Software of the Month Club 1996 May

home *** CD-ROM | disk | FTP | other *** search

/ Software of the Month Club 1996 May / Software of the Month Club 1996 May.iso / mac / ISO9660 / ZIPFILES / II738S.EXE / MANUAL.DOC < prev next >

Wrap

Text File | 1995-11-05 | 174.9 KB | 2,843 lines

_______________________________________ INVENTORY INTERFACE(tm) Version 7 USER'S GUIDE _______________________________________ Copyright Notice Copyright c 1988-1995 Data Interface. All rights reserved. Inventory Interface (II), formerly CAMMS, is created and written by Data Interface, from its original design. Data Interface reserves all rights and ownership to the program, documentation and its use. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any other language or computer language in whole or in part, in any form or by any means, whether it be electronic, mechanical, magnetic, optical, manual or otherwise, without prior written consent of Data Interface, 45074 Middlebury, Canton, MI 48188 USA. This is copyrighted software. You may not sub license, rent, lease, convey, modify, translate, convert to another programming language, decompile, or disassemble the software for any purpose. Limits of Liability and Disclaimer of Warranty THIS SOFTWARE IS PROVIDED AS IS. DATA INTERFACE DISCLAIMS ALL WARRANTIES AS TO THIS SOFTWARE, WHETHER EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, FUNCTIONALITY, DATA INTEGRITY OR PROTECTION. NEITHER DATA INTERFACE, NOR ANYONE ELSE WHO HAS BEEN INVOLVED IN THE CREATION, PRODUCTION, OR DELIVERY OF THIS SOFTWARE SHALL BE LIABLE FOR ANY INDIRECT, CONSEQUENTIAL, OR INCIDENTAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE THIS SOFTWARE EVEN IF DATA INTERFACE HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES OR CLAIMS. IN NO EVENT SHALL DATA INTERFACE'S LIABILITY FOR ANY DAMAGES EVER EXCEED THE PRICE PAID FOR THE LICENSE TO USE THE SOFTWARE, REGARDLESS OF THE FORM OF CLAIM. THE PERSON USING THE SOFTWARE BEARS ALL RISK AS TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE. Some states do not allow the exclusion of the limit of liability for consequential or incidental damages, so the above limitation may not apply to you. This agreement shall be governed by the laws of the State of Michigan and shall inure to the benefit of Data Interface and any successors, administrators, heirs and assigns. Any action or proceeding brought by either party against the other arising out of or related to this agreement shall be brought only in a STATE or FEDERAL COURT of competent jurisdiction located in Wayne County, Michigan. The parties hereby consent to in personas jurisdiction of said courts. Trademarks Inventory Interface is a trademark of Data Interface. dBase is a registered trademark of Borland. CA-Clipper is a registered trademark of Computer Associates International, Inc. Trademarks of other companies mentioned in this documentation appear for identification purposes only and are the property of their respective companies. TABLE OF CONTENTS Getting Started .....................................Page - 4 System Requirements ...............................Page - 4 Installing The Software ...........................Page - 4 Upgrading from version 6.2 or 6.3 ..............Page - 4 Installing Inventory Interface for the first timePage - 5 Startup Parameters ................................Page - 5 Main Menu ...........................................Page - 6 Inventory ...........................................Page - 8 Inventory Database Fields .........................Page - 8 Inventory Barmenu .................................. Page - .....11 Inventory - File Menu .......................... Page - .....11 Inventory - Row Menu ........................... Page - .....12 Inventory - Column Menu ........................ Page - .....13 Inventory - BOm Menu ........................... Page - .....14 Inventory - Print Menu ......................... Page - .....16 Inventory - eXport Menu ........................ Page - .....16 Inventory - Supplier Database ..................... Page - .....16 Supplier - Fields .............................. Page - .....17 Supplier - Barmenu ............................. Page - .....18 Supplier - Utilities Menu .................... Page - .....18 Supplier - Print Menu ........................ Page - .....19 Supplier - Export Menu ....................... Page - .....19 PURCHASE ORDERS and RECEIVING ....................... Page - .....20 Purchase Order - Fields ........................... Page - .....20 Purchase Order - BarMenu .......................... Page - .....22 PO - File Menu ................................. Page - .....23 PO - Column Menu ............................... Page - .....24 PO - Print Menu ................................ Page - .....24 PO - eXport Menu ............................... Page - .....25 Purchase Order Items ........................... Page - .....25 PO Items - Fields ............................ Page - .....25 PO Items - BarMenu ........................... Page - .....25 INVENTORY STATUS BY CATEGORY ........................ Page - .....27 Status - Fields ................................... Page - .....27 Status - BarMenu .................................. Page - .....27 Status - Utilities Menu ........................ Page - .....27 Status - Term menu ............................. Page - .....28 Status - Print Menu ............................ Page - .....29 Status - eXport Menu ........................... Page - .....29 Status - Detail List .............................. Page - .....29 Detail - Fields ................................ Page - .....29 Detail - BarMenu ............................... Page - .....30 Detail - Utilities Menu ...................... Page - .....30 Detail - Print Menu .......................... Page - .....30 Detail - eXport Menu ......................... Page - .....30 SALES / ORDER PROCESSING ............................ Page - .....32 POS - Fields ...................................... Page - .....32 POS - Barmenu ..................................... Page - .....35 POS - File Menu ................................ Page - .....36 POS - Column Menu .............................. Page - .....37 POS - Print Menu ............................... Page - .....37 POS - eXport Menu .............................. Page - .....38 Work Orders ......................................... Page - .....39 Work Order - fields ............................... Page - .....39 wo - menu ......................................... Page - .....40 Wo- file menu .................................. Page - .....40 Wo - Row menu ................................... Page - .....40 wo - column menu ............................... Page - .....40 wo - print menu ................................. Page - .....41 wo - eXport Menu ............................... Page - .....41 BACKORDER STATUS .................................... Page - .....42 Backorder - Fields ................................ Page - .....42 Backorder - Barmenu ............................... Page - .....42 Backorder - Utilities Menu ..................... Page - .....42 Backorder - Filter Menu ........................ Page - .....43 Backorder - View Menu .......................... Page - .....43 Backorder - Print Menu ......................... Page - .....43 Backorder - eXport Menu ........................ Page - .....43 PRICE OVERRIDES ..................................... Page - .....44 Price Override - Fields ........................... Page - .....44 Price Override - Barmenu .......................... Page - .....44 Price Override - Utilities Menu ................ Page - .....44 Price Override - View Menu ..................... Page - .....45 Price Override - Print Menu .................... Page - .....45 Price Override - eXport Menu ................... Page - .....45 SALESPERSON ANALYSIS ................................ Page - .....46 Salesperson Analysis - Barmenu .................... Page - .....46 Salesperson - Utilities Menu ................... Page - .....46 Salesperson - Period Menu ...................... Page - .....47 Salesperson - Print Menu ....................... Page - .....47 Salesperson - eXport Menu ...................... Page - .....47 ACCOUNTS RECEIVABLE ................................. Page - .....48 Accounts Receivable - Fields ...................... Page - .....48 Accounts Receivable - Barmenu ..................... Page - .....49 AR - Utilities Menu ............................ Page - .....49 AR - Print Menu ................................ Page - .....50 AR - eXport Menu ............................... Page - .....50 ACCOUNTS payable .................................... Page - .....51 Accounts Payable - Fields ......................... Page - .....51 Accounts payable - Barmenu ........................ Page - .....52 Ap - Utilities Menu ............................ Page - .....52 AR - Print Menu ................................ Page - .....53 AR - eXport Menu ............................... Page - .....54 BACKUP DATABASES .................................... Page - .....55 RESTORE ............................................. Page - .....56 REINDEX ............................................. Page - .....57 TSR UTILITIES ....................................... Page - .....58 Calculator ........................................ Page - .....58 Calendar .......................................... Page - .....58 Memo Pad .......................................... Page - .....59 PRINTING IN GENERAL ................................. Page - .....60 EXPORTING .......................................... Page - .....61 INVENTORY INTERFACE CUSTOMIZATION OPTIONS ........... Page - .....62 Inventory Interface Version 7 User's Guide ABOUT INVENTORY INTERFACE Inventory Interface is an extensive inventory, bill of materials, work order, sales / order processing, accounts receivable, account payable and purchase order system. Inventory Interface provides an accurate, easy and efficient means of assessing the quantities required of raw materials, spares, products, time, and/or services. Although Inventory Interface is a complete inventory system, you may choose not to use parts of the program (e.g. sales order processing, work orders, bill of materials, accounts receivable, etc.) if necessary. The program has a unique WYSIWYG interface which permits you to design your own custom reports while browsing your data. You can 'hide' columns, arrange in logical order and filter the information to your design so that you can print, or export the information for further processing. The program was designed from the user's point of view using 3-D pull-down menus, pick-lists, and on-line help. Inventory Interface uses 'merge' files and forms which allows you to customize your labels, PO, POS, Packing-List and other forms, if required, to print on blank paper or preprinted forms. The program supports multipage, and multiple types of PO's, Invoices, and packing-list. Support is given for monochrome, color and 43 line monitors. Customization is available. Some of the features included in each system are as follows: Inventory Update the selling price as a percent or fixed dollar amount of the Cost or List Price. Single level and Indented and Summarized where used reports. Economic Order Qty., Estimated Stock Life, Total Used, Six month Monthly avg., Year before last usage, Last year usage, usage year to date statistics. Uses templates for fast data entry of parts with similar information. Supports 'similar' part numbers for items of the same use but different manufacturer. You may sort the inventory items by Record No., Part No., Part Name, Category, Drawing, Supplier, Bin, or Manufacturer. View part's which are below their Order Pt., or Minimum values. On Hand and Cost history with automatic data compression. Allows for non-depleteing item like service charges and fees. Fractional units of distribution Supports sheduled price changes Allows a price matrix for quantity discounts Bill of Materials Support for 99 levels. Single Level, Indented, and Summarized bill of material reports. Calculates the quantity able to produce from existing stock. Work orders are generated to replenish stock levels or meet customer demand Page - 1 Inventory Interface Version 7 User's Guide Cost and selling price roll up. Work Orders automatically removes required raw materials from inventory to make parent item. allow for shedualling of work orders material requirements also links to the Purchase Order section Inventory Category Status Year before last, last year and year to date usage and cost per category. Avg. on hand, Turnover, Used/Day, and Cost/Day detailed information per part