgeboro AnytownUS
887-4629 Beavert, Jerry Route 2 Box 111-C AnytownUS
887-4391 Burton, Robert 504 Second Avenue AnytownUS
887-3436 Calhoun, Travis P O Box 541 AnytownUS
887-3347 Christian, James 3347 South Main St AnytownUS
887-1434 Clark, Larry Route 1 Box 406-A AnytownUS
887-9208 Cornelius, Birdie J Route 3 Box 85-B AnytownUS
887-9194 Cox, Tom Route 5 Box 109 AnytownUS
887-3844 DeWoody, Donald Route 7 Box 42-A AnytownUS
887-6518 Faulkner, Bill Route 1 Box 114 AnytownUS
887-5566 Foster, Bo P O Box 1638 AnytownUS
887-6713 Friend, Richard Route 8 Box 21 AnytownUS
999-0176 Gilleylen, Brian Route 2 Box 139 AnytownUS
887-7457 Golden, Richard Route 9 Box 224-C1 AnytownUS
887-3452 Hackett, John P O Box 152 AnytownUS
887-2333 Hendrix, Cameron Route 4 Box 186 AnytownUS
887-8363 Hoover, Mike P O Box 300 AnytownUS
999-0135 Inscore, Billy P O Box 291 AnytownUS
887-7042 Jackson, Virgil Route 3 Box 75-A AnytownUS
887-2486 Kisselburg, Gary Route 3 Box 218-B AnytownUS
887-4808 Lawrence, Charles Route 9 Box 21 AnytownUS
887-5252 Loe, Randy 734 Palm Street AnytownUS
887-0300 Marlar, Reed P O Box 42 AnytownUS
887-1818 McCoy, David 207 Robin Hood AnytownUS
111-0109 McDonald, Millard P O Box 1715 AnytownUS
887-4366 Meeks, Sid Route 4 Box 218-A AnytownUS
887-7521 Mullins, Vernon 246 Flower Street AnytownUS
111-0119 Owen, Jerold Route 1 Box 179 AnytownUS
887-2455 Parks, Wally 509 West Moore AnytownUS
586-4415 Portis, Jay 931 Amity Road AnytownUS
887-3567 Reeves, Ricky 234 Ridgewood AnytownUS
887-1022 Shackleford, Clay Route 8 Box 168 AnytownUS
999-0240 Smith, Gary Route 2 Box 86 AnytownUS
887-7041 Stovall, David Route 3 Box 232 AnytownUS
487-3315 Thompson, Delma Route 1 Box 254 AnytownUS
887-8339 Vansickle, Sonny Route 7 Box 10A AnytownUS
887-7704 Wilson, Kenneth Route 2 Box 197-B AnytownUS
NOTE: This is a fictitious list; no names are real.
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Your Store Name Here Tape Rental Library 07/26/99 Page: 1
126 48 Hours 168 Real Men
192 ABC'S of Love and Sex 163 Rebel Without a Cause
185 Adventures of Chip & Dale 110 Reluctant Dragon
106 Animal House 123 Return of the Living Dead
119 Baadassss Song 124 Return to Boggy Creek
174 Baby Boom 135 Return to Horror High
176 Baby Boom 160 Risky Business
191 Believers, The 113 Roadrunner Classic Chase
108 Benji 188 Roommate, The
138 Beyond Therapy 127 Roxanne
102 Bill Cosby :49 139 Roxanne
109 Black Godfather, The 129 Running Man, The
194 Blood Feast 133 Running Man, The
111 Blue Thunder 136 Running Man, The
171 Bowhunting October White 187 Shaggy Dog
104 Bugs Bunny Wacky Advent 134 Skate Video Vol. #1
198 Cannibal 146 Skateboard
151 Coach 189 Space 1999
165 Crimes of Passion 153 Starcade '86
200 Darby O'Gill and the 166 Steele Dawn
118 Death Wish 184 Storybook Classics
141 Different Story, A 125 Strawberry Shortcake
152 Erotic Encounters of the 186 Street Warriors
180 Flintstones Comedy Hour 112 Swinging Sorority Girls
130 Gardens Of Stone 175 Swiss Family Robinson
131 Good, the Bad & the Ugly 167 Tangier
132 Good, the Bad & the Ugly 137 Tatoo Connection, The
170 Graduate, The 103 Teachers
161 Halloween I 172 They Went That-a-Way and
122 Havoc 7 121 Thundercats 01 Exodus
169 HeMan: Skeletor's Revenge 178 Trading Places
177 Hoosiers 179 TRON
143 Hot Stuff 183 Vacation
120 House on Sorority Row 144 Wanted: Dead or Alive
196 Joe Panther 107 War of the Monster Trucks
148 Jumpin' Jack Flash 182 When Nature Calls
149 Jumpin' Jack Flash 173 Whiskey Mountain
199 Little Rascals on Parade 157 Wrestle Mania IV pt.1
145 Looney Tunes III 158 Wrestle Mania IV pt.2
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PROGRAM REFERENCE
Use the tutorial to learn VTI. Use this reference for
detailed information. To begin "actual" use of the VTI
program:
* Install the program in the C:\VTI directory of your
hard disk drive (this is automatic if you used the
INSTALL.BAT file to do the installation).
* Load the program with VTI.
* At the "Master Menu," perform option 9-4 "Setup
Routines." Specify the conditions for your store.
* At the "Master Menu," use option 3-1 "Add Tapes."
Place your rental inventory on the computer.
* Add customers and users:
* If you have the information now, use "Master Menu"
option 2-1 to "Add Customers" accounts and options
2-1 or 2-2 to add authorized users. Your computer
will be ready to invoice when the customers
arrive.
* Begin using VTI now. Add accounts and users from
"Invoicing" when the customers arrive. This may
create problems, especially during rush hours,
because you have to add the account and users
before you may invoice.
Perhaps the "hybrid method" of adding customers will work
best for you. While you are in the process of entering your
store's inventory (this typically takes two or three weeks
of part-time work), have customers complete membership forms
when they come into the store. Enter this information
before you go "on-line" with the program. This methods gets
most of your better customers on the computer and minimizes
the problems during rush hours.
If you are using a network, the multiple workstations may
help alleviate the problem. You'll probably still want to
do the "hybrid method" described above.
TERMS AND TECHNIQUES
This manual uses several terms and presentation techniques
to explain the options of the program and how it works.
Fundamental terms about screens, prompts, and the keyboard
are in the tutorial.
Each topic begins with a general discussion of "what they
do," "when to do it," and "how it works" information. The
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word "if" is often followed by a condition and "then" the
action which is to be taken when the condition occurs.
Disk "file names" are printed in all capital letters.
Examples are VTIMENU.EXE, VTI.BAT, CONFIG.SYS, RENINVEN.DBF
and RENTITLE.NTX.
"DOS commands" are printed in all capital letters. The VTI
command is about the only one used by the typical program
operator. The system administrator uses commands such as
BACKUP C: A: /S (total system backup)
BACKUP C:\VTI A: (VTI only backup)
Press the <Enter> key after typing a DOS command.
"DOS" refers to your disk operating system. This program
was written to be run on Mircosoft's MS-DOS, although it may
be possible to use it on some other systems.
LOADING THE PROGRAM
To load the Video Tape Invoicing Program, type VTI and press
<Enter>. To load the tutorial, type VTITUT and press
<Enter>.
An error such as "Not enough memory" can happen at this
point. If it does, see the installation information
concerning the "SET CLIPPER" line.
If the VTI version you are using has not yet been registered
with the author, a screen appears to describe the
registration terms. At the bottom of the screen is an
instruction to type a phrase which expresses your
understanding of the terms. You may be able to press the
<F10> key to type this phrase. This screen does not appear
after the VTI program is registered with the author.
If you use the program on a network, the station number
(calculated from the computer name) shows. If this needs to
be another number, enter the correct number.
The "title screen" and "Master Menu" appear next.
THE MASTER MENU
The "Master Menu" shows five categories of options. They
are 1-Invoicing, 2-Customer Maintenance, 3-Inventory
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Maintenance, 4-Special Reports, 8-Periodic maintenance and
9-General Maintenance. Each master menu main category has a
second light bar menu. Other menus appear for most options.
1 - INVOICING: 4 - SPECIAL REPORTS
1-1 Customer Invoicing
1-2 Tapes Out to Customers 8 - PERIODIC MAINTENANCE:
1-3 Summary of Invoices 8-1 Pack Transaction File
1-4 Rack Invoicing 8-2 Archive Transactions
8-3 Number & Value of Tapes
2 - CUSTOMER MAINTENANCE: 8-4 Duplicate Numbers
2-1 Add/Edit Customers 8-5 Customers Without Users
2-2 Add/Edit Users
2-3 Customer Reports 9 - GENERAL MAINTENANCE:
9-1 Reindex Databases
3 - INVENTORY MAINTENANCE: 9-3 Space Used By System
3-1 Edit Tape File 9-4 Setup Routine
3-2 Add Tape to File 9-7 Option 97
3-3 Prebooked Tapes 9-8 Enter a DOS Command
3-4 Tape Reports 9-* Update Routine
Q Exit to DOS
Option 9-7 shows only if you've created a file VTI97.BAT and
placed it in the C:\VTI directory and the "Allow RUN
command" setup option is <Y>es. Option 9-8 appears only if
the "Allow RUN Command" setup option is <Y>es. A password
may be required before you can use an option.
In the manual, each main category is centered and
capitalized. Each of the topics for each main option is
also capitalized, but is flush left.
INVOICING
The major category "INVOICING" contains four main options:
1-1 Customer Invoicing
1-2 Tapes Out to Customers
1-3 Summary of Invoices
1-4 Rack Invoicing
Each of these main options is discussed in detail.
1-1 CUSTOMER INVOICING
To get to "Customer Invoicing," choose option 1-1 at the
"Master Menu." The "invoicing screen" appears. This
discussion explains first the "Invoicing Menu" and its
options, followed by "The Invoicing Process."
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THE INVOICING MENU
The "Invoicing Screen" is dominated on the left by the
"Invoicing Menu." The options at the "Invoicing Menu" are
<#> Account Number, <B>ring Back Tapes, <R>eservations, <*>
Due Date Change, <A>dd Customer, <E>dit Customer, <C>ustomer
Lookup, <U>ser Edit, <?> User Lookup, Birthdays, <L>ookup
Tapes, <T>op Tapes, <S>ummary of Invoices, <P>rint Last
Invoice Again, <+> Last Totals Screen and <Q>uit to Master
Menu.
Under the "Invoicing Menu" is the invoicing screen. When
fully visible, it contains these sections:
* The upper left section contains the name and address
information.
* The upper right portion contains additional information,
when available.
* The bulk of the screen is in the middle. The "tape
number prompt," title, number of days rented, and price
per day show here. The list of authorized users appears
here.
* The lower portion of the screen has two areas. Helpful
instructions are in the lower left. These instructions
change during various parts of invoice process. The
current invoice totals are in the lower right. They are
updated each time a line is entered or corrected. When
an account has a memo, it appears in the lower section
of the screen.
The invoicing screen may be replaced temporarily by other
options. It reappears on completion of the other option at
the point it was interrupted.
<#> ACCOUNT NUMBER
This is the prompt highlighted each time the "Invoicing
Menu" first appears. It is first because it is most-often
used and is the beginning of the "Invoicing Process" when a
customer does not have any items rented. Unless another
"Invoicing Menu" prompt is highlighted, you may press
<Enter> to choose this option. If another option is
highlighted, press <#> or use the arrow keys followed by
<Enter> to select this option.
The "account number prompt" appears showing the "default
account number." The <F10> key recalls the last account
number you entered at the "Invoicing Menu" since coming from
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the "Master Menu" (<F10> does not recall numbers from
customer or user lookup routines).
Account numbers are a sequence of numbers up to twelve
digits. The options are (1) the form of a telephone number,
(2) telephone number with area code, (3) social security
number, and (4) any twelve digits. The form used by your
store is determined in the setup routine.
Stores using telephone numbers discover that several persons
often share a phone. For this reason, check the account
name and authorized users to be sure you've selected the
correct account. These accounts often require you use the
"Customer Lookup" option or the "? User Lookup" option.
When the customer does not have his own phone number or when
he wishes to keep the number "unlisted," the program
generates an account number based on the "reference number."
The author prefers the phone number or social security
number methods since customers tend to forget assigned
account numbers or membership cards. Even children learn
and memorize phone numbers.
At the "account number prompt," enter the customer's account
number by typing over the "default account number" (such as
"000-0000") and then pressing <Enter>. If you enter a
non-existent account number, the screen blinks and the
"Invoicing Menu" reappears.
When you enter a valid account number, the program shows the
customer's name, address and account number, along with
information on the number of tapes which this customer has
rented "for" a total amount of money and the amount of
retail purchases.
If your store uses movie passes, also shown are the number
of passes the customer has earned and the percentage
remaining until he earns another pass.
The program checks to see if a customer has "out" any tapes.
If so, it automatically switches to the "Bring Back" mode.
See the discussion of "The Invoicing Process," which follows
this discussion of "Invoicing Menu" options.
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<B>RINGING BACK ITEMS
The "Bring Back" mode has all the features of the invoicing
mode. It begins by bringing back a tape rather than the
entry of a customer's account number.
At the "Invoicing Menu," press <B>. The "tape number
prompt" awaits the entry of the first tape number being
"returned." All tapes "checked out" to that customer show
on the screen. When a customer keeps a tape extra days, the
program automatically calculates the total extra charge and
shows an average price per day. The rate table is the basis
for the average price per day.
The cursor moves to the first column. The light bar menu
shows "Back," "Keep," and "Recheck." Press the first letter
or highlight the phrase and press <Enter> for each line.
The letters "BAC" show that the customer is "bringing back"
the tape. The letters "KEP" show the customer is "keeping"
the tape. "KEP" simply means: "Take no action on this item
now." "REC" means the customer is "rechecking" the tape for
one day.
Your store may allow changes in the price per day when a
tape is more than one day late.
If you make an error with back/keep/recheck, or if the
customer changes his mind, <C>orrect the offending line.
You can only correct back, keep or recheck on tapes being
"returned" -- there is nothing else to correct. It is also
possible to press <Esc>ape in the first column of any line
to cancel the "bring back" mode and return to the "Invoicing
Menu."
After you indicate back, keep or recheck for each line, the
program goes into the "rent" mode (shown by "REN"), so you
can "check out" additional tapes to the customer. If you
rent other tapes to the customer, the tape listings
temporarily disappear and the "Authorized Users" routine
begins. Once you select the user, the tape listings return.
It is common to use the "MEMO" option (or press <F8>) when
the customer has left before you're able to "check in" late
tapes (such as night drop boxes). Leave a message to other
employees so they can explain why the customer owes money.
Your store may elect to make the memo automatic.
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When you complete this invoice, enter a <T>, <+> or <-> to
total the invoice. If you are only "returning tapes"
without late charges, there is no need for input on the
"Totals Screen" other than the "salesman's name prompt."
The "bring back" mode is used most of the time with good
customers, since they bring back some tapes and "check out"
others. It is the mode you use when the customer brings
back a tape and you can't remember his name.
Checking for Items "Out" by Item Number
If you need to know if a tape is "checked out" based on the
tape's number, enter the "bring back" mode. Then, enter a
tape number. If nothing shows, the tape is "in." If
information shows, the tape is "checked out."
"Checking Out" Items When the Customer Already Has Items
"Out"
Any time an account number is entered, the program checks to
see if a customer has out any tapes "checked out." If tapes
are out, the program automatically switches to the "bring
back" mode, where you should follow the same process of
back/keep/recheck as you do in the "Bring Back" mode. The
program again switches to the "check out" ("REN") mode as
soon as the status of the last tape is noted.
This may happen when one user comes in early in the day and
another comes in later.
When you enter the account number, information on a tape
shows. Look at the date due and the time. You see a tape
due "tomorrow" which was "checked out" around noon -- you
conclude someone was in earlier today.
<R>ESERVATIONS
To make a reservation (better described as a "waiting list"
entry), press <R> at the "Invoicing Menu." You can <A>dd,
<C>hange or <D>elete a reservation at the menu line. You
can also print a list of reservations to the <S>creen or
<P>rinter.
On the "reservation screen," "User" is the person who wants
the tape. "Requested" is the requested date and time the
person wants the tape (If you type "Weekends only" or "6/16
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party," you or other store personnel can have a better idea
of how to set priorities for the rental). The bottom line
is for a list of comments such as special times or telephone
numbers.
A title must be in the rental library before you can enter a
reservation for it. Stores with multiple copies of the same
title should check to be sure all are entered the same.
"Friday the 13th 7" is not the same as "Friday the 13th-7"
(because of the extra "-").
To add a reservation, type <A> and press <Enter>. Type
enough of the title that it becomes unique. For example, if
you want to "reserve" "Rambo 3" for a customer, but type
only "Rambo" then "Rambo 1" or "Rambo 2" shows (if they are
in your library). If the wrong title shows, press <Enter>
for the account number and try again.
When the correct title shows, enter the correct account
number for the customer. If you add the wrong account
number, enter <C>hange at the menu prompt, specify this
reservation, then <D>elete it. Press <Esc>ape on the bottom
line to return to invoicing.
To <C>hange or <D>elete a reservation, enter both the title
and the account number. You may need to first list the
reservations to be sure which one you want. To delete,
choose the deletion option and then choose:
* <O>ne reservation -- Use this option to delete one
reservation for one customer. Enter both title and
account number. When the reserved item appears, press
<D> to delete the reserved item.
* <T>itle, All for -- Use this option to delete all
reservations for a title. This is useful when you
cancel a prebook for a tape (perhaps for lack of
interest) or sell a title.
* <C>ustomer, All for -- Use this option to delete all
reservations for an account. This is useful when a
customer repeatedly refuses reserved tapes and you want
to cancel any remaining reservations. See also the
"WAITLIST" field, below.
The word "DELETE" appears on the screen under any
reservation which has been marked for deletion. To
"undelete" a reservation, use the <C>hange option to find
the reservation and once it's on the screen, enter
<U>ndelete.
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The program automatically marks the reservation for deletion
when the customer "checks out" the tape. If the customer
informs you he no longer needs the "reserved" title, you
must <D>elete it manually. No items marked for deletion
appear on printed or screen listings. They are physically
removed from the computer when you reindex the reservations
file.
You cannot add a second reservation for the same title to
the same account until the previous one is used.
A "field" called "WAITLIST" shows on the "customer edit
screen." If this "field" is set to N, the customer is not
allowed to make reservations.
During "check out" and "check in" routines, the phrase "RES"
shows under the "availability" column. A digit 1-9 after
the phrase "RES" shows one to nine persons on the waiting
list for the title. "RES*" means there are 10 or more
reservations for the title.
When you attempt to "check out" a "reserved" tape, the
computer beeps. If the customer is on the reservation list,
the number of days defaults to one day. If the customer is
not on the list, the number of days defaults to zero (this
may be different at your store). If your store allows
changes in the number of days, you may change the number of
days.
When a customer brings back one or more "reserved" tapes,
the program first prints the regular customer invoice.
Next, on the screen is a list of "reserved" titles in the
"returned tapes." The prompt at the bottom of the screen is
programmable by your store. <Y>es means to print the entire
list for each title. <N>o means print no list. A number
from <1> to <9> means to print that many listings for each
title. <S>creen means to print the list to the screen. The
printed list contains the tape name and number, the
customer's account number and name, information on who
requested the reservation and when, and other information.
If you do not print the list as you go, you can still
determine who gets "reserved" titles. Use the <R> option to
get to the "reservations menu" line and then <P>rint a list
of reservations. Next, return to "invoicing" and <L>ookup
which tapes are "in."
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If you want to take reservations list for a title which has
not yet released, enter at least one copy into the rental
inventory. Since all reservations are handled by title, the
tape number doesn't matter. You might want to use a
negative number for these "pre-release" reservations. When
the title arrives, change the tape number. If you get more
than one copy, be sure all other copies have the same title
(on a character-by-character basis) as the first entry.
<*> DUE DATE
VTI calculates a due date for rented items based on the
setup options for the day(s) your store is closed. If your
store is open on "tomorrow," then "tomorrow" is the due date
for items rented "today."
There are times when this is not true and you need to change
it. For instance, "tomorrow" may be a holiday you are
closed and you don't want to redo the "setup routine" for
one time and have to change it back the next day. You can
change the due date by changing the date shown at this
option. There may be times for special customers you want
to alter the due date, which you can do here.
The due date entered at the prompt remains the same until
(1) you change it to another date, or (2) until you exit to
the "Master Menu." Be sure to reset the "due date" if you
leave invoicing and return.
<A>DD CUSTOMERS
At the "Invoicing Menu," press <A> to add customers. This
has the same effect as choosing "Master Menu" option 2-1.
The program creates a new entry in the customer file, shows
the "customer edit screen" and then the "user edit screen."
Edit the blank "customer edit screen," then <A>ccept the
information or <Esc>ape to cancel the addition. The account
holder's name shows in the first user position. If there is
more than one user for this account, <A>dd each. When you
complete entry of users, the screen shows the account name
and authorized users and is in the invoicing mode.
If you specify an account number, the program first checks
for the existence of the account. If you specify "add"
without an account number, the program calculates an account
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number based on the reference number. You may change this
account number. However, if you change it to a number which
already exists, the program will not add the account.
<E>DIT CUSTOMER ACCOUNTS
At the "Invoicing Menu," press <E> to edit customers. This
has a similar effect as choosing "Master Menu" option 2-1
(access is limited to only the specified account at this
option, while you may "browse" through accounts at the 2-1
option). The program shows the "customer edit screen."
<E>dit the blank "customer edit screen," then <A>ccept the
information or <Esc>ape to cancel the addition.
<C>USTOMER LOOKUP
To find a customer's listing, press <C> at the "Invoicing
Menu" and enter all or part of the customer's last name. The
program shows a list of which matches the search name, along
with any account balance and the last transaction date (no
date means no transaction on file).
