Software of the Month Club (Business) 1998 May

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╔══════════════════════════════════════════════════════════════════════════════╗ ║ INVENTORY CONTROL - ACCOUNTS RECEIVABLE - INVOICE PRODUCTION ║ ║ ║ ║ JOB COSTING - MULTI-COMPANY - NOTEPAD - PURCHASING ║ ║ ║ ║ CANADIAN GST - USA FST ║ ║ ║ ║ STANDING ORDERS ║ ║ ║ ║ CASH DRAWER ║ ║ ║ ║ RENTALS ║ ║ ║ ║ BAR CODE ║ ║ ║ ║ NETWORK ║ ║ ║ ║ USER DEFINABLE SCREENS MOUSE SUPPORT USER DEFINABLE MENUS ║ ╚══════════════════════════════════════════════════════════════════════════════╝ ██████████████████████████████████████████ ██ █░░░░░░░██ ██ CENTRAL U.S. CONSULTING █░░░░░░░██ ██ cuscc@centralus.com █░░▓▓▓░░██ ██ http://www.centralus.com █░░░░░░░██ ██ (425) 271-7265 Voice █░░░░░░░██ ██ █░░░░░░░██ ██████████████████████████████████████████ ▒▒█▒▒ ▒▒█▒▒ ████████████████████████████████████████████████████████████████████ ████████████████████████┌──────────────────┐┌──────────────────┐████ ██▓▓▓▓▓█████████████████│ ┌─────┐ ││ │████ ██▓▓▓▓▓█████████████████├──────┤ ├─────┤│ │████ ██▀█▀█▀█▀█▀█▀█▀█▀█▀█▀███│ ■ └─────┘ ││ ■ │████ ██ █ █ █ █ █ █ █ █ █ ███└──────────────────┘└──────────────────┘████ ██▄█▄█▄█▄█▄█▄█▄█▄█▄█▄███████████████████████████████████████████████ "PC-SELL" IS A TOTALLY INTEGRATED POINT-OF-SALE PROGRAM ╔══════════════════════════════════════════════════════════════════════════════╗ ║ TABLE OF CONTENTS ║ ╚══════════════════════════════════════════════════════════════════════════════╝ SECTION A: Program Installation Files on the distribution diskettes Setup proceedure Historical Background SECTION B: Staff operations manual Daily use of the system SECTION C: Maintenance of the system Utilities of the system Theory of best usage SECTION D: Customization of the system Source code Miscellaneous notes ╔══════════════════════════════════════════════════════════════════════════════╗ ║ SECTION A PROGRAM INSTALLATION ║ ╚══════════════════════════════════════════════════════════════════════════════╝ Where <enter> is the C/R (carriage return) key please press this key instead of typing <enter> Where <a:> is the diskette drive, <b:> will work if it is at least a 720K capacity drive also. Insert PC-SELL floppy disk in a floppy drive and type the following: a:install<enter> or mkdir C:\sell<enter> cd C:\sell<enter> a:pkunzip a:*.zip<enter> (This will move all programs and associated files onto the hardisk in the directory \SELL) Note* the directory can be any directory on any logical drive you choose. PC-SELL will run wherever you install it. On Novell the drive should be public (F:). FLOPPYDISK USERS- This version of PC-SELL cannot be used on a floppy only system. FILES ON THE DISTRIBUTION DISKETTE ================================== Note: Mandatory files that must be on the system are marked with a pound sign (#). These files represent a "core" POS system. The system is inoperable without them. Optional files that come with a registered system are marked with a plus (+) or minus (-) sign. Functionality may be limited without them. Files marked with type (-) are modules you may never use, can be erased and are totally optional. Type File Name Description --------------------------------------------------------------- # PC-SELL ANS Copyright Notice # BARCODE COM Barcode printer driver # BILL EXE Statement production # BRUN45 EXE Language support - CARRIER EXE Delivery method database # CISM EXE Data file period reset - CLCARRY EXE Delivery method list # CLCUST EXE Customer list # CLINV EXE Inventory list - CLINVCON EXE Consigned inventory list - CLINVMAC EXE Job cost inventory list + CLSHIP EXE Customer shipping address list - CLVEND EXE Vendor list * CUSTINQ EXE Customer account inquiry * CUSTOMER EXE Customer account database - DATACOPY EXE Data file backup utility - DEMODATA EXE Demonstration data generator # EDIT EXE Data file on-line editor # FIXDEX EXE Data file maintenance # GSRP EXE Inventory price change - Month/Year End # INVOICE EXE Invoice driver - INVOICE BAS Customizable source code Invoice driver - IMREPORT EXE Job cost inventory report - INVCON EXE Consigned inventory database # INVENTRY EXE Inventory database - INVMAC EXE Job cost inventory database + IVREP1 EXE Inventory report # IVREPORT EXE Inventory report # MENU EXE Main menu + NEWCUST EXE Add new customer from Sales screen + ORDERS EXE Standing order database + PORDERS EXE Standing order invoice production - PROGCOPY EXE Program backup utility - RENTALS EXE Inventory rental invoice production - RERENT EXE Rental invoice & statement production # RETURNS EXE Inventory returns & credit notes - RMENU EXE Rental menu + ROOTLOAD EXE Delivery route truck load report + ROUTE EXE Delivery route manifest report # SALES EXE Inventory sales invoice production # SETUP EXE Company file & operation setup # SFFM EXE Sales database + SHIPCUST EXE Customer shipping address database # SJOURFM EXE Invoice database # SMENU EXE Sales menu + SUPPLY EXE Suggested purchase orders - TYPEMAN EXE Operation manual lister - VENDOR EXE Vendor database - VOUCHER EXE Purchase order/back order database # ZREPORT EXE Cash report # LOGO REP The Software support vendor # MESSAGE REP Common Messages for invoice footer # 1TERMS REP Payment terms for invoices # 1MENU0 SCN Main menu screen # 1MENU1 SCN Main menu screen # 1MENU2 SCN Main menu screen # 1MENU3 SCN Main menu screen # 1MENU4 SCN Main menu screen # 1MENU5 SCN Main menu screen # 1MENU6 SCN Main menu screen # 1MENU7 SCN Main