Software of the Month Club 1996 June

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Page 30. CHAPTER FIVE - MAIN MENU HOUSEKEEPING SELECTION (WORKING WITH THE FILES) You get to this menu by selecting H)ousekeeping at the main menu. The operations that you select from this menu are rather sensitive. An inexperienced operator can cause damage to your files with these utilities. Be careful. Caution your operator to be sure of the operation before using these selections. The first two selections will rework the indices for your files. Some- times, an index can become corrupted. This can happen in a power failure or when you use dBASE to delete a record or PACK the files or from a malfunction of the computer or disk storage device. When you look for a description for a vehicle, say number 155, and you know it is in the file but it is not found, the probable cause is a bad index file. The I)ndex repair selection will rework all of the indices that are needed for the functions that locate the vehicle descriptions. The M)aint. index repair does the same thing for repair, fuel, schedule, etc. files. You can use these selections any time. There is little danger to the files and it only takes a short time. It depends on how many record entries you have. 500 will take about 25 seconds on a hard disk XT computer running at 8 MHz. Newer 386 or 486 computers will be much, much faster. The E)dit selection allows you to modify a description, tag or permit record. You also use this to add or change a license tag number for a new tag. This is where you can change the operator's name if the vehicle is reassigned. You can also correct errors in entries you have already made. The index files are automatically updated as changes are made. DO NOT use the edit selection if you want to renumber a vehicle or change it to a different division...use the R)enumber selection at the end of the Housekeeping menu...it will change ALL of the records, not just the description. When you choose the E)dit selection, you will see an additional menu. There you can choose to work with your files for Descriptions, Tags or Permits. You must enter the vehicle number to change the description or license tag record. Permit records can be edited by entering either the vehicle number or the permit number. The A)dd selection is the one you used to initially enter your vehicle descriptions. It is also used when you make a new addition to an existing fleet. It is NOT used when you get a REPLACEMENT for an existing vehicle. [Replacements are handled in the C)hange status and P)urge repairs selections.] V)endor names is the selection you use to add vendors to your file. You just fill in the blanks. If you need to know the vendor numbers already assigned, you can leave the name and city blank and enter "??" for the number and review the existing vendor Page 31. list. You have a choice to see them listed numerically or aphabetically. Vendors may also be your own mechanics. This is the record of names and identifying numbers that is used for various repair and fuel record entries and reports. If you want to print a list of your vendor file, use the V)endor data selection of the S)pecial report menu. The next selection, C)hange status is used for replacement vehicles. For this to work for you, there are several assumptions made about your fleet: 1. Your vehicles are numbered from 1 through 999999 2. A replacement vehicle will carry the same number as the vehicle it replaces but with an "R" added at the end of the number. For example, let's say you have a vehicle number 500; a replacement has been purchased for it. The new replacement will be number 500 and the old 500 is now to be retired and later will be sold. For now, it will be renumbered to 500R to indicate its new retired status. If you already have an older number 500R, the record for that older one will be deleted. In TRUCK, 500R is a completely different number from 500. Before you retire a vehicle, use the Edit selection and remove the operator's name from the description. This will avoid the conflict in the searches that will occur with a driver's name on more than one vehicle description. You want TRUCK to find the new vehicle, not the old one. Choosing the C)hange Status selection will present you with selections that will make the needed changes in the description file and bring up the screen for entry of the information for the new vehicle. Near the end of this routine, you will be asked if you are ready to Pack the file. If you are retiring several units at that time, you will save time if you wait until you are retiring the last one to do the Pack. Just choose to Return for some more. At the last one Pack the file to complete all of the removals. The P)urge repairs selection does a similar operation on repair and fuel records. It deletes any records for an old 500R; changes the now retired 500 records to 500R; and makes way for forthcoming entries for repairs to the newly purchased 500. Don't forget to revise the preventive maintenance schedules for the new vehicle. You want the schedules for the new one to be in your file. Just as when using the previous selection, you will be asked to choose whether you want to "(P)ack your file". Packing actually removes any deleted records from the file. There will be no harm if you pack the file after each retirement of a vehicle. You will save time, however, when you have a number of vehicles to retire at the same time if you select the (P)ack option after you process the last one in the series-packing the file for all of them at the same time. Page 32. The B)egin maintenance Sched. selection is used to add a vehicle to the maintenance schedule file. When you set up your original records, you should have used the TOOLSET M)ake schedule selection after you entered all of the descriptions of your vehicles. That selection used the vehicle numbers you entered to generate the file entries for the maintenance