in each inventory Category along with the totals per category. (you may specify the range of dates to be used) Purchase Orders Automatic purchase order generation using economic order quantity, minimum order amount , maximum order amount and order multiple, or Order Qty. as specified in the inventory database. Request for Quotes Multiple PO forms support Manual purchase order generation. automatic lead time adjustment of received items automatic order pt. adjustment of received items. automatically adjusts the inventory On Hand values for received items find the total and taxes paid for any range of dates or departments shows the balance due and when for each PO all information is linked automatically to the accounts receivable section Sales / Order Processing Creates reports for the taxes paid, invoice amounts, total customer savings, your total cost / revenue per period or any criteria you describe using the filtering system Recurring billing Quotes All sales information links to the PO and WO sections for future requirement analysis allows customer term discounts Supports Non-Taxable and Taxable items or transactions with one or two sales taxes. Allows up to two different taxes Computes customer savings over manufacturer's list prices. Backordered Status includes list or items able to partially / fully ship and / or items not on order. Price Overrides information includes sales rep., unit and total variances. Sales person analysis includes number of invoices, total gross and cost, avg. gross, margin, avg. margin, per user defined period. Cash drawer support, credit card checksum and type verification Page - 2 Multiple / partial payment and types. Multiple Sales forms support Picking list automatically updates shipping information and adjusts inventory on hand levels All orders are automatically linked to the accouts receivable section. Customer Accounts Receivable The option to dial the customer's phone number (modem required) Shows all customer information including bill and shipping addresses, phone numbers, total debits and credits, balance, n/30-60-90-90plus amount due analysis, total overdue, and date of last sale Customer letters and labels with import text and mail merge abilities Accounts Payable Shows all invoice information including total debits and credits, balance, n/30-60-90-90plus amount due analysis, total overdue, and date of last purchase for each supplier. Page - 3 Inventory Interface Version 7 User's Guide GETTING STARTED Getting Started If you are upgrading you system from a competor's product, Data Interface may be able to help with your transition. Data Interface may be able to convert your old information to a format that will be used by Inventory Interface. If you would like to transfer your information, please send it on disk to Data Interface. After we have had a chance to reviewed the material, we will contact you with a quote for the work that will be required. System Requirements II is written using CA-Clipper 5.2. Although the executable program (ii.exe) is over 800KB, the program requires approximately 500KB of RAM to operate efficiently. If your computer is equipped with expanded memory II will automatically use up to 8MB if it is LIM 4.0 compliant. The program will also analyse you system on start up to see if it can run in Protected Mode which refers to the enhanced mode of the 80286 and above with 2MB of memory or more. In protected mode Inventory Interface will have access to up to 16MB of available memory for both code and data which will increase performance by reducing the disk access for swapping code and data from the disk. In order to use II, you will need a computer that includes: IBM PC, XT, AT, PS/2, and DOS 3.3 or later. 1.5M of free hard disk space and an additional 1.5 Meg. (approx.) for 1000 parts and their transaction history and purchase orders. Although the program can run on an XT computer, you may find the programs performance a little slow. Installing The Software The following describes the process for installing Inventory Interface: for the first time, or, upgrading from version 6.2 or 6.3. Please note that the upgrade program is available to registered users only. Upgrading from version 6.2 or 6.3 You may first want to do a backup ot the Inventory Interface v6 directory, just to be on the safe side. You may also need to change your config.sys file to have the 'files' command set greater than 100. Example: Files=100 Page - 4 Inventory Interface Version 7 User's Guide The upgrade.bat file will automatically decompress the required files on the destination drive that you specify. First log into the Inventory dirctory on your hard drive and type: {source drive:}upgrade {source drive:} {destination drive:} Example c: cd\ii a:upgrade a: c: The upgrade.bat file will copy the old v6 files into the ..\backup subdirectory. Installing Inventory Interface for the first time The install.bat file will automatically create the \II7 directory and decompress the required files on the destination drive that you specify. First place the installation disk in dirve a: or b:. Then log onto that dirve and type: install {drive:} Substitute {drive:} with the destination drive letter of your choice. Example: a: install c: II opens several databases and indexes once started. You may have to modify your computer's config.sys file to include the command: FILES=100 If your config.sys file already has the files command, make sure that it is at least greater than 100. For persons using Windows or other TSR programs you may need to increase this number slightly. II will warn you at startup if there is not enough free file handles present. If you have share.exe in your autoexec.bat or config.sys make sure it has at least the following setup: share /f:4096 /l:100 Startup Parameters II has a couple of valid parameters that may be used when starting the program. The parameters are to allow the user to bypass the programs default start up variables. A common example used by a plasma screen computer users, is to force the screen display mode to monochrome instead of color. If your computer only supports monochrome graphics, do not worry II will automatically default to mono. Page - 5 Inventory Interface Version 7 User's Guide MAIN MENU Main Menu II's main menu has several prompts in which to choose from. You may make your