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Track-It 3.02
Track-It 3.02
User Manual
_______
____|__ | (R)
--| | |-------------------
| ____|__ | Association of
| | |_| Shareware
|__| o | Professionals
-----| | |---------------------
|___|___| MEMBER
Track-It 3.02
An Inventory control/Point of sale system
Copyright (c) Millennium Software 1991-1993
All rights reserved worldwide.
Millennium Software
PO Box 2209
Dublin, CA 94568
Terry Swiers, Author
Voice (510)828-5892
BBS (510)828-4153
CompuServe 72560,2466
Track-It 3.02
Introduction ..................................... 4
License Agreement ................................ 4
About Track-It ................................... 5
Ombudsman Statement .............................. 6
Authenticity ..................................... 6
How to Contact Millennium Software ............... 6
Why Register? .................................... 7
How to Register .................................. 8
Hardware and Software Requirements ............... 9
What's New ....................................... 10
Installation ..................................... 11
Installing on a Network ..................... 11
First Time Shareware Installation ........... 12
Installing a Registered Copy ................ 13
Installing an Upgrade ....................... 14
Converting 2.x data ......................... 14
General Notes about Track-It ..................... 15
Getting Started .................................. 17
Command Line Options ........................ 17
Adding Existing Inventory ................... 17
Adding Existing Serialized Inventory ........ 19
Program Customization ............................ 20
Printer Output ................................... 20
Opening Menu ..................................... 20
Sales Functions .................................. 21
Invoice ..................................... 21
Order Entry ................................. 24
Edit Order .................................. 27
Reprint Invoice ............................. 28
Returns ..................................... 28
Ship Order .................................. 29
View Invoice ................................ 31
Edit Invoice ................................ 31
Invoice Payment ............................. 32
Inventory Functions .............................. 32
Track-It 3.02
Clone ....................................... 32
Edit / New .................................. 33
Delete ...................................... 34
Merge ....................................... 35
Query ....................................... 35
Rename ...................................... 36
Edit Serial Number .......................... 37
Undelete .................................... 38
Purchase Order Functions ......................... 39
Create ...................................... 39
Direct Receiving ............................ 40
Edit ........................................ 41
Print ....................................... 42
Receive ..................................... 43
View ........................................ 44
Vendor Functions ................................. 45
Add ......................................... 45
Edit ........................................ 46
Delete ...................................... 46
Customer Functions ............................... 47
Add ......................................... 47
Edit ........................................ 48
Merge ....................................... 49
Undelete .................................... 49
Reports .......................................... 50
Customer Reports ............................ 50
Account Status ......................... 50
Customer Lists ......................... 51
Purchases .............................. 51
Statement Processing ................... 52
Summary Purchases ...................... 52
Export ................................. 53
Zip Code Count ......................... 53
Inventory Reports ........................... 54
Stock Report by Code ................... 54
Overstock Report ....................... 54
Price List ............................. 55
Reorder Report ......................... 55
Serialized Stock Report ................ 56
Selective Stock Report ................. 56
Query Report ........................... 56
Order Entry Reports ......................... 57
Outstanding Orders ..................... 57
Summary / Detailed Order History ....... 57
Reprint Order .......................... 58
Purchase Order Reports ...................... 59
Backorder Report ....................... 59
Track-It 3.02
Summary / Detailed Purchase History .... 59
Reprint P.O. ........................... 60
Sales Reports ............................... 61
Summary Daily Sales .................... 61
Invoice Balance ........................ 61
Custom Sales Report .................... 62
Daily Sales ............................ 63
Invoice Report ......................... 63
Month to Date Sales .................... 64
Summary Month to Date .................. 65
Custom Summary Sales.................... 65
Reprint Invoice ........................ 65
Vendor Reports .............................. 66
Options .......................................... 66
Batch Operations ............................ 66
Backup Functions ............................ 67
Backup ................................. 67
Restore ................................ 67
Customization ............................... 68
Company Information .................... 68
Disclaimer Lines ....................... 69
Printer Setup .......................... 69
Customer Printer Setup ................. 70
Data Location ............................... 72
File Viewer ................................. 72
Purge History ............................... 73
Number Sequence ............................. 73
Verify Indexes .............................. 73
Summary .......................................... 74
Track-It 3.02
Introduction
Track-It is an easy to use inventory control/point of sale
package intended for the business that desires complete control
over stock levels and sales tracking.
Here are just some of its features:
* Provides serialized and non-serialized stock tracking
* Point of sale invoicing (sales and returns)
* Purchase Orders
* Order entry
* Systemized processing of customer orders
* Automatic stock adjustments
* Detailed and summary sales reports
* Reorder and overstock reports
* Partial searches for stock codes, customers, ...
* Supports Canadian and Zip+4 zip codes
* Full mouse support
* Network and multi-user compatible
* B-Tree style indexing for fast data retrieval
* Context sensitive, cross referenced, on-line help
This package of Track-It is a complete functional copy of
version 3.x. Use of this copy of track it is authorized for the
sole purpose of evaluation for a period of no more than 30 days,
after which continued use without registration constitutes a
violation of the software license. This package IS PROTECTED
against unauthorized LONG TERM use beyond the evaluation period.
License Agreement
This copy of Track-It is NOT "Public Domain" and it is NOT
"Freeware". Track-It is a copyrighted software product developed
and owned by Millennium Software. Millennium Software grants you
without charge the right to reproduce, distribute and use copies
of this shareware version of Track-It, subject to the limitations
specified below, and on the express condition that you do not
receive any payment, commercial benefit, or other consideration
for such reproduction or distribution, or change this license
agreement or the following copyright notice which appears in the
software, documentation, user interface, menus and magnetic
media: (C) Copyright 1991, 1993 Millennium Software. All rights
reserved worldwide.
Limitations: You may make and keep one (1)back-up copy of this
software for your personal use, provided that you copy all the
copyright, trademark, and other information indicated on the
initial screen display or on the diskette label onto your backup
4
Track-It 3.02
diskette label. You may also distribute copies of the shareware
version to other persons, but solely for their evaluation (i.e.,
to decide whether to continue using the product and therefore
register) and solely for evaluation by such other persons during
that thirty (30) day period. No non-shareware copy of Track-It
may ever be distributed. Track-It must NOT be sold or otherwise
provided as part of a larger system, or as a part of a more
inclusive product or service, without express written consent
and licensing from Millennium Software. Use of the program is
limited to 5 individual systems at one location at any time.
The rights to receive any such financial or other benefit,
and to modify the product or employ its components in any kind of
derivative work, are reserved exclusively by Millennium Software.
THIS PRODUCT IS LICENSED "AS IS" WITHOUT ANY WARRANTY OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, PERFORMANCE,
OR OTHERWISE; ALL WARRANTIES ARE EXPRESSLY DISCLAIMED. BY USING
THE TRACK-IT PRODUCT, YOU AGREE THAT NEITHER MILLENNIUM SOFTWARE
NOR ANY OFFICERS, DIRECTORS, EMPLOYEES, SHAREHOLDERS, AFFILIATES,
OWNERS, OR OTHER RELATED PARTIES WILL BE LIABLE TO YOU OR ANY
THIRD PARTY FOR ANY USE OF (OR INABILITY TO USE) OR PERFORMANCE
OF THIS PRODUCT, OR FOR ANY DAMAGES, WHATSOEVER WHETHER BASED ON
CONTRACT, TORT OR OTHERWISE. EVEN IF WE ARE NOTIFIED OF SUCH
POSSIBILITY IN ADVANCE. (SOME STATES DO NOT ALLOW THE EXCLUSION
OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THE
FOREGOING LIMITATION MAY NOT APPLY TO YOU.)
You may not reverse-engineer, disassemble, modify, decompile or
create derivative works of the product. You acknowledge that the
product includes certain trade secrets and confidential
information, all of which is the copyrighted property of
Millennium Software. All rights are reserved worldwide. IBM, PC,
XT, AT, PS/2 and Personal System/2 are registered trademarks of
IBM Corporation. Borland C++ is a registered trademarks of
Borland International, Inc. Wordstar is a registered trademark
of MicroPro International Corporation, Desqview 386 is a
registered trademark of Quarterdeck Office Systems, Windows is a
registered trademark of Microsoft Corporation.
About Track-It
The Track-It 3.x program package was written entirely with
Borland C++ and application frameworks. Only because of the
outstanding technical support provided by Borland International
was Track-It made possible, and we express much gratitude to the
technical support personnel for their assistance.
This manual was written using Wordstar professional version
5
Track-It 3.02
6.0.
Ombudsman Statement
This program is produced by a member of the Association of
Shareware Professionals (ASP). ASP wants to make sure that the
shareware principle works for you. If you are unable to resolve a
shareware related problem with an ASP member by contacting the
member directly, ASP may be able to help. The ASP Ombudsman can
help you resolve a dispute or problem with an ASP member, but
does not provide technical support for members' products. Please
write to the ASP Ombudsman at 545 Grover Road, Muskegon, MI 49442
or send a CompuServe message via CompuServe Mail to ASP Ombudsman
70007,3536.
Authenticity
The Track-It package is distributed through shareware as a
single compressed file created with PKZip which provides a method
of verifying that the original compressed files have not been
modified. If when decompressed, any files do not have the -AV
authenticity verification tag or PKUnzip indicates that the zip
file has been tampered with, please obtain another copy of Track-
It for evaluation.
This means of verifying the authenticity of the program has
been implemented to reduce the possibility of a virus infecting
your system, ensure that you receive the entire Track-It package,
and are not getting any files that have been added by someone
other than Millennium Software.
How to Contact Millennium Software
You can reach Millennium Software for additional information
or technical support at (510) 828-5892 or at the following
address:
Millennium Software
P.O. Box 2209
Dublin, CA. 94568
You can also contact Millennium Software through Compuserve.
Our E-Mail box number is 72560,2466.
If you are not a Compuserve subscriber, but would still like
to contact Millennium Software via electronic means, you can call
our own bulletin board at (510) 828-4153. Set your modem to N-8-
1, and dial in at any speed up to 14400 baud. The latest
revision of Track-It will always be available on our BBS as
TRKIT###.ZIP where ### is the version number.
Address all mail on our BBS regarding Track-It to the Sysop
6
Track-It 3.02
under the Track-It technical support message section.
You will also need a copy of the PKZip package version 2.04
to decompress the package which is also available via our BBS as
PKZ204G.EXE.
Please feel free to contribute your ideas regarding desired
additional product features and functionality through any of the
above methods of contacting Millennium Software. Even if you do
not choose to register Track-It, your opinions would be greatly
appreciated.
Track-It version 3.xx has been in use and testing since
September 1992. All attempts have been made to produce a bug
free program, but some things just never show up on the
programmers system. If you find a bug in Track-It, please
contact Millennium Software and report the problem.
When reporting a bug or problem, please supply the contents
of your CONFIG.SYS and AUTOEXEC.BAT files, along with the type of
system, (8088, 80286, 80386...), you are using, your DOS version,
as well as steps to reproduce the problem.
Why Register?
Registering this software financially supports the author of
Track-It, and encourages the enhancement of existing software,
and the development of additional packages and features.
Many authors of software distributed in the shareware
fashion rely heavily on the registration of their software for
their livelihood. Many countless hours of work have gone into
the development and testing of this product to provide you with a
high quality product at a cost far less than that of general
market software.
By supporting the authors of shareware software, you not
only support the author, you also keep the shareware method or
distribution alive. Shareware is one of the few methods of
distribution that let the user try the software without any risk.
If you like the software, register it. If you do not like the
software and you do not use the package, you are out nothing but
the time you spent evaluating the package.
Registration also benefits you the user by allowing
Millennium Software to notify you of product fixes, upgrades, and
new products, or any changes in Millennium Software's address or
phone number. It also entitles you to technical support if
needed. If you do not register, how will Millennium Software be
able to contact you, and if the author is not compensated for his
or her time and effort, why bother writing the software?
If you find that this package satisfies your needs and you
intend to use the software beyond the evaluation period, please
help yourself and support the author by registering.
7
Track-It 3.02
Millennium Software also has a commission program for
registered users. When you register, you will receive TWO copies
of Track-It. The first is your registered copy with your
personalized serial number. You MAY NOT distribute the
registered copy of Track-It, either in part or whole, in any
manner. This copy is for your use only.
The second copy is a shareware version of Track-It with your
registered serial number included in the software. Reproduce as
many copies of the shareware copy as you wish and distribute them
at will through any legal manner you choose. For every shareware
copy of the software that is registered with your serial number,
you will receive a check from Millennium Software in the amount
of $15.00. This is our way of saying thank you for helping us
distribute our software.
No commissions will be paid on registrations of registered
copies of Track-It.
Commissions will be calculated and mailed the third week of
each yearly quarter.
How to Register
Visa and Mastercard orders can be made by phone by calling
Millennium Software at (510) 828-5892.
Please have the version and serial number available from the
copy that you are registering. To retrieve the version and
serial number, press the F3 key from any menu.
To register by mail, print the file REGISTER.FRM, fill out
the form in its entirety, and mail the form to Millennium
Software along with the registration fee. To print REGISTER.FRM
change to the directory that you have placed Track-It and type:
COPY REGISTER.FRM PRN<ret>
The name that you wish to register under can be either a
personal or company name. If a company name is used for
registration, please include an individuals name for Millennium
Software to ask for when contacting your organization.
The phone number should be a number where you may be reached
between 9am and 5pm pacific time. Shortly after receiving the
order, Millennium Software will contact you to confirm your
order.
Next, you need to get the serial number from the copy that
you are registering. To do this, press the F3 key from any
menu. Write the version and serial number down on the line
provided.
The registration fee for Track-It version 3.0x is $149.00,
8
Track-It 3.02
plus any applicable sales tax and $5.00 shipping and handling,
payable to Millennium Software in the form of a check, cashiers
check, or money order, Visa, or Mastercard. For your protection,
please do not send cash.
Included in the registration fee is a complete registered
copy of Track-It 3.xx, a shareware copy of Track-It 3.0x with
your serial number for your distribution, free technical support,
free minor upgrades, notification of new and updated products, a
substantially reduced price for major upgrades,and a license to
operate Track-It on up to 5 systems at one location at any one
time.
Please contact Millennium Software regarding licensing for
operation on more that 5 systems, site licenses, or quantity
discounts.
All orders are shipped as soon as possible, but please allow
3 to 4 weeks for delivery.
Hardware and Software Requirements
Track it was designed to run on the IBM PC family of
computers including the XT, AT, the PS/2 series, and IBM
compatibles. It is recommended that Track-It be operated on an
80286 class system or higher simply for the consideration of
speed.
