5. To avoid slowing down the experienced user ShopKeeper will accept most information directly from the keyboard. Just enter the information (if you know it) and hit the <Tab> key. For information you don't remember use the "?Cust" and "?Item" buttons to have the computer look it up for you.
6. At first the movement between the keyboard and the mouse will feel awkward but you will soon be doing it without even thinking about it. There are however a few of places in the program where you will be forced to use the mouse (such as buttons on the customer file). These were put in to make you stop for a second and think - thus avoiding errors.
7. Hitting the <Return> key on widows that have only one box for you to fill in will cause ShopKeeper to continue. (Same as pushing the "OK" or "Done" button.)
8. On screens that have a many edit fields the <Tab> key will move you one box forward and the <Shift> & <Tab> keys together will move you one box backward. Never enter a "$" into any field. The dollar sign is always assumed when you are entering a number.
9. The * (asterisk) is reserved for ShopKeeper's own use - don't use it accept when deleting an inventory item, or marking an item no. to require a serial number.
10. Don't be afraid to go exploring. The best way to learn any new program is to make a copy of the data disk and just go try everything you can think of. If you are like most Macintosh owners (myself included) you tend to judge any new program by how far you can get without having to open the manual. Try it!
11. There are some things (such as printing a large inventory file) that just take some time to do. ShopKeeper will display a "Working Please Wait" window during these procedures. Most only take a few seconds, some can take several minutes.
12. There are three inventory numbers that are reserved for the use of the program:
Item No.1/A-Used for PAID ON ACCOUNT.
2/ - Used for entering SPECIAL ORDERS into sales tickets
(you must add the proper sales category letter)
3/A- Used for SERVICE CHARGES on overdue accounts.
******DO NOT CHANGE THESE ITEM NUMBERS.******
13. SALES TICKET (or customer invoice) number ONE is used by the program to represent monthly statements that have been sent.
14. Some of the Edit Fields (or BOXES with square corners) will hold more than they can display. For example: Shopkeeper will store the first 10 characters in the serial number field even if you seem to have typed right out of the box.
15. The PASSWORD selection under the "Mgr" menu must be done before you can edit balances etc. in the "Customer File". None of the choices under the "Mgr" menu are accessible until "Password" is completed.
16. The HELP selection is available at almost all points in the program. There are certain operations that will force "Help" to wait until they are completed. If you find yourself needing help at one of these points - hit the Cancel button and back up one screen. This will allow you into "Help". Then you can continue.
17. General rule - you must have at least as much empty space on your data disk as the size of your largest file. If "Customer.SK" is 40K then you must have at least 40K free on the data disk. If you get a disk error it most probably was caused by a lack of disk space - check that first.
Once you become comfortable with ShopKeeper (or if you find yourself in desperate need of disk space) the "Help.SK" file can be removed from the disk with no ill effects.
18. ShopKeeper looks for information to fill in or check after you hit the <Tab> key (as it enters the next field). If you jump around the boxes with the mouse it may not fill in information. To correct this, just go back to the box and hit <Tab>.
19. After entering a Customer ID or an Item No.-WAIT- it may take two to four seconds for ShopKeeper to verify the entry and retrieve the information from the disk. It will take you a little while to get the feel of the pace of the program.
20. Totally reconstructing a Customer History must deal with the full length of three different files, then constructing a document out of the information. This may take several seconds with relatively large files.
21. The true limit of ShopKeeper is 1500. That is the number of any one thing that it can sort in memory. With the inventory or the customer file you can have no more than 1500 Item No.'s or 1500 Customer ID's starting with the same character. You may have up to a grand total of 32,000 of each. (ex. no more that 1500 customers who's Customer ID starts with the letter "S".) For the sales files, no more than 1500 invoices before you run an "End of Month" closing. (Note: This limit is 4000 in the Macintosh Plus version of ShopKeeper.)
You can get more working memory on a 512K Mac by moving the "Owls.SK" file. (It should not be in the same folder with ShopKeeper or in the "System Folder" to free more memory.)
22. One of the printer problems in this version is that the program sometimes gets ahead of an Imagewriter (old) and you get the "Printer Not Responding" message. Just click on the "OK" button and it will continue.
23. If ShopKeeper starts to take a long time when moving from one window to another and this problem does not occur when you are running other programs then you are getting short of memory. Quit, then restart ShopKeeper. If it happens while running many of your programs, your hard disk needs to be repacked.
24. Facts of Life - "Hard disks do crash" - keep floppy disk backups of all important data.
25. Note that NEBS product #9051 is the preprinted form that ShopKeeper will support for the Imagewriter. It should also work with most preprinted continuous letterhead paper (for Sales Tickets and Statements but check it before buying).
25. To stop printing of customer lists or inventory reports hit <Command> and <.> at the same time.
?Cust -Button
Clicking this button will open a window which asks for an initial. Enter the initial (one letter) and a list of matching customers will be displayed. Just click on the customer you want and all information will be automatically filled in on the sales ticket or Customer ID box. Since selecting the customer with the ?Cust button will replace the current contents of the customer information on the sales ticket, this is also the way to correct an unwanted selection with the correct entry.
*SPECIAL NOTE-As the system fills in Customer ID and Customer Info, it will also put the discount level for that customer under the Adjustment column in the top row only. Note the adjustment before entering any other information as the first item number entered will clear it out (except in the case where the discount has been made automatic by ending it with a "*" in the customer file).