menu screen - 1MENU8 SCN Main menu screen - 1MENU9 SCN Main menu screen - 1MENUC SCN Main menu Communications screen # CUSTOMER SCN Customer account screen - INVCON SCN Consigned inventory screen # INVENTRY SCN Inventory screen - INVMAC SCN Job cost inventory screen - RENTALS SCN Rental invoice screen # RETURNS SCN Inventory returns screen # SALES SCN Sales invoice screen + VENDOR SCN Vendor database screen # 1CAT SYS Inventory Category Zreport database # ERROR SYS System error messages - FILES BAS QuickBasic 4.5 file interface source code include file - FILE6 BAS QuickBasic 4.5 file interface source code include file - INVOICE BAS QuickBasic 4.5 invoice driver source code - INVOICE ERR QuickBasic 4.5 invoice driver source code include file - INVOICE MAK QuickBasic 4.5 invoice driver mak file - INVOICE QuickBasic 4.5 invoice driver makefile - INIT DEF QuickBasic 4.5 invoice driver source code include file - INIT OBJ QuickBasic 4.5 invoice driver object code link file - PRC BAS QuickBasic 4.5 invoice driver source code include file # SELLMAN DOC This Documentation SETUP PROCEEDURE (SETUP.EXE) ================ The following files must reside on your hard disk. If you do not have one or more of these, you must create it using your word processor. CONFIG.SYS For PC-SELL to run properly it must contain: FILES=20 BUFFERS=20 DEVICE=ANSI.SYS Note* ANSI.SYS is a file that comes with your operating system (ie. MSDOS) AUTOEXEC.BAT For PC-SELL to run properly you must run SHARE.EXE: or put SHARE in your autoexec.bat Note* SHARE.EXE is a file that comes with your operating system (ie. MSDOS) When the above files have been configured you must reset the system before using PC-SELL for the first time by removing any floppy diskettes from disk drives. Turn the power switch to off momentarily then on (hardware reset or cold boot) or press the Cntrl Alt and Del keys simultaneously. (warm boot) cd \sell and type setup <enter>. Please supply information about your system. Following this, see Section B, Daily startup procedures and begin to add customers, and inventory. Note* You must have at least one customer and one inventory item to produce an invoice. HISTORICAL BACKGROUND ===================== PC-SELL FACT SHEET ------------------ PC-SELL Version 2.0 was first released to Shareware in 1985. Because of it's popularity, it quickly became the "DEFACTO" point of sale shareware product. The programming included on these diskettes has been developed over the past ten years. It's 42+ modules and twelve databases comprise a Novell network capable point of sale system. - Exports via DIF format files to LOTUS 123 or Fast Graphs. - Electronic notepad for major databases. Built in job costing for "all in one package" sales. - User configurable menus and screens. - Price level calculations based on user definable margins. - Inventory transfer between companies. - Customer standing order processing with price memory. - Customer credit accounts with optional ageing. - Delivery truck load sheets & dropoff manifests. - 365 billing/aging periods. - Credit card charge calculations. - 30 terminal support. - 10 company support. - 255 shipping addresses. - Account collection reports. - Marketing reports. - Function key & mouse support. - Much much more. INVENTORY CONTROL- Multiple, duplicate and/or single item stock control with four access methods. Sales profit picture for each method. Five sales prices and keyboard price. Cost price. Reorder point, quantity, from, at price. Decimal quantity. Margins ($ & %). 26 departments (categories) for reporting. Grouped reporting. Reports on sequentially numbered items within a group. Seven report sort methods. Month & year-end reset. Depreciation. FST & PST tax rates for each item. Optional printer output to print file and/or archive. Stock labels. Catalogues. History. Suggested purchase order with backorder facility. Individual, department and selective global price changing. Automatic file management. File & Field sizes are: Item number - 0001 to 32765 Stock number - 15 alphanumeric (1 department & 14 other) Description - 25 alphanumeric Serial # - 15 alphanumeric, 1 per item Departments - A-Z CUSTOMER CONTROL- Duplicate names. Multiple accounts per customer. Purchase history. Tax number. Credit information. Account status. Preset pricing. Current charge balance. Three access methods. Automatic file management. Mailmerge facility. Optional printer output. New account opening with immediate invoicing. Four report sort methods. File & Field sizes are: Account # - 0001 to 32765 Name - 40 alphanumeric Address - 44 alphanumeric Credit - 38 alphanumeric Due Date - dd numeric ACCOUNTS RECEIVABLE- Invoice generation. Statement generation. Billing facility. Debit & credit accounts. Account transaction history. Income summary. Transactions listed. Definable invoice number generator. Credit, cash, charge, tax(2) and sales columns. Credit card service charge computation. Audit trail. Automatic file management. Optional printer output. Optional close-out. Month & year-end reset. Daily reports. Any date to date chronological transaction income summary and "Z" report. File & Field sizes are: 32765 transactions within a billing period. ABOUT THE AUTHOR ---------------- The author is Mel Bailey, a computer consultant and proprietor of Central U.S. Consulting the copyright holder. Since 1979 he has written a variety of software programs for Government, Industry and Small Business. He has consulted for several