DOS 3.0 or higher is required, and at least 460K of
available RAM after DOS and any TSR programs. Track-It is fully
compatible with DOS 5.0.
Track-It requires the presence of SHARE.EXE or it's
equivalent to safely provide multi-user access.
Track-It will operate on any system with an 80 column
monitor in either color or monochrome.
A Hard disk with at least 2 Megabytes of free space is
required. As additional information is added, more drive space
may be required. At least 384K of disk caching is highly
recommended to increase program throughput. Some reports
generated by Track-It are disk intensive, and the presence of
disk caching can greatly increase the speed of the reports, as
well as reduce wear and tear on your hard drive. If you do not
currently have any disk caching software, check with your local
shareware distributor or contact Millennium Software about how to
acquire a disk caching package.
Track-It does not require an 80x87 math co-processor chip.
All header information for all reports and Invoices are
printed by Track-It. This allows the use of two or three part
blank carbonless paper to be used for invoices. Plain invoices
9
Track-It 3.02
may not be the most elegant invoices ever seen, but they are
usually very easy to read and cost less than a tenth the cost of
printed invoices. The company information at the top of the
invoices can be omitted upon request of the user.
All reports and printouts are designed for 8.5x11 inch
continuous feed computer paper, or 8.5x11 cut sheets.
Track-It has been tested for proper operation with many TSR
programs including several disk caching packages, Sidekick,
Sidekick Plus, and several Expanded memory managers. Track-It
has also been tested under Windows 3.0, 3.1, and Desqview 386
without any problems. If you have a problem running Track-It
with a TSR or another type of program, please contact Millennium
Software.
What's New
Version 3.0x of Track-It has added several functions to make
the package more complete as well as enhancing the performance of
existing functions. Some of the changes from Track-It version
2.x are as follows:
The Track-It user interface has been completely reworked to
provide a consistent look and feel throughout the entire program.
The new interface now includes full mouse support, push button
controls, movable windows, and context sensitive help.
Track-It is now fully multi-user through the use of record
level locks.
Track-It now directly supports Netware, PC Lan, Lan Manager,
and Banyan Vines networks. Track-It will operate on other
networks, but requires the presence of Share to provide locking
capabilities.
Partial searches for stock codes are now available. Thus
you do not need to know the exact stock code that you wish to
search for, just enter in as much as you know and pick from the
list provided.
B-Tree style indexing has been incorporated into Track-It to
significantly reduce the time required to retrieve data.
The addition of a printable pick list for filling of
customer orders speeds up order processing.
The ability to override the systemized order allocation
allows high priority orders to be filled ahead of their
chronological order.
The ability to merge and clone stock codes provides greater
flexibility and control over your stock codes.
Track-It now has the ability to view completed invoices
without the need to print a hardcopy.
Track-It now allows you to print reports to disk, and
provides a file viewer to view small reports.
A new option has been installed to allow the user to select
rounding to two or three decimal points for stock code prices and
10
Track-It 3.02
costs. This allows for pricing of items that are priced or cost
less than a penny.
Installation
Before you continue any further into the installation of the
program, stop and make backups of you original diskettes. It is
also recommended that the entire manual be read prior to the
installation and use of the Track-It package. If you have
existing serialized inventory that you wish to enter into the
system, it is essential that you read the sections concerning
purchase order creation and receiving prior to the installation.
If you received this copy of Track-It from either a bulletin
board, Compuserve, or a shareware distributor, the following
installation procedure may not work. In general, installing a
copy received from a bulletin board involves simply copying the
compressed distribution files to the directory in which you wish
to place Track-It and decompressing the distribution files using
the correct decompression utility. Contact your shareware
distributor or the bulletin board system operator if you have any
questions regarding the correct decompression utility to use.
WARNING: If you are already using any version of Track-It
below 3.x and you wish to preserve any data that already exists,
you MUST install the new copy of Track-It as an upgrade. If you
do not wish to use the existing data, you must delete all *.DAT
files prior to using the new version or data corruption will
occur because of different data formats. Minor upgrades to any
3.x version of Track-It does not require any data conversion.
To reduce the size of the shareware distribution file, the
program required to convert data from version 2.x to version 3.x
is not included in the general distribution file, but available
directly from Millennium Software. Please contact Millennium
Software by any of the means above to obtain the conversion
program. The conversion program is available on our BBS as
CVT2X-3X.ZIP.
Installing on a Network
The installation procedure for installing Track-It on a
network is identical to that of installing Track-It on a
standalone system with only minor differences. Follow the
instructions for the type of installation that you are performing
while keeping the following information in mind. If you are not
installing Track-It on a network, please skip this section.
Because Track-It is a heavily overlaid software package, it
is required that Track-It be installed on each system attached to
11
Track-It 3.02
the network and set up to access shared data on a network drive.
This will reduce the traffic across the network when Track-It has
to retrieve overlays.
Track-It also stores printer setup information in the same
directory as the program itself. Thus by installing the program
on a network drive, only one printer configuration is available.
Installing Track-It on each system attached to the network is the
only method of installation that will allow individual printer
setups for each system.
Track-It requires the presence of DOS 3.x file locking
capabilities to correctly manage multiple users simultaneously
accessing data. To facilitate this requirement, Track-It
detects and uses the file locking capabilities of Netware, PC
Lan, Lan Manager, and Banyan Vines networks.
If you are currently operating a network other than those
listed above, and intend to allow multiple users simultaneous
access to the data, you must load SHARE.EXE prior to using
Track-It. Failure to provide file locking services for Track-It
may result in the loss of data.
To load SHARE, simply type 'SHARE' (without the quotes) on
the DOS command line and press enter. If SHARE.EXE is present,
you will see the words 'share installed' on the screen. It would
be a good idea to modify your AUTOEXEC.BAT file to load SHARE
each time the system is started to ensure that SHARE is loaded.
If you do not, SHARE.EXE is not present or is located
somewhere on your drive that is not in your path statement.
Please locate SHARE.EXE and load it prior to using Track-It.
If you are running a network other than those listed above,
and wish to determine if your network software provides file
locking services, contact Millennium Software to obtain a copy of
Locktest. Locktest will determine if file locking services are
available on your network. If locking services are available,
you can eliminate the use of SHARE and retain the use of the
memory that SHARE normally uses.
Locktest was not included in the shareware distribution
files to reduce the size of the distribution file.
First Time Shareware Installation
The first time installation of Track-It is a fairly simple
process. Because Track-It is distributed by many different
sources such as shareware distributors and bulletin boards, the
shareware installation instructions are fairly generic.
Some shareware distributors may have installed their own
batch files to decompress the shareware files into the directory
that you create. If the disk that you receive from a shareware
indicates that it has its own routine, please follow the
instructions included with the diskette to decompress the files.
12
Track-It 3.02
The first step is to change to the drive that you wish to
install Track-It. This manual will assume that you are
installing Track-It on your C: drive. If you wish to install
Track-It on a different drive, simply replace C: with the drive
letter that you wish to use. Change to the C: drive by typing:
C:<ret>
(NOTE: do not type the "<ret>" part of the lines, this
simply means press the return or enter key.)
Use a utility program or the DOS MD command to create the
subdirectory that is to contain Track-It. This can be done
using DOS by typing the following:
CD\<ret>
MD TRACKIT<ret>
CD\TRACKIT<ret>
Copy all the files from the diskette(s) into the directory
from which you wish to operate Track-It. Most shareware
distributors will have a batch file to copy and decompress the
files into the directory. If the shareware distributor provides
a batch file, follow the instructions provided from the
distributor.
If a batch file is not provided, copy all the files from the
diskette(s) by typing the following at the DOS prompt.
COPY A:\*.* C:\TRACKIT
If there is not a batch file to decompress the files, or you
downloaded the file from a BBS, you will need to decompress the
files. To do this, you will need a copy of PKUnzip 1.10. If you
do not have the PKZip package, contact your shareware distributor
or Millennium Software. Type the following at the DOS prompt:
PKUNZIP TRACKIT.ZIP<ret>
If no error messages appear, then you are ready to run
Track-It.
Installing a Registered Copy
If you are installing a registered copy of Track-It onto a
system that was operating a shareware version of Track-It 3.x,
the installation process is only a little different.
13
Track-It 3.02
The first and most important step is to make two complete
backups of all the data from the previous version of Track-It as
well as all of the program files. This will protect your data
from any data loss if the installation is unsuccessful for any
reason.
Change to the drive and directory in which you wish to place
the registered copy of Track-It. This is usually the same
directory that you have been using.
Next, copy all files from the disk(s) supplied by Millennium
Software along with the file entitled EXTRACT.BAT.
The third and final step is to execute the EXTRACT.BAT batch
file to decompress the files. The extraction batch file will
automatically take care of removing the old Track-It files,
decompression of the new Track-It files, and deletion of the
archive files used for distribution.
Installing an Upgrade
If you are installing a copy of Track-It onto a system that
was operating a previous version of Track-It, or an upgrade and
installing a registered copy simultaneously, the installation of
Track-It 3.x must be performed as an upgrade.
The first and most important step is to make two complete
backups of all the data from the previous version of Track-It as
well as all of the program files. This will protect your data
from any data loss if the installation is unsuccessful for any
reason.
Change to the drive and directory in which you wish to place
the registered copy of Track-It. This is usually the same
directory that you have been using.
Next, copy all the files from the disk(s) supplied by
Millennium Software along with the file entitled EXTRACT.BAT.
The final step of the software installation is to execute
the EXTRACT.BAT batch file to decompress the files. The
extraction batch file will automatically take care of removing
the old Track-It files, decompression of the new Track-It files,
and deletion of the archive files used for distribution.
Converting 2.x data
At this point, the program portion of the installation of
Track-It 3.x should be complete, and only the data conversion
14
Track-It 3.02
remains which consists of three steps that MUST be performed in
the following order.
The first step in the upgrade process is to execute the
program designed to convert the existing data formats from
version 2.x to version 3.x. To do this, copy CVT2X-3X.EXE to the
directory that contains the Track-It 2.x data. Execute
CVT2X-3X.EXE by typing CVT2X-3X at the DOS prompt.
This conversion can take an extended period of time, ranging
from seconds to an hour depending on the amount of data, the
speed of your system, and the presence of any disk caching.
After the conversion process is complete, CVT2X-3X.EXE can be
deleted from the system as it is no longer needed.
The second step is to index all of the data using the actual
Track-It program. Start Track-It by typing TRACKIT at the DOS
prompt.
After Track-It starts, press enter or the Esc key to remove
the program information window. Press Alt-O to bring up the
options menu, and press enter to select batch processing.
After being presented with the batch processing window,
deselect the two report functions from the list of batch
functions that will be executed. Use the tab key to highlight
the reports section, and the space bar to toggle the report
selections. Press enter when this is done.
Track-It will automatically create and update indexes for
all data. This will take about 4 times as long as conversion of
the data. Track-It will return you to the main menu after
completion.
After the status windows disappear and Track-It is idle,
press and hold the control key and tap the F8 function key. This
will initiate a non-menu function that updates the invoice
balances. This function is not available from a menu as it is
only used once during the data conversion process.
After the status window disappears, all your data has been
successfully converted from version 2.x to 3.x. All reports and
data will be available.
General notes about Track-It:
Pressing the Esc key will cause the currently displayed
window to close as if you had pressed the cancel button. Closing
a window usually backs you out to the parent window, and allows
you to continue from where you were before opening the window.
However, in some instances such as the invoicing function, Esc
exits to the menu rather than stepping backwards.
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Track-It 3.02
If you are entering data into a screen with multiple data
fields available for edit, pressing the Enter key accepts all the
fields as being correct and allows the program to move forward.
Pressing the enter key generally has the same effect as pressing
the OK button.
When editing multiple fields, use the tab key to move
forward through the fields, or shift-tab to move backwards
through the fields.
Track-It uses check boxes to indicate true or false. A
check box is two brackets separated by a space. A checkbox that
looks like [X] is true and [ ] is false. To toggle between true
and false, use the tab key to highlight the check box, and then
press the space bar. You can also change the state of a checkbox
by clicking on it with the mouse.
Most fields in a window have a "hot key" to allow quick
selection of that field for editing. The highlighted letter of a
fields description is the hot key for that field. Pressing and
holding the Alt key, and then pressing the highlighted character
of the field that you wish to edit causes Track-It to select that
field for editing.
Context sensitive help is available by pressing the F1 key.
Help is available anytime that Track-It is waiting for user
input.
When using Track-It, it is imperative that the computer date
and time be correct. If the date and time are not correct, it is
possible to invalidate many of the sales reports that Track-It
generates.
Track-It relies heavily on the data indexes which must
remain in sync with the data. If for any reason you suspect that
the indexes are no longer synchronized with the data, you must
verify the indexes. See the section regarding index verification
or batch processing for more information.
Remember to back up ALL of your data AND the program on a
regular rotating basis. The time and effort that you put into
entering all your stock and sales information will pale compared
to the frustration and pain caused by irretrievably lost data.
If you have questions about back up procedures, please contact
Millennium Software for assistance.
The time displayed in the upper right hand corner of the
screen is updated when Track-It is either waiting for input, or
when the program specifically updates the time. Under normal
circumstances, you may see that the clock misses a few seconds
while either reading or writing data to the drive. This is
normal and nothing to be concerned about.
The number in the lower right hand corner of the screen is
the available memory in the system. Please do not be concerned
that the number decreases slightly throughout a session. When a
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Track-It 3.02
window is displayed for the first time, a small amount of memory
is reserved for the window color palette, and is not released
when the window is closed. Subsequent opening and closing of the
window will not cause further memory loss.
Getting Started
To start Track-It, change directories to the subdirectory
which contains all the programs which make up Track-It. At the
DOS prompt type:
TRACKIT<ret>
Command Line Options
Track-It has three command line options which allow you to
choose a different display palette if the default selection is
unacceptable.
Upon startup, Track-It determines which type of display that
the system is currently using, and sets the palette accordingly.
Unfortunately some systems, especially LCD laptops, incorrectly
report the screen capabilities. This usually results in the
display being very difficult to see.
To force Track-It to use a different palette selection,
choose one of the following command line options. Each command
line option must be preceded with a - or a / for Track-It to
recognize the option.
MONO Sets the screen display to monochrome colors.
BW Sets the screen to black & white (LCD).
COLOR Sets the screen to display in color.
For example, to run Track-It in the monochrome mode, start
Track-It with either of the following command lines:
TRACKIT -MONO<ret>
TRACKIT /MONO<ret>
Adding Existing Inventory
Before Track-It can be used for invoicing, all existing
inventory must be entered into the Track-It data base. If you
are performing an upgrade, skip to the section titled Program
Customization.