?Item -Button
Used when you don't know the item number. A box will appear into which you enter some part of the item's description that you know must be in the description field of the inventory file.
Example: You are trying to find the book "Multiplan Made Easy." You could give the description "Easy" or "Multiplan" or just "plan". ShopKeeper will go and search the entire inventory for any matching item descriptions then give you a list. Just click on the box appearing to the left of the proper item and it will be automatically filled into the row that you selected last.
Note:
Since the selected item will fill in the row that you last selected, it is also the method of replacing an incorrect entry previously made. If you do not want any rows replaced, make sure the cursor is not on any row you wish to keep.
Add Changes-Button
This button will save any changes made to existing or new customers and while editing the inventory file. On screens that have this button you must click on the button to save your changes to the disk. If you don't use the "Add Changes" button everything will be as it was before you started making changes.
Address-
Example:
John Smith
123 E. Main
Midtown, KS 99999
Always make sure that city state and zip code are all on the same line.
Note: Changing any character of the address on the Sales Ticket will cause ShopKeeper to assume that you are entering a "Ship To" address. Both the address contained in the customer file (Bill To) and the "Ship To" address will be printed on the Sales Ticket.
Adjust.=Adjustment (Sales Ticket window)
This is the amount of discount off of retail. It may be filled in 4 different ways.
1. Type in a number and the percent sign (%).
2. Type in a dollar amount (No $ sign).
3. Use the discount code table;
ie) A =5% B =10% C =15% D = 20% E = 25%
Y =Actual Cost Z = Cost divided by .875.
4. Cost Plus a percentage is handled by typing in a number
followed by the"+" sign.
Example: to charge cost plus 15% enter "15+".
Legal Discount Entries: 12.3%, 12.50, A, 23.8+
Illegal Discount Entries: $12.50, letters F thru X, %12.3, +15
Adjustments aren't shown until the Calc Button is pushed. The customer's Cost = Quantity * (Retail - Adjustment).
*NOTE-When using the item number 2 (SPECIAL ORDER), the system doesn't have the actual cost; for report purposes it will estimate the cost which will have to be corrected later. Very few, if any,items should have to go through the system a item number 2.
Menu- Aging Report
Prepares a report of all customers with outstanding balances. This summary will list under 30 days, 30-60 days, 60-90 days, and over 90 days as well as all the relevant information from the customer file.
Balance-(Sales Ticket )
This is the amount that has not been paid (or in the case of a negative number the amount of credit) to be applied to a customer's account. The Balance must be zero if the customer has not been set up in the customer file or if the customer is CASH.
Balance Last Statement-(Customer File)
This will show you how much the customer owed the last time that statements were run. If it is a new customer a zero balance will be present until after the first statement is run.
NOTE-You may only enter something into this field when first setting up the customer.
Bids
There is a "Bid" button on the "Sales Ticket" window. It is there to allow you to prepare and print a bid or estimate using the information in your customer and inventory files. Prepare a bid as if it were an actual "Sales Ticket" changing discounts ("Adjust.") and experiment with different combinations then print out an estimate by clicking on the "Bid" button. ShopKeeper will handle it just like a "Sales Ticket" except that it will not change your sales or inventory files.
Like an invoice a bid may be retrieved at a later date by using the "Find Sales TIcket" selection.
Calc =Calculate (Sales Ticket window)
This button causes the entire screen to be recomputed and does error checking.
*NOTE-Always do Calc and check the completed screen before pushing the Print or No Print Button.
Cancel -Button-
This wipes out everything on that window; nothing is saved and nothing is recorded. It will then take you back to to the main menu.
When in doubt "Cancel" out. Cancel gets you out of just about anything.
Menu-Change Sales Tax Rate (Options Menu)
Under special circumstances (such as doing business in two states with different sales tax rates) it is necessary to change the sales tax rate for some sales tickets. While the Sales Ticket window is showing this menu option will be available under "Options". Some precautions: The new sales tax rate will stay in effect until you return to the MS window then it changes back to the value stored in the Company Data.SK file. ShopKeeper makes no provision for separating the sales made under different sales tax rates, they are just lumped together with all the other sales. If you do not use the salesman field you could enter the state under "Sold By" and the Sales Report will give you a total.
Menu- Cashier's Report
This is a report that can be run after a shift change at the cash drawer. It will give you a complete list of all sales tickets, how much cash was taken in, and how much was charged on account. This is the equivalent of an "X" reading on a cash register which allows you to read the register without clearing the totals for the day.
The "Clear Sales File" menu choice under the Mgr menu is the equivalent of a cash register's "Z" reading which also clears the daily totals.
Menu- Clear Sales File
Daily print out of each invoice and item sold: a summary by salesman, and by sales category as well as a cashier's report.
The equivalent of a "Z" reading on a cash register. This should be done on a daily basis.
Company/Individual Name-
This is used to put in the person's or company's entire name such as John Smith or Brown's Electronics, Inc. Type it in exactly as you want it to appear on Sales Tickets, Statements, etc.
*Only the first 30 characters will be stored.*
Computed Total-(Supplier Invoice window)
This is a running total of the value of the entries on the Supplier Invoice. The "Total" in the lower right hand corner must exactly match this computed total or ShopKeeper will not let you file the supplier invoice.