schedules. If you use that selection again, it will indeed generate a file with all of the vehicles included but the schedules will not show the schedule updates you have made. When you add an ADDITIONAL vehicle to the fleet, use this selection to add just that additional vehicle number to your existing file. The F)iles to Division selection will write a file to a diskette in drive B: (or any drive you specify) for your other locations. You used the Division entry in your description, fuel, maintenance schedule and repair files to designate your other locations; this routine will copy the records for a specified division to a drive B: file. That file can be used to set up The TRUCK DATA SYSTEM at that other separate, non networked location. (Remember, except for the NETWORK version, an additional user fee must be paid for that additional location where TRUCK is used.) To copy the file, you indicate what drive the file will be copied to and what file will be copied. You can select Descriptions, Repairs, Fuels or maintenance Schedules. The J)oin selection, working in conjunction with the previous selection, will handle the combining of your records from those other locations into your central record system. This is used where there is another location that keeps repair records for part of your fleet. If you want to include those records in your central file, this routine will do it. They send you a diskette of their repair records--say for division BB. When you use this Join routine, TRUCK will remove all of the division BB repair records; then copy the updated repairs from division BB into your central file. BE CAREFUL with this. A backup of your files before doing this operation will be excellent insurance. You will see a couple of warning screens just to be sure you really want to do this. At the second warning screen, enter the word "YES" to continue. Then you will indicate the drive letter and which file is being moved in. Be aware that the above Files to a division and the Join selections do not apply to a network installation. On a network, all workstations on a network have access to the central files if the network administrator has granted the proper "rights" to the user that is logged into the network. R)enumber a unit is used when you need to change the number assigned to a vehicle - or when you need to change the division for a vehicle without changing the number. It is important that you change all of the records for a unit. This routine will change the description and ALL OF THE MAINTENANCE RECORDS for the unit. You can, of course, change both the division and the number. Q)UIT returns you to the main TRUCK menu Page 33. CHAPTER SIX - INVENTORY CONTROL Choose I)nventory at the main menu and you will see the SHOPSTOK INVENTORY MENU. This feature of TRUCK will give you good control of your parts inventory. It will locate parts by your own in- house part number or by the manufacturer's part number. It will show where the part is by ROW and BIN number in the stockroom. It will give a complete description, price and list those items that are surplus or those that should be reordered. ABOUT THE STOCKROOM Material is located in the stockroom by ROW and BIN numbers. Your locations should be set up so that these locations make sense. When TRUCK shows that a part should be in ROW 6, BIN 15, you should be able to go to that location and pick the part. Rows may be from ROW 1 through Row 98. Bins from BIN 1 to BIN 99 in each of the rows. Do not use row or bin numbers outside these ranges. Do not mix letters with your bin numbers. USING THE INVENTORY CONTROL ROUTINES At the Main Menu, choose the I)nventory selection. This will take you to a new set of menus for inventory work. You will see the main menu of inventory or stockroom functions. Before you can move material into and out of your inventory, you have to put a description into the file for every item. Each item must show its location in the store room. To set up your inventory, see the section of this manual on "HOUSEKEEPING MENU in the INVENTORY section". You will enter the information about every individual part that is to be received into the inventory. The information about an item must be available to TRUCK before an item can be moved into or out of stock. (See adding N)EW PART at the Housekeeping menu) When material is added to your stock, the average cost of the item is calculated. TRUCK considers the number on hand and the present average cost along with the quantity being received and the cost of these newly received items in calculating the average cost of all of this item in stock. T)ransfer items is used to record the issue of material from your storeroom. More about it later. First, let's get the parts listed in your inventory. A)dd parts is the selection to use to move material into your inventory. When parts are delivered by a supplier, use this selection to enter the information about what, how many, who supplied it and what it cost. The item is pulled up on the screen by part number and shows the row and bin location in the stockroom. Be sure the parts are actually placed in the correct location so you can find them later. TRUCK will also update the description for an item received to show the name of the latest supplier and the latest cost of the item. Any existing supplier information will be moved to the Page 34. previous supplier location. With this information, you may review the description and see the pricing information for the last two deliveries of the item. S)how parts history will give you a listing of the issues of all part numbers. You can specify the beginning and ending dates for the report or list the full history. The information is shown on the CRT screen. N)umber of an item will locate a stockroom part by the in-house part number you enter. It will show all of the descriptive details of the part. Quantities, source, price, etc. will be shown as well as whether