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Track-It 3.02
The first step towards entering inventory into Track-It is
selecting stock codes to represent individual products. Be very
careful when selecting the codes that you wish to use and
remember that a stock code can only be used once. Most
manufacturers provide part numbers for replacement or optional
parts for their products and it is recommended that these part
numbers be used if possible. Sometimes two manufacturers use the
same part number for two entirely different parts. If this
situation arises, it is up to you to determine a method of
assigning practical stock codes.
Under the inventory segment of the program is a selection
titled "New". Either highlight this selection and then press
enter or press the letter "N" to initiate the "New" function.
You will be prompted to enter in a new stock code. After
entering the stock code, press enter. If the stock code is
currently in use, Track-It will prompt you to reenter a different
stock code.
The screen will then display a set of stock code editing
fields. The first field highlighted is the category. This
field can be up to seven characters in length, and is used in the
selection criteria for sales reports.
The subcategory field is a three character extension of the
category to further differentiate between categories of stock.
Both numbers and letters can be used for the category and
subcategory fields. By using both letters and digits, there are
over 42,000 different subcategories possible.
After the categories, enter in the items manufacturer, the
model number, a description of the item, and the list price.
The sale price field is provided so that item sale prices
are easily available to sales people. When invoicing an item,
the sale price of the item is automatically entered into the
price field of the invoicing function.
The minimum and maximum stock levels are very important. It
is though the values that you set here that reorder requests and
overstock reports are selected. When the quantity on hand of an
item falls below the minimum stock level, it will automatically
be included in the reorder report. The suggested reorder number
is the quantity that will bring the on hand quantity after
receiving the items to the midpoint of the maximum and minimum
stock levels. Choose these values carefully.
The serialized indicator field indicates if the stock code
is a serialized item. If you wish to track the sale of this item
by serial number, check this box by either clicking on it with
the mouse, or pressing the space bar when this field is
highlighted.
If the item is taxable, check the taxable indicator by
pressing the space bar when this field is highlighter, or by
clicking on the indicator with the mouse. If the item is not
taxable, then leave this box unchecked. This indicator has no
effect on invoices or orders that are designated for resale, as
no sales tax is applicable on items sold for resale.
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Track-It 3.02
If you are entering in a new code, the cost field should be
set to the cost of the last item purchased under this stock code,
otherwise edit as necessary.
The current stock count field should only be edited when the
item is not tagged for serialized tracking. If the item is set
to have the serial numbers tracked, leave this field at zero or
the stock count will be incorrect after the serialized items have
been added to the system via the purchase order functions.
At this point if all the fields are correct, press Enter or
the OK button to accept the new code.
Repeat this process until all your current inventory stock
codes are into the system.
Adding Existing Serialized Inventory
Adding existing serialized inventory into the system
requires the use of the purchase order functions of Track-It.
Please refer to the purchase order section of the manual for
detailed instructions on purchase order creation. If you do not
have existing serialized inventory or this is a new installation,
skip to the next section of this manual.
First group all the serialized items that are part of an
individual stock code together or at least get a list of the
serial numbers and the cost of each individual item. If another
system was in use previously and assigned each item a stock
number, a list of these will also be needed.
Create a fictitious vendor name and code and create a
purchase order containing a list of all the stock codes that you
have that are serialized. See the section regarding purchase
order creation for specific instructions on purchase order
creation.
When all the purchase orders are created, you are ready to
receive the items into inventory.
Under the PO section of Track-It, there is a function called
receiving. Highlight this option and press enter or press 'R'.
A list of the outstanding purchase orders will be displayed.
Highlight the first outstanding order and press Enter.
A list of the individual items on the order will be displayed.
Highlight each of the items in order and enter the serial numbers
that are currently in stock for that item. Track-It will assign
each item its own stock number when saved to disk.
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Track-It 3.02
If you wish to use stock numbers other than those assigned
by Track-It, you must manually change each items stock number
using the edit serialized function provided under the inventory
segment of Track-It.
Continue to add the serialized inventory until all the
outstanding orders have been completed.
After all the existing inventory is entered, you will be
ready to start point of sale invoicing.
Program Customization
Several components of the Track-It package can be modified
to your specific needs. These items include company information,
printer specification, and cost calculation methods. Refer to
the customization section under the options menu for more
information.
Printer Output
Prior to sending any output to the printer, regardless of
the function sending the output, Track-It provides a means of
directing the output to either LPT1 or LPT2.
This allows you to choose which printer your output will be
sent to. If you have two printers attached to your system, use
the printer setup under the options-customization menu to specify
which type of printers you have attached.
There are three different printer output selection windows.
The first simply allows you to select between LPT1 and LPT2.
The second window also allows you to indicate how many
copies of the printout to send to the printer. This window is
only used prior to small print functions such as invoices,
orders, and purchase order printing.
The third window allows you to direct a printout to LPT1,
LPT2, or a disk File. This window is used for printer selection
prior to many of the larger reports. This allows the printing of
large reports to be sent to disk rather than to a printer, and
view the file at a later time. Track-It includes a small text
viewer to view any text file up to 64K in length.
Opening Menu
The Track-It package is broken down into several segments
into which a class of functions are available. Each segment of
the program has the following functionality as described below.
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Track-It 3.02
For more details about the individual functions of each section,
refer to the description of that function later in this manual.
'Sales' contains all the functions required to create and edit
customer orders, create invoices, and initiate returns. It is
through this segment of the program that all sales transactions
are conducted.
'Inventory' contains all the functions needed to add, edit,
change, or delete stock codes, as well as edit serial numbers and
query stock information.
'P.O.' contains all the functions required to create, maintain,
view, or print purchase orders as well as inventory receiving.
'Vendor' contains functions to search for and edit existing
vendors, or add new vendors.
'Customer' contains functions to search, edit, delete, merge
existing customers, or add new customers for future sales.
'Reports' contains functions to create reports for all sections
of the program.
'Options' allows access to many functions that are either not
specific to any one section of the program, or span multiple
sections. It is under this section of Track-It that you can
customize Track-It for your company, set up printers, access
batch processing, and cross section data maintenance.
Each menu selection has a highlighted letter to provide access to
that menu. The highlighted letter is a hot key. To access a
selection, press (and hold) the Alt key and then press the
highlighted letter of the selection you choose, or you can also
click on your selection with the mouse. If you wish to use the
cursor keys to select a selection, press F10 to access the menu,
and use the cursor keys to move the highlight. When your
selection is highlighted, press the Enter key.
Sales Functions
This section of the manual covers in detail all functions
included under the sales segment of the program.
Invoice
The Invoice function is probably be one of the most often
used functions of Track-It. The Invoice selection contains all
functionality required to invoice items to your patrons, and will
automatically update stock count quantities and sales history.
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Track-It 3.02
Upon selecting the invoice function, you will be prompted to
enter the customers last name. If the exact last name is known
or this is a new customer, enter in the entire last name. If the
name is not known exactly, a search for the customers information
can be performed with a partial name. Correctly enter as much of
the name as possible and then add a "?" to the end of what you
have entered. Press Enter to accept the entry.
Track-It will compare the name entered against all existing
customer names. If the last letter of the name entered is not a
"?", Track-It will select only names that exactly match the name
entered. If the last letter is a "?", Track-It will select all
names that exactly match the partial name before the question
mark.
If there are no matches, Track-It will assume that this is a
new customer and initiate the functions associated with entering
a new customer into the system. Refer to the section regarding
new customer entry for more information about recording
information about a customer.
If you know the customer number assigned by Track-It for the
customer that you are invoicing, you can enter # followed by the
customer number to retrieve that specific customer without going
through the customer selection window.
NOTE: If there are no matches, skip the next paragraph.
After retrieving the customer matches, Track-It will display
a window that contains all the customer names that fit the
criteria. The customers are sorted by last name, and then by
first name. Use the arrow keys, or click on the scroll bar with
the mouse, to highlight the customer that you wish to retrieve.
Once the desired customer is highlighted, press enter to select
that customer. You can also select a customer by double clicking
on a selection. Press Esc to return to the customer name entry
window.
The next step in invoicing is to enter information specific
to this individual invoice.
The first field to enter is the name or number of the
salesperson who made the sale. It is up to the owner or manager
of the business to determine how to differentiate between
salespeople.
Next, enter in the customers purchase order number if any.
The reference field is provided to allow the referencing of
repair orders, or any other related information that you choose.
The only time that Track-It uses the reference field is to
indicate the original invoice number for a return.
If the invoice is to a customer who is purchasing items for
resale or are for some other reason exempt from sales tax, then
toggle the tax exempt field by pressing the space bar when that
field is highlighted, or by clicking on it with the mouse. If
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Track-It 3.02
this field is checked, no sales tax will be calculated on the
invoice.
If the items are to be shipped to an area that has a
different sales tax percentage, enter the correct sales tax
percentage for the destination in the field corresponding to the
tax rate. All taxable items will be taxed at the rate entered in
this field.
Pressing Enter or the OK button will accept all the
information as being correct and move you to the next phase of
invoicing.
At this point, the invoice window will appear, and you will
be prompted to enter in the stock code of the first line item on
the invoice.
When prompted, enter in a stock code to invoice. If the
exact stock code is not known, enter in as much of the code that
you know followed by a question mark to bring up a selection
window.
If the code entered is not currently in use in the system,
you will be asked if the code is a new product. If not, press
Esc or the no button to enter another stock code. If you press
the yes button, Track-It will initiate the addition of the new
stock code to the system.
The quantity sold can be any number capable of fitting in
the field provided. If the item that you are invoicing is
serialized, the quantity field will not be available for editing,
and will automatically reflect the number of serial numbers
entered for this stock code.
The price that was entered in the sale price field when
adding this stock code into the system will be automatically
entered into the price field upon the acceptance of the code.
This number is entered automatically as a convenience and can be
changed by typing in a different price. The number entered need
not be a decimal, as Track-It will add the decimal point and
trailing zeros if needed.
When all the fields are correct, press Enter to accept the
data. If the code is not serialized, the code will be added to
the list of codes included on the invoice, and displayed. If the
stock code is serialized, pressing Enter will bring you to the
serialized entry screen.
Enter in a individual serial number or serial number range
for the current stock code and press enter. It is impossible to
enter in a serial number for an item that is not in stock or does
not exist. Even though a serial number may be valid, the serial
number entered must be for an item with the same code as you are
invoicing at the present time. In this way, it is impossible to
incorrectly invoice a serial number for an item that is of a
different stock code.
Duplicate or blank serial numbers are ignored.
Pressing the insert key or the Add button will allow the
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Track-It 3.02
entry of additional serial numbers. To edit a serial number,
press enter after highlighting the desired serial number.
After all serial numbers have been entered correctly,
pressing Alt-O or the OK button will accept the listed serial
numbers as being correct and return to the code entry screen.
Track-It will count the number of serial numbers entered and
place the value in the quantity field.
Once returned to the stock code entry screen, there are
several options. Pressing Esc will terminate the invoicing
segment and return to the inventory menu.
If a line item needs to be revised, highlight the line item
and press enter. Correct the information and enter it as if it
were the first time entering the code, with the exception that if
the item is serialized, that the serial numbers will only need to
be confirmed rather than reentered.
To delete a line item, highlight the code to be deleted and
press the delete key. You will be prompted to confirm the
deletion before it is performed.
To enter additional line items, press the insert key or the
Add button.
Pressing Alt-O or the OK button will accept all the stock
codes displayed as well as all entered serial numbers, and move
to the final step of the invoicing function.
The final step of the invoice process is the entry of
payment information. The payment information window contains 5
fields, four fields to enter an amount for a specific transaction
type, and one to enter the terms of an account transaction.
When the amounts of each transaction type are correct and
the terms have been entered, press Enter or the OK button to save
the invoice and move to the printer selection. Press Esc to exit
the invoice function without saving the invoice. This is the
last point for which the invoice can be terminated without adding
the invoice to the system and adjusting stock levels.
Track-It will always use the next sequential invoice number
above the largest invoice number in the system beginning with the
number 2. Invoice number 1 is reserved for use by Track-It. The
invoice number sequence can be modified under the options menu.
Track-It will automatically adjust stock levels, remove the
correct serialized items from stock, and print an invoice. After
the invoice is printed, you will be returned to the Sales
selection menu.
Order Entry
The "Order Entry" selection contains all functions necessary
to create and record customer orders.
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Track-It 3.02
Upon selecting the order entry function, you will be
prompted to enter the customers last name. If the exact last
name is known or this is a new customer, enter in the entire last
name. If the name is not known exactly, a search for the
customers information can be performed with a partial name.
Correctly enter as much of the name as possible and then add a
"?" to the end of what you have entered. Press Enter to accept
the entry.
Track-It will compare the name entered against all existing
customer names. If the last letter of the name entered is not a
"?", Track-It will select only names that are exactly the same as
the name entered. If the last letter is a "?", Track-It will
select all names that exactly match the partial name before the
question mark.
If there are no matches, Track-It will assume that this is a
new customer and initiate the functions associated with entering
a new customer into the system. Refer to the section regarding
new customer entry for more information about recording
information about a customer.
If you know the customer number assigned by Track-It for the
customer that you are invoicing, you can enter # followed by the
customer number to retrieve that specific customer without going
through the customer selection window.
NOTE: If there are no matches, skip the next paragraph.
After retrieving the customer matches, Track-It will display
a window that contains all the customer names that fit the
criteria. The customers are sorted by last name, and then by
first name. Use the arrow keys, or click on the scroll bar with
the mouse, to highlight the customer that you wish to retrieve.
Once the desired customer is highlighted, press enter to select
that customer. You can also select a customer by double clicking
on a selection. Press Esc to return to the customer name entry
window.
The next step in order entry is to record information
specific to this individual customer order.
The first field to enter is the name or number of the
salesperson who received the order, or the salesperson who is to
be credited with the order. It is up to the owner or manager of
the business to determine how to differentiate between
salespeople.
Next, enter in the customers purchase order number if any.
The reference field is provided to allow the referencing of
repair orders, or any other related information.
If the order is for a customer who is purchasing items for
resale or are for some other reason exempt from sales tax, then
toggle the tax exempt field by pressing the space bar when the
resale field is highlighted, or by clicking on it with the mouse.
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Track-It 3.02
If this field is checked, no sales tax will be calculated on the
invoice.
If the items are to be shipped to an area that has a
different sales tax rate, enter the correct sales tax percentage
for the destination in the field corresponding to the tax rate.