selection from the menu by moving the highlighted bar over your selection (using the up and down arrow keys) then pressing the enter key. An alternative to this method is to press the left most letter or your selection (example 'A' for inventory). The status section of the main menu window gives you general information about the status of the program. The status section should tell you that the Terminate Stay Resident (TSR) utilities are installed. The TSR's are explained in detail latter. The last data backup date is also shown along with the current date and time. Along the bottom of the screen are the Function Keys which are numbered from one to ten. [F1] Help - this key provides access to the help information system. The help information (similar to the manual) gives you a variety of information that will help you understand your options at your current point in the program. [F2] Printer - will all you to change or choose the printer codes that may be used throughout the program. See the section 'Printing' for more detailed information. [F3] Setup - key will change variables that are used by the program. The variables include your company name, address and constants used to calculate statistics and the Economic Order Quantity. The setup information is divided into two sections or databases. The first database that you will edit is user specific information which is as follows: The default printer driver The communication port wher the modem is attached (if applicable) The default file name used for printed ouput to a disk file A remove snow switch (used on some older CGA monitors) Toggle sound on and off switch Double verify field editing changes The directory where the inventory files are located (used on network version) The default date format (eg. mm/dd/yyyy) The second setup table (common or server database) is shown below: Name of your company The first line or your mailing address The second line of your mailing address The third line of your mailing address Your Phone Number Economic Order Quantity (EOQ) Cost/Order EOQ Desired Annual Rate of Return Page - 6 Inventory Interface Version 7 User's Guide The default first tax rate used in the POS module The default second tax rate used in the POS module. Is Freight Taxable on Non-Taxable in the POS module [F4] Mono - will change the screen colors to monochrome mode. [F5] 43-Line - will change the display mode to 43 - lines (rows) mode. (only if your monitor supports 43 lines) Page - 7 Inventory Interface Version 7 User's Guide INVENTORY Inventory Selection 'A' from the main menu allows you access to the Inventory database. The inventory database is the collection of material and/or resources that your company would like to manage. The database is composed of rows and columns. Each row (also know as record) in the database contains all the information for one inventory item. Each record is composed of several columns which are called fields. The fields are used to categorize the row information so that latter processing by the computer is carried out efficiently. As with the main menu the inventory database is contained by it's boxed boundary known as a window. The window is similar in to construction to other database windows throughout the program. The basic layout of the window (from top to bottom) consists of the window title, the BarMenu, the database fieldnames, navigation indicators (arrows), the database and the status section. At the bottom of the screen are the function keys, their use is directly specific to the current active window/BarMenu. The status section in the inventory database window shows the following: current active index key (sorted by) information stored in the current column memory or template the current filter condition whether a similar part/record is found This information is updated after every operation performed on the database when the program is waiting for the next keyboard input. Editing of information contained within the database is done by typing over the old information. For instance, if you wanted to change a Record's On Hand quantity, move the cursor to the On Hand field and type in the new On Hand value. Some fields will automatically offer you a list of values (PickList) to choose from where applicable. The bottom line of the screen will usually tell you more information about the current column. If your business has service fees or, enter these fees as a different inventory item. You may even specify whether they will be taxable. Inventory Database Fields The following field list identifies the format of the inv.dbf that is shipped with the basic Inventory Interface program. If you have customized your application, there may be a slight difference in field names, size and type. Record-> The 'record' field is a unique number that identifies the current part in the database. This number is generated by the computer when the part is added to the database and cannot be changed. Page - 8 Inventory Interface Version 7 User's Guide Part No-> The 'part no' field is a alphanumeric identifier that is given to the part by the manufacturer. Manufacturer-> The manufacturer field allows you to enter the name of the company the makes the part. When an attempt to edit this field is made, the user is presented with pop up pick list of the current entries in which the name can chosen or added. Part Name-> Each part may also be assigned a name to help locate/identify it. When the user wishes to assign a value to this column, a pick list will appear in which the name can be chosen or added. Category-> Each part may be assigned to a category in which statistics for part groupings can be established. This column is edited using a pop up pick list. Drawing No-> This is an alphanumeric column which the manufacture's drawing/ blueprint (usually found in the part's manual) number is recorded. Item-> Is used in relation to the 'drawing no' in which the part may be located in the item listing for a drawing. Supply Cd-> The supplier code column is a unique number identifying the method in which the item is replenished. Please note that the first 10 records of the supplier database are reservered for the programs use. You may specify a supply method as being a specific supplier or one of the following: Make to stock Assemble to Order Make to Order Engineer to Order Package to