the part is approved for reorder. It will show the row and bin numbers where the part is located. M)fgr number is just like "N)umber of an item" except that you locate the part by the manufacturer's part number. D)escription will let you find a part by its description. If not found, you will see the nearest match and can search the previous or next records to find your part. R)ow display is used to display a listing of everything in every bin in a row you select. Selecting row 5 will display all bins in row 5. If you select 99 for the row number, the entire inventory will be displayed one screenful at a time. As each screenful is displayed, press <ENTER> for the next screen or press "Q" to return to the menu. B)in display is similar to "R)ow display" except that you specify both ROW and BIN. Only that bin's content is displayed on the screen. If there are many items in this one bin, there may be several screens in the listing. T)ransfer items. Now that you understand what the other selections on this menu are used for, look at this one. Here, you can move material out of your stock. Items will normally be moved out of stock for use on one of your vehicles. Parts may also be removed from stock to be returned to the supplier or sold rather than being used. Parts that are broken or lost may be removed and are to be identified as such. These screen entries show where the item went. You can not transfer material out of your stock if the in stock quantity for that item is zero. If this occurs, you must take action to correct the discrepancy. Either you have the wrong part, an incorrect part has already been transferred or a delivery of this part was not entered into the system when it was received. All stock reductions are added to an audit trail file that may be viewed or printed on command. TRUCK will reduce your stock quantity and adjust the value of the inventory of each item as it is removed. Items are removed at the average cost for that item. If an item is removed from inventory because it is broken or missing, the inventory investment is not reduced. TRUCK does, however, recalculate the average cost based Page 35. on the number of that item actually in stock. What this means is if you have three $5 items in stock, the inventory value is $15 and the average cost for each one is $5. If you use one of these items for a repair, that item is removed from your stock and the inventory investment value for those items is reduced by $5. If instead of using it, you lose it - say by breakage - you still have $15 invested but you only have two of the item now. Writing off that item does not reduce your investment but the average cost of the two remaining items is recalculated to $7.50 each. If you disagree with the calculated average cost, you can change it with the EDIT feature at the Inventory Housekeeping menu. P)rint reports, H)ousekeeping, F)ollow tire history and V)ehicle parts are selections for additional menus used in the inventory control part of TRUCK. P)rint reports include things from a full printed inventory report showing your total inventory investment to lists of items that should be reordered to keep the stock level up - or things you no longer use that should possibly be sold or discarded. To do the printed reports, choose P)rint reports from the Shopstok Inventory Menu. FROM THE SHOPSTOK PARTS REPORTS MENU: R)eorder report This report lists material by ROW and BIN location. Selecting "99" will include all rows. You can print this or review it on the screen. It shows all items that you have shown as "OK TO REORDER" where the quantity on hand is at or below the specified reorder level. The report shows the description, the normal stock level, the present quantity in stock and your prescribed reorder level. F)ull report This is a printed inventory report. There are several ways the report can be listed. You can choose to list the inventory by Row number, by In-House part number or by Manufacturer's number. The report will include all ROWS and all BINS. It shows the bin content, average cost, quantity and the value of this item. At the end of the report is a total of all rows listed. This is the total value of your inventory. This can be a long report. If, during the printing, you decide you want to stop printing and abandon the report, press the <Esc> key. When the screen shows "INTERRUPTED!", you can enter "Q" to quit or just press <ENTER> to resume printing the report. I)ssue report This is a printed report just like the parts history report for the CRT screen on the Shopstok Main menu. (See "Show Parts History" above.) You can include the full history or you may Page 36. specify beginning and ending dates for the report. B)in list The bin list is a printed listing of the content of a selected ROW/BIN. L)abels This selection will print self adhesive labels for your parts bins. It will print on standard 15/16" X 3 1/2" fan-fold labels - the kind you use to print mailing labels for letters. Labels can only be properly printed on an Epson compatible, dot matrix printer that will handle the sprocket fed fan-fold labels. The row and bin numbers are printed in double wide characters for easier reading in the storeroom. A label will be printed for every ROW/BIN combination you have used. S)urplus The surplus list shows on the CRT screen or printer and includes those items in stock that you have marked "DO NOT REORDER". TRUCK considers those items to be those you no longer need to keep in stock. You may make the report for the bins in a single row - or enter "99" for the row and report your entire stock inventory. The list will show the ROW and BIN location, description, quantity and the last date this item was used. From the list, you may review the items to decide if the item(s) should be kept, sold or junked. N)on moving This printed or screen report will show material in your inventory that has not recently been issued. The default is to show items