The ship via field is provided to designate the shipping
method desired when filling the order. This field is
automatically populated by Track-It with the text entered in the
customization section of Track-It. If it is incorrect, simply
type in the desired method of shipping.
If the order is to be held until all items are available for
shipping in one batch, the ship partial field should be left
checked. If the items on the order are to be shipped as they are
available, check the field by either pressing the space bar when
the field is highlighted or by clicking on the box with the
mouse.
If the order is prepaid, use the cursor keys or the mouse to
check the method of payment. Track-It will assume that shipments
for this order are paid in full at the time of shipping and
indicate so on the invoice created at shipping time. The method
of payment can be changed at shipping time. Track-It provides no
means of tracking partial payments of orders, and thus it is
advisable that orders be prepaid in full, or payable in full upon
delivery.
Pressing Enter or OK will accept all the information as
being correct and move you to the next phase of order entry.
At this point, the order window will appear, and you will be
prompted to enter in the stock code of the first line item on the
invoice.
When prompted, enter in a stock code to add to the order.
If the exact stock code is not known, enter in as much of the
code that you know followed by a question mark to bring up a
selection window.
If the code entered is not currently in use in the system,
you will be asked if the code is a new product. If not, press
Esc or the no button to enter another stock code. If you press
the yes button, Track-It will initiate the functions necessary to
add the new stock code to the system.
The quantity ordered can be any number capable of fitting in
the field provided.
The price that was entered in the sale price field when
adding this stock code will be automatically entered into the
price field upon the acceptance of the code. This number is
entered automatically as a convenience and can be changed by
typing in a different price. The number entered need not be a
decimal, as Track-It will add the decimal point and trailing
zeros if needed.
When all the fields are correct, press Enter to accept the
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Track-It 3.02
data and return to the order window.
Once returned to the order entry screen, there are several
options. Pressing Esc will terminate the order entry and return
to the sales menu.
If a line item needs to be revised, highlight the line item
and press enter. Correct the information and enter it as if it
were the first time entering the code.
To delete a line item, highlight the code to be deleted and
press the delete key. You will be prompted to confirm the
deletion before it is performed.
To enter additional line items, press the insert key or the
Add button and enter them as you entered the first stock code.
Pressing Alt-O or the OK button will accept all the stock
codes displayed, store the order, and print a customer order.
Track-It will always use the next sequential order number
above the largest invoice number in the system. The order
number sequence can be modified under the options menu.
Edit Order
Upon initiating the order editing function, you will be
presented with a list of outstanding customer orders. Orders
that have been completed cannot be edited.
Use the arrow and page keys to highlight the order that you
wish to edit. Press enter to retrieve the highlighted order.
Once the order is selected, Track-It will retrieve the
information regarding this order and display it exactly as if
this were the order creation function.
Once the information is retrieved and displayed, use the
cursor keys to highlight the item that you wish to modify and
press the enter key.
Information on the individual line item such as the quantity
ordered, and price will be displayed in a format identical to
that of the order creation. Edit the information for the stock
code and press Enter or the OK button when the information is
correct.
If you wish to replace a line item with a different stock
code, the item being replaced must first be deleted, and the new
stock code inserted into the order. Only line items that have
not had any quantity shipped can be deleted.
The quantity ordered may be changed with the following
restriction; the lowest number that may be entered into the
quantity ordered field, is the number that has been previously
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Track-It 3.02
shipped. Thus, if two items have already been invoiced and
delivered to the customer, then the lowest number that will be
accepted is 2.00.
When the information about the individual item is correct,
press Enter or the OK button to temporarily accept the new data
into memory.
After all the changes have been made to the order, press
Alt-O or the OK button to make the changes permanent. If you do
not wish to save the modifications, pressing Esc will back you
out of the function.
Reprint Invoice
The reprint invoice function is simply a means by which an
invoice can be reprinted if lost by the customer, or after a
mistake has been corrected in the sales information.
When prompted, enter in the number of the invoice to be
reprinted. An invoice number that does not correspond to an
invoice in the current sales history will be rejected.
After receiving the invoice information and line items, you
will be prompted to select the printer to which the output will
be directed. Select the correct printer and press enter.
After the invoice is printed, you will be returned to the
sales menu.
Returns
The "Returns" function provides a means of tracking and
controlling customer returns. The "Returns" function is very
similar to the invoicing function in many aspects, but with quite
a few more restrictions which will be discussed as they apply.
Upon entering the function, you will be prompted to enter
the invoice number on which the items to be returned were
originally sold under menu.
number be entered, for without it nothing will be accepted for
return. Only when a valid invoice number is entered will Track-
It allow you to move to the next step.
A window will appear requesting the stock code of an item to
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Track-It 3.02
be returned. The code entered must be a valid stock code, and
must also appear on the original invoice. Because the stock code
to be returned must exactly match a code on the original invoice,
it is recommended that the original invoice be required to
accompany returns. Also, be aware that the stock codes on the
invoice may have been changed. If needed, use the customer
purchase report to determine the correct part number.
After a code is accepted, enter in the quantity and the
amount credited per item. The amount credited will automatically
be entered as the amount on the original invoice, but can be
overridden by typing in any amount. Like the invoice function,
if an item is serialized, the quantity equal to the number of
serial numbers entered will be automatically entered by Track-It.
The steps for adding, editing, or deleting stock codes under
the "Returns" function are identical to those in the "Invoice"
functions of Track-It. Refer to the invoice section for more
detail.
Once all the items to be returned are entered, pressing Alt-
O or the OK button will accept the information, and print an
invoice. The amount paid is automatically set to 0, and the
terms are set to "CREDIT". After the invoice is printed, you are
returned to the
sales menu.
Ship Order
The ship order function provides an intelligent method of
filling customer orders; orders are automatically filled in the
order that they are entered. This provides a way of ensuring
that the customer who placed their order first receives their
order first. The automated order filling can be overridden.
When the fill order function is selected, each outstanding
order is checked to determine if there are items on the order
that can either be shipped or set aside for future shipping. An
order is tagged for shipping if there is sufficient quantity on
hand to fill all orders for the individual items on prior
customer orders plus sufficient quantity for filling the current
order in its entirety, or if there is any items available and the
order is tagged for partial shipments. If only parts of the
order are available, you can pick the items and set them aside to
reserve them for this customer.
In other words, if there are two different orders for an
individual part or item, Track-It fills the first order in it's
entirety before any quantity can be applied to the second order.
All outstanding orders will be displayed regardless of their
shipping state and will be displayed in the order that they were
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Track-It 3.02
created. Each line of the order selection shows the order
number, the customer's last name, and the date of the order.
Just to the right of the order date is the indicator field which
indicates the status of the order. If the field is blank, then
no items are available on the order if the order filling logic is
followed. A 'P' in the indictor field indicates that there are
items that can be picked and set aside for the customer. A 'S'
in the field indicates that the order is shippable either in part
or in it's entirety.
Using the cursor keys or the mouse, highlight an order and
press enter or double click on the order with the mouse. Track-
It will retrieve the order and assume the mode indicated in the
status field. Thus if the order has a 'P' after the date, you
will be moved into the order picking mode of Track-It. If an 'S'
was displayed, you will be moved into the order shipping mode.
If the field was blank, Track-It will not do anything.
If you wish to override the shipping mode of an order, use
the cursor keys or the mouse to highlight the order that you
choose. After the order is highlighted, press Alt-P to process
the order in picking mode, or Alt-S to process the order in
shipping mode.
After selecting an order to process, Track-It will retrieve
and display the line items contained on the selected order.
To process the items, use the cursor or mouse to select the
items that you wish to process. Items that can be processed
using the standard filling logic have an asterisk to the right of
the quantity.
When picking, only the quantity field is available. When
shipping, the order shipping function operates identically to the
invoice section in that the quantity field is populated by Track-
It if the item is serialized.
When shipping an order with items that have been previously
set aside, Track-It assumes that the items that have been set
aside are the first to be shipped, and thus reduces the quantity
set aside as items are shipped.
When all items have been either set aside or packaged for
shipping, press Alt-O or the OK button.
If you are completing an order picking session, Track-It
will update the order data indicating the number set aside and
return you to the order selection menu.
If you are completing an order shipping session, an invoice
is automatically printed prior to being returned to the order
selection menu. A shipper can also be printed at this time. A
shipper is simply a list of items and quantities being shipped,
and contains no pricing information.
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Track-It 3.02
View Invoice
The view invoice function is simply a means by which an
existing invoice can be viewed without the need to print a paper
copy.
When prompted, enter in the number of the invoice to be
reprinted. An invoice number that does not correspond to an
invoice in the current sales history will be rejected.
After receiving the invoice information and line items, the
invoice contents will be displayed in the same format as the
invoice creation, with the exception that you cannot modify the
contents of the Invoice.
Use the cursor keys or the mouse to move the highlight and
display additional items.
When you are done browsing the invoice, press Esc to return
to the menu.
Edit Invoice
Through the invoice editing function, information regarding
an individual invoice can be changed. Only the sales information
for the invoice can be modified, the actual items and quantities
on the invoice cannot be modified. This function is considered
to be one of the more dangerous functions in Track-It. Entering
in invalid data during this function can invalidate several of
the reports that Track-It generates.
The actual customer under which the invoice was created
cannot be changed through this function or any other function in
Track-It. Once an invoice is created for a customer, it is
permanently associated with that customer.
When prompted, enter in the number of the invoice to be
edited. An invoice number that does not correspond to an invoice
in the current sales history will be rejected.
Track-It will retrieve the invoice information and display a
small window with four buttons. The first button, accessed by
pressing Alt-I, allows you to modify the salesperson, customer
purchase order number, reference information, tax rate, and the
shipping method. The second button, accessed by pressing Alt-P,
allows you to modify the amounts and terms paid by the customer.
After all the information is correct, pressing Alt-O or the
OK button will update the invoice data file. Pressing Esc will
abort any changes made and return you to the menu.
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Track-It 3.02
Invoice Payment
The invoice payment function allows the association of a
payment to an existing invoice with an outstanding balance.
When prompted, enter in the number of the invoice to be
edited. An invoice number that does not correspond to an invoice
in the current sales history will be rejected.
Track-It will retrieve the invoice information and display
it in a window. The window will indicate the invoice total, the
amount previously paid, and the balance. The amount previously
paid includes all payments including any amount paid at the time
of invoicing.
As this is a payment function, the method of payment is
limited to Cash, Check, or Credit Card.
Enter in the amount paid under the correct payment method.
Pressing the tab key will move the input focus to a different
field. Each time the tab key is pressed, the balance is
recalculated.
Once the amount paid has been entered, press enter or Alt-O
to save the payment. Press Esc to return to the menu.
Inventory Functions
This section of the manual covers functions included under
the inventory segment of the program.
Clone
The clone function allows the creation of a new stock code
using the information for an existing stock code as a template.
It is basically a way of making a copy of a stock code.
After selecting the clone function, you will be prompted to
enter in the stock code that you wish to clone. Enter in the
stock code, or perform a partial search for the desired source
stock code. Once the desired source stock code has been
selected, you will be prompted to enter in the target stock code.
The target stock code must be a unique stock code not
currently in use by the system. Enter in the desired target
stock code and press enter. If the target stock code that you
entered already exists, you will be prompted to enter a different
stock code.
After a target code is accepted, Track-It will retrieve the
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Track-It 3.02
information about the source stock code and display the stock
code modification window. Edit any of the information as needed
for the new stock code. See the inventory edit function for more
detail about editing stock codes and the significance of each
field.
When all the information is correct, press Enter or the OK
button to save the new stock code, or Esc to return to the menu
without making any changes.
Edit / New
Under the inventory segment of the program there is a
selection titled "New Code", and a selection entitled "Edit".
Because these two selections are so similar in function, they
will be discussed concurrently.
When prompted, enter in a stock code to edit or create.
If you are in the Edit function, the code entered must be
that an existing stock code. Entering in an unused stock code
will display a message indicating that the code you entered is
not in use, and ask you to reenter the code.
If the exact stock code is not known, enter in as much of
the code that you know followed by a question mark to bring up a
selection window. Stock code selection is not available under
the New Code selection.
If you are in the New function, the stock code entered must
be a unique, unused stock code. Entering a currently used stock
code will result in an error message indicating that the code is
already in use, and prompt you to enter another stock code.
After either retrieving or initializing the stock code, the
stock code modification window will be displayed. The first line
of the window displays the stock code. This line is not
available for editing. To change the actual stock code, you must
use the rename function.
The second line is the stock code category. This field can
be up to seven characters in length, and is used in the selection
criteria for sales reports.
The subcategory field is a three character extension of the
category to further differentiate between categories of stock.
Both numbers and letters can be used for the category and
subcategory fields. By using both letters and digits, there are
over 42,000 different category/subcategory combinations possible.
After the categories, enter in the items manufacturer, the
model number, a description of the item, the stock location, and
the manufacturers suggested list price.
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Track-It 3.02
The sale price field is provided so that sale prices are
easily available to sales people. When invoicing an item, the
sale price of the item is automatically entered into the price
field of the invoicing function. If the automatically entered
price is not the desired selling price, simply type the correct
amount over the incorrect amount.
The minimum and maximum stock levels are very important if
you intend to use the reorder and overstock reports. It is
though the values that you set here that reorder requests and
overstock reports are selected. When the quantity on hand of an
item falls below the minimum stock level, it will automatically
be included in the reorder report. The suggested reorder number
is the quantity that will bring the on hand quantity after
receiving the items to the midpoint of the maximum and minimum
stock levels. Choose these values carefully.
The serialized indicator field indicates if the stock code
is a serialized item. If you wish to track the sale of this item
by serial number, check this box by either clicking on it with
the mouse, or pressing the space bar when this field is
highlighted.
If the item is taxable, check the taxable indicator by
pressing the space bar when this field is highlighter, or by
clicking on the indicator with the mouse. If the item is not
taxable, then leave this box unchecked. This indicator has no
effect on invoices or orders that are designated for resale, as
no sales tax is applicable on items sold for resale.
If you are entering in a new code, the cost field should be
set to the cost of the last item purchased under this stock code,
otherwise edit as necessary.
The current stock count field should only be edited when the
item is not tagged for serialized tracking. If the item is set
to have the serial numbers tracked, leave this field at zero or
the stock count will be incorrect after the serialized items have
been added to the system via the purchase order functions.
At this point if all the fields are correct, press the Enter
or OK button to accept the displayed data. Pressing Esc will
allow you to exit the function without saving any changes.
Delete
The delete function removes a stock code from the index of
valid stock codes. A stock code that has an on hand quantity
other than zero, or is currently on an invoice, customer order,
or purchase order cannot be deleted.