Cost/Unit-
This is the price that the supplier charges you for each separate item on the invoice. Make sure that the unit used in the Quantity field is the same as you are using for the cost.
Example: If you buy 2 cases of floppy disks (in cases of twelve boxes of disks) for $180/case but you want them in your inventory by the box then the Quant. field should have 24 and the cost/unit field should have $15.
Credit Cards-
To put the customer's credit card information on a Sales Ticket, use any of the unused fields in the "Description" column. Any information put in these fields is saved and may be recalled with either "Find Sales Ticket" or "Customer History" (with the "Detail Customer History" selected from the "Options" menu).
Current Balance-
This tells you how much the customer owes at that particular moment in time. ShopKeeper will keep this balance up to date as long as you enter all transactions that affect that person's account into the computer.
NOTE-You may only enter something in this field when first setting up the customer and then only if "Password" has been done. ShopKeeper will then create and file an invoice with the starting balance and the current date for aging purposes.
Cust.ID.-Customer IDentification-
This is filled in by ?Cust Button. or if you know the Cust.ID for this customer just type it in the Cust.ID box and hit the <Tab> key.
May be a number (up to 9 digits long) or it may be up to 10 alphabetical characters or it may be a mixture of both. Each Cust.ID must be unique (no others exactly the same). ShopKeeper converts anything you enter into this field into upper case (capital) letters. So, "jon", "JON", and "Jon" are all the same entry and the same Cust.ID.
.
Example: If the customer's name is John's Auto Parts the easiest Cust.ID for everyone to remember would be something like "JOHNSAUTO". Just be consistent in creating new Cust.ID's. If you are not going to put in spaces and punctuation marks then make sure everyone does it the same way.
"CASH" is a Cust.ID in the customer file and may be used. However, if the Cust.ID is "CASH" you may not file or print a Sales TIcket unless the "Balance" is zero. ("Cash Paid" must equal the "Total" of the ticket.)
On the Sales Ticket, if you enter a Customer ID that is not in the customer file you will have the option of ShopKeeper taking you directly to Customer File so you can enter the new customer into the system. When finished entering the customer information in the Customer FIles, push the <Add Changes> button then push the <Cancel> button. ShopKeeper will return you to the Sales Ticket. Please be careful not to duplicate customers that are already in your files. If there is the slightest doubt that this is a new customer you should use the <? Cust> button to search the customer file to see if this customer is already set up in the files.
Menu- Customer File
This lets you set up new customers in the accounts receivable file or edit information on existing customers.
To enter a new customer - Make up a new Customer ID (or customer number) then hit <Tab>. ShopKeeper will go and check that this Customer ID is not already in use. If it is not in use, you will get a window saying "This Customer is Not on File" click on the "OK" button then continue entering information for the new customer. When done click on the "Add Changes" button and the information will be recorded. Click on the "Cancel" button to return to the "Make Selection" window.
To edit existing customer's information - Enter the Customer ID or use the "? Cust" button. and the customer's information will be brought to the window. Make any changes then save them with the "Add Changes" button. Information on each box in the customer file can be found in "Help".
Menu- Customer History
Allows you to prepare a customer history report on the printer, a disk file, or on the screen.
If a customer should have a question about their statement you can get a detailed list of invoices, service charges, and statements send using this feature. Then call up and print a copy of any invoice using the "Find Sales Ticket" selection under the "Sales" Menu. Just note the invoice no. that you will need before closing the History report. (Note: Screen History is the only window in ShopKeeper that you close by clicking on the little "go-away" box in the upper left hand corner of the window- same as Cancel.)
Menu- Customer Labels
This prints out mailing labels for one customer or for everyone in your customer file. It is set up for one across 3.5 x 11/16 inch mailing labels on the Imagewriter.
Menu- Customer List
The computer will print a list of all the customers in the file. This list will not contain any information except name, address, and telephone number.
Date-
This is automatically generated by ShopKeeper but may be changed on Sales Tickets and Supplier Invoices. It cannot be changed on Statements or Reports.
Date of Last Payment-
The date the customer last made a payment on this account. This is always filled in by ShopKeeper.
Delete-Button (Find Sales Ticket window)
See "Deleting Invoices" below.
Deleting Customers-
Enter '/D' in the 'Last Payment or '/D'' box on the customer file.
When this customer no longer has any active invoices it will be
removed during 'Store Old Data'
The 'Store Old Data' under the 'Mgr' menu will present a box which
allows you to have any customer which no longer has any invoices
active in the invoice (A/R_File.SK) and that has '/D' in the 'Last Payment'
box file automatically added to a file called Customer.Old on the Old Data
disk.
Deleting Inventory Items-
To delete an inventory item, put an "*" in both "Description" and "Retail". Save your changes and then go on. The next time the system starts up and a new item is entered on Supplier Invoice, the space will be reused before the system starts adding records to the end of the file.
Deleting Invoices-
Any invoice may be deleted from appearing on the customers statement by choosing "Find Sales Ticket" from the "Sales" menu, then pushing the "Delete" button when the ticket appears. This will actually create a complete set of reversing entries in your files. The ticket number on the deleted invoice will be changed to "1D/"+the last 3 characters of the sales ticket number. The reversing entries will be preceded by a "1C/" in your files.