At each page's ending, you may use the "cursor control keys"
to highlight an account number, then press <Enter> to select
the account. You may press <Esc>ape to return to the
"Invoicing Menu" or press <Enter> to continue the list.
When the last name shows, press <Enter> to return to the
"Invoicing Menu."
<U>SER EDIT
At the "Invoicing Menu," press <U> to add or edit users.
This is the same as "Master Menu" option 2-2. Type the line
number to edit or a higher number than shown to add another
user.
<?> USER LOOKUP>
You may display a list of authorized users, sorted by last
name, on the screen by pressing <?> at the "Invoicing Menu."
This list is especially useful when you want to find if one
user is on more than one account, or if a person is on more
than one account which owes money to the store. After
choosing the option, type the last name at the prompt.
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LIST OF USERS WITH <BIRTHDAY>
Highlight the "Birthday" option at the "Invoicing Menu" to
get a list of users whose birthday falls on or between the
two dates you indicate (the default is today). The list
includes the user's name, his age as of today, and the
account number. This is the only "Invoicing Menu" option
you cannot use by pressing the first letter of the option.
<L>OOKUP TAPES
<L>ookup Tape allows you to see a partial listing of tapes.
When you choose this option, the word "Lookup" and a prompt
appears on the screen. Type all or part of a tape's title.
If you type more than seven characters, the program assumes
you want to find the title and availability of tapes.
A list of matching titles and ratings shows. If chosen at
the previous prompt, the "availability" of a tape appears in
the right-most column.
* DAY OUT -- shows a blank space for items when the item
is checked in. Any date shown here is the date of the
invoice to the customer or the date of the transfer to
the rack/branch.
* STATUS -- shows a blank space when the item is checked
in. An hour and minute time is the time of the invoice
to the customer. If the tape is overdue, the word
"OVERDUE" appears. When the tape is at a rack, the word
"RACK:" and the rack/branch code appears. Any other
numbers under this column is the "LABNUM" of the tape.
If this routine "hangs" on one title, that number is in
your database more than once.
* RESERVES -- the number of customers who have reserved
this item, if any, appears in this column. "*" means 10
or more reservations exist for this title.
When the screen fills up, you can <Esc>ape to the previous
prompt or press <Enter> to search additional titles.
If no titles are found, you can chooce <Inside> Search. The
program then looks <I>nside every title to see if search
title shows. Here is an example of an inside search.
At the <L>ookup search, you type "Bride." Assuming
you have these titles, the program finds and shows
"Bride of Frankenstein." Do an <I>nside search.
"Bride of Frankenstein," "Seven Brides for Seven
Brothers," and "Princess Bride" are shown.
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Use the <I>nside search only when you are having difficulty
finding a title you know you have.
<T>OP TAPES DISPLAY
Press <T> at the "Invoicing Menu" for a list of the "Top
Tapes" or "Premium" titles and their availability. The
first time this option is requested after the rental library
is edited takes a few seconds longer.
The group of "Top Tapes" is based on the tapes with "price
codes" equal to the "Top Tapes" code, as defined in the
"setup routines." If no listings show, there are no tapes
in the rental library with matching price codes. Titles and
numbers always show. The word "unrented" means the tape did
not rent since the last time the transaction file was
"packed. " If it's been a few days since you've "packed" the
transaction file, it might be a good idea to consider if
this tape should remain a premium tape. The word "Due" and
the date (such as 06/15) is the date the tape is due back
from a customer. "Br" precedes the letter of the "rack" and
the date the tape was checked out to the rack. "Reserve"
and a number (1-9) shows how many customers are on the
waiting list (* means 10 or more).
<S>UMMARY OF INVOICES
Press <S> at the "Invoicing Menu" to get a screen summary of
totals for the day until now. This summary shows the totals
which would appear on the "Summary of Invoices" report if
you printed the report now. This does not reset the day as
does the "Master Menu" option for "Summary of Invoices."
<P>RINT INVOICES AGAIN
For several reasons, it may be necessary to reprint an
invoice. Choosing option <P> at the "Invoicing Menu" does
this for you. The invoice reprinted is the last one created
by your computer (by this station on a network).
An invoice is "created" each time you press <Enter> the
final time at the salesman's prompt on the "totals screen,"
even if you do not print the invoice. Your printer may
"jam" or run out of paper, preventing an invoice from
printing. Some stores elect to print receipts to a disk
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file when receipts are only for returned tapes without
charges. Therefore, you can <P>rint the invoice again in
case your printer jams or in case a customer asks for a
"bring-back" receipt.
<+> LAST TOTALS SCREEN
Occassionally, you need to review the last totals page you
completed. This is especially true when the screen has just
disappeared and you need to quickly review the amount of
cash to collect from the customer. Press <$> to see the
screen again. If you choose this option before you've
completed a totals screen, you'll see the opening VTI logo.
<Q>UIT TO MASTER MENU
NEVER turn off your computer at any place other than the C>
prompt. Always choose option <Q> at the "Invoicing Menu" to
return to the "Master Menu." You may then choose one of
many options, including <Q>uit to DOS, where you may shut
down your computer.
THE INVOICING PROCESS
The invoicing process always begins at the "Invoicing Menu"
with the selection of <#> Account Number or <B>ring Back
Tapes. See the discussion, above, of "<#> Account Number"
under "The Invoicing Menu."
AUTHORIZED USER SELECTION
If your store has selected the option to check for
authorized users, they appear in the middle of the screen
once a valid account number is entered. If you use the
<B>ring Back mode to enter the invoicing process, the list
of users appears only after you begin to check out another
tape. If you return late tapes without checking out other
tapes, the selection appears when you <T>otal the invoice.
If a number appears under the "LI" column, the user has a
"treat as" age authorized by his parents. This is useful
when a parent has given you approval to rent tapes to their
children which you rated at an age higher than their actual
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age. For example, "15" shows when the parent authorizes you
to rent 15-year-old tapes to their 12-year-old child.
When the list of authorized users is complete, use the <Up-
Arrow> and <Down-Arrow> keys to highlight the person using
the account. If the user isn't there and you want to use
this account anyway, press <Esc>ape and enter the person's
age at the "Abort?" prompt (lower left corner).
If the person is not an authorized user, press <Esc>ape,
then <Enter> or <Esc>ape at "Abort?" and the program
returns to the "Invoicing Menu." Try another account, use
the "? User Lookup" option to find his name, or complete a
membership application and add an account.
If one of the authorized users is having a birthday today,
the phrase "User With a Birthday" shows in the lower left
corner. If this customer is flagged as a "weekend rate"
customer, that information shows.
When you select a user's name, the program compares the
user's age with the rating of each tape being "checked out."
If there is a memo for or about this customer account, the
memo appears. You can <E>dit, <S>ave or <D>elete the memo
or press <Esc>ape to cancel the changes. Memos should be
left by any operator to explain to other operators why a
customer owes money. The memo may be automatic, if that
option is selected for your store.
INVOICE WORK AREA
The middle of the screen is the invoice work area and lookup
area. It is divided into nine columns.
The first column uses the abbreviations, "REN" (rent or
check out), "BAC" (back or return), "KEP" (keeping, no
action), "REC" (recheck tape), "SEL" (selling a retail
item), and "OTH" (other charge).
Use the second column to choose a tape number at the "tape
number prompt." When a valid tape number is entered, the
program lists the matching tape number, title, rating, and
availability information. Otherwise, the blank prompt
returns. Tapes are identified by a sequence of up to twelve
characters and may be alphabetic, numeric, or a combination
of both. The number "0" may not be used. Other commands
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are available at the "tape number prompt" (see the
discussion below).
The sixth column, "Days," is the "number of days" prompt.
Some stores may not use this prompt, in which case none of
the "days" options are available. This column also refers
to the quantity sold of a retail item.
If the tape is available to this customer for rent, the
"Number of days" prompt defaults to "1" (or more if this
customer is flagged as a "weekend rate customer" and "today"
is part of the weekend). If the tape is not available for
rent to this customer, the prompt defaults to "0" and the
computer beeps.
In many instances, a "0 days" error results from the
incorrect entry of the tape number. When the number of days
is accepted as "0," the line clears and the "tape number
prompt" shows. This is the fastest way to cancel the line
of the invoice when the operator makes an error in number
entry.
Many conditions can cause a tape not to be available to this
customer. The conditions are shown in the fifth column,
"AVAILability." If the tape is "checked out" to another
customer, the availability is "OUT." If the tape is
"checked out" to a rack, the availability is "OUTx," where
"x" is the one-character code for the rack which has the
tape. If the tape's age rating is higher than the user's
age, the availability is "AGE!" If the tape has a waiting
list and this customer is not on the list, the availability
is "RESx" where the "x" is the number of reservations (1-9
or * if 10 or more).
For retail items, the "AVAILable" column shows the number of
items in stock.
The operator has the option to press <Enter> to accept the
default or he can type the correct number of days. However,
if the availability is "OUT" to a customer, <Cancel> this
invoice and "Bring Back" the tape from the other customer
before "checking out" the tape to this customer.
If the tape is in, but was reported "OUTx," the tape was not
properly "returned" to the store from the rack invoicing
options. It is permissible to type over the "0" with "1"
(or more) day(s). The program changes the rack to none.
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If the number of days is "1" or more, the "price per day
prompt" appears in the seventh column. If the number of
days is one, the price is today's rate for this tape from
the rate table.
Stores which allow changes in the price per day can edit the
price or press <Enter> to accept the rate. Some "specials"
may also be edited or customized. Stores which eliminate
the option to change the price per day (setup routines) have
to accept the calculated rental price.
If the number of days is more than one, the price is the
average per day. This price is computed from the rate
tables. Your store may allow the option to change the price
per day for multiple days late.
When the price per day is updated, column eight, the "Total"
column is also updated. If the option to charge sales tax
automatically is on, the "T"ax column, column nine, is
marked "Y"es. If the option if off, the cursor moves to the
ninth column for the operator to respond <Y>es to charge tax
on this line or <N>o to not charge tax. As soon as the
"T"ax column is updated, the invoice total in the lower
right portion of the screen is updated.
Up to ten tapes, players, games, etc. can be entered on the
screen. The eleventh line can be used only for <T>otal,
<C>orrect, <MEMO>, or <O>ther charges. Create additional
accounts for customers needing more than ten items at one
time.
TAPE NUMBER PROMPT
The "tape number prompt" is also used to issue commands to
<L>ookup a tape, write a <MEMO>, <C>orrect a line, invoice
an <O>ther charge, <T>otal the invoice, or cancel the
invoice.
You can not enter the same number twice on the same invoice
unless:
* You have indicated "BAC" for the tape and are now
checking it out.
* The item is a retail item
* The item is an other charge.
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Tape <L>ookup by Title
This works the same as the <L>ookup Title option from the
"Invoicing Menu," described earlier. It is useful when
you're in the middle of an invoice and need to know about a
title.
<MEMO>s
Memos are very helpful when a salesperson tries to explain
to the customer such things as why a late charge was added
to the account. When you write a memo to fellow employees,
you will want to include tape number, title, date
"returned," how the "return" was made or by who, and the
amount owed.
To add or edit a memo, enter <MEMO> at a "tape number
prompt" or press <F8> from most any point in the invoicing
routine. Nine lines appear in the bottom of the screen.
Unless a memo is saved for this customer, the lines are
blank. Type up to 76 characters per line. You may position
the cursor then press <F7> to copied the items from the
invoice representing charges.
<S>ave the memo when you finish writing it. Memos do not
require a line on the invoice. Therefore, when the "tape
number prompt" returns, it is on the same line as before the
memo.
Each time the customer's account shows on the "invoicing
screen," it includes the memo. <S>ave or <D>elete the memo
each time it appears.
The memo may be automatic on the "totals screen," if that
option is selected by your store. In this case, the memo
has the same contents as would be typed if you pressed the
<F7> key when editing a memo.
<C>orrecting a Line
Occasionally, the need arises to change a line on the
invoice. The customer changed his mind. Or, the
salesperson entered the wrong number but didn't catch it
until the number of days had already been entered.
To correct an invoice, enter a <C> for the tape number. The
instruction area at the bottom left of the screen now
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contains a prompt with number of the last invoice line. If
this is the line you wish to correct, simply press <Enter>.
If you want to correct a different line, enter that line
number. To determine the line number to correct, count down
from the first line in the invoicing area. You cannot
correct the first line if it contains a previous balance.
At the "tape number prompt," type the correct number and
press <Enter>. If at least one blank space appears after
the new number, the old number will disappear. Information
about the new tape shows.
<O>ther Charges
At the "tape number prompt," enter the letter <O> for Other
charges. A blank line appears under the title column. You
can type a description of the charges (eg. Rewinding tapes).
The quantity defaults to "1" under the "number of days" and
the default price is the amount of "other charges" ("Setup
Routines" option <3> "Other Invoicing Options." If your
store allows changes in the "price per day," you can change
the price.
If you need to correct an other charge, enter <C> at a "tape
number prompt." Type <O> followed by at least one space.
Be sure to note the description before pressing <Enter>
because you must retype the description, quantity and price.
Specify either "REN" or "SEL" for rental or retail items.
If your store does not allow changes in the number of days
or changes in price, no changes can be made in quantity or
amount of other charges.
<T>otaling the Invoice
When you complete entry of the tapes being rented enter a
<T>, <+>, or <-> at the "tape number prompt," the codes to
total the invoice.
Canceling an Invoice
Press <Esc>ape at a "tape number prompt" to cancel the
invoice and return to the "Invoicing Menu."
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THE TOTALS SCREEN
After entering a totals code at the "tape number prompt" of
the "invoice screen," the "Totals Screen" appears. The top
line has the invoice total. If your store allows movie
passes, or coupons and discounts, these lines appear next.
Finally are the "amount remitted" and "salesmen" lines.
Using Movie Passes
If your store uses movie passes and if the customer has one
or more passes, the information about the passes shows.
Here is how the program calculates the value of the passes
to be used on this transaction (your store may allow
partial, rather than whole, passes).
* Deduct retail items, sales taxes on retail items,
sales taxes on rental items, and any previous balance
from the invoice total.
* Divide the above amount by the "standard rate" to
determine the potential number of passes. Ignore any
fractional passes (round down).
* If the potential number of passes is greater than the
earned number of passes, use the number earned.
* Determine the value of the passes determined above
and display that amount.
Here are two examples. In each case, the invoice totals
$5.25, including $0.25 sales tax. The program deducts the
sales tax to arrive at $5.00 worth of tapes. The store's
"standard rate" is $2.00. In each case, the program divides
the $5.00 worth of tapes by the $2.00 "standard rate" and
gets 2.5 passes.
* If the customer has two passes due to him, the
program recognizes that two passes is less than 2.5
passes and determines two passes is the most he can
use. The prompt asks about using $4.00 worth of
passes (2 passes times $2.00 standard rate).
* If the customer has three passes due to him, the
program recognizes 2.5 passes is the largest number
of passes to use. As a result, it rounds downward to
two passes. the prompt asks about using $4.00 worth
of passes (2 passes times $2.00 standard rate).
These amounts represent "whole" passes. You may overtype
the amount with an amount representing up to the number of
passes the customer has.
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Coupons and Discounts
If your store allows coupons or discounts, a prompt appears
so that you can enter the value of coupons or the value of a
discount. If you enter the "$" sign in the "Invoicing
Prompts" setup routines, you may enter any value at this
prompt. Otherwise, the program does not allow coupons or
credits to be applied toward a previous balances -- only
toward the cost of rentals on the current invoice. For
example, if the customer has a $2.00 previous balance for a
late tape and rents another $2.00 tape, the program
calculates $4.00 in charges. You can't use a $2.00 coupon
to pay for the late charge, but you can use it to pay for
the current rental. The "amount to remit" is $2.00.
If you want to "excuse" a customer from a debt without using
the coupons over a period of time, edit the customer's file
from the "Master Menu" or the "Invoicing Menu" to remove the
late charge.
Amount to Remit
The program calculates the "Total Amount to Remit."
If the "setup routine" indicates most customers pay at the
time of rental, the amount in the "Cash Remitted" prompt
defaults to the total amount due for retail items plus the
amount due for rental items after passes, coupons and
discount. If "most customers pay on return," the amount is
the total of retail items and tax on retail items (none for
the rental items, since they will be paid on return).
Enter the amount of the "Cash Remitted." The minimum is the
amount of retail items plus sales tax on retail items. Any
additional amount is then applied to the rental items and
sales tax on rental items. If the customer is paying now,
press <Enter> for "Cash Remitted" to accept the amount of
payment.
If you enter an amount greater than the "Amount to Remit,"
the program calculates the amount of change. It asks "Apply
to Account?" and defaults to <N>o. Press <Enter> and the
screen shows "Change Given" and the amount. All records
reflect the "Amount to Remit" as the amount of cash taken.
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Charging Rentals
If the amount you enter on the "Cash Remitted" line is less
than the "Total Amount to Remit," the program shows "Amount
Charged." If you accept this amount, it appears on the next
invoice for the customer as a "Previous Balance."
For stores where most customers pay at the time of "return,"
the "Cash Remitted" is $0.00.
For stores where most customers pay at the time of rental,
the normal use of "Cash Remitted" at $0.00 is to charge the
invoice to the customer's account. This is useful when
tapes "return" late without payment (such as night deposit
boxes).
When you add a balance to a customer's account, leave a
"MEMO" so that other employees can explain the balance to
the customer. Press <F8> to do this.
If you try to charge to a customer who is over his assigned
credit limit, you must verify that it is acceptable to
exceed the limit. If you don't override the charge, the
program recycles to the top of the "Totals Screen" so you
can redo your numbers. Naturally, you'll want to override
the credit limit to allow for late charges on "returned
tapes."
Your store may choose the option to automatically create a
new memo when the customer is charging any part of an
invoice. The items from the invoice representing charges
are copied into the memo for you.
Prepaying Charges
If the customer wants to prepay on his account, enter the
amount paid on the "Cash Remitted" line. The program
assumes you want it to calculate change (see "Amount to
Remit," above) and prompt you "Apply to Account?" with a
<N>o default. Type <Y>es and press <Enter>. This causes
the program to shows a "charge" of a negative amount. This
is a credit to the account and is money (not passes or
coupons). The amount appears on the next invoice for the
customer labeled as a "Previous Balance" of a negative
amount.
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Accounting by Salesperson
The "Salesperson's Name or Number" is the final prompt
before an invoice is printed. If any part of the "totals
screen" is incorrect, press <Enter> when this line is blank
and the program returns to the top of the "totals screen."
When the numbers on the page are acceptable, the salesperson
types his name at the "salesman's prompt" and presses
<Enter>. The invoice prints. Until you press <Enter> with
a salesman's name on the prompt line, you can type another
number or blank out the entire line with the <Del>ete key.
This allows the "Totals Screen" to be completed again.
The program summarizes activity by salesperson on the
"Summary of Invoices" report. As a result, the
salesperson's name is needed at the time of the invoice. A
number is assigned to each salesperson with the "Setup
Salespersons" function of option 9-4 "Setup Routines." If a
valid number is entered for the "salesperson's Name," the
program "translates" the number into the name. Press
<Enter> to accept the name and the invoice prints.
Pressing <Enter> on the Totals Screen
When you press <Enter> at the salesman's prompt on the
bottom of the "Totals Screen," you are saying "Everything on
this invoice is correct and complete." Once a invoice is on
the way to the printer, there is no way to correct that
invoice. You may correct items such as balances by creating
another invoice for the account (i.e. customer needs to
charge when you indicated a "cash" transaction). There is
no way to correct a tape history file (i.e. you checked out
the wrong tape or found a tape missing). These are operator
or human errors, not computer or program errors!
Canceling the Totals Screen
Press <Esc>ape at the salesperson's prompt at the bottom of
the "Totals Screen." The "invoice screen" reappears. Press
<Esc>ape at the "invoicing screen" to abort the invoice and
return to the "Invoicing Menu."
Reprinting Invoices
If you choose to have an option to reprint invoices in the
setup routine, a prompt appears when the invoice is
complete. Enter a <Y>es if you want the invoice to print
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again. Enter a <N>o if not. The "invoice screen"
reappears.
The last invoice printed at this computer or network station
can be reprinted by choosing "<P>rint Invoice Again" at the
"Invoicing Menu"
Reprinting Invoices
Press <+> to see the last "totals screen" once again. You
may also enter an amount of money and make change. However,
no changes are made to the invoice. This recall of the
screen is simply a convenience.
THE PRINTED INVOICE
The following description of the invoice is for the default
program invoice. Your store may use a customized invoice
which puts information or different phrases at other
locations.
The top portion of the printed invoice contains your store's
name and address, date, time, "Summary of Invoices" report
line reference number, a "Thanks" message and the
salesperson's name.
The next section contains your customer's account number,
the account name and address, the user's age, and the
computer's internal reference number.
The middle section lists tape numbers, titles, due dates,
days rented, the daily rate, and total. Phrases such as
"KEP" (keeping), "BAC" (bring back), "REC" (rechecking),
"SEL" (retail item), "REN" (checking out), and "OTH" (Other
charge) appear before the title
The next section shows the number of movie passes earned,
used and their value, the amount of cash, amount charged,
and amount of coupons or discounts used for this invoice,
and the sub-total, sales tax, and grand total. In most
cases, items not applicable to this invoice do not appear.
The daily message prints next. The bottom line is for the
customer's signature.
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SUGGESTED PROCEDURE FOR HANDLING PRINTED INVOICES
While the printer types the invoice, the program does all
the posting and update work. The salesperson normally gets
the customer's tape, collects the money, and talks about
future rentals, etc. The customer signs the receipt and
gets the duplicate copy. If your store uses single part
forms, pull off the first copy as soon as it finishes
printing and reprint. Have the customer sign it while his
copy is printing.