Enter the stock code that you wish to remove from the system
and press enter.
Track-It will scan the data files to determine if the stock
code is currently in use. If so, a warning will be displayed
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Track-It 3.02
that the code can not be deleted.
A confirmation screen will be displayed prior to deleting
the stock code. Press Alt-O or the OK button to confirm the
delete. Press Esc to return to the menu.
After deleting the stock code, you will be returned to the
menu.
Merge
The inventory merge function combines two stock codes into
one. All references to the source code will be renamed to point
to the target stock code, and the source stock code will be
deleted.
After selecting the merge function, you will be prompted to
enter in the source stock code. Remember that the source code
will no longer exist after the merge. Enter in the stock code,
or perform a partial search for the desired stock code. Once the
desired source stock code has been selected, you will be prompted
to enter in the target stock code.
The target stock code that you enter must be an existing
stock code. Enter in the stock code, or perform a partial search
for the desired target stock code. If the target stock code that
you enter does not already exists, you will be prompted to enter
a different stock code.
After a target code is accepted, you will be asked to
confirm that both the source stock code and the target stock code
are correct. If you press enter or Alt-O in the confirmation
window, the program will systematically replace all references to
the source stock code with the target stock code. The only
history that is not updated is the Query history.
If Track-It cannot update all of the references to the
source stock code, both the source and the target stock codes
will exist after the merge. This may happen if an a reference to
the source stock code was locked by another terminal. If this
happens, Track-It will notify you if it does happen, rerun the
merge function to combine the two stock codes at a later time.
After the update is completed, you will be returned to the
selection menu.
Query
The query function is a quick means of determining the list
and sale price of an item along with the quantity currently on
hand, on order, and on outstanding customer orders.
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Track-It 3.02
After selecting the query function, Track-It will ask you to
enter the stock code that you wish to query. The code that you
enter must be a valid stock code that is currently in use by the
track it system. If an invalid code is entered, a message will
indicate that the code was invalid and ask you to reenter the
code.
If you do not know the exact stock code, enter as much of
the code that you know followed by a question mark to bring up a
selection list.
After a code is accepted, Track-It will search for
information on the code that you entered. The stock code, a
description, manufacturer, model number, list price, sale price,
quantity on hand, and quantity on order will be displayed, along
with the quantity that is currently allocated for customer
orders.
The quantity on hand does not take into consideration any
quantity allocated for customers, and is simply the quantity that
is currently in stock at the time of the query.
Pressing Enter or Esc will close the information window. If
the calculated available quantity zero or less, you will be asked
if you wish to save the query. If a sale would have been made
given sufficient quantity on hand, answer yes to the prompt. If
you are simply checking a price or getting information about a
code, answer no to the prompt.
By correctly tracking queries, you can determine which non-
stocking items should be stocked or which items should have
higher minimum stock values. A list of queries for specific time
periods can be printed under the reports segment.
After the query is completed, you will be returned to the
inventory selection menu.
Rename
The inventory rename function provides the means to change a
stock code and ALL references to a NEW stock code. All
information with respect to the original stock code will be
transferred to the new stock code.
After selecting the rename function, you will be prompted to
enter in the stock code that you wish to rename. Enter in the
stock code, or perform a partial search for the desired stock
code. Once the desired source stock code has been selected, you
will be prompted to enter in the target stock code.
The target stock code must be a unique stock code and cannot
be currently in use by the system. Enter in the desired target
stock code and press enter. If the target stock code that you
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Track-It 3.02
entered already exists, you will be prompted to enter a different
stock code.
After a target code is accepted, you will be asked to
confirm that both the source stock code and the target stock code
are correct. If you press enter or Alt-O in the confirmation
window, the program will systematically replace all references to
the original stock code with the target stock code. The only
history that is not updated is the Query history.
If Track-It cannot update all of the references of the
original stock code, both the source and the target stock codes
will exist after the rename. This may happen if an a reference
to the source stock code was locked by another terminal. If this
happens, Track-It will notify you if it does happen, use the
merge function to combine the two stock codes at a later time.
After the update is completed, you will be returned to the
selection menu.
Edit Serial Number
The edit serial number option allows the editing of
information specific to an individual serialized item. When
using this option, remember that the information that is entered
using this function MUST be correct. If you are not completely
sure of what you are doing or the accuracy of the data you intend
to enter, do not use this function.
When prompted to enter in the serial number of the item to
be changed. If the exact serial number is not known, enter in as
much of the number that you know followed by a question mark. A
list of serialized items that match the serial number criteria
entered will be retrieved and displayed. Use the cursor keys or
the mouse to select the item that you wish to edit.
After selecting the item, Track-It will retrieve the items
information and display the serial number modification window.
The first field available is the items stock code. If the
stock code is incorrect, enter in the new code. Prior to saving
the modified information, Track-It verifies that the stock code
entered exists and is serialized.
The next available field available for editing is the serial
number field. If the serial number is incorrect, enter in the
correct serial number.
The stock number field is very important to Track-It, even
if you are not using stock numbers. If the stock number must be
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Track-It 3.02
changed, be very sure that the stock number that you reassign the
item is not duplicated in the system.
If the cost is incorrect, reenter the correct cost. This
field is specific to the individual serialized item and does not
modify the stock code cost information.
The invoice number field is also another very important
field. If the item is currently in stock, the number in the
invoice number field should be zero. If the number is anything
other than zero, the item is not in stock.
Track-It automatically reserves invoice number 1 to provide
a invoice number to assign serialized items that are stolen,
lost, or used internally to be able to remove them from the
system. Thus to simply remove an item from the inventory,
without removing the information, simply enter in 1 as the
invoice number.
If you wish to permanently remove a serialized item from the
system, blank out the stock code.
If the invoice number is incorrect, enter in the correct
invoice number. Be very careful when changing the invoice
number. By entering in an incorrect invoice number, the item
cannot be correctly traced to the correct customer, and all the
effort made to track the item is wasted.
When all the fields are correct, press Enter or OK to save
the changes, or press Esc to return to the menu without saving
any changes.
Undelete
The inventory undelete function allows the recovery of a
stock code that has been deleted from the system.
Upon selecting the undelete function, Track-It will scan the
inventory data files for any deleted items that still exist.
Deleted items are available for recovery only until the storage
reclamation function, under batch processing, is run. Once the
storage reclamation function has completed, a deleted item no
longer exists and cannot be recovered.
After selecting the items that can be undeleted, Track-It
will list them and allow you to select the specific code to
undelete. Each stock code will be displayed with the first
character replaced with a question mark. Use the cursor keys to
highlight the item you want to recover and press enter, or double
click on your selection with the mouse.
You will then be prompted to enter a valid stock code to
replace the stock code on the screen. Upon entering the stock
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Track-It 3.02
code, Track-It will verify that the stock code is unique prior to
reinserting the stock code into the system.
Purchase Order Functions
This section of the manual covers functions under the P.O.
segment of the Track-It program.
Create
The purchase order creation portion of Track-It provides an
easy method of creating new purchase orders for products acquired
from vendors or distributors.
Purchase order numbers created under Track-It consist of two
parts; the calendar year the order is created, and the order
number. The year segment of the order number is taken from the
date provided by the system clock and cannot be modified. The
user of Track-It only has control over the second half of the
order number.
The purchase order number sequence can be changed under the
options menu.
Upon initiating the creation of a new purchase order, you
will be prompted to enter the code for the vendor from which the
items entered on the order will be purchased. You can search for
a vendor by entering as much of the vendor code that you know
followed by a question mark. This will bring up a list of
vendors that match the criteria entered.
If the vendor code is entered is valid, then you will be
moved to the item entry section of the purchase order. If the
vendor code is not in use, then you will be asked if the code
entered is for a new vendor. If you press the no button, then
you will be prompted to reenter the vendor code. If you press
the yes button, Track-It will initiate the function for adding a
new vendor to the system. Please refer to the "Add" selection
under the Vendor segment of Track-It for more information
regarding new vendors.
At this point, the stock code entry window will appear, and
you will be prompted to enter in the stock code of the first line
item on the purchase order.
When prompted, enter in a stock code. If the exact stock
code is not known, enter in as much of the code that you know
followed by a question mark to bring up a selection window.
If the code entered is not currently in use in the system,
you will be asked if the code is a new product. If not, press
Esc or the no button to enter another stock code. If you press
the yes button, Track-It will initiate the addition of the new
stock code to the system.
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Track-It 3.02
When a code is accepted, the description, manufacturer, and
the current stock on hand values will be displayed in their
respective fields.
The quantity ordered can be any number capable of fitting
within the field.
The calculated cost for the stock code is automatically
entered from the cost field on the stock code to provide a
reference to the last purchase cost of the item. If the value is
incorrect, simply type the correct value over the incorrect cost.
When the values are correct, pressing Enter or OK will add
the code to the list of items on the current purchase order.
If an item needs to be changed, highlight the desired code
and press enter. The item will be retrieved and displayed in the
item information window. Edit the fields as needed and then
press Enter or OK to reaccept the code.
When all items are entered, press Alt-O or the OK button to
accept the codes and update the purchase order history files.
Direct Receiving
The direct receiving function allows you to receive items
into inventory without the need to create a purchase order. Use
this function only if you choose not to track the acquisition of
stock.
At this point, the stock code entry window will appear, and
you will be prompted to enter in the first stock code to be
received.
When prompted, enter in a stock code. If the exact stock
code is not known, enter in as much of the code that you know
followed by a question mark to bring up a selection window.
If the code entered is not currently in use in the system,
you will be asked if the code is a new product. If not, press
Esc or the no button to enter another stock code. If you press
the yes button, Track-It will initiate the addition of the new
stock code to the system.
After entering an item, the receiving window will appear.
In this window you can enter the number of items that you are
actually receiving into stock. You can also adjust the cost of
the item being received if it is incorrect or has changed since
the time of the last receiving session.
If the item that you are receiving is serialized, then you
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Track-It 3.02
will not be able to edit the quantity received field. Instead,
you will be prompted to enter the serial numbers of the items
received. The total number of unique serial numbers entered will
be inserted into the quantity received field by Track-It.
The serialized receiving section of Track-It was created to
allow multiple serial numbers to be received at once. If for
instance you receive a set of items of the same stock code with
sequential serial numbers, enter the smallest serial number in
the beginning field, and the largest of the series in the ending
field, and then press Enter. All serial numbers from the
beginning to the ending serial numbers, will be added to the
list of received serial numbers.
Note that Track-It will not accept duplicate serial numbers.
If a serial number is entered incorrectly, highlight the
incorrect serial number and press enter. The individual serial
number will be retrieved and available for edit.
After all the serial numbers have been entered, press Alt-O
or OK to accept them into the system.
Each line item of the window will show the quantity ordered,
the individual item cost, and the extended amount. The total
amount received will be displayed at the bottom of the window.
If an items quantity or cost needs to be modified, highlight
the item using the cursor keys or the mouse, and press enter.
You will again be presented with the receiving dialog where you
can correct the incorrect amounts. If a stock code is incorrect,
you must delete the item and insert the correct item.
Continue selecting and receiving individual stock codes from
the purchase order until all stock codes from the purchase order
have been received. When all the items have been entered, press
Alt-O or the OK button to accept all the items that you have
entered in this session.
After completion of the receiving, you will be asked if you
wish to print a list of the items that you have just received.
This is the only opportunity you will have to print a list of the
actual quantities you have received in this session, so it is
generally a good idea to answer Yes to this prompt. If you do
not choose to print the list, you will be returned to the main
menu.
After printing the receiving list, you will be returned to
the main menu.
Edit
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Track-It 3.02
The purchase order "Edit" function allows the revision of
items entered on a purchase order.
When you enter the "Edit" function, you will be presented
with a list of purchase orders that have at least one item yet to
be received. The outstanding purchase orders are sorted by
purchase order number, and each is listed with the corresponding
vendor code, vendor name, and the date on which the order was
created.
Highlight the purchase order that you wish to edit and press
enter, or Esc to return to the P.O. selection menu. You may
also select a P.O. via the mouse.
A listing of the items on the order will be displayed, along
with a description, the quantity ordered, and the quantity
received.
Highlight the item that needs to be revised using the cursor
keys or the mouse. Select the item by pressing Enter or the edit
button.
If the stock code of an item needs to be changed, the line
item must be deleted and re-entered as a new line item.
Edit the quantity ordered field as necessary. Note that you
will not be able to enter a number for the quantity ordered that
is lower than the number already received.
If the cost of the item ordered has changed, type over the
old cost with the new cost.
When all the codes that require alteration have been
changed, press Alt-O or the OK button to update the purchase
order history. The changes made can be aborted by pressing Esc
and returning to the menu.
Print
The print function allows an individual purchase order to be
reprinted.
When prompted for the purchase order number to print, the
number must be entered according to the following format.
The first four digits of the purchase order must be the four
digit calendar year in which the purchase order was created. The
year must then be followed, (without any spaces), with a dash.
The order number must immediately follow the dash.
The following are examples of valid purchase order numbers
to be reprinted:
1988-22
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Track-It 3.02
1990-89
1990-123456798
The following are examples of invalid purchase order
numbers:
1990 - 78
1977- 100
90-78
Once a valid purchase order number is entered, the order
information will be retrieved and you will be prompted to enter
the printout destination.
Select the desired printer port and press enter.
After the order is printed, you will be returned to the P.O.
selection menu.
Receive
The receive function provides a means of receiving items
ordered under a purchase order. This function will automatically
update all purchase order files and stock levels.
A list of purchase orders with items outstanding will be
displayed.
Use the arrow keys to highlight the purchase order which
contains the items you wish to receive. When the correct
purchase order is highlighted, press Enter or double click with
the mouse to retrieve the purchase order.
After retrieving the purchase order information, the P.O.
receiving window will be displayed. Each line item will show the
stock code, a description of the item, manufacturer, quantity
ordered, and the number previously received. Use the arrow keys
to highlight the individual item that you wish to receive, and
press enter, or double click on the item with the mouse.
Please note that you cannot select an item for which the
number of items previously received is equal to the number
ordered. This program assumes that when all the items ordered
have been received that any additional items that have been
received with the same stock code are either part of another
purchase order, or were mistakenly shipped from the vendor.
After selecting an item, the receiving window will appear.
In this window you can enter the number of items that you are
actually receiving into stock. You can also adjust the cost of
the item being received if it is incorrect or has changed since
the time of the original purchase order creation.