that have not been issued in the last 30 days. You can enter a different number of days - up to 999 days. You may also select a single row for the report or enter "99" for the row to report the entire inventory. The report will show the part data along with the quantity in stock and the last date each item was issued. Q)UIT printing returns you to the main INVENTORY menu. HOUSEKEEPING MENU on the INVENTORY screen H)ousekeeping presents you with the menu of selections for the housekeeping functions for the inventory records. These are the menu selections you may choose: E)dit a description You may select an inventory item by the in-house number. The information on that item is shown on the screen with the present Page 37. description, quantities, etc. Here, you may change any of the details shown except the Do Not Reorder (DNR) setting. The separate routine shown below handles that job. You may also change the average cost of an item if you do not agree with the amount calculated by TRUCK. Several items on the description screen are marked as critical entries. The In-House part number and the ROW/BIN numbers must be entered. And, the ROW/BIN numbers must be within the proper range. If you do not adhere to this, the inventory part of the program will not work. N)ew part Before you can receive a part into inventory, you must enter the information about that part. The information includes what it is and where it is stored. You must enter an in-house part number and row/bin location. You may also enter reorder level and normal stock quantity plus a manufacturer's number. If you leave the Mfgr. number blank, TRUCK will insert the house number in the manufacturer number field by default. After you have entered the description, you may choose to RECEIVE some of this part into your inventory now. If you choose to do that, you must enter the delivery date for the part, how many, the price and the suppliers name. If the supplier is listed in your Vendor file, you can enter the vendor number or you can enter "??" for the supplier number and you may then pick the vendor from the vendor file listing. I)ndex repair This is just like the reindexing for your repair and description records for your vehicles. If you have a part number that you know is in the inventory and cannot locate it with TRUCK, the index files may have become corrupted. This routine will rework those indices. Be sure you are using the right number, though. You may find it handy to keep a printed inventory list on hand in case you do not remember the number for a particular part. M)ark part DNR DNR means Do Not Reorder. The DNR marking is used by TRUCK to determine what parts are surplus and what parts should be reordered. Choose this selection and you can display the description of an item. In the top right portion of the screen you will see "OK TO REORDER" and a NO or OK. At the prompt for "is this correct ?", enter "Y" if it is or "N" to change it. If it is shown "OK" and you enter "N" for no it is not correct, TRUCK will change it to "NO". If it is "NO" and you enter "N", TRUCK will change it to "OK". Enter "Y" and TRUCK will leave it unchanged. P)urge description You will, at times, find material in stock that you no longer need. This routine will remove the description information for that material. Before you remove it, you must deplete any stock Page 38. of that item. As long as you have it in the warehouse, and in your TRUCK records, you must have a description showing where it is, etc. You will be prompted to be sure the item is out of stock. If you continue, TRUCK will again check to see that the stock is zero. If it is not, go to the Transfer items selection on your main Inventory menu and transfer the material out of your stock either by selling it, using it or junk it. Then, go back and remove the description. If the stock is zero, enter the word "REMOVE" to actually remove the entry. Choosing Q)UIT will return you to the Shopstok Inventory Menu. At the Shopstok Inventory Menu, you may choose Follow Tire History. F)ollow Tire history This selection will present another menu - this one for the tire records. To use the tire tracking records, each tire must have a unique serial number. Usually this is a company number that is branded onto the tire. There may also be a manufacturer's serial number. L)ocate tires will ask if you want to locate by company number or manufacturer's number. Either will show you the full description of the tire. You may also enter a vehicle number. Then you can view or print a report of all of the tires, by number, that are installed on that vehicle. A)dd tires is where you enter the description of a tire that is received into your fleet. Just fill in the blanks. I)nstall or Remove tires is for entering the information when a tire is installed onto or removed from a vehicle. You will show what position on the vehicle the tire is installed. With a press of the <F1> key, there is a help screen of suggested position numbers that will provide uniform data for the locations. You will use this same entry screen for installations or removals. Just complete the appropriate entries. Do not enter an installation and a removal on the same entry screen. E)nter recap work is for entering data when tires are recapped or repaired. As is done in the other tire records, this is entered by tire number and includes the recapper's name. S)how tire history will show where a tire number has been installed. It includes the total distance the tire has accumulated. R)ecap history displays the record of all repairs and recaps for a tire. There are also other tire menus - one for Printed reports and a Housekeeping menu. Page 39. P)rinted reports menu R)ecap/Repair history, I)nstallation, V)ehicle listing. Each of these printed reports is similar to these reports listed above for the CRT screen - except that you get a printed paper copy. L)ifetime cost is a printed report of the total cost