leading Canadian and US companies including IBM, Texas Instruments, American Express Tandem, Intel, Boeing, AT&T Wireless and Security Pacific Bank. Published telephone numbers may be out of date. If you cannot reach the Central please write: CENTRAL U.S. CONSULTING Corp. 9904 Chukar Bend Austin, Tx 78758 Central Consulting develops and publishes the following integated products: PC-SELL : A point of sale/rental system. PC-MAIL : A mailing list program. PC-PAYABLE : An accounts payable program. PC-LEDGER : A general ledger program. ╔══════════════════════════════════════════════════════════════════════════════╗ ║ SECTION B STAFF OPERATIONS MANUAL ║ ╚══════════════════════════════════════════════════════════════════════════════╝ DAILY START UP PROCEDURES -------------------------- 1. Turn the off/on power switch to on. *Note It is optional to press the Caps Lock key to keep all data in upper or lower case. The system does discriminate! To use many control functions (ie. notepad) you may not have the scroll lock, numlock or caps lock on at the time you use them. The date used by PC-SELL is the internal date in the system CMOS. To determine the date that will be used for processing, in MSDOS type DATE <enter> Refer to your hardware setup information to change the CMOS date, it is not done in PC-SELL. 2. Type menu <enter> or logon <enter> (You may enter the system for company # 1 and terminal #1 by typing the name of any of the programs ie. sales. In this way, any "front end manager" can be used.) 3. Move with the arrow keys to the line for your terminal and enter your name or just simply highlight your name (if it exists) and press the <Esc> key while still on the line. DAILY USE OF THE SYSTEM ======================= LOGGING ON (LOGON.EXE) ---------- PC-SELL may be run from the menu system provided, the command mode (DOS shell) or any front end program manager (ie. Lazy Susan, Direct Access, 3DMenu). MENU (MENU.EXE) To use the menu system, start with the command: LOGON A 30 line list of terminals will be presented 15 at a time. Press the up or down arrow keys to highlight name/terminal position you will use for the session. If the name shown for this terminal is incorrect, then change it to reflect your identity. (This name will appear on all invoices and credit notes.) When this is done, press the Esc key and you will be shown the main menu. COMMAND MODE (or other front end manager) Any executable program may be started. If you have chosen a program which requires a terminal logon, then LOGON.EXE will be run for you (as above) but will return to continue with the program you have chosen. To exit the menu, move the menu highlight bar to the Exit selection and press enter. The user is returned to the disk operating system prompt. MAKING A SALE (SALES.EXE) ------------- Overview Invoice production is accomplished by keyboard or barcode information provided in the following order. 1. Identify a customer (number or name). 2. Identify an inventory type (I=regular,C=consigned,M=Job Cost). 3. Identify inventory items one at a time. (item number or category plus stock number or description) 4. Enter a shipping address if different than customer address. 5. Add all additional charges (including tax). 6. Select method of payment. 7. Enter the total of the cash the customer gives you (cash sale only). 8. Advise on printout quantity and options. 9. Optionally cancel (void) the invoice generated. Tax Overview Both taxes are automatically calculated based on the customer record and inventory record. If a customer has a tax number on file, then no taxes will be applied. If an inventory item has a tax rate defined, it will be applied to the sale if the customer does not have a corresponding tax number. STARTING AN INVOICE *Upon listing a "Customer list" an automatic account # is generated or supplied by you when adding customers. *If you know the "Customer Number" you may enter it here or scan their card with a barcode reader (optional). *Note If a new customer wishes to buy an item, you may open a new account here by: 1. Press the <Esc> key to display the sales menu. Highlight the Make New Account choice and press <enter> 2. Type <N> <enter> instead of entering a customer account number. In this way you can immediately open a new account. To save time, only give the new account enough information to identify it (name) and press <Esc> to resume invoicing. *If you do not know the "Customer Number" press Enter key and the cursor will advance to the "Name" field. *Now enter the name of the customer or any part of the name (the more you enter, the more likely you are to find an exact match the first time). * ALWAYS ENTER THE SURNAME FIRST FOR THE CUSTOMER ON FILE * *Once the full name and Customer Number appears as well as phone #, tax #, outstanding balance, and any remarks you may have input to his/her account, the bottom of the screen will display "Continue Search (Y/N/Q)? (YES/NO/QUIT). The default (The expected response) will be no (in this case). You simply press the "Enter," if this is the customer you expected. Pressing Y will cause the system to continue searching for another match. INVENTORY TYPE The system will then display an "I" for you to sell regular inventory. If you type "M" then you will make sales from the Job Cost (Macro) database. If you type "C" then you will make sales from the consigned inventory database. For the field item entry method described below, after each sale is made, the system will