Note-if an invoice has already been billed to the customer on a statement then the next statement will show the credits. If it has not gone onto a statement it will be ignored completely.
Description-
This is automatically filled in if you use an existing item number. If you don't have the correct item number or if it is an item never entered before you must type in the name of the product.
When entering a description of a new item keep in mind that the inventory is sorted on this field. To keep items of the same kind together on the printed inventory describe them with the common part of the description first. Example if you are entering a blue dress and a red dress enter them as "dress red" and "dress blue".
(MAXIMUM OF 25 CHARACTERS)
Menu-Detail History (Options menu)
When this option is chosen all customer histories and statements will show not only the totals of each sales ticket but also all of the detail on the sales ticket. This includes each item purchased as well as any information entered on any "Description" field. This option remains on until the "Summary History" option is chosen or you restart ShopKeeper.
Discount-(Supplier Invoice window)
Enter the dollar amount or percentage taken off of your cost by the supplier (on Supplier Invoice window).
Discount Level-(Customer file)
This is an optional entry in the Customer File. You can enter one of the choices that are explained under the Help- "Adjustments" or you can use it to store some other information about the customer.
Discounts are not automatically applied to any Sales Ticket for a customer unless the last character of the discount is an "*".
ex. 10%* (automatic 10% discount from retail)
12.5+* (automatic cost plus 12.5%)
(TOTAL OF FIVE CHARACTERS INCLUDING THE DECIMAL POINT)
Disk File-Button
When this button is chosen the report will be created on the data disk volume as a text file for further editing or printing with a word processing program. Note: a carriage return, CHR(13), ends each line in the file.
Disk Requirements
ShopKeeper expects all data files to be on the same disk volume (except Help.SK and Owls.SK).
In general you will never have a problem if you have as much free disk space on the volume as the size of your largest file. On some procedures (like sorting the customer file) ShopKeeper will make an entirely new file on the disk before deleting the old file. This is done so that if power is interrupted you don't loose your file. If you have a 43K "Customer.SK" file you must have at least 43K free on the volume before you can do a sort.
To approximate how much disk space you will need use the following formulas. Add up the totals then add 15% for a safety net. ["*" means multiplied by (same as "x")]
1.number of customers * 260 bytes
2.number of inventory items * 110 bytes
3.number of individual items that require serial numbers be stored {floorplanned or consignment items} * 95 bytes
4.number of Sales Tickets (customer invoices) to be kept active {average of 200 invoices active for 3 month =600} * 80 bytes
5.average number of items per Sales Ticket*135* (#4 above)
{ex. 3 items per ticket *600 tickets active*135 bytes=243K}
6.number of invoices received per month* 60 bytes
7.average no. of items received per invoice*(#5 above)*70 bytes
A $100,000/mo. computer store should require about 390K to keep 90 days active*
Done-Button
This button means the same as an "OK" button. You have finished making changes in this window and are ready to continue.
Menu- Edit Invent. Desc.
This is any part of the 25 character description field without commas or quotes. The computer will search the inventory and generate a list of all the items that contain what you have entered in the description field. Just click on the box next to the item you want to change and a window will appear on the right side of the screen with the information about that certain item.
Same as using the "? Item" button.
Menu- Edit Invent. No.
When you type in the inventory number, the computer takes you directly to that item in the inventory file for editing.
Menu- End Of Month
Generates summaries or complete details of all transactions since the last time the EOM was closed. If you have been running Clear Sales File on a regular basis you will only need to run summaries. "Close Month" will do the following: run a "Clear Sales File"; summarize sales by both sales category and by salesman; summarize the inventory by sales category; summarize the purchases by sales category; print out a detail of the purchases for the month ; total the "current balance" in the customer files; and mark on the disk all transactions that have been posted (with the letter "M").
Run end of month close at least once a month or more often if you have large numbers of anything. The sort limit is only 1500 of any single item like invoices or items sold (512K version). For customers or inventory items it is 1500 of the same sales category or 1500 customer ID's that start with the same number or letter (ie. 1500 customer ID's that start with the letter "S"). Those of you using most or all of ShopKeeper are not running into this problem. It is just the people who are using only invoicing and accounts receivable and never run a "Clear Sales File" or end of the month close. (The 1500 limit is imposed by the 512 Mac if you have a Mac Plus or additional memory use the Mac Plus version of ShopKeeper that has a 4000 limit.) This 1500 limit is very important to people on networks (it could cause the network to crash if exceeded).
*EOM Check List*
Recommended sequence: End Of Month
1. Make sure all purchases have been entered.
2. Run "Special Order Cost".
3. Take your physical inventory and make the necessary adjustments to the inventory file.
4. Run Clear Sales File.
5. Run EOM but do not close.
6. Carefully examine reports from 4 and 5 for errors that you want to correct before the closing.
7. Make corrections (if any).
8. Run EOM close.
9. Running EOM Close will automatically run "Store Old Data".
Errors-
Should a disk error occur make sure that you shut down and eject the disk before trying again. This insures that all the files were properly closed. Most disk errors are caused by not enough disk space to complete and operation. CHECK THAT FIRST. You must have at least as much free disk space as the size of your largest file.
If the error occurs again try a different copy of ShopKeeper. Strange characters indicate an empty file. (See "File Recovery" in the appendix.)