The store's copy of the invoice usually goes in a box under
the counter. All the day's invoices are usually wrapped up
inside a copy of the "Summary of Invoices Report" and
stored.
1-2 REPORT OF TAPES OUT TO CUSTOMERS
From the "Master Menu," choose option 1-2 to "Print a List
of Tapes Out to Customers." You may choose whether or not
to:
* Include overdue tapes
* Include tapes due "today"
* Include tapes due "tomorrow"
* Include tapes due after "tomorrow"
* Sequential list of tapes "checked out"
Listings with overdue tapes include the customer's phone
number(s) and address. The sequential list of tapes out
allows you to reconcile inventory against computer records.
The last report includes the account number and name, so you
might want to print it as part of the daily summaries.
If there are discrepancies, use the "bring back" tapes
routine to "return tapes" shown as "out" but which are "in."
Use the "check out" routine to post the tapes shown as "in"
but are "out" -- probably to a "dummy" store account.
1-3 SUMMARY OF INVOICES REPORT
The "Summary of Invoices" report lists each invoice's rental
amount and retail amounts. It then totals the amounts,
prints totals by salesperson, then breaks down the rental
and retail amounts and subtracts sales taxes.
You can print the "Summary of Invoices" report at any time
of day by choosing option 1-3 at the "Master Menu." You
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also may choose to print the daily, monthly, or annual
reports and whether or not to update the period.
Press <Enter> to confirm that you want to print the summary
or press <Esc>ape to return to the "Master Menu." Press
<Enter> to confirm that the paper is positioned where you
want to begin printing. When the report finishes, you may
reprint it. You may press <Esc>ape at the prompt to return
to the "Master Menu."
When you choose to update a period, the period is reset to
zero and the totals are posted as a line item to the next
summary. VTI looks for "today" to be the last business day
of the month (determined by the "due date" shown on the
"Invoicing Menu"), and when it is, defaults to "Yes" to
close out the month. The option to print an annual report
is "Yes" when there are 12 monthly periods in the annual
file. Closing out the month also resets to 0 the number of
times a tape has rented in the following month.
The program returns to the "Master Menu" when it completes
the "Summary of Invoices" Report.
The amount of cash remitted on each invoice always is
allocated first to the retail items and sales tax on retail
items. Any remaining amount applies to rental items and
sales tax on rental items. Sales taxes are "backed out" of
the total amount allocated to each (for example, a total of
$1.05 at 5% tax is reported as $1.00 in rentals or sales and
$0.05 for taxes). Collections on previous balances owed are
treated as rental items, and thus report sales taxes as part
of the amount received. The "totals" column for rental
items is always cash + passes + coupons + charges. This is
the same as the "Grand Total" line on the invoice.
This system is designed for the "cash basis of accounting."
If your business uses "accrual basis," then the method used
by VTI is accurate if you report an "allowance for doubtful
accounts" equal to the amount owed to the store, which may
not be possible.
1-4 RACK INVOICING
Some stores provide an inventory of tapes to other
businesses as a "rack service" or exchange tapes between
stores under common ownership. VTI tracks these tapes and
include revenues or number of rentals. Assign each rack or
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branch a one-character code (any letter of the alphabet or a
number between "0" and "9"). At the "Master Menu," enter 1-
4 for the "Rack Invoicing Menu."
"CHECK OUT" TAPES TO RACK OR BRANCH
At the "Rack Invoicing Menu," choose option <1> "Check Out
Tapes to Rack." You need a list of tape numbers you want to
"check out" to the rack.
At the top of the screen the "basic information request"
appears. Enter the code for the rack.
At the bottom of the screen, the "tape number prompt"
appears. Enter the number of a tape to "check out" to the
rack. As soon as you do, the middle of the screen shows the
tape's number and title. If the tape is wrong, answer <N>.
Otherwise, the words "Checked Out" show and you can go right
on to the next item. Press <Esc>ape to return to the "Rack
Invoicing Menu."
You cannot "check out" or transfer retail items (category is
"$") to racks.
This routine is used with the "Transfer to Racks" option.
"CHECK IN" TAPES FROM RACK
When tapes are "returned" from racks, choose "Rack Invoicing
Menu" option <2>. At the top of the screen, enter the
rack's rate per tape and your percentage of it (e.g. $2.00
per rental, you get 60%). If you work with a flat rate per
period of time, enter a combination which computes to your
store's rate (eg. If you have a $2.00 per week flat rate,
enter $2.00 and 1.00).
At the bottom of the screen, enter the first tape to
"return." The tape number, title and current branch
information show in the middle of the screen. When you
answer <Y> to the "Return Tape" prompt, the word "Returned"
shows. Enter the times the tape rented (as per the rack's
records if you work on a commission basis -or- the number of
periods if you are on a flat rate basis). The program
updates the tape's information of times rented and revenue.
Enter <0> times rented if you don't want to update records
or if there were no times rented. If you answer <N>o to the
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"Correct" prompt, the computer beeps and alerts you with
"Returned - No Update" If you answer the "Correct" prompt
with <Y>, the word "Updated" shows.
Press <Esc>ape to return to the "Rack Invoicing Menu."
REPORTS OF TAPES AT RACKS
You can print a report of tapes at any rack location at any
time. You can print the report sorted by due-back date,
tape number, or title. Each of these reports has specific
functions and you'll probably want the rack to have a copy
of each report.
You can print any number of reports of each kind for this
rack all at one time. You'll probably want to keep just one
or two at your store. As a result of the variety of needs,
you can specify the number of each type of report at the
"Print Reports Menu."
Entering a blank space for the rack name and/or entering <0>
as the quantity for all three reports causes the "Rack
Invoicing Menu" to return. You may be asked to check the
position of the paper before printing. After reports are
finished, the program returns to the "Rack Invoicing Menu."
TRANSFER TAPES TO RACK
If the other store also uses VTI, you may first "check out
tapes to rack," then create a diskette with this option
which automatically update's the rack's inventory file.
Only rental items are updated.
Choose a temporary transfer, which leaves the rental items
in the computer's inventory or a permanent transfer which
deletes the items from inventory. Specify the letter
representing the branch to which you are transferring. This
letter is used as part of the "TO_x.DBF" file name, where
"x" is the branch code.
If you are making a temporary transfer, you may copy to
diskette only the transfers or you may copy information for
all tapes. If the transfer is temporary, you may decide if
you want to delete the tapes from inventory.
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The "TO_x.DBF" file is first placed on hard disk, then
copied to floppy diskette, if you wish. The file remains on
the hard disk drive until you delete it or overwrite it with
another file of the same name. Large files must be manually
copied or backed up to one or more floppy diskettes and then
restored at the rack's computer.
TRANSFER TAPES FROM RACK
This option is useful only when another rack has used the
"Transfer Tapes to Rack" option, described above. Specify
the file name (such as A:\TO_x.DBF or C:\VTI\TO_x.DBF). The
program transfers information for each tape on the transfer
file. If the file is large, it may have to be restored from
one or more floppy diskettes.
When you print a report, a line is printed for most items
copied from the transfer file to the hard disk drive (When
the transfer is larger than 500 items and an item which is
at a different store is on the transfer diskette, the
information is copied without printing a line). The lines
contain one of the following descriptive messages, then the
item number and title.
* Adding Item to This Store's Library -- the branch code
for the item in the transfer file is this store's branch
code, but the item is not currently on the hard disk
drive. This is the typical situation when the item has
been added at the other store, then transferred to this
store before a mass update. In this circumstance, the
following message appears on the screen:
The transfer file contains this item:
(tape number and title)
Do you want to add it to the hard disk drive (Y/N):
If you respond <Y>es, the item is added. You would want
to respond <N>o when this item has been recently deleted
from this store's inventory and no mass update has been
made to the other store. If the number is on the hard
disk drive, but has been marked for deletion, the
program assumes it's permissible to add the title from
the transfer file. Therefore, do a 9-1 Reindex your
Inventory File before you do a "transfer from."
* WARNING! -- DUPLICATE NUMBERS (tape number) -- NO ACTION
TAKEN
TRANSFER FILE: (title on the transfer file)
HARD DISK DRIVE: (title on the hard disk drive)
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The program takes no action. This would happen if you
reassigned a tape number or edited the title. The
titles must be the same before an update is made.
* Returning Item to This Store -- The transfer file
indicates this store while the hard disk shows another
store has the tape. This means the item is coming back
into this store's inventory.
* Unusual: Item at Other Store. Updating: -- This message
prints only if the transfer file is less than 500 items
and contains an item which is at a store other than this
one. The program assumes that a store with less than
500 tapes will not be using a computer program, and
therefore would not create a file of the entire
inventory. This message indicates a possible problem
with an inventory file.
CUSTOMER FILE MAINTENANCE
The major category "CUSTOMER FILE MAINTENANCE" contains four
main options:
2-1 Add/Edit Customers
2-2 Add/Edit Authorized Users
2-3 Customer Reports
Each of these main options is discussed in detail.
2-1 ADDING AND EDITING CUSTOMERS
At the "Master Menu," choose option 2-1 to "Add/Edit
Customers." Type in a customer's account number or
reference number and press <Enter> twice. You can also
access customers from this option by typing all or part of
the last name on the second line of this prompt. Or, you
can type the customer's "reference number" on the name line.
Use only one of the methods.
If you entered a valid account number or name, the "customer
edit screen" shows. You'll be asked to choose another
account if a match is not found.
To make changes in the data, <E>dit the information, using
the page control keys to move around the screen. If
correct, "<A>ccept the Data as Shown." You can <C>ancel the
changes only before you <A>ccept the changes. Use <D>elete
to mark the customer for deletion (deletions are not done
until you do option 9-1 "Reindex Databases"). You can
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"browse" through the database by using <N>ext and <P>revious
(the sequence is name or number, depending on how you
accessed the first account). <E>dits are available from the
"invoicing screen" by typing the account number on the
"account number prompt" and the word "EDIT" on the "customer
name prompt."
"CARRT" is the abbreviation for the carrier route. Four
additional spaces are an optional sort within the carrier
route. There is space for two telephone numbers and the
one-character code for the type (their <O>wn, a
<N>eighbor's, etc. "MAILLIST" is for a <Y>es or <N>o that
the customer is to receive mailings. "WAITLIST" is for a
<Y>es or <N>o that the customer is allowed to be on waiting
lists for movies. "WEEKEND" is for a <Y>es or <N>o for the
weekend rate -- the customer pays the one-day rate on Friday
or Saturday and gets to keep the tapes until Monday (ignored
if "most customers pay when a tape is returned").
Stores using telephone numbers as account numbers find they
must often determine the actual "owner" of the phone number,
assign that number to the customer who "owns" the phone and
other account numbers (such as "000-1234") to the other
persons who share the number. While the "invoicing" "ADD"
option generates a number, this "Master Menu" option won't
let you edit the default account number. To add an account
from this option, enter a non-existent account number at the
prompt, respond <Y>es to the "add" question, then change the
account number at the "customer edit screen" (the reference
number is shown).
Do NOT change or assign an "account number" until you verify
that the new number is NOT currently assigned. The program
does not allow you to add an account if the number is
already assigned, but it is possible to change an account's
number to an "account number" which already exists.
Otherwise, you may change a customer's account number as
often as you wish.
Stores using the 12 blank spaces option for account numbers
must remember that account numbers are "flush right," that
is, they have leading spaces. If your store uses both
letters and numbers in customer account numbers, establish a
pattern if you want a numeric listing of customers. If your
store has customer numbers A1, A10, A100, A2000, B1, B10,
and C1 and enter the account numbers in that form, the
numeric sort is:
A1, B1, C1, A10, B10, A100, A2000
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Make all your account numbers the same length and the
numeric listing will be:
A0001, A0010, A0100, A2000, B0001, B0010, and C0001
which is the order you expected. You cannot change the
"reference number."
"Master Menu" option 8-4 "Duplicate Customer Numbers" prints
a list of any duplicate "account numbers." "Master Menu"
option 8-5 "Customers Without Users" prints a list of
customer accounts which have no authorized users and deletes
from the database any authorized users whose accounts have
been deleted.
2-2 ADDING AND EDITING AUTHORIZED USERS
The owner of an account can designate several persons who
are authorized users of his account. Enter an account
number at the prompt. The program shows a list of users on
this account. Choose a line number to edit. Change the
user's name, ID number and date of birth (DOB) as necessary.
LI is the "treat as" age limit (If parents say it's
permissible for their 15-year-old to watch a movie you rate
for 18-year-olds, enter 18 here).
The character at the right of the "display box" is to type
the letter <D> to mark the user for deletion when a
"Reindex" is done. Any character other than <D> cancels
deletion.
To add a user, enter an <A> at the "line to edit" prompt.
Enter the user's name, ID, and DOB. Press <F10> and the
program will type the account name for you.
Press <Esc>ape to return to the menu.
Note: You can't enter authorized users until you've entered
the customer's account. See also "Master Menu" option 8-5
"Customers Without Users."
2-3 CUSTOMER REPORTS
At the "Master Menu," use option 2-3 to the "Customer
Reports Menu." Several reports are available.
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2-3-1 Print Customer List
2-3-2 Best Customers Report
2-3-3 Print Customers Who Owe Money
2-3-4 Tapes a Customer Has Rented
2-3-5 Mailing List
2-3-6 Report of Customers With Memos
2-3-7 Postcard Bills to Customers
PRINT CUSTOMER LIST
At the "Customer Report Menu," choose option <1> "Print
Customer List." Choose the type of sort you want and
indicate whether you want the list sorted alphabetically by
last name, numerically by "account number," or numerically
by the "reference number." Next, select if you want only
expired members, only current members, or everyone. "<A>ll
members" is the same as "<C>urrent members" if your
memberships don't expire. The report prints. When it's
finished, the "Customer Report Menu" returns.
BEST CUSTOMERS REPORT
"Customer Report Menu" option <2> makes a list of customers
sorted in decreasing order based on revenue by customer.
The list can be printed to screen or printer. As long as
you choose to continue the list, the next group of customers
prints.
PRINT CUSTOMERS WHO OWE MONEY
At the "Customer Report Menu," choose option <3> to "Print
Customers Who Owe Money." This option searches the customer
file and report on the customers with balances. It lists
the customer's name, address, city, balance, and the date of
the last invoice to this customer.
TAPES A CUSTOMER HAS RENTED
At the "Customer Report Menu," choose option <4> to print a
"List of Tapes a Customer Has Rented." Enter the customer's
account number and indicate if you want the list printed on
paper.
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The list is in this order: the transactions in the current
transaction file are first, then those in the hard disk
archive file. The operator can continue the list from
floppy by inserting diskettes which were created with the
"Archive Transactions to Floppy" option 8-2 from the "Master
Menu." Press <Enter> or <Esc>ape to return to the "Master
Menu."
MAILING LIST
If your store wants to send promotional mailings to
customers, you will appreciate the list which VTI prints.
It sorts under the guidelines of the U.S. Postal Service's
"carrier route sort" scheme. This results in a low postal
rate. Check with your postmaster for details.
Selecting Customers for the Mailing
At the "Mailing List Menu," choose <1> to "Select
Customers." The first step in creating a mailing list is to
choose the method to indicate on each customer's account if
they are to be included in the mailing. This is done with a
<Y>es, <N>o, or <M>aybe in a "field" called "MAILLIST" on
the "customer edit screen."
The <Y>es flag is for the best long term customers who are
to receive all mailings. The <M>aybe flag is for marginal
customers. The <N>o flag is for accounts such as employees
and bad debt customers who are not to be on the list. This
can be done manually or through one of several automatic
processes.
"Select Customers" has five options.
* <1> reviews each customer to check for "MOVE" or
"CANCEL" in their address and flags them <N>ot to
receive the mailing. The process marks the customer
with <Y>es if he has a transaction since a specified
date (which defaults to one year ago). The process does
not disturb accounts marked <N>ot to receive mailings.
Otherwise, accounts are marked with <M>aybe. You cannot
use "Select Customers" option <2> (below) if you use
this option.
* <2> makes its selection based on a minimum level of
rental income since the records began on VTI. You
specify the amount to limit the mailing to your better
customers. <N>o flags are not disturbed. Customers not
meeting the minimum level are marked <M>aybe. You
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cannot use "Select Customers" option <1> (above) if you
use this option.
* <3> is a manual method. It allows you to change the
"field" called "MAILLIST" for each customer on an
individual basis. You can use this option after either
"Select Customers" option <1> or option <2> (above).
* <4> creates a mailing list of users who have birthdays
in a given month. This option is useful if you'd like
to do a monthly mailing to let customers know to come in
on or near their birthday and take advantage of a
special promotion. At the "Mailing List Menu," choose
option (1) to select customers to receive the mailing
and then option <4> to select users with a birthday.
Indicate the month you wish to select (01, 02, . . .
12).
* <5> creates a mailing list based on the last date the
customer was in the store. Enter two dates -- the first
day you want included in the selection and the last day
you want included. The program then selects all dates
between these. For example, if you want a list of
customers who have been in the last two months and
"today" is 6/1/88, enter 04/01/88 and 06/01/88. This is
a list of your most recent customers. If you want a
list of customers who haven't been in the store in over
two months, enter 01/01/80 and 04/01/80.
Don't enter a date earlier than the first day you used this
program unless it's 01/01/80. You may not want to go all
the way back in this search. Customer accounts which are
flagged <N>ot to receive mailings are not included in these
lists. While this list is designed for mass mailings, you
may not want to print labels and instead use just the list
which the program prints.
Return to the "Mailing List Menu" by pressing <Enter> or
<Esc>ape at the "Select Customers Menu."
Create the List
Creation of the mailing list requires two steps, which must
be completed in order.
"Mailing List Menu" option <2> is the preparation of a work
file. You control the total size of the mailing list with
your selection of whether or not to include the accounts
marked <M>aybe in the mailing. For a small list, do <N>ot
include <M>aybe accounts. For a larger list, respond <Y>es
to include the <M>aybe accounts. Repeat this option, and if
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necessary the "Select Customers" option, until you get the
size mailing list you want.
"Mailing List Menu" option <3> is the actual sort. If you
select less than 200 accounts, the program tells you "Not
enough to qualify for bulk mail."
The Actual Mailing List
If you have not finished "Mailing List" options <1>, <2> and
<3>, do that before proceeding.
"Mailing List Menu" option <4> "Prints a Report" of the
mailing sorted by carrier routes. If the list is not
acceptable, you can return to "Mailing List Menu" option <1>
and begin again. When the list is acceptable, proceed to
"Mailing List Menu" option <5>.
"Mailing List Menu" option <5> "Prints Mailing Labels." You
have the option to print several sample labels to align your
printer. Be sure labels are aligned properly before
beginning the actual label printing.
"Mailing List Menu" option <6> is a clean-up process. When
you complete all mailing list work, do this option to
conserves disk space.
REPORT OF CUSTOMERS WITH MEMOS
Option <6> of the "Tape Reports Menu" prints a report
listing the account name and number and each line of any
memo you have created for the account. If you see memos
which are no longer needed, from the "Invoicing Menu," call
up the account number and get to the memo. Then <D>elete
the memo.
POSTCARD BILLS TO CUSTOMERS
Option <7> of the "Tape Reports Menu" prints postcards to
customers whose balance is greater than $0.00. When you
select this option, specify the range of dates you want the
program to select. These dates correspond with the last
time you created an invoice for a customer. If you only
entered a balance onto the computer and have never printed
an invoice, the program will not select the account for a
reminder.
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The printout is designed for plain 4"x6" postcard stock.
The left two-thirds prints a message, which you can define
and is stored for future recall. Any changes you make to
the message are stored. The right side prints a border and
the address which appears on the account.
INVENTORY FILE MAINTENANCE
The major category "INVENTORY FILE MAINTENANCE" contains
four main options:
3-1 Edit Inventory File
3-2 Add Item to File
3-3 Prebooked Tapes
3-4 Inventory Reports
Each of these main options is discussed in detail.
3-1 EDITING INVENTORY FILE
From the "Master Menu," choose option 3-1 to "Edit Inventory
File." At the prompt, enter a tape number or a title. The
first match shows.
The option line allows you to <E>dit the information,
<A>ccept the information, <C>ancel the changes, or mark the
tape for <D>eletion. You can also go to the <N>ext or
<P>revious tape. Pressing <Enter> on the menu line returns
you to the "item/title prompt."
In moving to the <N>ext and <P>revious tapes, the order is
sequentially by number if you chose the first tape by
number. The order is alphabetically by title if you
selected the first tape by title. You can return to the
selection prompt and change the method of access by entering
the number or title, depending on the access method you
desire.
You may, but should not change item numbers. If you change
an item number, the transaction history for that rental item
is no longer available. If you assign a previously-used
number to a new tape, the transactions for the old tape
become the transactions for the new tape.
This option is useful when you need to mark a tape for
deletion, change the price of the tape, or edit the tape's
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information. For detailed information, see "Adding Items to
File," below.
As soon as you choose 3-1 from the "Master Menu," you may
enter the word "CATEGORY" at both the number and title
prompts. This displays three lines of the codes previously
entered (the first time all three lines are blank). Leave a
single space between each category code. Once you invoke
this option, you must enter one of these codes for each
rental item in your library. To get a list of the
categories you currently use, select "Master Menu" option 3-
8.
3-2 ADDING ITEMS TO FILE
From the "Master Menu," choose option 3-2 to "Add Items."
The "edit screen" appears. <E>dit the screen to add the
first item. The number can be any alphabetic or numeric
character or punctuation mark up to 12 digits. Valid
numbers include 101, A101, A-101, A-101.01, and A-101.01A.
Numbers are used for both rental and retail items. The
title/description is used for both rental and retail items.
Stores using both letters and numbers in their item numbers
should establish a pattern if they want a numeric listing.