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Track-It 3.02
If the item that you are receiving is serialized, then you
will not be able to edit the quantity received field. Instead,
after pressing Enter or OK to accept the edit fields, you will be
prompted to enter the serial numbers of the items received. The
total number of different serial numbers entered will be inserted
into the quantity received field by Track-It.
The serialized receiving section of Track-It was created to
allow multiple serial numbers to be received at once. If for
instance you receive a set of items of the same stock code with
sequential serial numbers, enter the smallest serial number in
the beginning field, and the largest of the series in the ending
field, and then press Enter. All serial numbers from the
beginning to the ending serial numbers, will be added to the
list of received serial numbers.
Note that Track-It will not accept duplicate serial numbers.
If a serial number is entered incorrectly, highlight the
incorrect serial number and press enter. The individual serial
number will be retrieved and available for edit.
After all the serial numbers have been entered, press Alt-O
or OK to accept them into the system.
Continue selecting and receiving individual stock codes from
the purchase order until all stock codes from the purchase order
have been received. When all the items have been entered, press
Alt-O or the OK button to accept all the items that you have
entered in this session.
After completing the receiving of a purchase order, you will
be asked if you wish to print a list of the items that you have
just received. This is the only opportunity you will have to
print a list of the actual quantities you have received in this
session, so it is generally a good idea to answer Yes to this
prompt. If you do not choose to print the list, you will be
returned to the main menu.
After printing the receiving list, you will be returned to
the main menu.
View
This view function allows you to view the contents of any
existing purchase order, regardless of its status, that has not
been purged from the system.
To select the purchase order to view, enter in the P.O.
number you desire. The purchase order number is made up of two
components, the year the P.O. was created and the number of the
P.O. An example of a correct P.O. number to enter is "1990-23".
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Track-It 3.02
If the purchase order number that you enter is invalid or
does not exist, you will be returned to the P.O. number entry
window.
Once the information is retrieved, the P.O. will be
displayed in the format as the purchase order editing or creation
functions with the exception that the contents cannot be
modified.
When you are done viewing the order, press Esc to return to
the menu.
Vendor Functions
This section of the manual covers the functions related to
maintaining vendor information.
Add
The "Add" function of the vendor segment of Track-It permits
the addition of new vendors to the list of vendors available for
use in the creation of purchase orders.
After selecting this function, you will be prompted to enter
a vendor code. The vendor code is a twelve digit code comprised
of characters or numbers which is associated with all purchase
orders for a given vendor. After a code is selected and entered,
Track-It will check the code for originality. If the code is
already in use, you will be prompted to enter in another code.
After a code is accepted, enter in the information about the
new vendor as prompted.
A description of each field will not be given as the
descriptions provided before each field provide a good idea of
what information the field should contain.
Two sets of fields are provided for addresses. The first is
for a mailing address for regular correspondence and a shipping
address to which product returns should be shipped. Two fields
are given for the street address in each address to accommodate
both a street number and a suite number.
A field is provided to enter in the name of the primary
contact at the company as well and the phone number for the
sales, customer service, and technical support departments.
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The miscellaneous information section contains two fields.
The first is a place to store your customer number for this
vendor. The second field contains the terms under which you
purchase from this vendor.
When all the information is entered, pressing Alt-O or OK
will accept the information and store it in the vendor
information file on disk. Pressing Esc will abort the entry of
the information and return you to the menu without saving any of
the information entered.
Edit
The vendor edit function provides a means of modifying
vendor information if it changes.
Enter in the code of the vendor that needs to be altered.
If the exact vendor code is not known, enter in as much of the
code that is known followed by a question mark. All vendors with
codes that match the entered criteria will be displayed.
Use the cursor keys or the mouse to highlight the desired
vendor and press enter.
At this point, you will Track-It will initiate the editing
portion of the function. All the information with the exception
of the vendor code is available for editing.
Edit any of the fields that need to be changed, and press
Enter or Ok to accept the changes and update the vendor
information file. If the vendor displayed on the edit screen is
incorrect or you wish to abort the changes already made, press
Esc.
Delete
The vendor delete function allows the removal of a vendor
from the system.
Enter in the code of the vendor that needs to be deleted.
If the exact vendor code is not known, enter in as much of the
code that is known followed by a question mark. All vendors with
codes that match the entered criteria will be displayed.
Use the cursor keys or the mouse to highlight the desired
vendor and press enter.
After confirming the delete request, Track-It will scan the
purchase orders to ensure that vendor is not in use.
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Track-It 3.02
After performing the delete, you will be returned to the
main menu.
Customer Functions
This section of the manual covers the functions related to
maintaining customer information.
Add
The customer add function of the vendor segment of Track-It
permits the addition of new customers to the Track-It customer
data base without going through the invoice segment of the
program.
The first field available for information is the customers
last name. If the customer is a business, enter in the complete
name of the business in the last name field. It is by customer
last name that all searches and invoicing is tracked.
Enter all information available about the customer. If the
shipping and billing address are the same, you only need enter
information in the billing fields.
A description of each field will not be given as the
descriptions provided before each field provide a good idea of
what information the field should contain.
Two sets of fields are provided for addresses. The first is
for a shipping address, and the second for a billing address if
it is different from the shipping address. Two fields are given
for the street address in each address to accommodate both a
street number and a suite number.
A field is provided to enter in the name of the primary
contact at the company as well and the phone number of the
customer.
If the customer is able to purchase on special terms, enter
the terms available in the terms field. This field is provided
so that if a salesperson other than the designated sales
representative is invoicing to this customer, that the terms
authorized for this customer are readily available.
Three special fields are available for each customer and
will be discussed in the order that they appear on the screen.
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The alternate name field allows you to use the first and
last name fields as two separate names on invoices, shippers, and
orders. When this field is checked, the last name field is used
as the bill to name and will be printed above the bill to address
on invoices, shippers, and orders. The first name will then be
associated with the ship to address. This allows you to sell and
item to a company and have it shipped to another.
The bad check/account field is a indicator that the customer
has an outstanding check or is past due on their account. When
this field is checked, Track-It will display a warning to the
salesperson taking an order or creating an invoice, indicating
that the manager should be contacted prior to taking a check or
any type of credit from this customer. When used properly, this
field will significantly reduce the amount of bad debt that your
company incurs.
The no delete field prevents the customer from being deleted
when the dead data function provided in the batch processing is
run. Thus you can store information about a customer or
potential customer that has no sales history and prevent them
from being automatically deleted as dead data.
When all the information is entered, pressing Enter or OK
will accept the information and store it in the customer database
file on disk. Pressing Esc will abort the entry of the
information and return you to the menu without saving any of the
information entered.
Edit
The customer "Edit" function provides a means of modifying
customer information if it changes.
After selecting this function, you will be prompted to enter
the last name of the customer that you wish to edit. Enter in
the name of the customer that needs to be altered. If the name
is not known exactly, enter in as much of the name as known
followed by a question mark.
Track-It will retrieve a list of all customers whose last
name matches the criteria entered. Us the cursor keys or the
mouse to highlight the customer that you wish to edit. Once
highlighted, press Enter or the OK button.
After retrieving the customer information, the customer edit
window will be displayed. Edit any of the fields that need to be
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Track-It 3.02
changed, and press Enter or OK to accept the changes and update
the customer information file. If you wish to abort the changes
already made, press Esc.
Merge
The customer merge function provides a means of merging two
customers into one. The most common reason for using this
function is when a customer is entered into the system twice
under different names because of a misspelling.
After selecting the merge function, you will be prompted to
enter the last name of the source customer. Enter in the name of
the customer that needs to be altered. If the name is not known
exactly, enter in as much of the name as known followed by a
question mark.
Track-It will retrieve a list of all customers whose last
name matches the criteria entered. Use the cursor keys or the
mouse to highlight the customer that you wish to edit. Once
highlighted, press Enter or the OK button to select the source
customer.
After selecting the source customer, you will be prompted to
enter target customer. This is the name of the customer that
will remain in the system. Enter the name and select the
customer just as you did for the source customer..
Once the two customers are selected, and the names are
confirmed, Track-It will merge the two customers.
All references to the source customer will systematically be
replaced with the target customer.
If Track-It cannot update all of the references to the
source customer, both the source and the target customers will
exist after the merge. This may happen if an a reference to the
source customer was locked by another terminal. If this happens,
Track-It will notify you if it does happen, rerun the merge
function to combine the two customers at a later time.
Undelete
The customer undelete function allows the recovery of a
customer that has been deleted from the system.
Upon selecting the undelete function, Track-It will scan the
customer data files for any deleted items that still exist.
Deleted items are available for recovery only until the storage
reclamation function, under batch processing, is run. Once the
storage reclamation function has completed, a deleted item no
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Track-It 3.02
longer exists and cannot be recovered.
After selecting the items that can be undeleted, Track-It
will list them and allow you to select the specific customer to
undelete. Each customer will be displayed with the first
character of the last name replaced with a question mark. Use
the cursor keys to highlight the customer you want to recover and
press enter, or double click on your selection with the mouse.
You will then be prompted to enter the last name of the
customer to replace the last name presented on the screen. Upon
entering the last name, Track-It will verify that the customer
number assigned to the customer is still unique prior to
reinserting the customer into the system. If the customer number
has already been reassigned, then the undeleted customer will be
assigned the next available customer number.
Reports
The reports segment of Track-It provides an array of
different reports for a variety of purposes. This section of the
Track-It manual will briefly describe the output, options and
operation of each of the reports available. The reports will be
discussed in the order that they appear in their respective
selection menu.
Customer Reports
This section of the manual covers all the functions related
to reports pertaining to customer information.
Account Status
The account status report prints a list of all invoices
created for a specific period of time that are associated with a
specific customer, and calculates a total balance for that period
of time.
After selecting this function, you will be prompted to enter
the last name of the customer that you wish to edit. Enter in
the name of the customer that needs to be altered. If the name
is not known exactly, enter in as much of the name as known
followed by a question mark.
Track-It will retrieve a list of all customers whose last
name matches the criteria entered. Us the cursor keys or the
mouse to highlight the customer that you wish to edit. Once
highlighted, press Enter or the OK button.
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After selecting a customer, you will be prompted to enter
the date range search. Enter the beginning and ending dates as
desired and press enter to continue. The dates must be entered
in the format of MM/DD/YYYY. Invalid dates will cause invalid
reports.
The printout will contain a list of all the invoices that
match the entered criteria. The total sales, total paid, and
outstanding balance for the selected customer will be printed.
After printing the report, you will be returned to the main
menu.
Customer Lists
Track-It provides two customer list functions; one sorted by
last name, and one sorted by the customer's zip code.
There are no options for this report other than the ability
to designate the beginning and last name for the report by name,
or the beginning and ending zip codes for the report by zip code.
The names and zip codes entered will be compared as partial
criteria, thus if the beginning name entered is "MA", then all
names that begin with the letters "MA" will be included in the
report. The same approach is taken for the zip code report.
By selecting the desired report, the customer list will be
printed sorted either by the last name, or by the zip code in
which the customer resides.
Note that the customer list that is sorted by zip code is
not sorted by name within a given zip code.
Purchases
The customer "Purchases" report is a non-printing report,
thus no printer output is produced.
When the customer purchases function is initiated, you will
be prompted to enter in the customers last name, or company name.
If the exact name of the customer is not known, enter as much of
the name that is known followed by a question mark. If you know
the customer, enter # followed by the customer number to directly
select the customer.
Track-It will retrieve a list of all customers whose last
name matches the criteria entered. Use the cursor keys or the
mouse to highlight the customer that you wish to query. Once
highlighted, press Enter or the OK button to select the source
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customer.
After selecting a customer, you will be prompted to enter
the date range search. Enter the beginning and ending dates as
desired and press enter to continue. The dates must be entered
in the format of MM/DD/YYYY. Invalid dates will cause invalid
reports.
Each line item invoiced for the customer is displayed in the
order that it appeared on the invoice. Each item will show the
date of purchase, the invoice number it was purchased on, the
items stock code, quantity purchased, and the price.
Use the page up, page down, and arrow keys to display
additional items.
After viewing the purchase history, press Esc to return to
the menu.
Statement Processing
The statement processing function of Track-It will print a
mailable statement for all customers that have an outstanding
balance for invoices created within the specified period of time.
After selecting the function, you will be prompted to enter
the date range search. Enter the beginning and ending dates as
desired and press enter to continue. The dates must be entered
in the format of MM/DD/YYYY. Invalid dates will cause invalid
reports.
Each printout will contain a list of all the invoices that
match the entered criteria for the current customer. The total
sales, total paid, and outstanding balance for the selected
customer will be printed.
After printing all reports, you will be returned to the main
menu.
Summary Purchases
The summary purchases report produces a summarized listing
of the purchases for a given customer over a specified period of
time.
After selecting this function, you will be prompted to enter
the last name of the customer that you wish to edit. Enter in
the name of the customer that needs to be altered. If the name
is not known exactly, enter in as much of the name as known
followed by a question mark.
Track-It will retrieve a list of all customers whose last
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Track-It 3.02
name matches the criteria entered. Us the cursor keys or the
mouse to highlight the customer that you wish to edit. Once
highlighted, press Enter or the OK button.
After selecting a customer, you will be prompted to enter
the date range search. Enter the beginning and ending dates as
desired and press enter to continue. The dates must be entered
in the format of MM/DD/YYYY. Invalid dates will cause invalid
reports.
You will then be prompted to enter the sorting method for
the report. Sort by stock code will simply print a listing of
all the stock codes that a customer has purchased along with the
totals for each stock code. Sort by category will group all
purchases by stock code category and provide you with total sales
for each category of stock code.
Each line item in the report, regardless of the sorting
method, will have the stock code, description, total sales, total
cost, and the total gross profit.
After printing the report, you will be returned to the main
menu.
Export
The customer export report is a simple report which creates
a file containing a list of all customers in a comma delimited
format. This list can then be retrieved into a separate program
to print mailing labels.
Zip Code Count
The zip code count provides a list of the zip codes in the
customer data file. This report was included in Track-It to
provide a rough geographical impression of where your customers
are coming from. This will allow you to determine where your
advertising and sales efforts are working, and where they need to
be intensified.
For each zip code that has three or more customers, the
following information is printed; the number of customers
residing in that zip code, the percentage of your customers in
that zip code, the zip code, city, and state which that zip code
is in.
The last line of the report shows the number of customers
that do not reside in a valid zip code or where there were less
than three customers in a zip code. A customer whose zip code
was left blank at the time of being entered into the system will
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be counted as invalid zip codes.
Because the value printed for the percentage of customers in
an individual zip code is rounded, the total percentage of
customers included in the report may not equal exactly 100
percent.