Menu-Export Data (File menu)
Selecting this menu item will allow you to prepare a disk file which has the complete contents of one of your ShopKeeper data files. The buttons at the bottom of the window give you the choice of an ASCII text file or a "SYLK" file for transfer to a data base or spreadsheet for further analysis.
Menu- Find Sales Ticket
This is used to look up an old Sales Ticket (customer invoice) from a previous sale.
1) Fill in the box with the number of the Sales Ticket.
2) The computer will reconstruct the ticket and will also allow you to print a copy of it. (If you don't know the Sales Ticket number, you can do a Customer History and find it that way.)
3) Anything you attempt to change on this window will not be saved. If you need to correct the ticket either "Delete" it and make a new one from scratch or just put the changes on a new "Sales Ticket".
Floorplan-
This is the name of the finance company the merchandise was purchased through. An example of this would be ITT Commercial Credit. When this field is filled in you will get a small window asking for floorplan payment information. Fill in the date box, then click the "All Due on Date" button. (The use of floorplan/consignment is optional. It will be ignored if none of the inventory items has an "*" as the second character from the right end.)
Example: Item No. 23*H would mean that a serial number is expected for this item.
Menu- Floorplan Report
Produces a report for the manager of what items on floorplan or consignment have been sold as well as a list of items that are due to be paid because they have been in stock long enough for the invoices to become due.
Freight-
This has to be manually entered and represents the amount of freight charges you paid (Supplier Invoice) or you are charging your customer (Sales Ticket).
As with any edit field in ShopKeeper do not enter any dollar signs.
History- Button (Customer FIle window)
Same as choosing "Customer History" from the "Customer menu". The report always goes to the screen when this button is pushed. To get a printed copy or a disk file use "Customer History" menu selection.
Menu- Inventory Report
This will print a complete list of your inventory (with or without the items with a zero balance on hand). The report will be sorted and subtotaled by sales category. Within each sales category the information will be sorted on the description field.
The "Report Heading" requested by the Inventory Report window can be any 30 characters. It is usually used to enter something like "Ending March 30, 1987".
The Inventory Report may be run at any time and does not affect any totals by running it. So, if you need a printed report to write down your physical inventory as you are taking it, go ahead and print one out before you begin.
You do not have to run an inventory report with the "End of Month". Just hit "Cancel" when the request for a report heading appears (you already have the totals in the EOM summary).
Invoice #- Sales Ticket number
Invoice or Sales Ticket Number. This is automatically generated by the computer but may be changed by the user to any 6 characters or 5 numbers.
Each Invoice# should be unique. Meaning there should not be more than one with the same number or code.
Note: When ShopKeeper starts up it scans the A/R_File.SK for the highest Invoice # it can find. It then starts numbering Sales TIcket with the next number. Where ShopKeeper modifies an Invoice # (as in bids, purchase orders and deleting a sales ticket) it uses the three characters furthest to the right from the existing Invoice # then adds three characters of its own to the left. (Example: Deleting the sales ticket Invoice # 2345 will cause the number to be changed to "1D/345".)
The "Find Sales Ticket" menu choice under the "Sales" menu will find only the newest Sales Ticket still stored in the file (A/R_File.SK) with the same Invoice# you requested.
Item No.= Item Number
The Number assigned to an item in the inventory.
This consists of three parts. Example: 345E*S or JK45/F.
1. Your Code-This is the first 1 to 10 characters. May be numbers or characters. Then add a marker( "*", a "/" or an "@").
2. Product Category-This is a letter which is the last character in the item number (Sales breakdown of categories- ie; H=hardware, P=programs, and S=supplies.)
3. If the item requires a serial number (or is being financed on a floorplan basis or is a consignment item) an asterisk(*) will be between the number and the last character of the Item No., otherwise use a "/".
4. If the item requires a serial number and it is from a supplier in your floorplan or consignment list you will be given a list of serial numbers on hand from which to select the proper serial number.
5. If the item is on file in the inventory, the description and retail are filled in automatically.
6. When entering anything that requires an item number, only the part before the marker is needed for the system to look up the rest of the information. However, end all entries of an Item No. with a slash, "/".
7. In all systems, the number 1/ is reserved for Paid on Accounts, the number 2/ is reserved for Special Orders (entering items not in the inventory file), and the number 3/ is reserved for interest (service charges) to a customer's account
*NOTE-When using the number 2, it comes up as "2/"; you must add a sales category letter to fit the item you are selling.
8. Other item numbers can be reserved and defined for other purposes specific to your business-ie; you could use the numbers 4-10 for keeping track of other expenses or 4 could be hourly labor charges.
Make Price Labels-Button (Supplier Invoice window)
When this button is selected ShopKeeper will create price labels for each item entered. It will store these labels in a disk file until you are ready to print them. (See "Print Price Labels")
Memo-(Customer File window)
Allow you to store up to 41 characters of information with the customer file. Such as, "called 3/2/87, M.Jones said-check was in the mail". This field will also print on your "Aging Reports".
MFG's #-
This is the part number or inventory number assigned by the manufacturer. (This field is optional and does not have to be filled in.) It may also be used for storing some other information on the item that you want stored in the inventory file. If much of what you buy comes from only a few suppliers then you might want to use this number as your "Item No." also.