If your store has tapes A1, A10, A100, A2000, B1, B10, and
C1 and enter the tape numbers in that form, the numeric sort
is:
A1, B1, C1, A10, B10, A100, A2000
Make all your tape numbers the same length and the numeric
listing will be:
A0001, A0010, A0100, A2000, B0001, B0010, and C0001
which is the order you expected.
Here are some age codes for "ratings."
00 suitable for any age or disable rating/age checking
08 tapes with some language or violence problems
13 tapes which might not be suitable for preteens
16 tapes with violence or sensitive areas but suitable
to older viewers
17 tapes of an adult nature
18 tapes with very sensitive situations
21 adult tapes
Notice how these codes correspond with the MPAA's
copyrighted ratings of G, PG or M, PG-13, R, and NC-17 and
the unofficial ratings of X and XXX. The codes G, PG, M,
13, R, NC, 17, X and XX may be entered, if you wish. The
"rating" field is ignored for retail items.
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"Categories" are two letter abbreviations such as DRama,
COmedy, CC (classic comedy), HOrror, SF (science fiction),
SPorts, CHildren, FAmily, etc. VTI does no checking for the
validity of the code entered unless you have specified valid
categories (see the discussion under "Master Menu" option 3-
1). For retail items, the category must begin with the
dollar sign ($) ad may be followed by a space, a letter or a
number.
"Retail" is the suggested retail price of a rental item or
the selling price of a retail item. "Cost" is your store's
cost (on rental items, use a market value for traded tapes).
"Vendor" is the company from which you purchased the item.
"Purchase date" is the date you acquired the tape. "Release
date" is the date the tape released (if you know it).
Neither purchase date nor release date are used by retail
items.
"Rate Table" is the rate table the program uses when pricing
this tape. It is not used with retail items.
"Purchase Date" and "Release Date" are self-explanatory.
The latter of these two dates is used in the reservations
print options to determine whether "Coming Soon" or "Now
Renting" appears on the report. The dates are ignored for
retail items.
"Label/Number" is usually three letters representing the
movie company and several numbers representing the stock
number of the tape. It is not used anywhere else in VTI, so
it can be anything.
"Number in stock" refers only to retail items and is the
"quantity on hand." For each item sold, this number is
reduced by one.
If you're happy with the data on the screen, <A>ccept the
screen for addition to the inventory. If you have another
copy if the same title, use the <C>opy information from
"<P>revious Tape" option so the only item you have to change
is the number (it defaults to 0). When <Enter> is pressed
at the menu options, the program adds any tape except those
with number "0" or those already on file. The program
returns to the "Master Menu."
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3-3 PREBOOKED TAPES
The program handles record-keeping of prebooked tapes and
prints reports by title and release date. Enter your
prebooked tapes, delete the tapes which have arrived, and
print a report -- you can always have neatly typed
information on release date, title, vendor, number of
copies, cost, retail and label.
From the "Master Menu," choose option 3-1 to handle
"Prebooked Tapes." A short menu appears.
Option <1> Lets you "browse" through the items, using <N>ext
and <P>revious. Other options are on the line at the bottom
of the screen. <I>nsert adds a new entry, <E>dit changes
information, <A>ccept the changes to save them to disk, or
<C>ancel the changes before <A>ccepting, <L>ookup to get to
a specific title, <D>elete a tape you have received, or
<Esc>ape to get back to the "Prebooked Tapes Menu."
Choose <2> to print a one list each sorted by title and by
release date.
3-4 INVENTORY REPORTS
At the "Master Menu," choose option 3-4 for "Inventory
Reports." A menu appears which lists the reports you can
print.
3-4-1 Print Inventory List
3-4-2 Tape Rank by Revenue
3-4-3 Best/Worst Items Reports
3-4-4 Check Rental/Sales History
3-4-5 Print Tape Locator Report
(In-Store,At-Rack,Unassigned)
3-4-6 Duplicate Titles Report
3-4-7 Category/Premium Tapes Activity
3-4-8 Category Activity Report
PRINT INVENTORY LIST
At the "Inventory Report Menu," choose <1> to "Print
Inventory List." Next, choose option <1> to print a list
of rental items or option <2> to print a retail inventory
list.
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If you choose the rental list, first choose option <1> to
prepare a file of items to include in the list. You may
specify the range of titles or numbers (leave as they are to
include all items -- change only numbers or title to limit
the list). You may specify categories to include or exclude
-- leave the fields blank to include all titles (excluding
category "$ " is a default to exclude retail items). Here
are some examples:
* You may print a list of all comedies by typing "CO" for
the "include" categories (assuming your store uses "CO"
is entered for each tape in the "comedy" category.
* You may print your entire tape collection except games
and adult tapes by leaving the "include" categories
blank and typing "GA" and "XX" in the "exclude"
categories (assuming the "GA" code is entered for each
game and "XX" for each adult tape in the category field
for each item in your library).
You may also specify to sort <A>lphabetically or
<N>umerically. After creating the file with <1>, choose
options <2>, <3>, or <4> in any combination to print as many
copies of the tape list as needed.
If you choose the retail list, first choose option <1> to
prepare a file of retail items sorted on number. next,
choose option <2> to print a list of items including number,
description and an underline (useful for inventory counts),
or choose option <3> to print a list of items including
number, description, quantity on hand, cost, and extended
price (quantity on hand times cost). The later is useful as
documentation of inventory value.
TAPE REVENUE BY RANK
"Inventory Report Menu" option <2> makes a list of tapes.
The list is sorted in decreasing order based on total
revenue from the tape. The list can be printed to screen or
printer. As long as you choose to continue the list, the
next group of tapes prints or press <A>ll tapes at the
prompt.
BEST/WORST ITEMS REPORTS
Option <3> of the "Inventory Reports Menu" is the
"Best/Worst Tapes Report" and is based on the number of
times each tape has rented. This report helps you learn
which tapes to sell or trade. The type of report is chosen.
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Press <1> for "Worst Tapes," <2> for "Best Tapes," or <0> to
return to the "Inventory Reports Menu."
If you are printing a "Best Tape Report," type the minimum
number of times a tape has rented in each of the months you
choose for the report. If you are printing a "Worst Tape
Report," type the maximum number of times a tape has rented
in each of the months you choose for the report.
The months can include any number of consecutive months.
Selecting 4-5 covers April and May, while 11-2 covers
November, December, January and February. You may choose if
the tapes at the racks are included in the report (usually
not included). When the screen shows the options you want,
enter <Y>es at "Accept" to begin the report.
A "**" prints above the name of each month you selected for
the report. For trend analysis, the report includes the
number of rentals per month in each of the last 12 months.
CHECK RENTAL/SALES HISTORY
Option <4> of the "Inventory Reports Menu" is to "Check
Rental/Sale History of an Item." Enter a number and the
program shows the title/description, vendor, acquisition
date and the number of times the tape rented or the item
sold in each of the last twelve months. At the bottom of
the screen are the total number of times rented, total
revenue, cost, and "return on investment" for rental items
or the times sold and total revenue for retail items.
For rental items, you can then get:
* <L>ist of Customers Who Have Rented the Tape. The list
is in this order: the transactions in the current
transaction file are first, then those in the hard disk
archive file. The operator can continue the list from
floppy by inserting diskettes which were created with
the "Archive Transactions to Floppy" option 8-2 from the
"Master Menu."
* <P>rint the list -- as above, to printer.
* <D>elete the item. Delete is useful if you just looked
the tape up to see if you wanted to sell it and
determined the answer to be "yes" (mark it for delete
now and pull the tape; the actual deletion occurs when
an option 9-1 "Reindex" is done).
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* <Enter> at the option line returns you to another
"number prompt." Pressing <Enter> at the "number
prompt" returns you to the "Inventory Report Menu."
PRINT TAPE LOCATOR REPORT
Option <5> of the "Inventory Reports Menu" is to "Print the
Tape Locator Report." The routine begins at the lowest tape
number you have assigned and prints one line per number
until the highest number you assigned is printed (including
retail items).
When a tape is found, the title is printed. If the tape is
at a rack, the rack is noted. Otherwise, the words "in
stock" is printed (the tape may be checked out, however).
If the number is unassigned, that is noted. A message
prints if a tape number is in the inventory more than once.
Use this report when making new tape assignments -- it tells
you which numbers are in use and which numbers are not in
use.
PRINT DUPLICATE TITLES REPORT
"Inventory Reports Menu" option <6> is for a list of
duplicate titles. This report is especially useful in
determining some tapes to sell or trade, since duplicate
titles are a good starting point for reducing inventory.
The tape number, title, revenue, cost and "return on
investment" are listed.
CATEGORY/PREMIUM TAPES ACTIVITY REPRT
The "Category/Premium Tapes Activity Report" prints one line
for each number specified by your store's "top tape" code
(see "Setup Routines" 9-4-3) or by the category you choose.
Total revenue received is divided by the cost of the tape to
show "return on investment" (ROI). "This week" is the last
seven days, ending today (the day of the report). The
figures are the number of transactions and the revenue from
those transactions for each of the last four weeks. A
"transaction" is the checking out a tape to the customer.
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If the tape is returned late, it is still part of the
initial transaction. Therefore, amounts may change from one
week to the next.
ALL CATEGORIES ACTIVITY SUMMARY REPORT
The "All Categories Activity Summary Report" prints one line
for each category of tapes in your library. The report is
similar to the "Category/Premium Tapes Activity Report."
You might want to limit the number of categories with the
"Master Menu" option 3-1 "category" option.
SPECIAL REPORTS
Option <4> from the "Master Menu" allows you to create a
special report from one of the VTI databases. You may save
the parameters for the report and recall those parameters
when needed.
To create the parameters for a new report, select the
database. A list of fields appears. Enter the fields you
want to print in the order you want them printed. Next,
select the field on which you want the report sorted.
Finally, specify the dBASE command which limits the report.
For example, suppose you want to print a report of all
accounts with the last name "Smith" who owe the store money.
Specify the following:
Database: CUSTOMER
Fields: LASTNAME,FIRSTNAME,CURRENTBAL
Sort: LASTNAME,FIRSTNAME
If: UPPER(LASTNAME)="SMITH" .AND. CURRENTBAL<>0
All of VTI's aplhabetic indexes are based on upper case
characters, so specify the UPPER() function when searching
for names.
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PERIODIC MAINTENANCE
The major category "PERIODIC MAINTENANCE" contains five main
options which should be used on a periodic basis:
8-1 Pack Transaction File
8-2 Archive Transactions to Floppy
8-3 Number and Value of Tapes
8-4 Duplicate Customer Numbers
8-5 Customers Without Users
Each of these main options is discussed in detail.
8-1 PACKING TRANSACTION FILE
Since the program tracks transactions, the current
transaction file grows. The "bring back" option of the
invoicing shows a warning that, if the process is taking too
long, it's because this file is too long. Once or twice
each week, the system administrator should move the
"returned" tapes to an archive file.
The best time to do this is before and after the weekend,
especially if you have a group of "Top Tapes." Because the
"Top Tapes" routine (invoicing) uses the word "Unrented" to
show an item has not rented since the last "packing" of the
transaction file, before a weekend is a good time to "pack"
the transaction file. After the weekend, run the "Top
Tapes" routine and look for the phrase next to a item. If
one or more tapes didn't rent during the weekend, you may
want to remove that tape from "Top Tapes" status. "Pack"
the transaction file after doing this. Then, before the
weekend, you can check to see what hasn't rented since the
last weekend.
"Packing the Transaction File" is done from "Master Menu"
option 8-1. It takes about just a few seconds to complete.
Archived transactions are added to the RENTRARC.DBF file.
8-2 MOVING ARCHIVED TRANSACTIONS TO FLOPPY DISKETTE
When the archived transaction file RENTRARC.DBF grows to the
size of a floppy diskette's capacity, move the oldest
records to floppy diskette. The move is done with "Master
Menu" option 8-2.
The program shows the number of records it can move and the
number of archived transactions on file. A 720k diskette
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can hold about 10,000 transactions. If the diskette you
insert already contains archived files, the program gives
you an option to abort the process before the floppy's files
are erased.
If the archival transaction file contains fewer transactions
than can fit on the floppy diskette you have inserted, the
entire transaction archival file is copied.
After the archival records are copied to floppy diskette,
they are deleted from the hard disk main archive file. This
option takes a few minutes to complete and cannot be
interrupted.
8-3 INVENTORY VALUE
"Master Menu" option 8-3 is the "Inventory Value." The
program summarizes the number, cost, average cost, and
average revenue per tape of all your regular inventory.
Then it summarizes the cost of your retail inventory. The
program requires a few moments to compute. It is especially
useful in periodic inventory valuations.
8-4 DUPLICATE CUSTOMER NUMBERS
At the "Master Menu," choose option 8-4 to "Print Duplicate
Customer Numbers." It's not possible to add a second
account with the same "account number," but it is possible
to change the number on one account to an "account number"
which already exists, if the salespersons does verify the
number is not already in use. This report lists the
accounts with this problem.
This option usually requires about four minutes per 1000
accounts.
To correct errors, use "Master Menu" option 2-1 to view the
account number. Use <N>ext/<P>revious to see the other
accounts with the same number. Determine which customer
keeps the account number and assign the other(s) a new
number.
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8-5 CUSTOMERS WITHOUT USERS
At the "Master Menu," choose option 8-5 to list "Customers
Without Users." You have the choice of printing <1>
"Customers Without Users" or <2> "Users Without Customers."
Choose <1> or <2> or press <Enter> to choose both reports.
You can also <Q>uit back to the "Master Menu."
The "Customers Without Users" report indicates those
accounts which do not have any authorized users. The first
column in the "customer reference number" and the second
column is the "account number." Several accounts on this
list may be on the computer so that employees will know
about an outstanding balance. Their "account" may not even
be current.
The "Users Without Accounts" report lists the "authorized
users" which have no matching account. The routine also
marks the users for deletion (which is not done until you do
an option 9-1 "Reindex Databases").
Each report requires about four minutes per 1000 customers.
GENERAL MAINTENANCE OPTIONS
The major category "GENERAL MAINTENANCE OPTIONS" contains
nine main options:
9-1 Reindex Databases
9-3 Size of VTI Files
9-4 Setup Routine
9-7 Option 97
9-8 Enter a DOS Command
9-9 Exit to DOS
Each of these main options is discussed in detail. Options
9-3, 9-7 and 9-8 require the presence of COMMAND.COM.
Options 9-7 and 9-8 require the "Allow RUN Command" option
in the setup routine to be set to <Y>es. This prevents
problems in some network environments.
Options 9-2, 9-5, and 9-6 have been deleted. No renumbering
of options was done in order to maintain compatibility
between versions.
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9-1 REINDEX DATABASES
Choose option 9-1 from the "Master Menu" to "Reindex
Databases." This routine eliminates the records "marked for
deletion." You can reindex <A>ll files, <M>ain files
(customer, rental inventory, and user files), or
<I>ndividual files. A list of files is shown with the
reindex status on each.
9-3 SIZE OF VTI FILES
Option 9-3 from the "Master Menu" shows the size of your VTI
files. This chart lets you know if you need to pack the
transaction file or move archived transactions to floppy
diskette. This routine normally runs each time you start
VTI in order to check on the availability of your files.
9-4 SETUP ROUTINES
The "Setup Routine" determines the ways in which the program
does certain things. Choose option 9-4 from the "Master
Menu" to setup these options:
<1> Store Information
<2> Invoicing Prompts
<3> Other Invoicing Items
<4> Rate Codes
<5> Salespersons
<6> Hardware & File Location
<7> Network Station Exceptions
On a network, all options display only when the station
number is "01." Any other station can use only option <7>.
Option <7> appears only if you indicate in option <1> that
the system is running on a network.
The setup for screen color follows options <6> and option
<7>. A second screen shows for that option.
At the bottom of each screen, an "Accept (Y/N)?" prompt
appears. Enter <N>o if you need to make more edits. Enter
<Y>es or press <Ctrl><W> to return to the "Setup Menu."
When you complete the setup process, the program
reinitializes to implement the changes.
When you first load VTI the program checks to see if any of
the setup files are missing. If so, the program tells you
to do option 9-4 "Setup Routines." Be sure to do each
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option of the setup, typically in the order of <1>, <2>,
<3>, <6>, <7> (if needed), <4>, and finally <5>. If you try
<4> "Rate Codes" before the proper location is entered in
<6> "Hardware & File Location," you may receive an error
message.
<1> STORE INFORMATION
Store information includes name and address, information
about any days the store is closed, the sales tax rate, and
normal customer credit limit.
FIRST SCREEN:
Business Name and Address -- The first four lines are for
your store name, address, and telephone number. You can
not change these lines after you enter a "Validation
Code" (see "Registration Policy" in the Preface).
Code for Day(s) Store is Closed -- The code for day(s)
closed is based on one or more digits which represent
the day(s) of the week. The codes are: 0-Not Closed,
1-Sunday, 2-Monday, 3-Tuesday, 4-Wednesday, 5-Thursday,
6-Friday, 7-Saturday. Enter a "0" if your store is open
all days of the week. Enter a "3" if your store is
closed on Tuesday. Enter "35" (but not "53") if your
store is closed Tuesday and Thursday.
Normal Customer Credit Limit -- The "Totals Screen" of the
invoicing routine alerts you if you try to "charge" more
to a customer's account than his "credit limit." The
credit limit can be changed at the "customer edit
screen" and defaults to this amount.
Sales Tax Rates -- Most stores collect sales tax in order to
comply with state law. Enter your tax rate for "rental"
sales and for "retail" sales (Five percent is 0.05000
and 6-1/8 percent is 0.06125). The rates may be
different. In addition, if you charge one rate on some
amounts of retail items and another rate on other
amounts, VTI can handle the task. For example, in
Arkansas, the state sales tax rate is 4%, Nevada County
has a 1% tax, the city of Prescott has a 1% tax, and the
state also has a short-term rentals tax of 1%. This
means 7% for rental items and 6% for retail items. But,
there is a limit of $25.00 on the two local taxes
($2,500.00), so the retail rate is "0.0600" on the first
$2,500.00 then 0.0400 on the rest."
If some items you rent are taxable and others are not
taxable, VTI can handle the job. You'll want to specify
the sales tax rate on taxable items here. Then, do
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<N>ot "automatically charge sales tax" at "Setup
Routines" option <2> "Invoicing Prompts."
If your store is not required to charge sales taxes,
enter 0.00000 as the "sales tax rate" in "Setup
Routines" option <1> "Store Information" and answer
<Y>es to "automatically charge sales tax" at the "Setup
Routines" option <2> "Invoicing Prompts."
Charge Sales Tax By <L>ine or By <T>otal -- You can choose
two methods to determine the calculation of sales taxes
(Examples assume rental of four items at $2.49 each and
a 5% sales tax rate):
* Charge sales tax by <L>ine. Calculate the tax for
each line individually and then add the amounts
together for the total sales tax. $2.49 per tape
times 5% equals $0.1245 each, which is rounded to 12
cents each. 12 cents times 4 is 48 cents. This is
VTI's default mode.
* Charge sales tax by <T>otal for the invoice. Add the
amounts per line, then compute the sales tax for the
invoice. $2.49 each x 4 tapes = $9.96. $9.96 X 5% =
50 cents tax.
The rounding error difference is 2 cents on this
example.
Number of Copies of Daily Summary -- You can specify the
number of copies of the "Summary of Invoices" report
which VTI will automatically print. If you are using
multiple-part paper, you may need only one copy, while
you may need more than one copy if you are using one-
part paper. "X" excludes the line-by-line detail.
Exclude Racks from Inventory Value: If your store uses the
transfers between stores option of branch invoicing, you
may want to exclude the tapes at other racks from your
inventory count and valuation. Enter the codes here for
the racks you want to exclude.
SECOND SCREEN:
System Running on a Network -- If your VTI system is running
on a network, answer <Y>es. If you need to add "special
protection" to keep more than one invoice from printing
at a time, specify "X" for this option. Using this
option creates the KILLTHIS.KIL file, which may have to
be removed manually if the network malfunctions to the
extent it will not clear itself. If you are on only one
computer, be sure to answer <N>o. Network setup
procedures are covered in the "Network File Location"
section of the "Appendix."
Retry time when busy (.1-10 secs) -- If you are using a
network and a file is in use by one station when another
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station requests it, VTI displays a message and waits
for an interval of time before attempting access once
again. Set the interval here.
Allow RUN Command -- Some computers don't have quite enough
memory in them for VTI's RUN command to be properly
executed. If you receive errors when attempting options
9-3 or 9-8, change this option to <N>o.
Edit First Name / Last Name -- If your store wants the
customer edit screen to have the first name and then the
last name appear, enter <Y>es to this question. If you
want last name then first name, respond <N>o.
Master Menu Default to Invoicing -- If you'd like to be able
to press <Esc>ape at a "Master Menu" option and go
directly to "Customer Invoicing," respond <Y>es to this
question.
Clear Typeahead Buffers -- VTI often "clears" the computer's
typeahead buffer before it displays a prompt. This is
in order to prevent errors from being entered. <Y>es at
this prompt allows this action. Enter <N>o to prevent
the clearing of the buffers, which will allow you to
make the program, especially invoicing, run faster when
you learn it well. Some routines clear the typeahead
buffer regardless of this setting.
Phone Codes -- The customer edit screen includes space for
two telephone numbers and codes. The codes can be
anything you desire, not necessarily the codes supplied
with the program. You can change the screen display by
altering the descriptions here.
This store is rack/branch: -- If you are using VTI at two or
more stores, you may transfer tapes between stores.
Establish a different one-character code for each store
and enter this store's code at this location. If you
change this code, VTI changes the references to the code
in the inventory file.
Show 4-Digit Years (Y/N): -- VTI supports dates from
01/01/1900 to 12/31/2999. With the change in century
only a few years away, you will eventually change to
dates with four-digit years (for example 1999 or 2001).
Until required, you may respond <N>o to this option and
VTI will prompt only for the last two digits of the
year.