return to this point to allow you to change types. For the line item entry method described below, after each sale is made, the system will continue to use the type entered here until you return to this screen position which will allow you to change types. LINE ENTRY METHOD When the cursor is in the stock number field, press the down arrow key until you are at the bottom of the screen then enter the stock number or press the tab key to enter the description and proceed as follows. Note*** When using the line entry method and you have done at least one transaction (sold/rented something) you can press the up arrow key to move toward the top of the screen. While you do this the delete key becomes active and will void the line item the cursor is resting on if pressed. If you continue to press the up arrow key you will move up the screen to begin the field entry method where you may change inventory type after which you may return to the line entry method by pressing the down arrow key until the cursor is resting on the next empty line. FIELD ENTRY METHOD *The cursor (flashing line) will now move to the stock number field. (Upon listing a "Inventory List" a automatic generated numbering sequence will appear, this is referred to as an Item number. Using this number or scanning it's label will immediately retrieve this item of inventory.) When the number has been input, pressing the F1 key instead of the enter key will sell the item at the preset customer price or, Pressing the F3 key will sell the item at price A. or: by pressing the F5 key price B will be used or: by Pressing F7 the C price from the inventory item record will be used or by pressing F4 the item will be sold for no money ($0.00 - free of charge. This is real handy for a two for one sale.) The price used by your F key indication will be multiplied by the standard unit of sale you gave in the setup session. Note: Pressing enter will cause the system to ask questions about price and allow overrides etc. Or: *If you know the stock number, enter it here. *If you do not know the stock number press the enter key and the cursor will advance to the description field. * DESCRIPTIONS MUST INCLUDE THE FIRST CHARACTER OF THE STOCK DESCRIPTION * Enter the description here. (The more you enter, the more likely you are to find an exact match the first time). Once again at the bottom of the screen will appear the message "Continue Search (Y,N,Q)?" Assuming you are satisfied with this item, press the "Enter" key and the cursor will move to the QTY field. *Having entered the quantity to sell, you will see "Price (A), (B), (C), (D) or (E)?" displayed at the bottom of the screen. The default is determined for you by the customers status contained in the remarks field of the customer record. Or press a letter A to E for this item to be sold at the corresponding price as established for the item on the inventory file. *The sale price will be displayed and if it is correct, press the "Enter" key, otherwise, press "N" (for NO) and then enter the corrected (discounted) amount. *The system will now ask you is this is all correct (Y/N)? Pressing the "Enter" key assumes it is all correct. If some aspect of this transaction is in- correct, press "N" and the cursor will move back to the Stock Number field to begin the process again. Pressing the "Enter" key or "Y" will move the cursor to "Stock number" for the next item. You can repeat this step 62 times for a full 3 page invoice. If there are no more sales then pressing the F9 or F10 cash out key will end this phase of invoicing. *The screen will display other charges that can be entered. The individual miscellaneous charges are kept as a total for each and can be changed by reselecting the charge and changing the total. Remember to enter total amount including the tax you will charge. Press F10 when finished. *The screen will display the different methods of payment "F1 = Cash, F2 = Master Charge, F3 = Visa, F4 = Cheque and F5 = Charge?". If F5 is selected, the customers balance is increased and you are asked if you wish to proceed. Replying N will decrease the customer account balance and returns to the method of payment prompt to resolve the method of payment. Your choice of selections 2, 3 and 4 will show the customer account credit data on the bottom line for verification. You may change this data if incorrect or press <enter>. The screen will then change to display the top of the invoice and you will be allowed to change the shipping address. (The assumption here is delivery will be made to the customers address). If the address for delivery is in the shipping address database (CLSHIP.EXE) you may enter it's number on the top line, address on the second line, city or phone on line 4. This will search the shipping address file for a partial match. You may also type in the shipping address. When finished press the <esc> key to proceed. If the customer account is not CASH SALES then the screen will display Customers Purchase Order #? Enter this information if required. *The screen will then display the Invoice total amount. If this is a cash transaction, then you will be asked to enter the amount of cash you must make change for. The computer will suggest the next highest denomination as an answer. If this is the correct amount given to you just press <enter> but if it is not then change this figure and press <enter>. You will be shown the amount of change to give the customer. *The screen will display "# Copies (0-9)?" Indicate the number of originals you desire. Pressing the <enter> key will generate two copies of the invoice. If you have setup the cash drawer feature in SETUP.EXE the cash drawer will be opened while the invoices are printing. Remove the invoice(s) from the printer. After you have confirmed the invoice amounts on paper remember to close the cash drawer. *The screen will now display, "Void Invoice (Y/N)? Pressing Y will return all items to stock, cancel the sales, delete the invoice number and void the transaction. Pressing the "Enter" or N key will register this invoice in the normal fashion. The cursor will locate itself at the customer # field and await your next transaction or function mode change request when the Esc key is pressed. SPECIAL INSTRUCTIONS -------------------- 1. If you are at the stock number field, you may change mode to inquire about stock levels and prices. This is done by pressing the F8 key. 2. If you are at the selection point on the bottom half of the screen in the sales menu and you wish to make a sale, press the Esc key. 3. Pressing the down arrow key, takes you to the next field and up arrow or Esc takes you back one field or to the previous menu. NOTE - STOPPING THE SYSTEM (while invoicing) 4. If an invoice has not been started and the cursor is at the customer # field and you wish to leave the invoicing screen, press the Esc key. This will insure the orderly closing of all files. You will now be at the sales menu where: other programs may be selected. 5. If you are making out an invoice, and the customer has purchased an item, the only way to abort is to cash out the invoice by pressing the F9 or F10 keys and void the entire invoice. 6. If at any time while using PC-SELL you don't know how to respond to something, press the <enter> key. The default (normal response) will be used. If your in trouble, simultaneously press the Cntrl and h keys for online help. (lower case 'h') To leave help press <Esc>. MANIPULATING IN HOUSE ACCOUNTS ------------------------------ Cash sales for walk-in customers that are unknown to the system should be made to a customer called CASH SALES. You may add this customer account to the system at any time. It is easiest to remember if it is account #1. (The first one you add.) Cash paid out for invoices received should be another customer account. When satisfying a paid out suppliers invoice, sell an item from any inventory database called "CASH PAID OUT" and charge it to this customer account. Be sure to use negative dollar amounts. Labour, late charges, installation fees, debits (+) to account, credits (-) to account and miscellaneous can all be items of any inventory type which are sold, and charged to the appropriate customer account in a normal invoice transaction. These inventory "items" should have stock numbers of A????? or Z????? if they are to be kept in type I (regular) inventory. In this way, when listing inventory, they can be excluded or included in the printouts. They are not real inventory. As a better alternative, keep them in an inventory type database that you do not use for any other purpose. Type C if you do not sell consigned items or type M if you do not use job costing. ***NOTE*** If you do this, remember that the additional charges feature in SALES.EXE can still be used and it does not track these amounts or compute taxes but will add them to the invoice total and be recorded as a total in the sales journal (SJOURFM.EXE). FINANCIAL REPORT PRODUCTION (ZREPORT.EXE) --------------------------- This program will generate the Daily Sales Journal re- port for whatever period you select. Pressing enter for from and to date will use the current days invoices. Any range of dates may be given to provide for the easiest reporting method possible. All transactions are listed in Invoice # sequence, broken down by Cash, Master Charge, Visa, Cheque, Charge, Cash Sales, & Tax. This listing is followed by an Income Summary Statement with credit card service charge calculation and 'Z' report. If you have obtained as many copies as you wish for the day, please reset the daily report to zero when asked. This will insure that the daily reported values for each inventory department start out at zero for the next day. (If you don't do this, the values will accumulate similar to the year to date report). Optionally, you may also type setup zreport <enter>. STATEMENT PRODUCTION (BILL.EXE) -------------------- On entry to this facility you will be shown the existing and past billing period pointers (audit numbers) and asked to select a period to process. Press the <N> or <P> keys until the period you want to process is highlighted. Then press the <S> key. (Normally, the current open period is ready to be selected/closed but you can run a previous period for one or a range of customer accounts). You are then asked if you wish to exclude accounts with a minimal balance you can specify (No point wasting postage). NOTE*** If an account does not balance you have two choices: 1. Use SFFM.EXE to correct, debit, credit or purge an audited entry. 