MFG.-Manufacturer
This is the name of the company who made the items. It is not always the same as the supplier. (This field is optional and doesn't have to be filled in.) When a company has no Floorplanning. All occurrences of spaces for serial number will automatically be replaced with MFG.
Menu- Mgr. Exit
This makes all the choices under the Mgr menu (and some of the edit fields in the customer file) unavailable until the Password is entered again.
MS Window-("Make Selection From Menu Bar" window)
The window which is the starting point for all menu selections. (If the "Owls" file is present either on the same volume as ShopKeeper or in the System Folder you will have a picture of a snowy owl on this window.) If you get lost or confused just keep hitting the "Cancel" button on each screen until you get to this window. Then start over.
Name of Contact-
The name that goes into this field is the person you would contact in the company if you needed to talk to them about their account or get in touch with them to tell them of an upcoming event.
New Cust.-Button (Customer FIle window)
Brings up an empty customer file for entry.
Next-
This will bring up the customer file (or other record) immediately following the current record.
No Print -Button (Sales Ticket window)
This recomputes the screen and saves to the disk but does not print an invoice. When it is done saving the material to the disk the ShopKeeper will generate a new sales ticket screen. If you don't need a new one just Cancel at that point and go back to the MS window.
Used primarily to enter a hand written sales ticket into ShopKeeper without having to print a customer invoice each time.
No Tax -Button (Sales Ticket window)
If selected, no sales tax will be added to the Sales TIcket. You may exclude one item from being sales taxed by using "@" as the marker in the "Item No.".
On Account-Button (Supplier Invoice)
This tells that this Supplier Invoice was charged to your existing account with that supplier.
Menu- Options
The "Options" Menu has been completely redone. Except for Set Printer and Set Page, every other option is ON if it has a check mark in front of it. In addition, ShopKeeper now saves the last set of options that you have chosen and will reset them the same way the next time you open the program. The first time you run ShopKeeper (or after any time you run "New Company") set all the options the way you want them - then "Quit" to save them to disk. When you restart ShopKeeper they will all be set for you.
The "Print Salesman Summary (SlsRpt)" option means that a summary by salesman will be printed each time you print a "Sales Report". If it is not selected, it will not print. The same is true for "Print Customer Summary (SlsRpt). The "Require Salesman" option lets you turn off the part of the Sales TIcket that forces you to have something in the "Salesman" field before it will even calculate the ticket.
Paid-Button (Supplier Invoice window)
When this button is pushed, the edit field to the right is highlighted in black with the words "Cash or Ck No." You must type in either the word "Cash" or a check number (just the number-it will only store 5 characters) to complete the window. Used when the Supplier Invoice was paid when it was received.
Paid Cash-(Sales Ticket window)
This is the actual amount of cash collected. Most businesses consider an invoice as paid even if the customer uses a credit card. The credit card information can be placed on any unused edit fields in the "Description" column.
*NOTE: "Balance" = "Total" -"Cash Paid". If the Cust.ID is "Cash", you cannot leave the screen until the Balance is $0.00.
Menu- Password
Password is an optional protection system for the other items under the Mgr. Menu. This can make those choices inaccessible to unauthorized persons. The financial information in the Customer File is also inaccessible until the Password is turned on. The password can be any 1-8 characters or numbers and checking is case sensitive ("SK" is not the same as "sk"). Enter the password then hit the <Return> key. If you do not enter a password through the "New Company" program when you are setting up your files then hit <Backspace> then <Return> to activate the "Mgr" menu selections.
If you run the "New Company" program and do not enter a password where requested, you can just hit the<Backspace> then the <Return> keys when ShopKeeper asks for a password. If you do enter a password, PLEASE remember it exactly! Upper and lower case letters are not the same. For example-"GREG", "greg", "GR EG", "GR@G ", and "Greg" are five completely different passwords. For ease of remembering, try not to use longer than a one to eight character password (though ShopKeeper will accept longer passwords).
Power Failures
The ShopKeeper program records every transaction to disk as soon as it is possible to do so. You will notice that when finishing every window it will take a few seconds while the program does its filing. This short delay is your insurance against a major loss of data. If you loose power while ShopKeeper is running, the most you should loose will probably be just the information on the window at the time of the interruption. Just restart ShopKeeper, check the last few items you were working on, and continue.
For the very rare occurrence where there seems to be a problem with one of your files, don't panic. They may be recovered with a word processing program. See appendix for instructions.
Price-
Your suggested selling price.
This is automatically filled in by the system if you have an existing item number. If it is a new inventory item or a Special Order you must enter the retail selling price. Use "Edit Inven." to change the retail in the inventory file.
Menu- Price Labels
This is used to print the price labels of the items you just entered through Supplier Invoice or to make a new label for an old item. It is currently set up to use standard mailing labels (one across 3.5x11/16 in.). You do not have to use this function. The information for the labels will accumulate in the "Label file.SK" file on the disk until you are ready to print them. Remember that ShopKeeper waits until you have put labels into the printer and then will print all the labels that have accumulated in the "Label file.SK" file. Even if you have just requested that one label be printed, if there are other labels to be printed in the file they will be printed now. If you are not using this function just throw the "Label file.SK". file into the trash occasionally to free disk space and make sure the "Make Labels" button is not selected in the Supplier Invoice window.