Prompt when NOT printing to printer (N/Y): -- If you set a
printer to a file rather than to a printer device, you
may need to change the file name for each report so that
each report can be reserved. Respond "Yes" to this
option if you may need to do this.
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<2> INVOICING PROMPTS
The VTI invoicing routine is large and offers the store many
options, which are controlled through this setup routine.
Several categories of prompts are available:
FIRST SCREEN:
ACCOUNT DISPLAY & USER SELECTION CONTROL
Warning when last visit longer than days -- VTI will put a
"VERIFY" message on the invoicing screen when the
program has not printed an invoice for this customer
within a given number of days. Enter that number here.
This is to alert you to ask for current address,
identification, etc.
Prompt for User Selection (Y/N/X) -- The prompt to select an
authorized user normally follows the entry of a valid
"customer account number." If you want the program to
do checks for rating/age conflicts, answer <Y>es to this
prompt. To disable the selection and the checking for
conflicts, respond with <N>o. If your store selects "N"
you do not need to enter authorized users. Choose "X"
to select a user, but disable the age checking.
INVOICING LINES CONTROL
Verify tape number by inputting twice (N/Y) -- Some stores
using bar code scanners want to scan the number twice.
Respond <Y>es to do this. Any command other than
<Esc>ape requires entry twice if you choose this option.
Stores entering information from the keyboard will want
to respond <N>o.
Default for Do You Want Special (Y/N) -- When invoicing a
rental item which has a special rate set in the rate
tables (such as $2.99 for 7 days), VTI will display a
"Do you want the special?" prompt. If you want "yes" to
be the default answer, respond <Y>es here.
Allow Changes in Number of Days (Y/N/$) -- VTI can prompt
for the "number of days" a customer wants to rent a tape
and for the "quantity" of <O>ther charges. Enter <Y>es
to allow changes. Enter <N>o to disable the prompt and
always assume "1" day. Enter <$> to also allow changes
in the number of days late.
Allow Changes in Price Per Day (Y/N/$) -- VTI prompts for
the "price per day" when the customer is renting for a
single day if you enter <Y>es. Enter <$> to allow for
changes in the calculated price-per-day when the rental
is for more than one day. To disable this prompt and
accept only the computer-calculated amount, enter <N>o.
Your store looses some flexibility in invoicing if you
disable this prompt.
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. . . on multiple days late (N/Y) -- To accept the computer-
calculated late charge, enter <N> to the "multiple days"
prompt. To allow changes, enter <Y>.
Charge Sales Tax Automatically (Y/N) -- Since most stores
must collect sales tax on rentals, the program defaults
to "automatically" charge sales tax. As a result, this
prompt is the reverse of the other prompts. If some of
your rental items are taxable while others are tax-
exempt, you need to <N>ot automatically charge sales
tax. At the "Setup Routines" option <1> "Store
Information," specify the sales tax rate on items which
are taxable.
TOTALS SCREEN CONTROL
Allow Coupons or Discount Entry (Y/N/$) -- You can control
the "Totals Screen" prompt for "Coupons and Discounts."
Enter <Y>es if you want the prompt to appear or <N>o if
you want the program to skip the prompt. If you disable
this prompt, your store looses some flexibility in
invoicing. You can enter any amount at the "coupons"
prompt if you enter a "$" sign at this option.
Collection of Money at Time of Rental (Y/N) -- Most stores
collect the money for rentals at the time the customer
gets the tape. If this is true of your store, enter
<Y>es here. If your store collects on the "return" of
the tape, enter a <N>o here. You should be able to
change between methods, if you desire. When you pay at
time of rental ("Y"), the "due date" is "tomorrow." If
you "charge" the rental using the "Y"es method, a
"previous balance" appears on the invoice screen when
you return a tape. When you pay at the time of return
("N"), the due date is "today." No "charge" is
necessary and there is no "previous balance."
Force Memo on Charge Invoices (Y/N) -- Most stores prefer to
leave a memorandum when a customer is charging an
amount. When you answer <Y>es at this prompt, the memo
is added (without appearing on the screen) when the
customer does not have an existing memo. Any existing
memo is shown and you have the option to edit. When the
program creates an automatic memo, it uses lines from
the invoice representing charges.
Default for Salesperson: Normally, the "Salesman" prompt is
left blank. You may specify the default contents for
the prompt. This is good for stores with only one
employee.
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SECOND SCREEN:
INVOICING PRINTER CONTROL:
Option to Reprint Invoices (M/Y/N/2/3) -- Many options are
available to determine the number of copies of an
invoice which VTI prints. The prompt, if selected,
appears at the bottom of the "Totals Screen" when the
first invoice is completed. These options are
available:
<Y>es a prompt appears with a default of <Y>es
(useful with single-part paper)
<M>aybe the prompt shows, but it defaults to <N>o.
<N>o the prompt does not show
<2> or <3> Automatically print 2 or 3 copies of the
invoice (useful when standard computer
paper is used).
Regardless of the setting of this option, the <P>rint
Invoice Again option is available at the "customer
number prompt."
Number of Line Feeds at End of Invoice -- If your printer
needs extra line feeds at the end of an invoice in order
to reach the "tear-off" point, enter the number here.
See also "Number of Reverse Line Feeds."
Number of Reverse Line Feeds -- Enter the number of reverse
line feeds the printer is to execute before printing or
reprinting an invoice. See also "Hardware Setup" for
the "reverse line feed code" and "Number of Line Feeds
at End of Invoice." Reverse line feeds often will not
execute on the first invoice after the computer or
printer is reset, so you may need a different placement
for the invoice in the printer for the first invoice of
the day (a computer can't accept a value less than zero
as the "last line number printed." This may also happen
if you print more than 496 invoices at 66 lines per page
to 992 invoices (33 lines per page).
Using Customized Invoices (Y/N) -- VTI can now produce an
invoice according to your specifications. Some invoices
drivers are in the VTIPRINT.ZIP file (use the command
PKUNZIP PRINTDRV to get them out then see the README.DRV
file for more information). Copy the drivers file you
want to the file INVOFORM.DBF. Change this prompt to
"Y"es.
Invoice Page Size (33 unless customized) -- When you are
using customized invoices, you may need to change the
number of lines on the page. For example, six lines per
inch on a 7" form is 42 lines per page. If you respond
"N"o to the "customized" prompt, this number will be 33
even if you change it on the screen.
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RESERVATIONS
Bring Back Report "Print Listings" (Y/N/1-9/S) -- When
reserved tapes are returned, VTI displays a screen
showing the titles. At the bottom of the screen is a
prompt for "Print Listings." You may specify the
default for this "Print Listings" prompt. Respond at
this setup prompt with the default. <Y>es means to
print all listings, <N>o means to print none, <S> means
to print all to the screen only. The number 1-9 are for
the number of customers to print for each listing.
Other Reports by Date <M>ade or <R>equested -- Some stores
prefer their list of reservations to be a "waiting list"
with reservations honored in the order they were <M>ade
(first-come first-served). Other stores want the lists
to print in the order the customers <R>equested the
reservation. If you change this prompt, you must choose
9-1 "Reindex" at the "Master Menu" to reindex the
reservations file.
Zero Days if Customer Not on Reserve List (Y/N) -- Use this
option to determine the action you want the computer to
take when a customer is not on the reservations waiting
list. If you want the "number of days" to become "0"
when this customer is not on the list, respond <Y>es to
this prompt. If you want the number of days to be the
regular number of days for this number, enter <N>o for
this prompt.
THIRD SCREEN
SPECIAL DISCOUNTS CONTROL
No Weekend Rates on Rate Tables -- Some stores allow
customers to rent a tape on Friday or Saturday and it
not be due until Monday. However, they want to exclude
some tapes from the "special" treatment. Indicate here
the rate tables which match the tapes you want to
exclude. You may enter up to ten tables.
Top Tape Discount for Accounts Not Expired -- Some stores
want to allow a discount on premium titles to "members."
Memberships can be entered by including an "expiration
date" in the customer's account. A VTI routine watches
for a customer whose account has not yet reached the
"expiration date" and give a discount on each premium
(top) tape. Blank dates are treated as non-members.
DISCOUNT FOR A SPECIAL GROUP OF TAPES
Some stores offer a category of tapes at a special price
when more than one are rented. For example, rent three
$2.00 tapes for $5.00. Respond to the series of prompts
as follows:
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Number of tapes -- 3
Each priced at -- 2.00
Rented or rechecked on days (1=Sun,7=Sat) -- 1234567
(assumes available all days)
Get a total discount of -- 1.00
TAPES RETURNED ON DATE DUE AFTER POSTED TIME
Add Another Day's Charges at -- Some stores charge another
day's charges at a certain time on the due date. Enter
that time here (6:00 p.m. is 18:00).
Late when checked out after above time (Y/N) -- Your store
may want to charge extra for tapes returned after a
certain time, but exclude the tape from the charge if it
was checked out after that time the previous day. To
exclude the tape from the late charge, respond <Y>es
here.
Top Tapes Late Charge at -- This option is similar to the
above, except the charge is only for the premium "top"
tapes.
Extra charge for Top Tapes Not Back -- This is the amount to
charge extra for "top tapes" returned after a time. For
example, if your $2.00 "top tapes" are due back at 6:00
p.m. or else there is an extra $1.00 charge, enter 18:00
and 1.00 at these two prompts.
<3> OTHER INVOICING PROMPTS
FIRST SCREEN
"Thanks" Message -- Determine the phrase, such as "Thanks
for your business," which you want to print on the
invoice just before the salesperson's name.
"Early" Message -- In order to encourage "weekend rate"
customers to return tapes early, you can print a special
message on the invoice. Enter that message here.
"Agree to" Message -- You may specify the message which
appears before the signature underline on the bottom of
the standard invoice.
Default for Other Charges -- This is the price when you
choose "other charges" (option <O> at a tape number
prompt in invoicing). Pick a common price (such as
rewinding tapes or popcorn). You can change this price
if your store allows changes in price per day.
Amount to Spend for Movie Passes -- You may want give your
customers a "pass" each time they spend a given amount
of money in your store as a reward for their repeat
business. Enter the amount of money here.
Use Whole Passes Only (Y/N) -- If you want customers to use
passes only when they have earned a whole pass (not a
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fractional pass), respond <Y>es here. If you allow
customers to use a partial pass, respond <N>o here.
Standard Rate -- The value of the pass when it is used.
Enter 0 on both lines if your store does not award
passes.
Top Tapes Use Rate Table -- Select the rate table used by
your premium titles ("Top Tapes"). Option <T> from the
"Invoicing Menu" selects tapes with this code.
SECOND SCREEN
Invoice Message -- You can change the message which prints
at the bottom of the invoice. Nine lines of 200
characters per line are available; however, your invoice
probably won't handle a message of this size. The
default invoice uses six lines of 78 characters.
<4> RATE CODES
From the "Setup Menu," choose <4> to setup "Rates." A
prompt appears. Enter the code for one of the rate tables
(0-9 or A-Z) here. Press <Esc>ape or <PgUp> to return to
the "Rate Table" prompt. Press <Enter> or <Esc>ape at the
"rate table" prompt to return to the "Setup Menu."
Each table contains for each day three spaces for rates. If
your store is closed on a day, enter 0.00 for that day's
rates.
The "normal days out" field becomes the "number of days"
prompt on the invoicing screen. When set to "1," only the
"first day" rates are used in "check out" and "bring back"
routines. When set to a number greater than one:
* When a tape is checked out, the first day the tape is
out is charged at the "first day" rate, the second day
at the "second day" rate, and each extra day at the
"extra days" rate.
* When a tape is returned, only the "extra days" rate is
used for each day late.
Late tape charges are based on the rate table in effect the
day the tape is returned.
You may specify a "special" good on certain days (1=Sunday,
2=Monday, . . . 7=Saturday). The "special" is a given
number of days for a specified total amount. This is
especially useful for pricing such as $1.00 a day or $2.00 a
week. The prompt "Do you want special?" appears on the
invoicing screen when you enter each item with a special.
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<5> SALESPERSONS
The program tracks sales by salesperson. The program can
translate a number into a salesman's name, which helps avoid
misspelled names. From the "Setup Menu," choose <5> to
setup "Salespersons." Assign each member of your staff a
number between "1" and "49" and enter each name next to the
number. Press <Enter> on the last line or <PgUp> from any
line to return to the "Setup Menu."
<6> HARDWARE & FILE LOCATION
In order for VTI to find the files and equipment it uses,
you must provide locations of files and printers.
Floppy Disk Drive -- The "Floppy Disk Drive" is the one used
to "Archive Transactions to Floppy Diskette" from
"Master Menu" option 8-2. If you use a different
network station to make archival files, issue the
appropriate command in the network setup to assign a
code (such as X:) to the floppy drive.
Databases, Programs, Workfiles File Location -- Most
customers install VTI on hard disk drive C: in a
directory called VTI. This is entered as C:\VTI\ in the
"Databases," "Programs," and "Workfiles" locations. The
tutorial is usually installed in C:\VTITUT\. Only 27 of
the possible 50 characters appear on the screen at any
time. The rest "scroll" (they are not lost). The
fields may also be left blank to select the current
directory (required by some network software).
Improper entry of these locations causes an OPEN
ERROR. See the installation notes in the "Preface" and
the "Files Used by the Program" section in the
"Appendix" for more information on these paths and
files. These locations may be left blank to facilitate
VTI's installation with some networks; however be sure
you are in the correct current directory when using the
"blank" locations.
Reports and Invoicing Printer, Bring-Back Printer -- Enter
the computer port to which your printer(s) is/are
connected. Normally, LPT1 is the response if you use
the first (or only) parallel printer port. If you have
two ports and two printers, determine which one (LPT1 or
LPT2) is used for invoices and which one for reports.
If your printer uses a serial port, type COM1, COM2,
or COM3 and load any required printer driver(s) before
loading VTI. Only 27 of the possible 50 characters
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appear on the screen at any time. The rest "scroll"
(they are not lost).
The Bring-Back printer is the location at which
invoices containing only tapes brought back (no new
items checked out). This can be an actual printer for
printed receipts, or the name of a file (such as
C:\VTI\BRINGBAC.TXT) is you do not want a printed
receipt. Bring-back invoices are numbered and a summary
appears on the "Summary of Invoices Report."
If your network allows you to assign the printer at
the DOS level you may be able to use LPT1 and/or LPT2.
Invisible Ethernet uses the command
MAP LPT1 \\01\1
to specify port 1 on the computer named 01. Your
software may require you to specify the entire path name
rather than the port name (eg. \\STA01\LPT1).
10 cpi, 12 cpi, 17 cpi Printer Codes -- Printers can be told
to change the number of characters they print per inch
with a sequence of control codes. All three codes are
needed for the "reports printer." Only one code is
required for the "invoicing printer." Multiple printers
do not have to be identical or even compatible with each
other; they need only to be compatible with the computer
to which they are attached.
If your store uses only one printer, enter the same
code for the "reports printer" 10 c.p.i. and the
"invoicing printer" (unless you want invoices to print
in a pitch other than 10 c.p.i.).
Enter your printer's codes (from the printer's
manual) for 10cpi, 12cpi, and 17cpi. Each sequence can
be up to seven numbers. Here is an example for one IBM
Graphics Printer compatible:
10 cpi, 27-19 sequence: 027-019-000-000-000-000-000
12 cpi, 27-23 sequence: 027-023-000-000-000-000-000
17 cpi, 27-20 sequence: 027-020-000-000-000-000-000
Here is an example for one Epson-compatible printer:
10 cpi, 18-27-80 sequence: 018-027-080-000-000-000-000
12 cpi, 18-27-77 sequence: 027-027-077-000-000-000-000
17 cpi, 27-15 sequence: 027-015-000-000-000-000-000
Reverse Line Feed Code -- If you specify a number of reverse
line feeds in the "Invoicing Prompts" setup section,
enter the code for your printer. (such as 27-30 or 27-
106-30 for the above printers). Your code may not be
for a full line and may therefore require more reverse
feeds than forward feeds. Your printer may also require
"executory" codes, so you may have to switch to another
mode, issue a code, then switch back.
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Cash Drawer Codes -- Some electronic cash drawers (for
example, those from Indiana Cash Drawer of Shelbyville,
Indiana) can connect to the printer port and open when
they receive a special programmed code. This code
should be one which the printer normally ignores.
Usually it's 001-001-000-000-000-000-000. Enter all
zeros here unless you have a device which uses it. This
code is sent to the printer only when the cash total of
an invoice is not zero.
Screen Colors Code -- After the other "Hardware & Files
Information" or "Network Station Exceptions" are
entered, a second "screen" appears. The screen colors
are usually W/N,N/W,N for monochrome and GR+/B,N/W,BG
for color monitors.
The program requires you to select the codes from the
list which correspond to the screen background and
foreground colors, the color of the text and background
of prompts, and the color of the border (outer rim of
the screen).
The prompt in the middle of the screen allows you to
<C>hange the codes shown in the top half of the screen
or <S>ave the changes after you've made them. As soon as
you <S>ave the codes, the screen changes to the new
codes. However, you cannot set foreground and
background to the same color, since this would make text
on the screen impossible to read.
<7> NETWORK STATION EXCEPTIONS
This option appears only if you entered <Y>es at the
"Network" prompt in "Setup Routines" option <1> "Store
Information." It is the only "setup" option for network
stations other than "01." Enter only the parameters for
your station which are different from the default
parameters. The PARAMS.DBF file must be in the current
directory from which the program is loaded for the 9-*
update option to work.
<F>UNCTION KEY ASSIGNMENT
You may "program" 20 keys (<Shift><F1> through <Shift><F10>
and <Ctrl><F1> through <Ctrl><F10>) at the 9-4-F option.
Type <;> if you need the key to press <Enter>. One useful
key is the name of your city for use when adding customers.
To program a key for:
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Prescott <Enter> AR <Enter> 71857 <Enter> <Enter>
<Enter>
type the following for one of the keys:
Prescott;AR;71857;;;
The regular function keys <F1> through <F10> are reserved by
the program. See "Screens, Prompts, and Keyboard
Techniques" in the "Tutorial" section of this manual.
<P>ASSWORDS AND LEVELS
You may choose to prevent certain areas of VTI from being
accessed by employees. In order to do this, you choose this
option. First, you must determine a password "level" for
each "Master Menu" option. Then, you may specify the
passwords for each of nine levels. Level 1 is the most
limited access. Level 9 accesses all levels 1 through 9.
Most stores will want to password protect the 9-4 Setup
Routines (suggested level is 9). In addition, some level of
access limit may be desired on 9-* Update, 8-2 Archive
Transactions to Floppy and 8-3 Value of Inventory. Level 0
means "no password" required, and is the suggested level for
all routines except setup.
Passwords or access levels may be changed as often as
necessary, provided you have access to the 9-4 Setup
Routines. You cannot change passwords if you forget the
password which allows access to the Setup Routines.
You may leave blank any password level which you do not
assign.
<V>ALIDATION CODE
Entry of a proper validation code eliminates the opening
screen where you must type "I understand these terms . . ."
Use this option to enter the code furnished by the author.
Since the code is typically entered only once and should
never be disturbed, this option does not appear on the menu.
When the author furnishes you with a code:
* At the "Setup Menu" prompt, type <V> and press <Enter>.
* Then, enter the authorization code, which is ___________.
Be sure to type a space after the number or <DEL>ete
the rest of the line before you press <Enter>.
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* At the "Setup Menu," press <Enter> to return to the
initial screen. The word "Shareware" should no longer
appear in the version number. If it does, the proper
code was not entered.
* Remember that you cannot change the first four lines of
<1> "Store Information" after you enter this code.
<A>CCOUNT NUMBER DEFAULT
VTI allows you to enter an account number of one of the
following forms:
1 -- Telephone number
2 -- Telephone number with area code
3 -- Social Security number
4 -- Any sequence of 12 letters, numbers, or
punctuation marks.
<1> Telephone number is the default and is used throughout
this manual.
If you want to change from one method to another, choose
option <4>, edit all accounts to the new form (including
hyphens), then choose the new method. Regardless of the
method chose, account numbers are stored flush right with
leading spaces (eg. " 123-4567").
OPTION 9-7
Option 9-7 from the "Master Menu" shows only if you have
created a batch file in the VTI directory called VTI97.BAT.
This can sometimes be used to run another program without
exiting to DOS from VTI. It may be necessary to alter the
SET CLIPPER line in the VTI.BAT file (or VTITUT.BAT file) in
order to get the other application to run (see
Installation). The other application may also require too
much memory.
9-8 DOS COMMAND
Option 9-8 from the "Master Menu" allows you to issue most
DOS commands without returning to the "C> prompt." No
checking is done for correct spelling. Possible errors from
this command are "Not enough memory" or "File not found."
The first means the program you want to run is too big to
run from inside Video Tape Invoicing. The second means you
probably misspelled the command.
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9-* UPDATE ROUTINES
The general process of updating to a new version of VTI
consists of the following steps:
1) Backup at least the VTI directory (BACKUP C:\VTI A:)
in case something drastic happens to destroy your files.
2) Type the command: A:INSTALL A:
3) If additional instructions come with the update
diskette, follow them.
3) Load VTI as usual.
4) Before the program reaches the "Master Menu," it
automatically chooses option 9-*.
5) If an indexed file is updated, the routine automatically
reindexes all your databases.
6) If the update includes options you need to change or
implement, choose the options in the 9-4 "Setup
Routines."
The update routine works only if you are using version 8.00
or later. Contact the author before updating if you are
using a version earlier that 8.00!
You may choose the 9-* option at any time to see if you hard
disk drive's files match the file structure needed by the
program.
The routine shows a list of VTI's files on the screen. For
each file, it then compares the correct structure to the
actual structure. Informative messages appear after each
file is checked. The update routine renames your existing
file from the .DBF to a .OLD extension if it needs to update
the structure. After you confirm the new files are correct,
you may delete the *.OLD files.