Inventory Reports
This section covers the reports available under the
inventory section of available reports.
Stock Report by Code
This report prints a complete listing of all stock codes in
the system sorted by stock code. The report consists of each
items stock code, a description, the manufacturer, category,
subcategory, stock location, minimum and maximum stock levels, on
hand quantity, last cost, and extended value.
There are no options for this report other than selecting
the printer output location.
Overstock Report
The overstock report provides a list of stock codes which
have a calculated on hand quantity greater than the set maximum
stock level.
This function scans the purchase order and customer order
history, and then reads straight through the stock code data file
and determines if the code is overstock. The overstock report
takes into consideration the quantities of items on outstanding
purchase orders and customer orders when determining if the item
should be included in the report.
If the item is overstocked, the code is printed along with a
description, the manufacturer, the category and subcategory,
minimum and maximum stock levels, the quantity on order, the
quantity allocated to customer orders, and the number of items
over the maximum stock level after receiving the purchase orders
and customer orders.
When the report is finished, you are returned to the
inventory reports selection menu.
The overstock report will probably not be the most useful of
reports to most businesses, but to those who have a large parts
inventory to track, it can be a good way to determine which items
should be included on the next clearance sale.
Remember that having too much stock can sometimes be a
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greater detriment than having too little stock as it ties up
working capital that could otherwise be used for more popular
items.
Price List
The price list report is just that, a price list.
When prompted, enter the criteria for which you wish to
print a price list. Only items that fit within the entered
criteria will be included on the list.
When the criteria is entered, press Enter or OK to initiate
the report.
Reorder Report
When each new stock code was entered into the system,
minimum and maximum stock levels for each code were either set by
the user or defaulted to zero. By properly setting the max and
min stock levels combined with this reorder report, an adequate
stock level for all items can be maintained.
There are no options for the reorder report other than
selecting the printer output location, thus the report starts
almost immediately.
The function scans the purchase order and customer order
history, and then reads straight through the stock code data file
and determines if the item should be on the reorder report. The
quantity on hand for each item is adjusted up for any quantity on
order in the purchase order system, and down for any quantity
allocated for customer purchase. If the resulting stock on hand
value for an item is greater than the set minimum stock level it
is not printed.
If the resulting quantity on hand is lower than the minimum
stock level, the item is included on the reorder report along
with a suggested reorder quantity.
The reorder quantity printed is the number of items that
when received will place the on hand quantity, (after receiving
outstanding purchase orders and filling customer orders), at the
mid point between the minimum and maximum stock levels for that
stock code.
For example, if you have a resulting quantity on hand of 4
for the stock code "XYZ" and the minimum and maximum stock levels
are 10 and 20 respectively, the reorder quantity if determined as
follows: add the quantity required to bring the stock level up
to the minimum level, (6), plus one half of the difference
between the minimum and maximum stock levels, (5). Thus the
suggested minimum reorder number for stock code "XYZ" would be
11.
The printout for each line item consists of the stock code,
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Track-It 3.02
a description, the manufacturer, model number, category,
subcategory, minimum and maximum stock levels, the quantity on
order, the quantity on customer orders, the on hand quantity,
last cost, and the suggested reorder quantity.
After the printout is complete, you will be returned to the
inventory reports selection menu.
Serialized Stock Report
This report prints a selective listing of serialized items
currently in stock.
When prompted, enter the criteria for the current report.
All fields will be handled as partial searches. If a list of all
serialized items is desired, leave all the fields blank.
The printout consists of the following information: the
stock code for each line item, the individual serial number, its
respective stock number, a description, the manufacturer, the
category and subcategory, date received, and the individual items
cost.
After each set of items for a given stock code, the number
of items on hand for that code and the total value on hand for
the stock code is printed.
Selective Stock Report
The selective stock report is very similar to the stock by
code report, with the exception that the items included on the
report can be designated by the user.
Upon initiating the function, you will be prompted to enter
in the criteria for the report. All fields will be treated as
partial search criteria, and thus any items that fit within the
parameters entered will be included in the report.
When the criteria is entered correctly, press Enter or OK to
start the report. Pressing Esc will return you to the menu.
Query Report
The query report prints a list of items contained in the
query data file for a user determined period of time. The query
report compiles the query information for the requested period of
time and prints a list of the items, sorted by stock number, and
the number of recorded queries.
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The only variables available in the query report for the
user to define are the beginning and ending dates. The beginning
date is automatically set to six months prior to the current
date. The ending date is automatically set to the current date.
If the dates are correct, press Enter or OK to begin the report.
If the dates are incorrect, enter in the correct dates and press
Enter or OK. Pressing Esc will return you to the menu.
The following information will be printed for each line item
of the report: the stock code, a description, the manufacturer,
the category and subcategory, minimum and maximum stock levels,
the quantity currently on hand, the last cost, and the number of
queries.
Order Entry Reports
This section covers the reports available under the order
entry section of available reports.
Outstanding Orders
The outstanding order report prints a list of items ordered
by customers but have not been delivered.
The outstanding order report reads straight through the
order entry data files to locate items still on order. For each
item still on order, the following information is printed: the
stock code, the order number it was ordered on, a partial
customer name, the date the order was created, a description, the
manufacturer, quantity ordered, quantity shipped, and the quoted
price.
After the report is finished, you will be returned to the
menu.
Summary / Detailed Order History
The summary and detailed order history reports are very
similar in function except for the way that the format in which
the information is printed, and thus will be discussed
concurrently.
The summary report prints a list of items and the quantity
of each item ordered that matches the selection criteria. Each
line item is printed only once, and the quantities ordered and
shipped are the total quantities for the entire period rather
than for one customer order. Because the report is a summary, no
price values are printed.
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The detailed report prints a complete list of items exactly
as they appeared on individual customer orders. The quantities
printed are for that item on the individual order being examined.
Thus a single stock code can appear many times on one report.
The detailed report also contains the prices at which each
item was quoted for a given customer order.
All of the selection criteria fields, with the exception of
the date fields, are treated as partial searches. For example,
if the beginning customer name was entered as "MA" and the ending
code entered as "TECH", then all customers that have last names
between "MA" and "TECH" will be included in the reports. The
longer the data entered in each field, the more specific the
report. Depending the information entered into each field, the
report produced can be very specific or very comprehensive.
The selection criteria ranges available are the customer
name, date of order creation, stock code, product category, and
product subcategory. Each of which range can be as detailed or
as broad as desired.
If an field is left blank, then all data compared against
that field will be considered a match. This allows open ended
search criteria. If both the beginning and ending field for a
given criteria set are blank, then that criteria will not be
checked during the sorting of the data. Do not leave either of
the date fields blank as this will cause invalid reports.
Enter in the criteria desired and press Enter or OK to
accept the data and begin the report. A report will be printed
even if no data was found to match the criteria.
NOTE: The search criteria fields are not checked for
invalid ranges. If an ending field is entered that is lower than
the beginning field, or visa versa, then no data will fit the
criteria, and thus no information will be included in the report.
Reprint Order
The print function allows an individual customer order to be
reprinted.
When prompted for the order number to print, the number
entered must correspond to an order that is currently in the
order history. Entering an invalid order number will cause the
field to be cleared, and you will again be prompted to enter in
another order number.
After retrieving the entered order, you will be prompted to
select the output location. Select the output destination and
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press enter.
After the order is printed, you will be returned to the main
menu.
Purchase Order Reports
This section covers the reports available under the purchase
order section of available reports.
Backorder Report
The backorder report prints a list of items ordered but not
received.
The backorder report reads straight through the purchase
order data files to locate items still on order. For each item
still on order, the following information is printed: the stock
code, the purchase order it was ordered on, the vendor order
from, the date the order was created, a description, the
manufacturer, category and subcategory, quantity ordered,
quantity received, and the items unit cost.
After the report is finished, you will be returned to the
menu.
Summary / Detailed Purchase History
The summary and detailed purchase history reports are very
similar in function except for the way that the format in which
the information is printed, thus they will be discussed
concurrently.
The summary report prints a list of items and the quantity
of each item purchased that matches the selection criteria. Each
line item is printed only once, and the quantities ordered and
received are the total quantities for the entire period rather
than for one purchase order. Because the report is a summary, no
price values are printed.
The detailed report prints a complete list of items exactly
as they appeared on individual purchase orders. The quantities
printed are for that item on the individual purchase order being
examined. Thus a single stock code can appear many times on one
report. The detailed report also contains the prices at which
each item was purchased for a given purchase order.
All of the selection criteria fields, with the exception of
the date fields, are treated as partial searches. For example,
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if the vendor beginning code was entered as "MA" and the ending
code entered as "TECH", then all vendors that have assigned codes
between "MA" and "TECH" will be included in the reports. The
longer the data entered in each field, the more specific the
report. Depending the information entered into each field, the
report produced can be very specific or very comprehensive.
The selection criteria ranges available are the vendor code,
date of purchase order creation, stock code, product category,
and product subcategory. Each of which range can be as detailed
or as broad as desired.
If an field is left blank, then all data compared against
that field will be considered a match. This allows open ended
search criteria. If both the beginning and ending field for a
given criteria set are blank, then that criteria will not be
checked during the sorting of the data. Do not leave either of
the date fields blank as this will cause invalid reports.
Enter in the criteria desired and press Enter or OK to
accept the data and begin the report. A report will be printed
even if no data was found to match the criteria.
NOTE: The search criteria fields are not checked for
invalid ranges. If an ending field is entered that is lower than
the beginning field, or visa versa, then no data will fit the
criteria, and thus no information will be included in the report.
Reprint P.O.
The print function allows an individual purchase order to be
reprinted.
When prompted for the purchase order number to print, the
number must be entered according to the following format.
The first four digits of the purchase order must be the four
digit calendar year in which the purchase order was created. The
year must then be followed, (without any spaces), with a dash.
The order number must immediately follow the dash.
The following are examples of valid purchase order numbers
to be reprinted:
1988-22
1990-89
1990-123456798
The following are examples of invalid purchase order
numbers:
1990 - 78
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1977- 100
90-78
Once a valid purchase order number is entered, the order
information will be retrieved and you will be prompted to enter
the printout destination.
Select the desired printer port and press enter.
After the order is printed, you will be returned to the P.O.
selection menu.
Sales Reports
This section of the Track-It manual covers all sales reports
provided by Track-It.
Summary Daily Sales
The summary daily sales report is identical in operation to
the daily sales report, but only displays the total sales volume
information on the screen. The daily and month to date summary
reports were included to allow easy retrieval of sales
information without an extensive use of paper printouts.
The displayed data from the daily sales summary report is
simply the totals that would be printed at the end of the
detailed daily sales report. No information about specific
invoices or items is displayed.
When the information is no longer needed, press Enter or Esc
to clear window from the screen and return to the menu.
Invoice Balance
The invoice balance report prints a list of invoices that
have an outstanding balance.
After selecting this function, you will be presented with
the sales reports criteria window.
The selection criteria ranges available are the customer
last name, date of purchase, and the salesperson. For this
function, the stock code and category fields are not used, and
any criteria entered in these fields will be ignored.
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If an field is left blank, then all data compared against
that field will be considered a match. This allows open ended
search criteria. If both the beginning and ending field for a
given criteria set are blank, then that criteria will not be
checked during the sorting of the data. Do not leave either of
the date fields blank as this will cause invalid reports.
Enter in the criteria desired and press Enter or OK to
accept the data and begin the report. A report will be printed
even if no data was found to match the criteria.
NOTE: The search criteria fields are not checked for
invalid ranges. If an ending field is entered that is lower than
the beginning field, or visa versa, then no data will fit the
criteria, and thus no information will be included in the report.
The printout will contain a list of all the invoices that
have an outstanding balance. The invoices will be grouped by
customer. The total outstanding balance of each customer is
printed after each group, and a total outstanding balance for all
invoices on the report is printed at the end of the report.
After printing the report, you will be returned to the main
menu.
Custom Sales Report
The custom sales report provides a means of determining the
quantity of specific items sold within a given period of time.
Upon selecting this report, you will be presented with the
sales report criteria dialog. The first two edit fields allow
you to enter the beginning and ending names of the customers that
you wish to include in the report. All invoices that do not have
customer names within the range entered will be excluded from
this report.
The second pair of edit field available to modify is the
beginning date of the report. This field is automatically set to
January first of the current year, and the ending field is
automatically set to the current date. If the beginning or
ending date is incorrect, enter in the desired dates.
If a comprehensive report including all items sold within
the entered period of time, press Enter or OK with all blank
fields to begin the report. If only a specific group of items is
desired, they can be selected by the stock code, the product
category, the product subcategory, or an combination of the three
criteria.
A pair of fields for a range is provided to allow the
selection of items to be linked to a range of salespeople.
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Open ended criteria is also possible by leaving either the
beginning or ending fields blank. For instance, if the beginning
stock code is entered as "SX", and the ending field is left
blank, all items with the a stock code starting with the letters
"SX" through "XXXXXXXXXXXXXXX" will be included in the report.
Each line item on the report will include the stock code, a
brief description, the manufacturer, model number, the product
category, subcategory, and the quantity sold within the
designated period of time.
After the report is complete, you will be returned to the
main menu.
Daily Sales
The daily sales report prints a list of all items sold on
the specific date entered.
There are no options for this report other than to change
the date of the report.
After the date is entered, Track-It will compile all
available sales information for the date entered. The printed
report will list each line item for all invoices created on the
desired date in no specific order.
Each line item will show the stock code of the item, a
description, the items manufacturer, the invoice number, the per
unit price, the quantity, calculated tax, the per item cost, and
the profit for the line item.
If the stock code is designated as serialized, each serial
number currently associated with the stock code and invoice will
also be printed. The cost of each serial number along with the
profit for each serial number will be printed instead of an
overall cost and profit for the line item.
The totals of each column for all serialized items will be
calculated and printed.
Under the serialized totals will be the column totals of all
items sold regardless of their serialized status.
It is highly recommended that a daily sales report be run
each night after closing to provide a secondary method of
tracking sales history.
Invoice Report
The invoice report prints a list of all invoices that were
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created for a specific period of time regardless of the invoice
balance.
After selecting this function, you will be presented with
the sales reports criteria window.
The selection criteria ranges available are the customer
last name, date of purchase, and the salesperson. For this
function, the stock code and category fields are not used, and
any criteria entered in these fields will be ignored.
If an field is left blank, then all data compared against
that field will be considered a match. This allows open ended
search criteria. If both the beginning and ending field for a
given criteria set are blank, then that criteria will not be
checked during the sorting of the data. Do not leave either of
the date fields blank as this will cause invalid reports.