Order Non Depleting Item This column is also edited using the pick list method. When attempting to edit this field (keying in data or pressing enter) the user will be presented with the supplier database in which to make their choice. Pressing enter when on the supplier column automatically pops up the supplier database file with the cursor located on the current selected supplier for that part. Please see the Supplier section for more information. Bin & Bin2-> A Bin is the location in which the part is stored or displayed. The bin is a six character code which is selected from a popup list. Within the list is a more detailed description of the six character code for the location. Description-> The description column is used to accurately describe the current part. It may contain information regarding the size, color and use of the part. The column can contain up to 100 characters. Cost-> The cost field is the purchase price of the part. This field is used also in the purchase order section to calculate the economic order quantity. Sell Price-> You may enter the amount that your company sells the current item for. You may update this field automatically buy selecting % of cost, of fixed $ amount of cost. You may want to set a filter to update certain parts only. The selling price is Page - 9 Inventory Interface Version 7 User's Guide set up to allow you to schedule price changes for the record. When you go to edit this field the selling price database for this item will appear in which you may browse the information about past or future price changes. When you make an entry in the database the price will automatically take effect on the date you specify. Inventory Interface also supports a selling price matrix function in which you may specify quantity discount for each item. Please see the inventory barmenu section for more information about the selling price matrix function. List Price-> Is the manufacture's suggested retail price. Taxable-> is the logical indication, (T)rue or (F)alse, whether the item is taxable for purchasing and selling. On Hand-> This is the actual amount that is available for use. Any changes to this column automatically are recorded in the History.dbf file. The date of the transaction is also recorded. This information is used to generate the usage statistics, Economic Order Quantity and forecasting. The user may browse/adjust this information with 'Browse History' option from the barmenu. Unit-> Unit is a two character code used to describe the unit of distribution of the part. There is no need to memorize the codes, because this is also a pick list. Order Pt-> The order point is used as a reference when the part should be ordered. The purchase order section, when automatically generation new purchase orders, compares the order pt. to the amount on hand. If the quantity on hand is below or equal to that of the order pt., and the part is not already on order, a purchase order will be generated for that part. See also the Min. and Lead-time columns. Note that the order pt. is automatically adjusted if the lead-time changes unless Order Pt<0. An order pt. of -1 means that the item is only purchased when needed or after a customer order. Min-> The min. is also known as the safety stock level. Safety stocks protect against failure to fill customer orders or satisfy the needs of manufacturing/maintenance on time due to any of the following uncertainties: increased customer demand greater supplier lead time a quantity rejected at inspection Order Qty-> This column allows entry of a fixed order quantity. The column is left at zero if not used. Min Ord Qy & Max Ord Qy-> A part may be assigned a minimum and maximum order quantity. These parameters describe the range in which the order quantity should lie. A vendor may also prescribe a minimum he will sell. A maximum quantity may also be applied to bulky items where the storage space may be limited. A zero value means that they will be ignored. Ord Mltple-> Items are sometimes only available from the manufacture in fixed quantities (e.g.. dozen, 5 gallons, etc.,...). A zero value will be ignored. You may want to Page - 10 Inventory Interface Version 7 User's Guide specify "1" for items that do not allow fractional distribution (eg. 1.125). Weight-> The unit weight of an item may play into the freight cost of ordering this part. When creating a purchase order the program will automatically calculate the current total weight of the order using this number and the quantity being ordered. Leadtime-> Is the average number of days that after a purchase order is issued to when the parts arrive. The purchase order section will automatically update this number after the reception of the part. Entry Date-> When a new part is added to the inventory database file, date will automatically be recorded in this field. The date is used in calculating statistics. Inventory Barmenu By pressing [F10], labeled 'barmenu', you are allowed access to the menu strip in the top line of the window. The BarMenu is a list of functions that may be applied to the database. The BarMenu functions are broken down into six sections: File Row Column BOM Print eXport Inventory - File Menu The File Menu contains a list of File functions that generally operate on the database as a whole. The following describes the operation of each item. Sort File By-> This option is a database command that changes the displayed order of a column of data. When a column is SORTed the records appear in key expression order although the physical order of records in a database file has not been altered. A column SORTed in character columns will display in accordance with the ASCII value of each character in the string, numeric values in numeric order, date values in chronological order with blank dates treated as low values, and logic values sorted with (.T.) as a high values. Sort File By presents a sub menu of possible ways to sort the database as follows: Record Number Part Number (default) Part Name Category Drawing Supplier Bin Manufacturer Page - 11 Inventory Interface Version 7 User's Guide Scroll Down-> This function activates the automatic database scroller. It simulates pressing the down arrow key repeatedly until stopped or the bottom of the file is reached. When scroll is activated the function keys change and the database