of all repairs plus the initial cost of the tire. This will be the entire cost and distance traveled for this tire along with its cost per mile or kilometer. Tire H)ousekeeping calls a menu of file operation for your tire records. These are similar to other housekeeping selections. E)dit tire description lets you make changes and corrections to the descriptive data entered for a tire. You choose the tire by its number. R)evise tire installation Corrections to tire installation and removal records are made in TOOLSET - just as with corrections to fuel and repair records. C)hange a recap record Corrections to tire repair/recap records are made in TOOLSET - just as with corrections to fuel and repair records. I)ndex repair will rework the index files for your tire records. Q)UIT returns you to the tire tracking menu. Q)UIT at the tire tracking menu returns to the main Inventory menu V)ehicle parts This selection at the end of the inventory menu is for a lookup file of maintenance parts used on a vehicle. These are such things as filters, belts, tires, lubricants. It is a list of specifications for those parts that may be used for maintenance of the unit. You may view the parts on the CRT screen, add parts to the list or edit the parts already listed for a unit. S)how parts Parts are listed by vehicle number and are divided into groups by type of part. You may display all of the parts for a vehicle number or just those for that unit in a specific group. A)dd parts This is where you add maintenance part descriptions for a vehicle. You enter the vehicle number, parts group and other information about the maintenance part. A suggested list of parts groups is available by pressing the <F1> key. E)dit parts Here you can make changes to the parts listed for a vehicle. I)ndex repair Just as in other parts of the program, you may rework your index files for the vehicle parts list database. Q)UIT at the Inventory menu returns to the main menu Page 40. CHAPTER SEVEN - SPECIAL REPORTS From the main menu, you can choose to G)enerate special reports R)epair codes. From this selection, you can prepare reports of specified repair codes for one vehicle, or all in a division and between dates that you specify. You can, for example, enter TR for transmission work for division 999 to begin 01/01/92 and end 04/30/92. You will get a printed report of all transmission work for all divisions between those dates. If you enter a vehicle number you will get a report of all repairs for a specified code for just that vehicle between dates you enter. V)endor data will provide you a choice to make a printed list of your vendors or to make reports for repairs or fuel from a specified vendor for a period you enter. With this, for example, you can print a listing of all the fuel purchased from vendor number 23. As with the other vendor selections, the vendor list is available by entering "??" for the vendor number - then, you can pick the vendor from your list. If you have entered your own mechanics' names and numbers into your vendor file, this report can be the work done by the mechanic you specify. A)ging for budget. This is helpful for planning and budget work. With this, you can print a report showing the expected age and odometer reading for the vehicles in a division at a specified future date or the date when an odometer reading is expected. You enter the TARGET DATE (you want to figure the vehicle's age at that date). You can also enter a TARGET ODOMETER. The report will show each vehicle's anticipated odometer at the specified date plus its age in months when it will have accumulated the specified number of miles or kilometers. The calculations are based on the average distance traveled per month it has recorded, its date when new and the target date you enter. I)nspections There is a selection for DOT, BIT or BUS inspections. This report lists vehicles by division showing the due date for a Department Of Transportation, California BIT or passenger BUS inspection. The report is made for a SINGLE division you specify. It is based on information in your maintenance schedules. This gives you an easy way to review these schedules. F)orms for inspections will print an inspection check-off form that can be used to make the inspection. It will show the due date, vehicle number and identification for each vehicle by division that is due for the specified type of inspection within 30 days. The forms are only printed for a unit for which the inspection is due. If you want to FORCE a form ( a DOT form, for example) to be printed, modify the schedule for one of the vehicles so that the DOT inspection date shows that it is due now. Then, choose this F)orms for inspection selection. Don't forget to go back to the schedule and correctly reset the DOT date you changed. Page 41. W)ork orders. With this selection, you may find a work order number and print the details - or you may list the details of all work order numbers between dates you specify. This report shows the vehicle number and describes the work that was done. C)ompleted Work Orders. This selection works with the optional work order generation part of TRUCK. You may print a completed work order. This will show the work done, parts used, with the total costs listed. You may print a single work order (by work order number) or you may print many orders listed by beginning and ending dates or by beginning and ending work order numbers. You may also choose completed orders, uncompleted orders or all orders. S)ummary of Work Orders The summary can be printed or viewed on the screen. You can choose completed orders, uncompleted orders or all of the work orders. Then, you enter the beginning and ending dates. If you just press <ENTER> for the ending date, today's date will be used. The summary includes the vehicle number and whether the work order is completed or not. Enter Q)UIT at the special report menu and you are returned to the main menu.