Enter in the criteria desired and press Enter or OK to
accept the data and begin the report. A report will be printed
even if no data was found to match the criteria.
NOTE: The search criteria fields are not checked for
invalid ranges. If an ending field is entered that is lower than
the beginning field, or visa versa, then no data will fit the
criteria, and thus no information will be included in the report.
The printout will contain a list of all the invoices that
match the entered criteria. The invoices will be grouped by
customer. The total sales and outstanding balance of each
customer is printed after each group, and a total for sales and
balances for all invoices on the report is printed at the end of
the report.
After printing the report, you will be returned to the main
menu.
Month to Date Sales
The month to date sales report is almost identical to that
of the daily sales report with the exception that it deals with a
larger time period.
When the function is started, you will be prompted to
confirm the displayed month or enter a different month. Press
enter to accept the current month. If the month entered is
already completed, such as the prior calender month, then all
sales within that month will be printed. If the current month is
selected, all sales within the current month will be included up
to the current date.
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If a date is entered that is in the future, the report will
simply print that there were no sales and return as normal.
Summary Month to Date
The summary month to date report is identical in function to
the detailed month to date report except in the amount of detail.
The only information that is produced is simply the sales
totals that would be printed at the end of the detailed month to
date sales report. No information about specific invoices or
items is displayed.
When the displayed information is no longer needed, press
any key to clear the window and return to the menu.
Custom Summary Sales
The custom summary sales report is similar to that of the
custom sales report with the exception that the data is
summarized.
The selection criteria available is identical to that of the
custom sales report.
Each line of the report includes the stock code, a
description of the item, the manufacturer, the category and sub-
category, the total quantity ordered, and the total quantity
shipped for all items that fit the criteria.
After the report is finished, you will be returned to the
reports selection menu.
Reprint Invoice
The reprint invoice function is simply a means by which an
invoice can be recreated if lost by the customer, or reprint if a
mistake was made when entering in the sales information.
When prompted, enter in the number of the invoice to be
reprinted. An invoice number that does not correspond to an
invoice in the current sales history will be rejected.
After receiving the invoice information and line items, you
will be prompted to select the printer to which the output will
be directed. Select the correct printer and press enter.
After the invoice is printed, you will be returned to the
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main menu.
Vendor Reports
There are two vendor reports available; selection and
sorting by vendor name, and selection and sorting by vendor code.
Upon entering either report, you will be prompted to enter
the range of vendors you wish to print, either by code or name.
Enter the vendor range and press Enter or OK. Pressing Esc will
back you out of the report and return you to the menu.
Options
This segment of the Track-It manual covers the functions
available under the options menu.
Batch Operations
This function allows the user to run several functions from
each of the programs segments. Most of these functions can take
extended periods of time, and thus have been included in the
batch option to allow them to run without user input whenever
time allows or after normal business hours.
Use the tab key to move between sections of the batch
function, and the cursor keys to move the highlight. Press the
space bar or click on each selection to select or deselect each
item. Every function that is checked will be run in the order
that they appear on the screen.
The verify indexes section of the batch processing will
verify the contents of the indexes of each section checked. This
ensures that the indexes match the data.
The purge dead data function scans the selected data files
and determines if each entry is currently in use. If an item is
not in use, it is deleted from the system.
The storage reclamation section actually recovers the space
used by deleted data.
The only user input required after confirming the start of
the batch, is to confirm or enter in the correct month for the
MTD sales report.
It is recommended that the entire batch be run at the end of
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each calendar month.
Backup Functions
The backup submenu provides access to an internal method of
creating backups of the data created and stored by Track-It.
These function require approximately 180k of ram available
from inside Track-It to function properly. The memory available
from inside Track-It is displayed in the lower right hand corner
of the Track-It screen.
Backup
The backup function will create a backup of all .DAT files
in the current data location. This function uses the DOS backup
command to provide functionality.
Restoral of the data can either be performed from the
restoral function provided by Track-It or can be run manually
from the DOS command line.
Upon selecting this function, Track-It will prompt you to
enter the drive letter to where the backup will be sent. Entry
of either A or B is required.
Track-It will then use the current data location information
to call the DOS backup function. All files that match *.DAT will
be backed up.
*Note: The backup function does NOT make copies of the indexes.
Thus if the data ever requires restoring, all indexes must be
verified prior to use to prevent data corruption.
Restore
The restore function replaces the data currently in the data
path with a copy of the same files from an earlier date. This
function uses the DOS restore command to provide functionality.
Upon selecting this function, Track-It will prompt you to
enter the drive letter from where the backup will be restored.
Entry of either A or B is required.
Track-It will then use the current data location information
to call the DOS restore function. All files that match *.DAT
will be overwritten with the data contained in the backup.
*Note: The restore function does NOT replace copies of the
indexes. Thus all indexes must be verified prior to use to
prevent data corruption.
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Customization
Several elements of Track-It are customizable. The elements
include the company information, cost calculation method, invoice
disclaimer lines, and the printer configuration.
Company Information
Upon selecting the company information menu selection, you
will be presented with the company information entry window.
Enter in the information requested for each field. Most of
the information that you enter in these fields will be printed at
the top of invoices and customer orders. No special
considerations are needed for centering as this is done
immediately prior to printing for each invoice or order.
The contents of the default ship via field is inserted
automatically on each invoice and customer order. Enter in the
most common method of product shipment into this field.
The next field is an indicator as to whether or not the
company information is printed at the top of invoices and
customer orders. If you are printing invoices on letterhead,
leave this box unchecked. If you wish Track-It to print the
invoice and order headers, check this box.
The print all payment types indicator tells Track-It if you
want to simply print the total amount paid on an invoice, or if
you wish to print the specific amounts of each payment type on
the invoice. Leave this field unchecked to print the total paid,
or checked to print each payment type on the invoices.
The cost calculation method buttons tell Track-It how to
calculate the cost of a stock code. If you check the last cost
method, Track-It will assume the cost of a stock code is the cost
of the item the last time it was received. If you check the cost
averaging method, Track-It will calculate the weighted average
cost of the stock code.
The precision field allows you to set Track-It to round to
either two or three decimal places for stock code prices and
costs. Set this option to three decimal places only if you will
be dealing with stock codes that are either priced or cost less
than a penny.
When all the fields are correct, press Enter or OK to save
the changes. Press Esc or the cancel button to close the window
without saving the changes.
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The company information is stored in the same location as
the program's data. Thus by modifying the company information,
all systems that access shared data pick up the changes the next
time each system starts Track-It.
Disclaimer Lines
The disclaimer lines menu selection allows you to modify the
text that is printed in small print at the bottom of every
invoice.
You can use the disclaimer lines to display text that
describes your return policy, you monthly specials, or anything
that you wish your customers to see at the end of their invoice.
The disclaimer line text is stored in the same location as
the data files to ensure that all terminals access the same
information.
Each line can contain up to 132 characters of text and will
be printed exactly as typed in the field. The field will scroll
to allow the entry of more text than what will appear on the
screen.
When both fields are correct, press Enter or the OK button
to save the changes. Press the Esc or cancel button to close the
window without saving your changes.
Printer Setup
The printer setup section of Track-It allows you to tell
Track-It which type of printer(s) you have attached to your
system.
After selecting this menu selection, you will be presented
with a dialog box that lists your current printer selections, and
the current default printer port.
If either of the printers listed are incorrect, you need to
change the printer information for Track-It to correctly print
your reports. Press Alt-1 to change the printer attached to
LPT1, or Alt-2 to change the printer attached to LPT2.
If you wish to change the default printer port, move the
indicator of the default printer port to the port that you wish
to have as the default. By changing the default port to either
LPT1 or LPT2, you can indicate to Track-It where a majority of
your printouts will be sent, and relieve you from having to
change the port each print.
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After selecting a printer to change, you will be presented
with a list of four printer selections. The selections in the
order that they appear are; Epson, HP Laserjet, IBM Proprinter,
and User Defined.
If your printer is compatible with any of the first three
selections, use the cursor keys and space bar, or select the
correct printer with the mouse. When the correct printer for
that port is selected, press Enter. Press Esc to return to the
printer setup window without making changes. The printer setup
window will immediately show any changes that you have made.
If your printer is not compatible with any of the printers
listed, select the user defined option to enter the setup strings
for your printer. This will allow your printer to work correctly
with Track-It. See the next section, custom printer setup, for
specific information about user defined printers.
When the printer information is correct, press Alt-O or the
OK button to save the information. Press Esc or Cancel to return
to the menu without saving changes.
Custom Printer Setup
After selecting a user defined printer, you will be
presented a window with several fields. This screen allows you
to enter in the command strings for printers that are not
compatible directly supported printers. The command strings are
sent by Track-It to tell the printer to change how it will print.
Printer commands are also commonly known as escape sequences or
escape codes since most printer commands begin with the Escape
character, 27. Because many printers have their own command
strings, which are not compatible with the available selections,
you have to enter in the commands that were provided to you in
your users manual. If you do not have your printer users manual,
please contact the manufacturer of your printer for the correct
commands.
Each line in the window represents one command string for
one function on your printer. Each character of the string,
with the exception of the printer name, should be entered as a
decimal number and separated by a '\' symbol. Thus if the
command for your printer to set it to 17 characters per inch
(compressed print) is:
27 38 107 50 83 0
you would enter 27\38\107\50\83\0 on the line for 17 CPI.
Enter the name of the printer that you are setting up in the
printer name field. This field is used to indicate to you the
printers which are attached to which port at printer selection
time.
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The 17 CPI field is where you will place the command to set
your printer to 17 characters per inch, also known as compressed
print.
The 10 CPI field is where you will place the command to set
your printer to 10 characters per inch, which is also known as
PICA print.
Some printers have a specific command to release the
compressed print setting rather than just setting the printer
back to 10 CPI. If your printer has a specific command to
release compressed print, enter it in the Release 17 CPI field.
Your printer may not have this command.
The 6 LPI field is where you will place the command to set
your printer to 6 lines per inch.
The 8 LPI field is where you will place the command to set
your printer to 8 lines per inch.
The initialize field is where you will place the command
that initializes your printer. Many times a printer needs to be
set to a specific state prior to printing, such as changing the
margin. By entering in the initialize printer command, you can
ensure that Track-It sets your printer exactly how you want it
prior to printing. Most printers will not need this field.
The reset field is where you will place the command to reset
your printer. If your printer has a reset command, please enter
it in the field. This will ensure that Track-It can set your
printer back to its power on state after each print. By
resetting the printer after each print, Track-It makes it easier
on other users by not leaving the printer in an unknown state.
Track-It will print invoices and customer orders in a high
quality print mode if your printer has the capabilities. The
NLQ/LQ field is where you will enter the command to set your
printer to a higher print quality. This command generally has no
effect on laser printers as they always print letter quality
print and thus can be left blank.
The release NLQ/LQ field is where you will place the command
to reset your printer back to its default print quality. Again,
this command generally has no effect on laser printers as they
always print letter quality print and thus can be left blank.
When all the fields are set correctly, press the Enter key
or the OK button to save the changes. Press the Esc key or the
cancel button to cancel the edit and return without any changes.
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Data Location
The data location menu selection allows you to change where
Track-It stores the data. Track-It assumes that you intend to
store data in the same directory that you placed the program
unless you specifically tell Track-It to look some other place
for the data. If you are running on a network, you must set the
data location on each system.
Upon selecting the data location option, you will be
presented with a dialog box that contains an input field, a
directory tree, and several buttons.
If you already know the exact location where Track-It is to
store the data, enter it in the input field. You must specify
the entire path, including the drive, to ensure that Track-It can
find the data.
If you are storing the data in a subdirectory called
'TRDATA' on the 'E' driver, enter 'E:\TRDATA' on the input line
and press Enter or the OK button.
If you do not know the exact location, you can scan through
the directory tree with the cursor keys or the mouse.
To change the drive that the directory tree is displaying,
highlight the line that says 'Drives' and press enter. Track-It
will display a list of available drives.
To select a directory, use the cursor keys or the mouse to
move the highlight to the correct directory. After the correct
directory is highlighted, press Enter twice to change the
directory. The first Enter accepts the highlighted directory,
and the second Enter tells Track-It to actually change
directories.
The data location that you entered will now be retrieved and
used each time that Track-It is started.
File Viewer
The file viewer menu selection is a simple ASCII text
viewer. This viewer can read any report created by Track-It and
display it on the screen.
For reports that are wider than the screen, the viewer is
capable of scrolling left and right as well as up and down.
After selecting this option, you will be prompted to enter a
file name to view. Track-It automatically displays a list of
files that match *.TXT.
Enter in the file name that you wish to view in the input
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line, or select the file from the list in the file list box.
Press enter when the file name is either highlighted or entered
in the input line.
After retrieving the file, Track-It will display the file in
a large window. Use the cursor keys to move the text in the
window. The mouse can also be used to click on the scroll bars
to move the window.
When you are done viewing the test, press ALT-F3 or click on
the little square box in the upper left hand corner of the window
with the mouse. Pressing Esc does not close this window.
Purge History
This segment of the Track-It allows the user to remove
outdated sales, purchase order, or order entry history from the
system to both recover drive space and increase the performance
of Track-It.
After selecting the data that you wish to purge, you will be
asked to enter the purge date. All history for the data that you
have selected that is dated earlier than the date you enter will
be removed from the system.
The changes made by the purge history functions are
permanent, as Track-It has no way to recover items once they have
been purged. Please make a backup prior to running any of these
functions.
Number Sequence
The number sequence functions allow you to change the number
sequence of the purchase orders, invoices, orders, or stock
numbers.
Upon choosing this menu selection, you will be presented
with a second menu of the number sequences that are available for
modification. Select the area that you wish to modify.
Enter in the next number you wish to use for the selected
number sequence and press enter. Track-It will not allow you to
enter in a number that is equal to or less than the next
available number. This prevents you from entering in the number
900 when the next number would already be 950.
Verify Indexes
The index verification functions compare the contents of an
individual set indexes with the actual data in the data files and
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corrects any discrepancies. These functions do not modify data in
any way.
Select the indexes that you wish to verify and press enter.
A status window will indicate that the verification process if
progressing.
You will be returned to the main menu when the verification
is complete.
Summary
If you have made it this far, you know most everything there
is to know about Track-It and how to operate it. We at
Millennium Software hope that this manual has been of some help
and worth your time to read it.
If you have found part of this manual to be incorrect or
simply not clear enough, please contact us, and we will attempt
to make any necessary changes.
If you have any problems, questions, or suggestions, we
would very much like to hear about them.
We wish you good fortune and prosperity in your business.
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