The PARAMS.DBF file must be in the current directory from
which the program was loaded in order for the update routine
to work properly.
<Q>UIT TO DOS
Never simply turn off the computer. If you do, the files
can be corrupted. When a file is corrupted, it has to be
restored before work can be done again.
When you're ready to close for the day, choose option 9-9
and then enter a <Q> to confirm that you want to <Q>uit to
DOS. In addition, you may need to issue a DOS command to
park the heads on your disk drive.
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APPENDICES
GENERAL INFORMATION ABOUT REPORTS
REPORT SPECIFICATIONS
Most reports print 54 lines per page on 11" paper, using 10
characters per inch (10 cpi) with 80 characters or less per
line. Here are the exceptions:
* Invoices print 33 lines per page on 5.5" paper. You
can use the "invoice printer" code to select any
desired pitch. "Custom invoices" may change the
pitch and lines.
* "Summary of Invoices" prints 66 lines per page
(continuous form) in order to assure the integrity of
the report. The "daily" summary is 17 cpi; the
"monthly" and "annual" summaries are 12 cpi.
* Customer List prints at 12 cpi with 88 characters per
line.
* Inventory Lists print at 10 cpi, 12 cpi or 17 cpi
with various numbers of characters per line,
depending on the size required by the report.
Some reports print more or less lines if doing so produces a
logical page break.
POSITION OF PAPER BEFORE PRINTING
Just before printing some reports, the program detects that
you may have changed paper. When it does, the following
message shows:
Position Paper. Press <Enter>
You usually want to set the paper on the top line of blank
5.5" invoices and about 2/3 inch from the top when printing
reports on 11" paper.
When using "extra line feeds" or "reverse line feeds" in
invoicing, the paper may require special positioning. In
addition, the first invoice printed after resetting the
computer or printer usually can not be reversed.
When printing mailing labels, the program allows you to
print as many "sample" labels as needed to assure your
printer prints on the correct lines.
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CUSTOMIZED INVOICE DRIVERS
The normal VTI installation includes a file called
VTIPRINT.ZIP, which contains several "drivers" for invoices
other than the "default" invoice. To extract the drivers,
issue the following command:
PKUNZIP VTIPRINT
Several files, such as APPECD71.DRV, appear in the
directory. The README.DRV file gives more complete
information. Choose the file you want which matches the
invoice you choose and copy the file to the INVOFORM.DBF
file. Indicate you want to use "customized invoices" in the
setup routines.
The INVOFORM.DBF file is simply a dBASE file. It consists
of the row number and column number for the printing, any
conditions for the printing, and the variable or phrase to
print. Many variables and arrays are available for
printing. If you are interested in tailoring the driver to
your specific needs, contact the author for the variable you
need to use.
POTENTIAL PROBLEMS
IN THE EVENT OF A POWER FAILURE
If the power fails when the program is idle at a menu or
prompt, chances are no damage is done.
If the power fails when creating an invoice, it's possible
some of the files are left open, but no damage is likely
unless the power failed when the computer was "posting" the
invoice. Posting is done after the invoice prints.
Therefore, the most recent invoice (from each computer on a
network) is a good guide to determine the current posting
status. Try to bring back each of the items the customer
just "checked out." If the items show "checked out," the
posting was successful. If the tapes show as "in," the
routine did not properly post. Your files may be corrupted.
If the power fails during an indexing operation or during
the creation of a report, it will probably be necessary to
repeat the process.
Anytime the power fails, the files may be corrupted (this is
the nature of most computer programs). An uninterruptable
power supply is the best way to avoid problems.
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IN THE EVENT OF DATABASE CORRUPTION
Restore from your last backup (RESTORE A: C:\VTI /S). Print
a "Summary of Invoices" (without updating) to find out the
last invoice entered. Use your copy of invoices to reenter
each transaction since the "Summary of Invoices" report was
printed. If you do not print "bring back" receipts, you may
have additional work to determine which items were returned
since the backup.
STRANGE CHARACTERS ON SCREEN OR PRINTOUT
Strange characters have appeared on the screen (such as in
the "top tapes display") or on the printout (such as in a
tape listing). The cause of the problems were traced to
these areas:
* A loose monitor cable
* A bad section of the hard disk drive. A bad hard
disk error requires a total system backup,
reformatting of the hard disk drive, and then
restoring the data.
* A memory cache program which worked unreliably.
Delete the use of the cache setup is usually done by
removing a line or two from the AUTOEXEC.BAT or
CONFIG.SYS files. A reliable cache program should be
used only with backup power supplies.
Be sure you feel competent or have good help when taking
these corrective actions.
ERROR MESSAGES
Common Error Messages -- These error messages are common to
new installations.
FILE NOT FOUND (lower left section of the screen):
This can happen just after entering the name of the file
used to load the program (VTITUT, VTI, etc.). The name of
the command was misspelled or one of the commands inside the
*.BAT file was misspelled. Correct the error and try again.
NOT ENOUGH MEMORY (lower left section of the screen):
This can happen just after VTI is typed. The program
requires at least 512k memory. Some of the computer's
memory is taken by DOS. Programs residing may take too much
memory space and require removal. Check the SET CLIPPER
line in the *.BAT file (see "Installation").
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OPEN ERROR (shown as part of a screen-wide line across the
top of the screen): This usually happens just after choosing
an option from the "Master Menu" and has three causes.
1. A buffer number in parenthesis, usually (4), shows after
the name of the file. This usually means the CONFIG.SYS
file is not correct. At the "C> prompt," type the
command:
TYPE C:\CONFIG.SYS
Look for the lines of at least FILES=20 and BUFFERS=20.
Reboot the computer after making changes or the same
error will occur again.
2. Check the "path" before the name of the file. It is
supposed to be C:\VTITUT when you are using the
tutorial and C:\VTI when you are using the actual
program. If the "path" is incorrect, restart the
program. At the "Master Menu," choose option 9-4
"Setup Routines," then option <6> "Hardware & File
Location." Check the path for the "Databases,"
"Workfiles" and "Programs" (C:\VTITUT\ or C:\VTI\ are
the normal entries for all three lines).
3. Check the usage of extended or expanded memory. This
may be the problem when the file is reported to be in
buffer (0). You may also reindex with option 9-1-All.
4. If the "path" specified in #2 is correct, the file is
probably missing. Reinstall.
Uncommon Error Messages -- The Video Tape Invoicing program
reports uncommon errors which are the result of an error in
programming, an error with your computer, or an error with a
peripheral such as disk drive or printer. The messages are
on the top line of the screen.
proc NAMENAME, line nnn Name of Error Continue (Y/N)?
"proc" means "procedure." NAMENAME is the name I gave the
routine when I wrote the program. "nnn" is the "line"
number in the process where the error occurs. "Name of
Error" tells me what is going wrong. If you get one of
these error messsages, I need to know what you were doing
and the contents of the entire line.
Here are the uncommon errors you can get and correct
yourself:
* Undefined Identifier (shown as part of a screen-wide
line across the top of the screen): This could
indicate an improper setup (see OPEN ERROR cause 2).
If the Setup routine doesn't correct the problem or
if persists, contact the programmer with the contents
of the entire line across the top of the screen.
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* Print Error. The printer isn't ready. It may be
jammed, out of paper, out of ribbon, or off line.
Correct the problem. You may have to reload VTI.
* Disk Full. Your hard disk has filled up. If you
have programs other than VTI on the disk drive, try
removing some of them. You may also need to "Archive
Transactions to Floppy Diskette" to get rid of some
of the on-line history.
* Index File Corrupted. Reload the program, then 9-1-
All "Reindex" the databases.
* Internal Error. There is a problem with the program
or the computer. We've also run across this error
when using a network if the network wasn't able to
respond to the request. Check for proper
implementation of extended or expanded memory.
* Run Error. The COMMAND.COM file was not accessible,
or there was not enough memory. You may need to set
COMSPEC in the loading file (see "Initial
Installation Instructions"). If this happens after
choosing option 9-7, the VTI97.BAT file may contain a
bad command.
If you try to correct the problem, but reloading doesn't
work, call me with the entire contents of the line.
Here are the error messages you should not see:
* Database required * Multiple Error
* Exclusive Required * Not at array
* Expression Error * Subscript Range
* Lock Required * Type Mismatch
* Missing External * Zero Divide
If you get one of these errors, let me know what you were
doing when the error occured and the contents of the entire
top line (where the error message showed).
If you get the message, Field Numeric Overflow, you entered
data far out of the ordinary. One of the numbers calculated
by the program was bigger than the available space where it
is stored in the files.
ANOMALIES
"Anomalies" are the strange things that happen in any
computer program. They aren't "bugs" because they don't
cause data damage and they usually don't occur often. Some
of these have been reported to me by customers. Others I
have noticed. And, I have not been able to reproduce some
of these anomalies.
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* Add tape routine. If you try to edit the first tape,
the information clears. Work around this problem by
entering the information again (the "blank" screen
doesn't add) or edit the incorrect information after
you return to the "Master Menu."
* Any Report: If the program shows a "Printer Not
Ready" error, the remainder of the report goes to the
screen. <Q>uit the program, check the printer,
reboot and print the report again.
* Some Reports: Occasionally, the first page of a
report prints fine, but each addition page begins
half a page down. If this happens, <Q>uit the
program, reboot and reload, then go directly to the
needed report.
* With network use, occasional error messages appear on
the top line when the network is busy. When the
other station completes a task, you may "retry." You
may have to abort and redo the invoice.
* On some networks, if two or more stations print invoices
within about five seconds, the "transaction file" index
corrupts. If you later try to "bring <B>ack" a tape,
but the program won't show it, do "Master Menu" option
9-1 "Reindex Databases" <I>ndividually for the
"Transaction Files." Respond "X" to the "System Running
on a Network" prompt in 9-4-1 Setup.
* "Summary of Invoices" Report: Occasionally, the
totals of the summary per individual salesman doesn't
print. The totals are exactly equal to the summary
total of the invoices printed a few lines earlier.
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SUMMARY OF WORK TO BE DONE
DAILY:
* 1-1 Invoicing
* 1-3 Summary of Invoices
* 1-2 List of Tapes Out to Customers
* Exit to DOS, make backups, then shutdown
ONCE OR TWICE A WEEK
* 8-1 Pack Transaction File
WHEN NECESSARY
* Add and edit customers names, addresses, phone
numbers, etc.
* Add and edit users
* Add and edit tapes
* Enter tapes on order into prebooks, remove those
received.
* Reindex Databases when tapes or customers are marked
for deletion
WHEN PROBLEMS DEVELOP
* "Reindex Databases" when errors such as these occur:
* "record not in file" message
* when the program won't bring back a tape which is
checked out on the computer
* the program can't find a tape, an account, a user,
etc. which you know is there
WHEN CHANGING RATES, SALESPERSONS, TERMINALS, ETC.
* Setup salespersons, rates, other items
PERIODICALLY
* Do a DIR at the DOS prompt to see if there is at
least 1,000,000 bytes free on the disk drive. Find a
way to clear more space if necessary.
* 8-2 Archive Transactions to Floppy drive to reduce
disk space used
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SOME GENERAL PROCEDURES AND TECHNIQUES
Here is a list of some procedures and techniques you may
find useful at your store. Most of these are for situations
when you've pressed <Enter> on the "totals screen" and then
you discover and error or the customer changes his mind.
These are not the only ways to correct the errors. But they
are the best ones I've seen. Let me know if you find
others.
When using the "OTHER" charge option, type a descriptive
phrase such as "Correcting Inv. #123," "Exchanging . . .",
etc. Unless noted, the other charge is a rental
transaction.
The correction strategy is to maintain the most accurate
amounts possible in several files:
* Daily Report File -- the file which prints the daily
summary of invoices and transfers the amounts to the
month and to the year.
* Transaction History File -- the files which show the
in/out status and the amount of revenue for the
transaction, recheck, and late charges.
* Rental Inventory File -- Keeps up with the number of
transactions during the month and in total, plus the
total revenue for the item.
* Customer File -- Keeps up with the total number of
rentals and revenue for the customer, along with the
increments toward the number of movie passes earned.
Because of the necessity to post to may files, it is not
possible to totally reverse all aspects of a transaction.
Remember that when you press <Enter> at the salesman's
prompt, you are saying "Everything is correct."
EXCHANGING THE ITEMS RENTED: <B>ring back the tape and
check out the correct one. Specify the regular rate for the
tape being checked out. Issue an "OTHER" charge credit for
the amount of the other tape (-1 days at the tape's amount).
This posts the correct money to the customer and exchanged
tape. However, the money in the transaction history file
for the first tape cannot be changed.
INCREASING THE NUMBER OF DAYS A TAPE IS CHECKED OUT: At the
"Invoicing Menu," change the correct <D>ue Date for the
tapes. Call up the account and recheck the tapes for one
"day." The amount for the "day" is the amount, when added
to the previous invoice, is the correct total. Be sure to
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return the <D>ue Date to the correct date after completing
the invoice. All files are correct.
RECHECKING A TAPE BEFORE THE DAY IT IS DUE: See "Increasing
the Number of Days a Tape is Checked Out," above.
DECREASING THE NUMBER OF DAYS A TAPE IS CHECKED OUT: Return
the tapes, then check them out again. You may want to issue
an "OTHER" charge for -1 days and the amount of the previous
total charges for the rentals. This will keep your daily
report and customer files at the right money levels.
However, the transaction history file can't be changed.
YOU'VE PRINTED A RECEIPT FOR CASH. NOW, THE CUSTOMER WANTS
TO CHARGE: Call up the account and keep all tapes out.
<T>otal the invoice. For "Cash Remitted" enter the minus
sign (-) followed by the amount of the charge (for instance,
type <-><2><.><1><0> if $2.10 was supposed to have been
charged. You may have to press <Esc>ape to get the program
to accept this amount. The "Amount Charged" line shows the
amount charged. When you print the receipt, everything is
now correct, with a $2.10 balance due on the customer's
account. Since the invoice is left unchanged, all amounts
are made correct.
YOU'VE PRINTED A RECEIPT AND NOW THE CUSTOMER WANTS TO USE A
COUPON: Call up the account, keep all tapes and go to the
"Totals Screen." Enter the amount of the coupon. The
program will then show a negative amount of "Cash Tendered."
You may have to press <Esc>ape to accept the negative
amount. This keeps all files correct.
REFUND FOR A RENTAL: Return the tapes, if necessary. Enter
an "OTHER" charge for -1 days at the price of the refund.
Total the invoice. You'll probably have to press <Esc>ape
at the "Amount Tendered" prompt to accept a negative amount
of cash. Only the daily report file is corrected.
TO SELL A GIFT CERTIFICATE OR TO PREPAY A RENTAL: There are
two methods available for this. First call up the account.
* Issue movie passes for the amount of the certificate or
prepayment. This may now be allowed or may not work
precisely, based on your setup. You'll also need
invoice an "OTHER" charge to invoice the amount.
* Invoice the "OTHER" charge for a "GIFT CERTIFICATE FOR
$x.xx" or "PREPAYMENT of $x.xx" for one day and $0.00.
On the "totals page," specify the amount remitted and
respond <Y>es to credit the account with the money.
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Issue passes when you want to limit the use of the money to
rentals. Use the second method when you want to allow the
customer to use the money for any purpose (even refunds).
Have other ideas, tips and techniques? Send them to me so I
can help other VTI customers.
SAMPLE NEW ACCOUNT FORM
Account Name (Head of Household): Account
Name: First ____________ Last: _____________ Number:_______
Address: ____________________________________
City: ______________ ST ___ ZIPCD _____ CARRT ____-_____
Phone 1 ________ Type: ___ <O>wn, <F>riend, <E>mployer
Phone 2 ________ Type: ___ <N>eighbor, <R>elative _______
Date Joined: ___/___/____ On Mailing List: ___
Weekend Rate: ____ Reference: ___________
Allowed to Charge Rentals? ___ Credit Limit: _____.___
Membership Expiration Date: ___/___/___.
Account Number can be phone number.
Reference number is assigned by the computer.
Authorized User Identification Date of Birth Limit
1 _______________ ____________ ___/___/___ ___
2 _______________ ____________ ___/___/___ ___
3 _______________ ____________ ___/___/___ ___
4 _______________ ____________ ___/___/___ ___
5 _______________ ____________ ___/___/___ ___
6 _______________ ____________ ___/___/___ ___
7 _______________ ____________ ___/___/___ ___
8 _______________ ____________ ___/___/___ ___
(YOUR MEMBERSHIP AGREEMENT AND THE MEMBER'S SIGNATURE HERE)
-----------------------------------
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SAMPLE NEW TAPE FORM
Number: __________________ CATEGORIES
Title: ___________________________________ DR -- Drama
Rating: __________ Category: ___ CO -- Comedy
Retail: __________ Cost: __________ AD -- Adult
Vendor: __________ Purchased: __/__/__ FA -- Family
Released on: ___/___/___ AC -- Action
Rate Table: __ WE -- Western
Label/Number: ________________ HO -- Horror
Ratings: 00 - General, 08 - Somewhat Mature, 13 - Mature
16 - Very Mature, 17 - Adult, 18 - X, 21 - XXX
(YOUR STORE WILL PROBABLY HAVE DIFFERENT CATEGORIES)
FILES USED BY PROGRAM
To provide for flexibility and compatibility with network
use, VTI normally uses "fully-qualified path names" when it
specifies a file name. "Setup Routines" option <6>
"Hardware & Files" and option <7> "Network Station
Exceptions" list these paths under the descriptive terms:
DATABASES, PROGRAMS, and WORKFILES. All paths are usually
the same (usually C:\VTI\). They may also be left blank to
choose the "current directory." See the discussion of paths
under "Networking."
The "PROGRAM" path must contain these files:
VERSION.xxx VTI.OVL VTIMENU.EXE
The "PROGRAM" path contains these files to hold the
information which differs for your store:
BILLS.MEM MOTD.MEM PW_CODE .MEM
CAT.MEM PARAMS.MEM SALESMEN.MEM
LASTNUMB.MEM PARAMS2.MEM VTIFNKEY.MEM
The "PROGRAM" path may contain these files, which can be
removed:
COPYVTI.EXE PKUNZIP.EXE VTIEMPTY.ZIP
INSTALL.BAT UPDATE.BAT VTIFNKEY.MEM
KILLTHIS.KIL* VTI97.BAT+ VTIPRINT.ZIP
SUPPORT VTIDOCS.EXE VTITUTOR.ZIP
VTIUPDAT.EXE
+ Required for option 9-7 to appear on the screen
* Created when "Using Network" setup option is set to "X"
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SUPPORT contains the phrase which appears after the word
"Support:" on the Title Screen.
The "DATABASE" path must contain these files:
ANNUARPT.DBF MEMO.NTX RENTRANS.DBF
CATACTDA.DBF MONTHRPT.DBF RENTRARC.DBF
CATACTMO.DBF PARAMS.DBF RENTRAST.NTX
CATACTYR.DBF PREBOOKS.DBF RESERVES.DBF
CUSTACCT.NTX PRERELDT.NTX RESERVES.NTX
CUSTNAME.NTX PRETITLE.NTX TOPTAPES.DBF+
CUSTOLD.NTX RATETABL.DBF USERNAME.NTX
CUSTOMER.DBF RENINVEN.DBF USERS.DBF
DAILYRPT.DBF RENNUMBR.NTX USERS.NTX
MEMO.DBF RENTITLE.NTX
+ A temporary file is used by all stations.
These files come from VTIEMPTY.ZIP ("actual use" version) or
VTITUTOR.ZIP (tutorial version) using PKUNZIP.EXE, or can be
created by the VTI program itself (press <Esc>ape at the
prompt which indicates unable to use a file then pressing
<Enter> when told doing so creates the file).
The "WORKFILES" path may contain these files. The presence
of one of these files usually means a routine was
interrupted before it was completed. They may be deleted
without problem.
BRANCHnn#.DBF FORSALE.DBF TEMPCUST.DBF
BRANCH1nn#.NTX FORSALE.NTX TEMPSTRU.DBF
BRANCH2nn#.NTX INVPRNnn.TXT# TEMP.DBF
BRANCH3nn#.NTX RENADDnn.DBF# TEMP.NTX
CUSTBEST.DBF RENTRADU.NTX TEMPnn.DBF#
CUSTBIRT.DBF SELLLIST.DBF TEMPSTRU.DBF
CUSTDEL.DBF STAT.DBF TEMPTAPE.DBF
CUSTMAIL.DBF STATUS.NTX TEMPTAPE.NTX
CUSTMAIL.NTX STRU.DBF TEMPTRAN.DBF
CUSTMCUS.NTX TAPEBEST.DBF TIMES.DBF
DEL.DBF TAPELIST.DBF TO_x+.DBF
DEL.NTX TEMPBEST.DBF TOTALS.TXT
EOD.DBF
#nn refers to the station number.
+x refers to the letter to specify a store to/from which
tapes are transferred.
TOTALS.TXT is the file created by the Summary of Invoices
report so that you may take the sales figures to other
programs.
The absence of a "PROGRAM" file causes the program to abort
and may be replaced only with the distribution/installation
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diskette. If the *.DBF-type "DATABASE" file is missing,
replace it by selecting option 9-* "Update Routines." If
the missing file is a *.NTX-type "DATABASE" file, use
"Master Menu" option 9-1 to "Reindex Databases."
The ROOT (\) directory of your hard disk drive usually
contains the VTI.BAT and VTITUT.BAT files. If your computer
uses a special directory to hold all the batch files, be
sure the proper PATH command is issued. If VTI is in a
directory other than VTI or VTITUT, the loading file name is
what you made it.
FILE STRUCTURE
VTI's files are dBASE compatable and may be accessed from
dBASE or any of the programs which use compatable files.
This allows you to create special reports or retrieve
special information.
From time to time, the exact structure may change. For a
report of the current file structure, you may use option 9-
*, which checks the file structure for the current version.