2. Use CUSTOMER.EXE to correct the account balance. There are 365 billing periods possible. For those who send out statements of accounts monthly, it will be enough for 12 years. To reset the period table type setup bill <enter>. RETURNS & CREDIT NOTES (RETURNS.EXE) ---------------------- Similar to sales invoicing, simply identify the customer and each item for return or adjustment. This program will search for all matching sales and display each. Move with the up or down arrow keys to highlight the item in question. The cursor will be in the price field. The price shown is the original price charged for 1 (one) unit of the total quantity shown as purchased on the highlighted line. To change the price: Press <enter> and make the change to the new price (If you change the price to 0.00 the total selling price of the quantity shown will be refunded. To change the quantity: Press the right arrow key (to move the cursor to the quantity field) and press <enter>. Decrease the quantity by the quantity of this item being returned. The refunded amount will be calculated as the number of units returned times the price as shown on the highlighted line. To adjust any further items for this customer press the up arrow key to move the cursor into the stock number field where the process can begin again. To complete the function press the <F9> or <F10> key and proceed to "Cash Out" the credit note. ╔══════════════════════════════════════════════════════════════════════════════╗ ║ SECTION C MAINTENANCE OF THE SYSTEM ║ ╚══════════════════════════════════════════════════════════════════════════════╝ CUSTOMER FILE MAINTENANCE (CUSTOMER.EXE) ------------------------- F1. Option "F1" provides additions to the customer file. Fill in all the information as requested on the screen. Remember to add a customer named "cash" to be used for cash sales. F2. Option "F2" provides deletion of customer files no longer active. Enter the account number and the appropriate file will appear and display the question, "Delete (Y/N)?" F3. Option "F3" provides changes to existing customer accounts. Changes to this master record does not adjust journal entries. F4. Option "F4" provides a list to the screen or printer of a range of customer records. F5. Option "F5" provides a listing to the screen or printer of the Customer Transaction Ledger or list of Charge Accounts. You may also bill your customer account(s) with a statement. If you are using PC-MAIL and have merged the customer file into the mailing list, each customer billed will have the select code set to 99. In PC-MAIL you may print all the list select code 99's to obtain a label for each and every customer billed. F10. Option "F10" returns you to the main menu. INVENTORY MAINTENANCE (INVENTRY.EXE) --------------------- F1. Provides the user to add new items to the Inventory base. Enter the appropriate information and your inventory file will reflect the added item. F2. Provides the user to delete any inventory item. Enter either the item number or the Stock Number and the requested item will appear on the screen. By responding with "Y" or "Enter" will delete the displayed record. F3. Provides the user to correct or display any field in the Inventory File. By entering the item Number or Stock Number, the requested record will appear on the screen. F4. Report Production. (CLINV.EXE) By selecting Option 4 the user will have the following selections appear: F1. A complete list of Inventory Items sorted by Stock Number, Item Number or Description. F2. Any Vendors Purchase History. F3. Any Customers Purchase History. F4. Any Item Sales History. F5. A stock catalogue. F6. Stock labels or Bar Code stickers. F7. Make purchase orders. F8. List returned to stock items. F10. Return to Inventory Menu. F5. Add Shipment to Stock. By entering the purchase order number that accompanies the shipment, you will be shown each item on the order and asked to supply the number shipped. If there is a short shipment, you may place it on backorder. If there is no purchase order, press enter and supply the item number to be added to. The in-stock amount is increased by the amount you indicate. (Note* No search of existing purchase orders is made for the item.) Pressing the esc key returns the user to the inventory maintenance menu. F10. Returns the user to the Main Menu. PRICE CHANGES (GSRP.EXE) ------------- By selecting an option the following inventory fields may be changed by: an entire category or item number range. This program will allow the user to search out Unit Cost figures, Monthly Rental Pricing, Daily Rental Pricing, the Selling Price, Tax Rate(s), depreciation, appreciation and replace it with whatever new value you may wish. This program will carry out this function on a global basis: That is, every item that equals the initial value, will be replaced with the new value. SALES JOURNAL FILE MAINTENANCE (SJOURFM.EXE) ------------------------------ F1. Add a transaction: This function provides the user to add a transaction to the sales journal. It does not impact the customer account but will be shown as a transaction on the customer ledger and billing statement. FORCING A NEW INVOICE NUMBER SEQUENCE Run the setup program and make the last invoice number the desired starting invoice number minus 1. F2. Display and/or Purge all of the sales journal (invoice, debit & credit) transactions. *Note Any purge of any entry will not adjust the customer account balance or change the audit trail number sequence. F3. This option provides the user to correct any field in any of the transactions that have taken place in the current accounting period. *Note Any correction of any entry will not adjust the customer account. F4. Take payment on a customers account. *Note This will adjust the customer account. F5. To enter credits in a selected customer account. *Note This will adjust the customer