begins scrolling. You may control the speed and even change fields (with the left and right arrow keys). Set File Filter-> A File Filter will make the database appear to contain records that match one (or both) of the following: On hand <= Order Point On hand < Minimum Due In < Due Out Add Statistic Columns To File-> When activated this functions adds columns/fields to the current window. The fields contain calculated information from the record's usage. The additional columns can be used for exporting or printing the database. The following fields are added to the inventory database file: Economic Order Quantity (EOQ) Qty On Order (including Work Orders and Purchase Orders) Qty Due Out (including Work Orders and Sales Orders) Stock Life Total Used (Tot Used) Six Month Monthly Average (6 Mth MA) Average Daily Usage (AvgDlyUse) Year before last used (YBL Used) Last year used (LY Used) Year to Date Used (TY Used) Exit-> Closes the inventory window and returns you to the main menu. Inventory - Row Menu The Row menu of the inventory window contains functions that are specific to the current record that you are on as indicated by the highlighted cell. The options are as described as follows. View Similar Parts-> Many items in a material management system may have similar/replacement or substitute items. These items may be made from a different manufacturer having a different part number but are identical in use. This option (if a similar part is present) will display the current similar record(s) in a list. You may edit the list by removing or adding additional parts. Zoom Part's Info-> This option places the current record fields together on one screen to permit viewing/printing the record information. View Part's Transaction History-> This option will open the history window with information about any changes to the On Hand field for the current record. The program allows you to enter any changes to this information if you want. View Part's Cost History-> Similar to the Transaction History, II automatically keeps track of any changes made to the cost field. II will record the date and the new cost in the 'cost.dbf' file. Page - 12 Inventory Interface Version 7 User's Guide The values for each part may be used for statistics. The program allows you to enter any changes to this information if you want. View item's Selling Price Schedule-> When changes are made to the selling price you will have the option to enter the day in which the price change will take effect. At the same time you will be able to see past and future price changes for this item. View item's Selling Price Matrix-> You may specify the a quantity discount allowed for each item in inventory. The matrix table includes the quantity in which the discount will take effect, the discount (as a percent, eg 5%=0.05), and the unit and qty price. Create New Part-> You may add a part by one of two methods: blank row, or using the template. Adding a blank record to the inventory window in which you may add information concerning a new part. If you use the template option, the fields in which you added to the template values (see Inventory - Cloumn Menu, Put current cell into Template) will be used to create the new record. You may also add items on the fly as you create puchase orders, work orders, sales orders, and BOM's. When a new part is added to the database the program check to see if there is a Record number in which can be recycled. If not a new record is appended to the bottom of the database. Delete Current Part-> Will erase the current record and any information associated with it. The Part will be marked as deleted and the record number will be recycled in three years. Inventory - Column Menu The column menu has a list of functions that operate on the present field the cursor is in. Put Current Cell into Column Template-> This option and the next are used when adding records to the database that have similar field values. The value of the current cell is place into memory in which it may be retrieved latter. Each column is allowed its own value. Replace Current Cell with Template-> After the above is performed you can recall the contents of the memory value to replace the current field position. This function is not available if there is no value in the template for this record. Create a Filter-> To hide records in database file not meeting a specified <condition>. The user enters or selects the <condition(s)>. More than one filter may be set at a time. Most command and functions that move the record pointer honor the current FILTER (PRINT, REPLACE, FIND, etc.,...) with the exception of those commands that access records by record number. Although a FILTER makes the current database file window appear as if contains a subset of records, it in fact processes all records in the database file sequentially. Because of this, the time required to process a FILTERed database file will be the same as a unFILTERed file. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or Page - 13 Inventory Interface Version 7 User's Guide condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. FIND when used in a column that can be SORTed (indexed)... Automatically SORTs to the key expression of that column. If the FIND was successful, the matching record becomes the current record. If the FIND was unsuccessful the record pointer is to the next record in column with a higher key value than the FIND <variable>. FIND when used in a column that cannot be SORTed or used with the * character... If the column is of a character type, the FIND function performs a case-sensitive sub-string search of the <variable> in the column. e.g.. FIND "dog" in: "dog cat" -> true "cat DOG" -> true "fishes " -> false "doggie " -> true If the FIND was unsuccessful the record pointer remains the same. FIND when used on a FILTERed database file... Records that are not visible are skipped when searching for the <variable> except when FIND is used in the 'Record' column if it exists. Hide Current Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. Any columns that are hidden will not appear when the database is printed or exported. Replace all in Column with-> the purpose is to change the contents of the current column value to the results of the specified user entered <variable>. REPLACE honors any current FILTER conditions by not