Menu-Print Co. Header (Options menu)
Turns the printing of your companies information on (and off "Don't Print Co. Header"). It should be on if you are using plain paper it should be off if you are using imprinted letterhead paper or preprinted forms.
Print -Button-(Sales Ticket window)
This recomputes the screen, prints an invoice and saves all information to disk files.
Printer-Button
Chooses that a report be sent to the printer (rather than a disk file or the screen).
PO -Purchase Orders (yours)
To use ShopKeeper to prepare and store purchase order information.
1. Set up each vendor as if they were a customer in the "Customer File".
2. Use "Sales Ticket" and fill it out as if it were a purchase order.
3. When done push the "PO" button. A purchase order will be printed, the information will be recorded in the sales files, and inventory will not be changed.
You may recall any purchase order with "Find Sales Ticket" and the customer history of the vendor will allow you to review what has been ordered. This function is informational only! PO will not effect the inventory or purchases and, since the vendor will always have a zero balance, no statement will be printed. (All PO's will have a sales ticket no. starting with "1P/".)
Purchase Order Numbers-(customer's)
If you wish to put the customer's purchase order number on a Sales Ticket use any of the unused fields in the "Description" column. Any information put in these fields is saved and may be recalled with either "Find Sales Ticket" or "Customer History" (with the "Detail Customer History" selected from the "Options" menu).
Quant.= Quantity
This is how many of each item was purchased or sold. The system will accept any number less than 9999.
*Note-This also includes negative numbers for merchandise being returned. A "-1" in the quantity plus the correct Item No. will pull item description and retail from the inventory file and will add back the merchandise being returned into the inventory This is the BEST way to handle merchandise returns.
Quantity may also refer to hours. Caution: it deals with everything in terms of decimals. (2.50 would be two and 1/2 hours not two hours and fifty minutes.)
Menu- Quit
This lets you close down at the end of the day in an orderly fashion and is the proper way to shut down at night. Using "Quit" the computer will do some housekeeping, file, and properly close all the files. You do not have to run "Clear Sales File" before shutting down. The computer will remind you to make a backup copy then return you to the "Finder".
Your time is worth much more than the cost of an extra disk. COPY THE ENTIRE DATA DISK VOLUME TO A BACKUP COPY AT LEAST ONCE DAILY. If you are using a hard disk, copy all the files that end in .SK to floppy disks.
Menu-Reorder Report
ShopKeeper checks the inventory for the on hand and compares it to the reorder point. If the on hand is less than the reorder point it will list this item on the printed Reorder Report.
Returns & Credits
Handle a return for credit or for a refund just like it was any other Sales Ticket. The only difference is that the "Quant." (quantity) will be a negative number (ex. -2) and if they want a cash refund the "Cash Paid" will also be a negative number.
Menu-Sales Categories (Help menu)
A selection under the "Help" menu for a quick reference to valid sales category letters and markers.
Menu- Sales Report
Gives you a breakdown of every item sold. It also gives the total amount of sales by sales category, by salesman, and by customer. When you choose this report the ShopKeeper prints a sales report but does not clear the day. To clear the day the manager must run a "Clear Sales File."
Menu- Sales Ticket
This is used to record a sale of merchandise for cash or to be charged to a customer's account. It is also used to record payments to customer's accounts and the return of merchandise. The "Print" button will generate a printed invoice and return you to a new blank Sales Ticket window. The "No Print" button is used for entering batches of hand written Sales Tickets. It will not print a new invoice and will return you to a new, blank Sales Ticket window. To exit use the "Cancel" button when a new window appears.
*Notes: The <Tab> key will move you one field to the right and the <Shift><Tab> keys will move you one space to the left. The "Calc" button means recalculate the Sales Ticket. It may be done at any time and as many times as you want until everything is the way you want it. ALWAYS do a "Calc" and check the results at least once before using the "Print" or "No Print" button.
You can have up to 60 lines of information on a Sales Ticket. Just push the "Page Number" button to change pages. Remember that any "Description" field can be used to store and save information with the Sales Ticket (like customer's P.O. number or credit card information).
(See "PO" & "Bid")
Screen-Button
When chosen this button will make the report appear on a standard Macintosh scroll window.
Ser. No.-
This is the serial number off of major pieces of merchandise. If the item number requires a serial number (indicated by an asterisk [*] in the item no.) you must fill in this edit field.
If you are receiving (Supplier Invoice) more than one piece that needs a serial number a window will appear.
1. The first edit field will have the number you just typed in on the supplier invoice.
2. Push the "Next" button to get to a blank field to fill in the next serial number. Continue to do this until you have as many serial numbers as you do pieces of merchandise.
3. The "prev." button is to look at the serial number just before the one you see now.
4. After you have entered all the serial numbers push the "Done" button and continue.
Menu-Set Page
Standard Macintosh define page window.
Menu-Set Printer
Standard Macintosh define print window. Except for a very rare exception, keep the Imagewriter set on "Draft" print. The other choices are so slow as to render them almost useless in any accounting situation.
Ship To (Sales Ticket window)
When the information on the customer is filled into the name and address fields on the Sales Ticket the information is taken from the Customer.SK file. This file contains the billing information. Your sales ticket will be correct if you are shipping to and billing to the same address. If the shipping address is not to be the same as the billing address go back and change the address under "Ship To" on the Sales Ticket. If changed, both the billing address and the ship to address will be printed on the Sales TIcket (but only the billing address will be saved). If you need to keep the ship to information use the unused fields in the "Description" column.