account. F6. To enter debits to a selected customer account. *Note This will adjust the customer account. F10. Return to the menu screen or exit. SALES FILE MAINTENANCE (SFFM.EXE) ---------------------- F1. Adding a sale. This program provides the user, to manually add a sale to the sales file. It does not change the inventory level in stock but this record will be included in customer purchase history and stock sales history. F2. This option provides the user to display all sales data and interactively purge (delete) any you may wish. *Note The customer account will not be changed. F3. This option provides the user to correct any field in a selected record. *Note Changing status can have dramatic effects. Changing item number will not increase the quantity on hand in the inventory file. F4. This option provides the user to print the entire sales file. F5. Return to the Main Menu. F6. Return to the sales screen. NOTE* Use of this program will not affect inventory items or customer charge accounts. PURGE/SHRINK DATA FILES (CISM.EXE) ----------------------- At your option, or if the file record sizes are approaching 32765 in number (type setup ? to see the LRL) you should run this program. All sales records (customer purchase history) and invoices will be saved offline in a subdirectory named for the month and day.ie. MMM_DD. You will be asked if you wish to shrink the sales file (SALES.DAT) and the invoice file (JOURNAL.DAT). An affirmative reply or enter will alter these files by: a. removing all deleted and purged records. b. remove all stale dated (not current date) records. Only current period invoice records will be retained to provide the detail for statement production. Note* This will cause no harm if you have studiously done an end of day diskette copy session at the close of yesterday's business. Yesterday's backup will still contain the data that is subject to today's alteration. The audit trail on the impacted files is permanently changed. CLEANING THE FILE SYSTEM (FIXDEX.EXE) ------------------------ F1. All Inventory Indexes F2. Vendor Name Index F3. Customer Name Index F4. Rebuild All Indexes F5. Reset File Pointers F6. Shorten Master Files F7. All of the above F10 Exit Recreating indexes (while time consuming) will restore lost access to individual inventory and/or customers. Resetting file pointers will re-establish connection with inventory and/or customers that have a PRL higher than the LRL. Type setup ? to see these values. Shortening master files will clean the file system of deleted accounts and items. MONTH/YEAR END OPERATION (GSRP.EXE) ------------------------ Closing off the month is as simple as running the program. Select the end of month/year routine. This will reset the inventory MTD/YTD units sold and dollars sold to zero in the INVENTRY.DAT file. THEORY OF BEST USAGE ==================== First of all, there are no MUST DO'S in setting up the files. The author has spent countless programming hours accomodating a variety of scenarios so you can have it your way. This software was written with the first time user in mind. You only have to hit one key to get any work out of it. The [enter or c/r] key, if pressed in response to a prompt or question on the screen, will save you from supplying the answer id a default value exists. Use of this key or the down arrow key will advance the cursor for you to the next question by supplying the usual, correct, least devastating or normal course of business response for that question. (default) If you have made a mistake or would like to go back to the previous question (prompt) then press the esc (escape) key or up arrrow key. Think of your inventory data file as a 26 foot long elastic band. It is stretched in length by adding items. Deletion of a record leaves a spot open. These open spots can be used by correcting the record associated with that item #. Each foot can be called a department, profit center or category. Each category may have an alias name. These names can be found in a file named ?CAT.SYS. You may change the alias name with your word processor. The alias names are used on the "Z" report for inventory sales breakdown. Alias names are known by their identifier which is one of the letters of the alphabet. This letter is the first character of the stock number of an inventory item. Computers keep things by number, and not by letters, each item has an item number. This is the number used by the computer. Reports can be obtained on inclusive or sequentially numbered items in a department or across departments. Group your items within a department and from one department to another in some fashion that's logical to you so you can do this. Also, you can obtain reports by stock number inclusive from one department to another which are sorted by stock number. The stock number is simply another means of separating the inventory so that items are listed together on the report. This computer system, unlike all others, provides single unit or multiple stock quantity. You may use both methods within the inventory file from one item to the next. You can use multiple stock numbers for each item and keep them in quantities of one. This method is especially useful when you must keep the serial number of each item in the inventory. When searching for these items by stock number, the system will conduct a sequential search of the department showing each to you until you instruct otherwise. The problem with this is they all look the same