When the "press any key . . ." prompt appears, enter an
asterisk <*>, then specify the printer (which may also be a
file name). The program prints an uncommented report
listing field name, field type, field length, and field
decimals.
FILE NAME: CUSTOMER.DBF -- Customer master file
ACCTNO C 12 0 Flush right with leading spaces.
This is the number entered at
"account number prompt"
LASTNAME C 15 0
FIRSTNAME C 10 0
ADDRESS C 25 0
CITY C 15 0
ST C 2 0
ZIPCD C 5 0
CARRT C 4 0 Postal Service Carrier Route
(opt)
WITHINCAR C 4 0 Extra sorting (opt)
CARRTBASIC C 1 0 Determines regular or Carrier
Route
PHONE1 C 8 0
PHONE1TYPE C 1 0 May be any character
PHONE2 C 8 0
PHONE2TYPE C 1 0 May be any character
DATEJOINED D 8 0 (opt)
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MEMBEREXP D 8 0 No check out if this date is
older than today
PURCHASES N 9 2 Total purchases $ made by this
customer
RENTALS N 8 2 Total rental $ made by this
customer
RENTALQTY N 4 0 Number of items rented by this
customer
CURRENTBAL N 9 2 Current balance on account
BALOWEDSIN D 8 0 Last invoice date
MOVPASSES N 10 2 Number of "movie passes" this
customer is due
COUNTER N 3 0 (no longer used)
NEWSLETTER C 1 0 Y/N - this customer is on
mailing list
WAITLIST C 1 0 Y/N - this customer can reserve
tapes
CHARGERENT C 1 0 Y/N - this customer allowed to
charge
CREDITLIMT N 9 2 Amount allowed to be charged
before "totals screen" screen
asks for verification
LASTPURDT D 8 0 Date last item was purchased
OLDNUMBER C 8 0 This is "Reference Number."
Must be flush right with leading
spaces. Usually begins with 1
and continues upward.
RATECODE C 1 0 (Not used)
WEEKEND C 1 0 Y/N - This customer gets the
"weekend rate."
MEMO N 8 0 This customer's record number in
MEMO.DBF is set to 0 if there is
no memo for this customer
CCARD C 28 0 The "permanent memo" for the
customer, appears in highlight
on the invoicing screen.
----------------------------------------
FILE NAME: USERS.DBF -- The list of authorized users.
ACCTNO C 8 0 Same as "OLDNUMBER" in
CUSTOMER.DBF
USER C 16 0 Authorized user's name. Usually
Lastname, Firstname.
ID C 15 0 Space for Driver's license,
social security, or other number
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DOB D 8 0 Date of birth. Required if you
are checking user's age against
tape's rating.
LI C 2 0 The "treat as" age limit
INIT C 3 0 (Not used)
----------------------------------------
FILE NAME: MEMO.DBF -- The file containing customer memos.
MEMO1 C 76 0 The nine lines of the memo
MEMO2 C 76 0
MEMO3 C 76 0
MEMO4 C 76 0
MEMO5 C 76 0
MEMO6 C 76 0
MEMO7 C 76 0
MEMO8 C 76 0
MEMO9 C 76 0
ACCTNO C 8 0 Same as "OLDNUMBER" in
CUSTOMER.DBF
----------------------------------------
FILE NAME: RENINVEN.DBF -- The inventory master file.
TAPENUM C 12 0 Tape number or product stock
number. Must be flush right
with leading spaces.
TITLE C 30 0 Flush left
RATING C 2 0 Can be any number 00-30 or an
MPAA rating code (see manual).
Not used for retail items.
RETAIL N 6 2 The retail price. For reference
in rental items and the selling
price for retail items.
COST N 6 2 The store's cost. Should not be
$0.00. Used in determining
inventory valuation.
VENDOR C 8 0 Just a space to record the
vendor.
PURDATE D 8 0 The item's purchase date. See
note below.
RELDATE D 8 0 The item's release date. The
later of PURDATE and RELDATE
determines whether or not a tape
is "now renting" when printing
reservation reports.
CATEGORY C 2 0 Used by category reports. Must
begin with "$" for retail items.
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FORMAT C 1 0 (Not used)
BASERENT C 1 0 The "rate table" code which is
the basis for pricing on this
rental item. Not used by retail
items.
LABNUM C 10 0 Just space to record
information. Was originally
intended for the tape's stock
number.
TIMES01 N 3 0 The number of times this item
was rented on the VTI program in
the most recent January. Will
be 0 until VTI is used in the
month of January.
TIMES02 N 3 0 Same as TIMES01 except February.
TIMES03 N 3 0 Same as TIMES01 except March.
TIMES04 N 3 0
TIMES05 N 3 0
TIMES06 N 3 0
TIMES07 N 3 0
TIMES08 N 3 0
TIMES09 N 3 0
TIMES10 N 3 0
TIMES11 N 3 0
TIMES12 N 3 0
TIMESTOT N 7 0 Total number of times this item
has rented on the VTI program.
REVENUE N 8 2 Total revenue received by this
item on the VTI program.
AVAILABLE N 6 0 The "in stock" quantity of
retail items. Not used by
rental items.
STATUS C 1 0 (Not used)
LASTBRANCH C 1 0 The last branch/rack which had
this tape. LASTBRANCH,
LASTBRDATE, CURRENTBRA, and
CURBRDATE are not used if your
store does not have
branches/racks.
LASTBRDATE D 8 0 The date the last branch/rack
returned this tape.
CURRENTBRA C 1 0 The branch/rack which currently
has this tape.
CURBRDATE D 8 0 The date the current branch/rack
got this tape.
----------------------------------------
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------------------------------------------------------------
FILE NAME: RENTRANS.DBF -- The "most recent" rental
transactions (there is no transaction file for retail
items). Items are deleted from this file when they are
transferred to RENTRARC.DBF by "Pack Transactions" routine.
ITEMNUMBER C 12 0 The tape's number. Same as
TAPENUM in RENINVEN.DBF
DUEDATE D 8 0 The day the rental item is due
MEMBERNUMB C 8 0 Same as "OLDNUMBER" in
CUSTOMER.DBF
INVOICEDAT D 8 0 Date of invoice.
INVOICETIM C 5 0 Invoice time.
STATUS C 1 0 Either "O" for out or "B" for
back. "O"ut items stay in this
file. Only "B"ack items may be
packed and moved to RENTRARC.DBF
PRICEEA N 8 2 The price paid for each day's
rental
----------------------------------------
FILE NAME: RENTRARC.DBF -- The older rental transactions.
File gets additional transactions from RENTRANS.DBF when the
"Pack Transaction" routine is run. Delete records from this
file with the "Archive Transactions to Floppy" routine,
which moves the oldest transactions to a file of the same
name on floppy diskette.
ITEMNUMBER C 12 0 see RENTRANS.DBF
DUEDATE D 8 0
MEMBERNUMB C 8 0
INVOICEDAT D 8 0
INVOICETIM C 5 0
STATUS C 1 0
PRICEEA N 8 2
----------------------------------------
FILE NAME: RESERVES.DBF -- The tapes on the "reservations"
or "waiting list"
TITLE C 30 0 Tape's title. Must come from
RENINVEN.DBF
ACCTNO C 8 0 Same as "OLDNUMBER" in
CUSTOMER.DBF
USER C 10 0 Spaces for a note of who wants
tape
DATEOFRES D 8 0 System date at time record was
created. The default method is
a waiting list and is sorted by
DATEOFRES+TIMEOFRES.
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Video Tape Invoicing Appendices
------------------------------------------------------------
TIMEOFRES C 5 0 System time at time record was
created
REQUESTED C 15 0 Date requested. The option
method of sorting is
REQUESTED+DATEOFRES+TIMEOFRES
PHONES C 78 0 Just a memo space.
----------------------------------------
FILE NAME: PREBOOKS.DBF -- A "note pad" file to help you
keep track of titles you have ordered, but not yet received.
RELDATE D 8 0 The scheduled release date.
MUST be entered for each title
or the prebook report will not
print.
TITLE C 30 0 The title
COPIES N 2 0 The number of copies you have
booked
COST N 6 2 Your cost per tape.
VENDOR C 8 0 The vendor. Note: Make a
separate entry when you book the
same title with more than one
vendor.
RETAIL N 6 2 The title's retail price.
LABNUM C 10 0 Note space for vendor's stock
number or other information.
CATEGORY C 2 0 The tape's category.
RATING C 2 0 The tape's rating.
FORMAT C 1 0 (Not used)
BASERENT C 1 0 Intended to enter the rate table
you plan to use for this tape.
ACTORS C 25 0 Just memo space. Not used.
RECD L 1 0 A mark that the title is
received.
Note: There is NO interface between PREBOOKS.DBF and
RENINVEN.DBF
----------------------------------------
FILE NAME: RATETABL.DBF -- Accessed by the setup routine for
rates. Used by invoicing routine to determine price per
day.
CODENAME C 1 0 The rate table (such as 1, 2, 3,
A, B, etc.)
SUNDAY N 5 2 The price to charge for Sunday
on one-day rentals.
MONDAY N 5 2 The price to charge for Monday.
. .
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Video Tape Invoicing Appendices
------------------------------------------------------------
TUESDAY N 5 2
WEDNESDAY N 5 2
THURSDAY N 5 2
FRIDAY N 5 2
SATURDAY N 5 2
SUNDAY1 N 5 2 The price to charge for the
second day when a tape is rented
on Sunday.
MONDAY1 N 5 2 The price to charge for the
second day when a tape is rented
on Monday . . .
TUESDAY1 N 5 2
WEDNESDAY1 N 5 2
THURSDAY1 N 5 2
FRIDAY1 N 5 2
SATURDAY1 N 5 2
SUNDAY2 N 5 2 The price to charge for each
additional day over 1 when a
tape is rented on Sunday.
MONDAY2 N 5 2 The price to charge for each
additional day over 1 when a
tape is rented on Monday. . .
TUESDAY2 N 5 2
WEDNESDAY2 N 5 2
THURSDAY2 N 5 2
FRIDAY2 N 5 2
SATURDAY2 N 5 2
DEFDAYS N 2 0 The default "number of days" for
this tape to rent. Is 1 if left
blank
SPAVAIL C 7 0 The code for days a "special" is
available. You must enter
0123456 if you want the special
to be available every day.
SPNUMDAYS N 2 0 The default "number of days" for
a special.
SPTTLAMT N 7 2 The "total amount" for a
"special"
----------------------------------------
FILE NAME: PARAMS.DBF -- Used in network environments when
there is more than one workstation using VTI. It contains
the "setup" information exceptions for each station. Refer
to the setup information for the detailed information on
these options.
ST C 2 0 Station number. Must be 01 - 99
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Video Tape Invoicing Appendices
------------------------------------------------------------
FL C 2 0 Local floppy disk drive letter
(eg. A: or B:)
DB C 30 0 Database location (eg. C:\VTI\)
PR C 30 0 Program location (eg. C:\VTI\)
WO C 30 0 Workfile location (eg. C:\VTI\)
COL C 30 0 Color code
PR10 C 27 0 Reports printer 10 c.p.i. code
PR12 C 27 0 Reports printer 12 c.p.i. code
PR17 C 27 0 Reports printer 17 c.p.i. code
REPR C 1 0 Option to reprint invoices
PRNINVO C 30 0 Invoicing printer (eg. LPT1:)
PRNREPO C 30 0 Reports printer (eg. LPT2:)
DRAW C 27 0 Cash drawer opening code
INVO10 C 27 0 Invoicing printer print code
BACK C 30 0 Bring back printer
REVLF C 27 0 Reverse line feed code for
invoicing printer.
EOILF C 4 0 Number of extra line feeds at
end of invoice.
EOIRLF C 4 0 Number of reverse line feeds
before printer starts printing
invoice.
----------------------------------------
FILE NAME: DAILYRPT.DBF -- A one-line per invoice summary of
each invoice generated by the program since the last "daily
report" was printed, even if an invoice was not printed on
paper for that transaction.
DATE D 8 0 The date of the invoice
INVOICE C 5 0 The invoice number
CUSTOMER C 8 0 Same as "OLDNUMBER" in
CUSTOMER.DBF
CUSTACCT C 12 0 Same as "ACCTNO" in CUSTOMER.DBF
CASH N 8 2 $ Amount of "cash remitted"
PASSES N 8 2 $ Amount of "passes used"
DISCOUNTS N 8 2 $ Amount of "discounts" used
CHARGES N 8 2 $ Amount "charged"
SALESPER C 8 0 Salesperson. Used to sort by
salesperson summary at end of
daily summary.
RENTITEMS N 3 0 Number of items rented on the
invoice
RENTALS N 8 2 Amount of the rentals on the
invoice
PURCHASES N 8 2 Amount of purchased on invoice
RENTTAX N 8 2 Sales tax on rented items
RETAILTAX N 8 2 Sales tax on retail items
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Video Tape Invoicing Appendices
------------------------------------------------------------
----------------------------------------
FILE NAME: MONTHRPT.DBF -- One line for each "daily summary"
run during the month
DATE D 8 0 Date "daily summary" was run.
TIME C 5 0 Time "daily summary" was run.
CASH N 8 2 $ "Cash" total from "daily
summary"
PASSES N 8 2 $ "Passes" total from "daily
summary"
DISCOUNTS N 8 2 $ "Discounts" total from "daily
summary"
CHARGES N 8 2 $ "Charges" total from "daily
summary"
TOTAL N 8 2 $ "Total" from "daily summary"
RENTALS N 8 2 $ "Rentals" total from "daily
summary"
PURCHASES N 8 2 $ "Purchases" total from "daily
summary"
RENTTAX N 8 2 $ "Rental tax" total from "daily
summary"
RETAILTAX N 8 2 $ "Retail tax" total from "daily
summary"
----------------------------------------
FILE NAME: ANNUARPT.DBF -- Similar to MONTHRPT.DBF except is
one line for each "monthly summary" run during the year.
DATE D 8 0
TIME C 5 0
CASH N 8 2
PASSES N 8 2
DISCOUNTS N 8 2
CHARGES N 8 2
TOTAL N 8 2
RENTALS N 8 2
PURCHASES N 8 2
RENTTAX N 8 2
RETAILTAX N 8 2
----------------------------------------
FILE NAME: CATACTDA.DBF -- A one-line per category summary
based on the day's invoices. Prints at the end of the
"Daily Summary of Invoices."
CAT C 2 0 "CATEGORY" from RENINVEN.DBF
XACTIONS N 8 0 The "number of days" from the
invoice
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Video Tape Invoicing Appendices
------------------------------------------------------------
AMTEACH N 10 2 The total price from the invoice
Note: If two or more tapes from a given category appear on
one invoice, the sum of the tapes is included in the
XACTIONS and AMTEACH fields.
----------------------------------------
FILE NAME: CATACTMO.DBF -- Similar to CATACTDA.DBF, except
for the month.
CAT C 2 0
XACTIONS N 8 0
AMTEACH N 10 2
----------------------------------------
FILE NAME: CATACTYR.DBF -- Similar to CATACTDA.DBF and
CATACTMO.DBF, except for the year.
CAT C 2 0
XACTIONS N 8 0
AMTEACH N 10 2
TRANSACTION FILES
The transaction file system provides one of the most
powerful features of the Video Tape Invoicing Program. The
program can tell you important information about each tape
and each customer because it maintains transaction files and
rental histories.
Contained in RENTRANS.DBF are the most recent transactions.
Each time you do a "Master Menu" option 8-1 "Pack
Transaction File," the tapes "returned" are added to the
hard disk RENTRARC.DBF file. As this file gets larger, do
an option 8-2 "Archive Transactions to Floppy" diskette.
Since you can number and date the floppy diskettes as they
are created, there is virtually no limit of how many
transactions you can have available.
From "Master Menu" option 2-4 "Customer Reports," "Customer
Report Menu" option <4> you can get a list of "Tapes a
Customer Has Rented."
From "Master Menu" option 3-4 "Tape Reports," "Tape Report
Menu" option <4>, you can "Check the Rental History of a
Tape" and get a list of customers who have rented the tape.
See the detailed section on these options for more details.
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------------------------------------------------------------
NETWORKING
VTI operates using NETBIOS calls. I know of locations it is
operating on Invisible Network , Novell Netware ELS ,
MainLan , and Lantastic . It probably works with other
systems.
VTI makes no attempt to resolve any network contention
(struggle between two or more stations for access to a
single file or record) problems. It merely waits on the
network to release a record or file, beeping every few
seconds. The operator may press <Esc>ape to quit to DOS.
If the choice is made to exit to DOS, the program may be
reloaded and the operation tried again or a different
operation may be started.
A network with a enough stations can be doing all these
activities at once, although each activity is limited to one
station.
* Branch invoicing or reports
* Mailing lists
* Printout of customers owing money
* Printout of tapes in inventory
* Best/Worst tapes reports
* List of tapes out to customers
* List of tapes for sale
* Prebooked tapes
* Summary of Invoices (Daily report)*
* Invoicing must be suspended when any station does a
Summary of Invoices.
Any number of stations may do any combination of these
activities, except when suspended by general maintenance:
* Adding tapes*
* Adding customers*
* Adding users
* Invoicing
* Invoicing may be suspended for a few seconds when another
station completes the entry of new tapes or new customers.
All activities must stop for general maintenance,
reindexing, and system setup. This is common to all
networks and multi-user operating systems. VTI places "file
locks" on individual files and records as required and
depends upon DOS to place the locks during DOS-level
commands. This allows some work to continue.
------------------------------------------------------------
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Video Tape Invoicing Appendices
------------------------------------------------------------
When making backups, it is usually desirable for all
stations to exit to DOS from VTI, perform the backup, then
return. This prevents the backup program from being "locked
out" of a file and not copying it. If you can disable the
network temporarily, you may place the commands in the
VTI97.BAT file, rather than issuing them from DOS.
NETWORK FILE LOCATION
VTI uses three paths for its files The "DATABASE" and
"PROGRAM" paths are usually the same (a DOS SHAREd directory
such as C:\VTI\). The "WORKFILES" may be in a directory
reserved (not SHAREd) for the use of the station
(C:\VTI\STA01\, C:\VTI\STA02\, etc.). All stations'
"WORKFILES" can be in the same location, even the same
location as the "DATABASE" and "PROGRAM" files, provided the
correct station number is entered when the program is
started (the station number controls the name of the
"workfiles"). The path names are specified in Setup 9-4-6
and may be left blank to choose the "current directory"
(required by some network software).
The default VTI station number is based on the name of the
computer. The program looks for the first one or two
numeral(s) to determine the name (the VTI station number is
"01" when your computer's name is "STA01" and "03" when the
computer name is C3P45X12). If the network name does not
include a station number between "01" and "99," VTI shows
two blank spaces where a valid number must be entered. If
this happens because your network cannot pass a name to the
VTI program, include the following line in your AUTOEXEC.BAT
file:
SET NETNAME=STA01
(STA02, STA03, etc.) for each station. If you try to
respond to the two spaces, you have five attempts before the
program quits to DOS. The "Network" question in the "setup"
must be <Y>es or <X> before the program asks for a network
station number.
When the network installation allows all stations to load
the program from the same directory (eg. C:\VTI), only one
copy of the VTIMENU.EXE, VTI.BAT, and *.MEM files is needed.
When the network requires the station to load from its own
directory, the system must either (a) provide the necessary
PATH or search statements for the network and computers to
find and load the files from the "PROGRAM" path, or (b)
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Video Tape Invoicing Appendices
------------------------------------------------------------
install duplicate copies of the VTIMENU.EXE, VTIMENU.OVL and
*.MEM files in each directory. The first method is
preferred, since the second method requires updating of the
directory anytime a change is made in any setup parameter or
daily message. In either case, the VTI.BAT file or several
VTInn.BAT files must be written to handle these
requirements.
Some networks use the DOS SUSBT command (eg. SUBST W:
C:\VTI\STA02) when directories are made. In these cases,
the location specified in option <6> "Hardware & File
Location" of the "Setup Routines" option could be different
(you might need to use W:\ instead of C:\VTI\STA02).
Commands such as SUBST are executed from AUTOEXEC.BAT,
rather than VTI.BAT.
Options 9-3, 9-5, 9-6, 9-7 and 9-8 require the availability
of COMMAND.COM, which may present some problems on some
networks. You may need to include a SET COMSPEC=xxxx line
in your loading file. The program gives a warning if it's
having trouble with this.
Refer to your network manual and dealer for more
information.
VTI INSTALLATION ON "INVISIBLE ETHERNET" NETWORK
Here are the significant portions of the batch files used to
load Invisible Network and then VTI at the store I used to
own. This configuration uses three printers (LPT1: on each
computer for invoices and LPT2: on the host as the "reports"
printer for both computers). These files are on the
network's host computer:
The host computer's The host computer's
CONFIG.SYS file AUTOEXEC.BAT file
FILES=100 ECHO OFF
BUFFERS=35 PATH=C:\;C:\DOS;..;C:\NET30
FCBS=16,8 C:
STACKS=64,128 CD \
LASTDRIVE=F ECHO Press Ctrl-C to stop.
DEVICE=C:\NET30\N30DEV.SYS To load network,
SHELL=C:\COMMAND.COM /P PAUSE
/E:0500 NET
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Video Tape Invoicing Appendices
------------------------------------------------------------
The host computer's NET.BAT The host computer's VTI.BAT
file file
ECHO OFF ECHO OFF
SET COMSPEC=C:\COMMAND.COM CD \VTI
C:\NET30\ETHBIOS SET CLIPPER=V016;R016
C:\NET30\SHARE VTIMENU
C:\NET30\MINSERVE 01 LPT2 CD \
C:\NET30\PQ NOFEED
SET NETNAME=STA01
VTI
Notice an option to NOT load the network. Press Ctrl-C at
the "Press any key to continue" prompt (caused by PAUSE),
then type VTI to load the program without network (your
computer and setup may require other considerations to work
off network).