processing the records not meeting the filter. Update Selling Price-> for your convenience, you may automatically update the selling price of the parts meeting a filter condition, if one exists. The selling price field is adjusted in one of the following ways: As a % of the Cost A fixed $ amount above/below the Cost As a % of the list price A fixed $ amount above/below the List Price Inventory - BOm Menu Although it is not necessary to use the Bill Of Materials section, it does offer capabilities you may not want to turn down. Often, when maintaining a large number of items in the inventory system, Page - 14 Inventory Interface Version 7 User's Guide you will run across parts that may be used for more than one system, or in different places though that system. For instance, a roller bearing may used in different machinery and motors that are maintained in inventory. Another example is in the sample inventory database that is shipped with the program; the spokes on the bike can be used for the front and rear wheels. The bill of material (BOM) file specifies what materials, components, sub assemblies, and assemblies are used in making the product. Each product is linked to in a parent-component relationship. The records in the BOM file are usually oriented in a tree like structure with level zero being the product and each consecutive level breaking the product into its subassembles/parts. II offers you the ability to see where the part is used, how many are required, how many are on hand, approximate lead time, and what level of assembly it is needed. You may also use the cost/selling price roll-up feature to determine pricing levels. Once you define an assembly, it is will automatically be imported into any other assemblies that will use it. If the assembly was to change, than all other BOM's that use that assembly will automatically be updated. The Work Order section of the program will also use the information within the BOM file to determine gross material requirements. Please see the Work Order Section for more information about automatic Work Order creation and inventory management. If the BOM section is used, there are six types of reports that can be accessed from the Inventory Section: Single Level Where Used ->The Qty (quantity) field displays the quantity required per assembly of the parent item. This report is used in engineering change analysis when the engineer wants to determine what assemblies will be affected by a change in a component. The computer shows only the parent of the item chosen just to a depth of one level. The indented where used report is similar to the single level report with the exception that the parent of the item is shown all the way to the top level (level 0). The Summarized where used report is a derivative of the Indented report. The only difference is that the Qty field represents the total quantity required to make/assemble the Level-0 item. Single Level Bill - gives a list of those components used directly in making it (going down one level). This is the format used to present the parent tree on the screen to the user. Indented Bill - includes all the items in a product or component and the the levels at which they occur in the product structure. Summarized Bill - is similar to the indented bill but each item occurs only once with the total quantity required to make one unit of the parent. Page - 15 Inventory Interface Version 7 User's Guide Inventory - Print Menu Printer output can be sent to the PRN (default DOS printer) or any file. Please see the 'printing' section for more details. Note that you may have to hide a few columns in order for the report to fit the width of your printer. The printing is along the lines of the what you see is what you get theory with one exception. If the Description field is not hidden, it will appear on the second line of the part's information by itself. By adding the statistics columns, using the Hide Column function, and using the Filter function you can produce a wide variety of reports. Examples of the many reports you could create are as follows: Parts Need within a certain time period (filter on the stocklife column) Parts with a high daily usage (filter on the AvgDlyUse column) Parts below or at their order point (set file filter to On Hand <= Order Pt) Parts below their safety stock level (set file filter to On Hand < Min) print parts supplied by a supplier (set filter on the Supply Cd field) print parts contained within a category (set filter on the Category field) create you own filter on any field hide any column you do not want printed any combination of the above etc. The inventory print menu also has a 'mail merge database' selection. This database will allow you to create templates for merging the inxventory database information into a format you desire. You are allowed mulitple templates, and can specify a title, and the number of merges before a form feed is issued. Inventory - eXport Menu The inventory database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the Export Section for more details. Inventory - Supplier Database One way in which II helps you to maintain your information in an organized manner is through the use of pick list. An good example of a pick list is the 'Supply Cd' field in the inventory database. If the code (number) means nothing to you, press the [Enter] key on that field and the supplier database window automatically appears with the cursor on the present selected supplier. Now you will see all the information concerning the supplier as described in the Supplier - Fields section. You may even have II dial the supplier's home, work, or fax number for you (modem required). Page - 16 Inventory Interface Version 7 User's Guide If you want to change the 'Supply Cd' field and you know the new Supply Cd number, you can directly enter the new number. Note that as you enter the number the Supplier database appears and automatically trys to find (autoseek) the numbered you entered in order to verify your entry. If you wanted to change the supply cd and you did not know the new code, press the [Enter] key on the inventory supply cd field and the supplier database window will appear. Move to the cursor to the column in which you would like to find the new supplier and start typing the information you would like to find. This is called