with exception to serial number. (This is also displayed). To get around this, we recommend that these stock numbers be the same in all ways except that they have an extention such as .1 or .2 or -1 or -2. which would mean 1 of 10, 2 of 10 etc. We do recommend that the debit, credit, nsf, labour, etc. inventoried items are congregated in say category A thru C and that they have low item numbers. Saleable goods can be inventoried in the same way in say departments D & E. They can be left out of any reports since all of the reporting methods have a starting and ending range. ie. When obtaining a report by stock number: Save out A to E, & start at F thru Z. In this way, it is like having two inventories to manage but you will have to remember the high and low department identifiers and item numbers. Note* The very same results can be obtained when obtaining a report by item number by including and excluding the same things if they were sequentially numbered in one continuous block. In the customer file there are only two types of accounts. Those having a tax number are tax exempt. If you want a customer not to be charged tax but you don't know the tax number, then use 999999. The only difference between both account types is the appearance of the tax number. If it is zero (0.0), tax will be charged relative to the tax rate for the item being sold. Customers may be charged the same price from inventory (A,B,C,D or E) all the time. The first letter of the price level field tells the system which of the 5 possible prices they will be charged. This price is automatically used during invoicing. In this way, preffered customers may be given preffered prices. ie. A=Cost+, B=Wholesale and C=Retail. If you do not set a customers automatic price, then price C will be used by default. Prices D and E are also available. The entire computer system is normally controlled through the production of invoices. By producing an invoice, the inventory in stock level is decreased, (and can become negative amounts), the accounts receivable transaction is recorded, the customer account balance is increased for charges etc. etc. The only other daily activity is the production of a financial report. This is known as an integrated or point-of-sale system. Because all changes are made as they occur, it is real-time. It is the only system known to mankind where you get more out than you put in. This is providing you have fed the system properly with your inventory and account data. Prices are expressed as single item amounts. The standard quantity you supply when you set up PC-SELL is used as a quantity multiplier at the time of invoice unless you override it. Taxes are charged on sales equal to the percentage recorded in the inventory record, then the GST (Canadian only) for that item is applied to the total figure. The tax rate(s) are expressed as a whole number. ie. 7.00 equals 7 percent or $7.00 per $100.00. ╔══════════════════════════════════════════════════════════════════════════════╗ ║ SECTION D CUSTOMIZATION OF THE SYSTEM ║ ╚══════════════════════════════════════════════════════════════════════════════╝ THE PC-SELL MAIN MENU (MENU.EXE) --------------------- The following user definable main menu files are available for customization or you can create your own and logically link them in as I have done in 1MENU0.SCN as follows: Screen Selection .SCN File displayed or .EXE executed ------------------------------------------------------- Transactions :MENU3 Accounts Receivable:MENU1 Data Base :MENU2 Reports :MENU5 Utilities :MENU4 Communications :MENUC Terminal Logon :LOGON Change Company Exit To change the menus, use your ASCII word processor to edit the ?MENU?.SCN files. This file name begins with the company number (1-9) so each companies menus may be different. When a selection is highlighted on the left side of the colon, if <enter> is pressed, then the file with the name to the right of the colon (:) is executed if it's an EXE or COM file and displayed if it's a SCN file. Not shown here is the corresponding function key which may pressed instead of highlighting and making a choice. MISCELLANEOUS NOTES =================== *** BARCODE SUPPORT *** Please note this program and others in the PC-series are fully compatible with barcode applications. The barcode reader must read bar decimal values into the keyboard buffer for processing. Barcoded stickers may be produced by PC-SELL and attached to sales items for later scanning. *** MOUSE SUPPORT *** Please note this program and others in the PC-series are fully useful with a mouse programmed to emulate the arrow keys. Refer to your mouse manual. ie. LOGITECH mouse (menu keybase) *** VERSIONS *** REGISTRATION- FAQ support and recent versions are available on our Bulletin Board System. Bug fixes and updates are free. Source code site licenses are available for $1000.00. Custom modifications are on a quoted cost basis. Registration fees are currently $250.00 US. Customer phone support is $50.00 hourly. Make checks payable to the author: Mel F. Bailey SHAREWARE- You are in possession of a shareware copy. This is a fully operational but minimal version of the registered POS system. It is requested that this version be circulated at no cost to the general public as "SHAREWARE". All copyrights are restricted to these terms. Only registered products can include support. Central U.S. Consulting will not be responsible for the operation or effects of this software. End of sellman.doc