These files are on each station's boot diskette:
Each "workstation's" Each workstation's
CONFIG.SYS file: AUTOEXEC.BAT file:
FILES=20 ETHBIOS
BUFFERS=20 SHARE
FCBS=16,8 REDIRECT
STACKS=64,128 MAP C: \\01\C:\ /W
LASTDRIVE=D C:
DEVICE=N30DEV.SYS CD \
SHELL=\COMMAND.COM /P PATH=C:\NET30;C:\DOS;..;C:\
/E:0500 ;C:\VTI
C:\NET30\MAP LPT3 \\01\2 /W
C:\NET30\NETCLOCK \\01\
C:\NET30\PQ NOFEED
SET NETNAME=STA02
SET COMSPEC=A:\COMMAND.COM
VTI
The SET NETNAME=STA02 changes with each station. If may not
be needed on your network. Consult your manual for
information on the version you are using and for use with
other configurations.
VTI INSTALLATION ON "NOVELL" NETWORK
VTI has been installed on a network computer system using
Novell ELS (version 4.1). The server has 640-k standard and
1.5-Meg extended memory. The workstation has 640-k memory.
To make the Novell network ready for VTI:
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Video Tape Invoicing Appendices
------------------------------------------------------------
* Create an account for VTI and assign these rights to the
account:
Read, Modify, Write, Create, Delete.
* If you have not already done so, include the location of
the COMMAND.COM file (see "Mapping a Search Drive to
Access the Correct DOS Directory" in the NetWare
installation manual).
* If you have not already done so, include the command to
redirect the output to a printer and check the print
queue (see Novell's HELP facility). SPOOL L=1 (where
"L" is for "line printer" and "1" is for "LPT1").
Follow the VTI manual to install the files onto your server.
* Substitute F:\ for references to C:\ in the process.
Type A: <Enter> to make the A: drive the default drive.
The installation command is A:INSTALL A: F:
* The VTI program may add AUTOEXEC.BAT and CONFIG.SYS
files to the network root directory, which you may
delete.
If your workstation boots with DOS, be sure to set a minimum
of:
FILES=20
BUFFERS=20
in the CONFIG.SYS file on the boot disk(ette).
When you run VTI the first time, select option 9-4 "Setup
Routines." Replace all references to C:\VTITUT\ or C:\VTI\
with F:\VTITUT\ or F:\VTI\ (see the VTI appendix "Network
File Location").
Thanks to LeRoy H. Grubbs of Advanced Business Computing,
P.O. Box 371, Lexington Park, MD 20653, (301) 737-1747, for
this information on Novell network installation. The usual
disclaimer of warranties apply: Neither LeRoy nor I accept
any responsibility for any data entrusted to any computer or
network, and we are not responsible for any damages which
may result from the use of this information or the VTI
program. This DISCLAIMER includes our express DENIAL OF ANY
WARRANTY OF MERCHANTABILITY OR WARRANTY OF FITNESS FOR A
PARTICULAR PURPOSE.
VTI INSTALLATION ON "MAINLAN" NETWORK
VTI has been successfully installed on a MainLan Network.
Here is how it was done:
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Video Tape Invoicing Appendices
------------------------------------------------------------
The host computer's The host computer's VTI.BAT
CONFIG.SYS file file
DEVICE=C;\ANSI.SYS ECHO OFF
DEVICE=C:\RAMDRIVE.SYS 384 CD \VTI
512 64/E SET CLIPPER=V016;R016
LASTDRIVE=E VTIMENU
FILES=41 CD \
BUFFERS=20
The workstations's
The host computer's CONFIG.SYS file
AUTOEXEC.BAT file FILES=40
ECHO OFF BUFFERS=20
PATH=C:\VTI;C:\MAINLAN\PROG
RAMS The workstation's
C:\MAINLAN\PROGRAMS\NET AUTOEXEC.BAT file
PROMPT=$P$G A:\MAINLAN\PROGRAMS\NET
NET A:\CONNECT C: STA01 VTI
SET CLIPPER=V016;R016
The host computer's NET.BAT C:
file CD \VTI
ECHO OFF VTIMENU
C:\MAINLAN\PROGRAMS\ISNET A:
IF ERRORLEVEL=1 GOTO
:GOTNET
C:\MAILNAN\PROGRAMS\NET
GOTO :EXIT
:GOTNET
C:\MAINLAN\PROGRAMS\NETMENU
:EXIT
Thanks to Ngo Van Nguyen of Dallas, Texas for this
information on MainLan network installation. The usual
disclaimer of warranties apply: Neither Ngo nor I accept any
responsibility for any data entrusted to any computer or
network, and we are not responsible for any damages which
may result from the use of this information or the VTI
program. This DISCLAIMER includes our express DENIAL OF ANY
WARRANTY OF MERCHANTABILITY OR WARRANTY OF FITNESS FOR A
PARTICULAR PURPOSE.
VTI INSTALLATION ON OTHER NETWORKS
Other networks will use commands similar to those mentioned
above. I'll be happy to give you credit for instructions
for other networks if you'll send me the instructions.
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Video Tape Invoicing Appendices
------------------------------------------------------------
ACKNOWLEDGEMENTS
The following are trademarks or registered trademarks of
their respective companies:
Clipper Nantucket Corporation
dBASE, dBASE III, dBASE
III Plus, dBASE IV Ashton-Tate, Inc.
Microsoft, MS, and MS-DOS Microsoft Corporation
IBM, PC/XT, PS/2 International Business Machines
Epson Seiko Epson Corporation
Novell, Netware, ELS Novell
Invisible Ethernet Invisible Software
WordPerfect WordPerfect Corporation
PC-Tools, PC-Tools Deluxe Central Point Software
ZIP Code, ZIP+4 United States Postal Service
PKZIP, PKUNZIP, PKSFK PKWARE, Inc. (used under license)
Hewlett-Packard, LaserJet,
LaserJet III Hewlett Packard Company
Special thanks to these persons:
* Chadd Wirth of Prescott, AR for the "spark" of
inspiration that made me "use my brain" and make this
program available to other stores.
* LeRoy H. Grubbs of Lexington Park, MD for Novell network
installation instructions.
* Ngo Van Nguyen of Dallas, Texas for MainLan network
installation instructions.
* Kevin McKinnon of Electronic Store, Inc., Prescott, AR
for the hundreds of hours spent testing VTI before its
release to the rest of the world, for proof-reading the
manual and for contributing several of the procedures
and techniques.
If I've left out any person or company, I'll be happy to
include it in the next revision of this manual. Special
thanks to all the shareware distributors and bulletin boards
for the distribution of this program.
------------------------------------------------------------
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Video Tape Invoicing Index
------------------------------------------------------------
INDEX
ACCOUNT NUMBERS CATACTMO.DBF
explained 65 structure 119
ACCOUNTING CATACTYR.DBF
Method 60 structure 119
ACCOUNTS CATEGORY
definition 17 $ for retail items 73
more than one per Activity Report 78
customer 51 For Rental Items 72
ACTUAL USE CHARACTER
location 11 definition 17
AGE! CHARGING
on invoice screen 25, after invoice printed
50 106
ANNUARPT.DBF credit limit 83
structure 118 Forcing memo 87
ANOMALIES to Customers 56
with program 102 CLOSED
ASSUMPTIONS 11 Days store is closed
AUTHOR 8 83
AVAIL CODE
on invoice screen 25, Validation 83
46, 50 CODES
BAC 29, 40, 49 12-digit validation 8
BACKUP Customer Edit Screen
Commands 36, 97 85
Networks 121 electronic cash drawer
Restoring from 100 94
BRINGING BACK Printer 93
Tapes 29, 40 Screen color 94
BUFFERS Tape Price 73
BUFFERS=20 13 Validation 83, 95
Typeahead 85 COLOR
CANCEL monitors 7, 94
key 24, 53 COMPUTER
CAPACITY name on a network 36
of program 6 turning off 97
CAPITALIZATION 21 CORRECTING
CARRT Invoice line 26, 52
carrier route field 65 CORRUPTED DATABASE
CASH DRAWER what to do if 100
electronic 25 COUPONS
electronic setup 94 after invoice completed
for money 25 106
CATACTDA.DBF as discounts 54, 55
structure 118 On Totals Screen 87
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Video Tape Invoicing Index
------------------------------------------------------------
CREDIT LIMIT DATA ENTRY SCREEN
override 56 definition 18
Setup 83 DATABASES
CUSTOMER see "FILES" and page
Edit screen phone codes 92
85 DATE 28
CUSTOMER ACCOUNT Century 85
definition 17 DAY OUT
Duplicate Account on invoicing screen 46
Numbers Report 80 DAYS
on printed invoice 58 on invoicing screen 50
CUSTOMER.DBF DAYS RENTED
structure 110 extra 40
CUSTOMERS on invoice screen 50
Adding from Invoicing DISCOUNTS
31, 44 from Top Tapes 89
Adding from Master Menu from total 54, 55
64 group of tapes 89
Bad not in mailing list DISCREPANCIES
68 between computer and
Best in mailing list actual tapes out 59
68 DISK DRIVES
Charges to account 56, Floppy 92
106 Hard disk 92
Credit limit 56, 83 DISPLAY
Definition 17 definition 18
Deleting from Master DOS 10, 17
Menu 64 command from VTI 96
Editing from Invoicing commands 36
Menu 31, 45 Quit to 97, 121
Editing from Master DRIVERS
Menu 64 Customized Invoice 88,
File Maintenance 64 99
Lookup from invoice DUE DATE
screen 21, 45 of tapes 44
Marginal in mailing EDIT
list 68 Customers 45
Postcard Bills 70 Tapes 32
previous balance 55 Users from Invoicing
previous balance 45
correction 53, 55 ENTER
who have CANCELed 68 definition 19
who have MOVEd 68 ERRORS
Without Users Report messages 14, 16, 36,
81 85, 92, 100, 103
DAILYRPT.DBF problems with equipment
structure 117 99
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------------------------------------------------------------
FILE LOCATION FUNCTION KEYS
see "FILES" and page definition 19
92 Programmable 94
FILES GETTING STARTED 35
*.OLD 97 HARD DISK DRIVE 11, 100
AUTOEXEC.BAT 14, 100 HELP
BRINGBAC.TXT 93 on invoice screen 38
CONFIG.SYS 13, 14, 100 HUSBAND and WIFE
COPYVTI.EXE 11 example 30
DATABASES location 92, INSIDE SEARCH
108 Lookup tapes 46
FILES=20 13, 101 INVENTORY
INSTALL.BAT 11, 13 see TAPES and page 71
INVOFORM.DBF 99 INVOICE
KILLTHIS.KIL 84 area 21
Location 92 Charges to account 56
MANUAL.TXT 12 explained 58
Network File Location forms 7
121 message on bottom 91
PARAMS.DBF 97 Prepay rentals 56
PARAMS.MEM 15 printing 29
Printing to 85, 93 screen 23
PROGRAMS location 92, INVOICES
108 Customized printer
README.VTI 11 drivers 12, 58, 88,
RENTRANS.DBF 119 99
RENTRARC.DBF 79, 119 messages 90, 91
Size of 82 Page Size 88
Structure of 110 Reprint 47, 57, 88
Transaction 47, 119 INVOICING
Used by program, Customer 37
complete list 107, overview 37
108 Printer 92
VTI.BAT 14, 20, 35, Printer Control 88
36, 96 tutorial 20
VTI97.BAT 37, 96 INVOICING COMMANDS
VTIDOCS.EXE 12 <BIRTHDAY> 46
VTIPRINT.ZIP 99 <C>orrections 26, 52,
VTITUT.BAT 14, 15, 20, 53
28, 36, 96 <I>nside search for
VTIUPDAT.EXE 12 title 46
WORKFILE location 92, <L>ookup 31, 52
108 <MEMO> 40, 52, 56
FLOPPY DISK DRIVE 92 <O>ther charges 53
archived transactions <P>rint Invoices Again
79 24, 58
Retrieving Archived <R>eserve Title 41
Transactions 68, 76
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Video Tape Invoicing Index
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INVOICING COMMANDS (cont) MAILING LIST (cont)
<S>ummary of Invoices select manually 69
47 size 69
<T>op Tapes 47 to customers 68
<T>otal 23, 26, 53 MAILLIST
Bring <B>ack 29, 30, field 65
39, 103 MAINTENANCE
ITEMS General 81
definition 17 Periodic 79
KEP 29, 40, 49 MANUAL
KEYS Table of Contents 1
<Del> 57 Topics discussed 5
<Esc> 18 MASTER MENU
<F10> 36 default to Invoicing
Page control 32 85
Programmable Function described 20
Keys 94 Option <97> 37, 96
LATE TAPES shown 36
additional charges at a MEMBERSHIP
time 90 Application 32
LI MEMO
on user edit screen 66 Forcing when charging
on user selection 87
screen 48 on invoice screen 40,
LOADING 49, 52
the program 36 Report of Customers
the tutorial 20, 36 with Memos 70
LOOKUP MEMO.DBF
Customers 21 structure 112
Tapes 22, 25, 46, 51 MEMORY
Tapes, <I>nside Search cache program 100
46 MESSAGE
MAILING LIST Agree to, setup 90
based on last time in Early, setup 90
store 69 on printed invoice 58,
based on rental income 91
68 Thanks, setup 90
by birthday 69 MONTHRPT.DBF
CANCELed customers 68 structure 118
Carrier Route Sort 68 MOVIE PASSES
creation 69 see PASSES and page 54
Customers to receive NAME AND ADDRESS
mailing 68 Store 83
Labels 70 NETWORK
MAILLIST field 65, 68, DOS Version 10
69 File Location 121
MOVEd customers 68 setup 84
Report 70
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Video Tape Invoicing Index
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NETWORK (cont) PREBOOKED TAPES
setup station Add 74
exceptions 94 Browse 74
use of VTI on 36, 120, Delete 74
122, 123-125 Edit 74
NUMBER OF DAYS general 74
changes in 23, 25, 53 Report 74
on invoice screen 38 PREBOOKS.DBF
Prompt 86, 89 structure 115
OPEN ERROR PREMIUM TAPES
message 92, 101 see Top Tapes and page
OPERATOR 47
definition 17 PREPAYMENTS
OTH 49 on account 56
OTHER CHARGES PRICE PER DAY
default amount 90 average 23
on Invoice 53 changes in 23, 53
OUT Prompt 86
on invoice screen 41, shown on invoice screen
50 38
Tapes currently out PRINTER
40, 103 Bring-Back Invoices 92
OWNER/MANAGER codes setup 93
new employee tutorial Invoicing 92
17 Line feeds at end of
PACKING invoice 88
Transaction file 47, on network 93
79 paper positioned 60
PARAMS.DBF port 85, 92
File location 94 Reverse line feeds
structure 116 before invoice 88,
PASSES 93
amount to earn 90 PROGRAMMABLE
as discounts 54 Function Keys 94
calculation 54 PROGRAMS
standard rate when used See "FILES" and page
91 92
PASSWORD PROMPTS
Levels 95 <P>rint Invoices Again
Setup 95 57
when required 37 Abort? 25
PATH Account number 38, 96
DOS statement 14 Amount remitted 54
POSTCARD Amount tendered 23
Bills to Customers 70 Amount to remit 55
POWER FAILURE Apply to Account? 55
What to do after 99 Automatically charge
sales tax 87
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Video Tape Invoicing Index
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PROMPTS (cont) RATING
Bring <B>ack 40 column 25
C> prompt 19, 28 of tapes 72
Cash remitted 55, 56 REC 29, 40, 49
Change Given 55 REGISTRATION
Charge sales tax 23 Policy 8
Coupons/Discounts 55, Terms 36
87 When Valid 8
definition 18 REINDEX
Do you want the after marking for
special? 86 deletion 64, 76
Lookup Tapes 22 from Master Menu 82
Number of days 23, 50, purpose 82
86, 89 Reservations 43
Position Paper 98 when to 82, 103
Price per day 23, 51, REN 29, 49
86 for other charges 53
Reprint invoice 88 RENINVEN.DBF
salesman 24, 26, 54, structure 112
57 RENTRANS.DBF
Tape number 22, 23, structure 114
25, 38, 49, 52, 53, RENTRARC.DBF
86 structure 114
User's age 21, 40, 86 REPORTS
QUIT Best Customers 67
Invoice Menu 27, 48 Best/Worst Tape 75
RACKS Category 77
Check In tapes from 61 Category Activity 78
Check Out tapes to 61 Customer List 67
defined 60 Customer List, sample
Excluding from 33
inventory value 84 Customer with Memos 70
Report of tapes at 62 Customers Who Have
This store 85 Rented a Tape 76
Transfers from 63 Customers Who Owe Money
Transfers to 62 67
RATES Customers Without Users
Rack 61 81
Setup 91 Duplicate Customer
Standard rate 54 Numbers 80
Tables 40, 47, 51, 73, Duplicate Titles 77
89, 91 general specifications
Top Tapes Rate Table 88, 98
91 Inventory 74
Weekend rate customers Last Time in Store 69
49, 89 List of Best Customers
RATETABL.DBF 67
structure 115
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Video Tape Invoicing Index
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REPORTS (cont) SALES TAX
List of Customers 16, charging by each line
67 23
List of Customers Who on invoice screen 51
Owe Money 67 on passes 54
Mailing Labels 70, 98 on printed invoice 58
Mailing List 70 Setup 83, 87
Number and Value of SALESPERSON
Tapes 80 default 87
Position Paper 98 Numbers 26, 57
Postcard bills 70 Setup 92
Prebooked Tapes 74 SAMPLE STORE 20, 24, 25
Premium Tapes Activity SCREEN
77 definition 18
Print Customer List 67 Strange characters
Printer 92 appearing 100
problem with 1/2 page Title 36, 109
eject 103 SEL 49
Rental/Sales History for other charges 53
76 SET CLIPPER
Special 78 Line in Loading File
Summary of Invoices 14
17, 24, 27, 47, 57, SET COMSPEC 14
59, 103 SET NETNAME 121
Tape List 16, 74 SETUP
Tape List, sample 34 electronic cash drawer
Tape Locator 77 94
Tape Rental History 76 Rates 91
Tapes a Customer Has Routines 35, 47, 57,
Rented 67 82
Tapes by Revenue Rank salespersons 92
75 screen colors 94
Tapes Out to Customers SHAREWARE 7-9
28, 29, 30, 59 SIZE
Today to Now 47 of VTI files 82
Value of Tapes 80 SNOW
RES on the screen 15
on invoice screen 50 SPECIAL
RESERVATIONS Do you Want? 86
see "Waiting List" and Reports 78
page 41 STANDARD RATE
RESERVES for movie passes 91
on invoicing screen 46 STATEMENTS
RESERVES.DBF postcards 70
structure 114 STATION NUMBER
RET 49 on a network 36
RETAIL ITEMS STATUS
Specifying with $ 73 on invoicing screen 46
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Video Tape Invoicing Index
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STORE TAPES (cont)
Collection of Rental Prebooked, see
Fees 87 "PREBOOKED TAPES" on
Days closed 83 page 74
Name and Address 83 Price Code 73
Sales Tax collection Purchase Date 73
83, 87 Recheck 40
SUMMARY OF INVOICES Release date 73
from Invoicing Menu 47 Rental History 76
Number of copies 84 Reports 74
SUMMARY OF WORK TO BE DONE Retail Price 73
104 Returned to archive
SYSTEM REQUIREMENTS files 79
of program 7 Top Tapes 47, 79
T Value 80
on invoicing screen Vendor 73
23, 51 TAX
TAPE NUMBER Sales 83, 87
Prompt 86 TERMS
TAPE NUMBERS Registration 8, 36
definition 17 used by program 17, 35
on invoice screen 49 TITLE
prompt 51 Lookup 46
TAPES lookup with <I>nside
Adding 32, 72, 103 search 46
Best/Worst 75 on invoice screen 38
Bringing Back 29 TITLE SCREEN
Categories 73 definition 18
Checked out 30, 41 TITLES
Checked Out to Racks duplicates 77
61 TOP TAPES
Cost 73 additional charges at a
Deletion from "Check time 90
History" 76 Discounts 89
Due Date 44 Display 47
Duplicate Titles Report Rate Table 91
77 Setup code for
Edit 32, 71 selection 91
Label 73 TOTALS
Late returns 40 invoice screen 21, 26
Locator Report 77 on invoice screen 51
Lookup from invoice Page 57
screen 22, 25, 46 Screen 23, 41, 54, 56,
not properly returned 57
50 TOTALS SCREEN
Number and Value Report Coupons 87
80 effect of <Enter> 57
TRADEMARKS 126
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Video Tape Invoicing Index
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TRANSACTION FILES WAITING LIST (cont)
Archiving 79 Edit (<C>hange) 42
described 119 list of reservations
Packing 79 43, 89
TRANSFERS Manual deletion of
Between Racks 62 canceled reservation
TREAT AS 43
age 48 routine 41
TUTORIAL setup for sort method
location 11 89
program 17 WAITLIST field 42, 65
TYPEAHEAD WAITLIST
buffers 85 field 42, 65
UPDATE WARRANTY
Routines 97 policy 9
USERS WEEKEND
definition 17 field 65
Delete from Master Menu WEEKEND RATE
66 customer 50
Delete or Edit from Excluding some rate
Invoicing Menu 31, tables 89
45 field 65
list of authorized 22, on invoice screen 49
40 WIFE and HUSBAND
Lookup 45 example 30
none on customer WORKFILES
account 81 see "FILES" and page
Selection 48 92
with birthday 46, 49,
69 Your references:
USERS AGE
Prompt 86
USERS.DBF
structure 111
VALIDATION
Code 83, 95
VERIFY
on Invoicing Screen 86
VTITUT
See VTITUT.BAT and page
20
WAITING LIST
Add 42
automatic deletion on
checkout 43
checking reserved movie
89
Delete 42
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