Slsmn= Salesman (Sales TIcket window)
This can be up to three characters; either the salesman's initials or a salesman number.(1-99). Again, just be consistent. The salesman report will consider salesman JV to be a different person than salesman JHV. (Could also be use for the state in a multiple sales tax situation.)
Menu- Special Order Cost
To insure maximum flexibility ShopKeeper will let you sell something that is not in your inventory file by assigning the Item No. as 2. Since ShopKeeper has no idea of the true cost of this item it will estimate it. To get the true cost into the system you should run "Special Order Cost" at least once a month before closing the month. This selection reviews the sales file for any Item no. 2 that has not had a true cost entered for it and lets you correct the cost (or to tell the system what it's true Item No. should be).
Note: You can only do Special Order Cost once on each item for which ShopKeeper needs a price. Once an item is screened it is marked and will not be screened again. If you make no changes the program assumes that you wish to PERMANENTLY retain the estimated cost as the actual cost.
Menu- Sort Customer File
This will go through and alphabetize all the Customer ID's in the customer file and remove any customers marked for deletion.
Nothing is printed out with this choice.
Note: This choice writes a new sorted copy of the customer file to the disk. You must have at least as much free disk space as the size of the current "Customer.SK" file before starting this procedure.
Menu- Statements
This allows you to print out all your statements or just one in particular. Any or all statements may be run at any time.
1) All Statements automatically starts the printer and prints statements for all customers who have a balance that is not zero and for any customer that had transactions in their account since the last statements were sent (even though the final balance may be zero). When the statements are printed any service charges (interest on unpaid balances) is computed and billed. All you do is wait.
2) One Statement will ask you for a customer ID and then ShopKeeper does the rest.
Menu- Store Old Data
"Store Old Data" works completely different on this version. It looks at each record of each of your data files then puts the ones that need to be kept in a file on the data disk. A record that needs to be stored is added to the proper file ending with ".Old" on any disk or folder that you have chosen to hold your OLD files.
For example the file containing the invoice totals, "A/R_File.SK", is handled in the following sequence:
a. A temporary file is opened on your data disk called "A/R_File.Temp".
b. The folder or disk you selected to contain your OLD files is checked to see if a file called "A/R_File.Old" exists. If it is present then it is opened, if not a new file called "A/R_File.Old" is created and opened.
c. Each record of the "A/R_File.SK" file is checked to see if it should be removed from your data files. If it should be removed it is copied to the end of the "A/R_File.Old" file. If it should not be removed it is copied to the end of the "A/R_File.Temp" file.
d. If all goes well and there are no errors then all three files are closed.
e. The "A/R_File.SK" file is erased.
f. The "A/R_File.Temp" file is renamed to "A/R_File.SK" and opened as the new active data file.
g. Note that ShopKeeper does not destroy the original file until after it is sure that all of the information has been successfully transferred to the new files. Should an error ever occur you will be able to tell by the fact that there is a file on the disk that ends with ".Temp". Don't worry about it, just throw the ".Temp" file in the trash. The next time that "Store Old Data" is run everything will be automatically corrected.
When "Store Old Data" is done it will stop ShopKeeper and return you to the desktop to make backup copies of your files. (You do, immediately back up your files - don't you?)
Facts of Life - "Hard disks do crash" - keep floppy disk backups of all important data.
Menu-Summary History (Options menu)
The default setting for customer histories and statements. Only the standard summary information on each sales ticket will be printed. There will not be a list of each item purchased on each sales ticket.
Supplier-
This is the name of the company or wholesaler from which you purchased the merchandise (vendor).
Menu- Supplier Invoice
This is used to record any merchandise coming in as inventory (merchandise received). It was designed to look exactly like most invoices you will receive from your vendors. Just copy the information from the vendor's invoice to this form. The only thing that will not be on the paper in front of you is the Item No. (this refers to YOUR inventory Item No., not the vendor's. If you don't know your Item No use the "? Item" button to find it.
Using an "N" where it asks for the Item No will automatically generate a new Item Number and enter the new item's information into your inventory file. Do not generate a new Item No. unless you are absolutely sure that this item has never been in your inventory before. If in doubt search for the item with the "? Item" button. (See- "? Item".)
*Note: If there are more than ten items on the invoice, you
must give the computer a false total to match the computed
total in order to continue on to the next window.
Tax- Sales Tax
This is automatically figured by the computer for Sales Tickets but must be entered on Supplier Invoices.
The sales tax figure for your area is entered originally when the system is set up using the New Company program. It can be altered for a series of Sales TIckets from the "Options" menu after you have selected "Sales Ticket".
Tax Exempt No.
-This is used to tell the computer that this customer is not to be charged sales tax. The field can be filled in with anything but an "*" (asterisk) or left blank. This means that you can use any dummy information and the program will automatically know not to charge sales tax. An example would be to just fill the field with a string of x's.(XXXXXXXX) until you get the correct tax exempt number from the customer such as a school. For out of state customers that are not charged sales tax we enter the state in this field.
Total-(Supplier Invoice)
This is the amount on the bottom of the Supplier Invoice that you must type in. If it doesn't match the computed total at the top of the screen you cannot exit until it does.