the AutoSeek function. Once you have found the new supplier press [F9] (select) to automatically transfer the supply code into the inventory database. If you do not wish to change the inventory supply code field then press the [Esc] key and the supplier window will close and the inventory database will remain unchanged. Note that all the picklists in II function similarly to the supplier picklist. Please read the Suppler - Barmenu section for more details. Supplier - Fields Note that the name, address, city, state, and zip fields make up the address label used in the Purchase Order section. Phone and fax numbers should contain a '1' followed by the area code if it is a toll call. Record-> The 'record' field is a unique number that identifies the current supplier in the database. This number is generated by the computer when the supplier is added to the database and cannot be changed. The program can accommodate up to 1,000,000 suppliers which is adequate for most companies. The record number in the supplier database is referred to as the 'Supply Cd' in other databases. Name-> is the name of the supplier, or the type of supply method Address-> is the address in which you would send Purchase Orders. City-> is the city in which the supplier is located State-> is the state/provence in which the supplier is located Zip-> is the zip/postal code for that supplier Contact-> is the supplier person you would normally contact to verify or order parts Your Cust Id No-> your supplier may have given you a Id number in which it may be used for their record keeping system. Your Account No.-> Your supplier may have given you an account number which may differ from your ID number. This number is probably used for their accounting system. Home Phone-> is the home phone number that you may used to contact the supplier. Work Phone-> is the business phone number for that supplier. Extension-> is the extension number used to reach the 'Contact' Store Type-> is a brief description of the type of products sold by the supplier Fax-> is the supplier fax number. Page - 17 Inventory Interface Version 7 User's Guide Tax1 Rate-> is the first sales tax rate that the supplier charges you. Tax2 Rate-> is the second sales tax rate the supplier charges you. Quality->you may use this field to rank the supplier from 0 to 1 on their ability to supply quality products. Delivery->you may also rank the supplier from 0 to 1 on delivery performance. A score of 1 would indicate the supplier is always on time with the products and / or services requested. Price->is another supplier ranking field used to determine the price level of supplier in general. A value of 1 would indicate the supplier always has the best price. FOB Terms->this field is a picklist in which you may select the default freight on board terms you may have negotiated with your supplier. Term Dscnt->enter the negotiated term discount percent in this field. This information will be imported automatically when creating a PO using this supplier. Term Days->enter the negotiated number of days that you can receive the Term Dscnt for early payment. Net->enter the number of days the supplier requires full payment after invoicing. Notes-> is a memo field in which you can keep notes on each supplier. When you press [Enter] on the <Memo> field, the notes for that supplier can be displayed/edited and saved for future reference. Please see the Accounts Payable section for more details on the following columns: Debits Credits Max Credit N 30, N 60, N 90, N 90 Plus Overdue Last Sale No. Sales Outstanding Supplier - Barmenu Supplier - Utilities Menu Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. You do not need to use this function is the AutoSeek is ON. Scroll Down-> This function activates the automatic database scroller. It simulates pressing the down arrow key repeatedly until stopped or the bottom of the file is reached. When scroll is activated the function keys change and the database begins Page - 18 Inventory Interface Version 7 User's Guide scrolling. You may control the speed and even change fields (with the left and right arrow keys). Zoom-> This option places the current record fields together on one screen to permit viewing/printing the record information. Hide Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. Dial Phone-> this function will ask you which of the following number you would wish to dial for the current supplier: Work, Home, or Fax. Note that a modem is required to use this function. Create New Record-> Adds a blank record to the supplier window in which you may add information concerning a new supplier. Delete Record-> Will erase the current record/supplier and any information associated with it. Toggle Autoseek On/Off-> when the Autoseek function is ON when indicated with a check mark in the menu or as marked in the window status section. The autoseek function when on will try to find the information you are typing in the present column. You may autoseek in any of the columns for the information that will identify the record you desire. An example would be to move the cursor to the 'Phone' column and type the phone number of the supplier you would like. After each key press the window scrolls to the first record that matches the Autoseek information as shown in the status section of the window. You may use the [backspace] key to erase any typing errors if needed. If while using the autoseek function and you notice you are on the record that you want, and you have not entered the entire seek information (partial phone number in this example) you can stop at anytime. Select-> This option will input the record number into the inventory supplier code field. Return - No Selection-> Closes the supplier window and returns to the unchanged inventory database. Supplier - Print Menu Printer output can be sent to the PRN (default DOS printer) or any file. Please see the 'Printing in General' section for more details. Supplier - Export Menu The inventory database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the Export Section for more details. Page - 19 Inventory Interface Version 7 User's Guide PURCHASE ORDERS AND RECEIVING Purchase Orders And Receiving The Purchase Order (PO) section rewards the you for maintaining an accurate Inventory database. By keeping the On Hand field up to date in the inventory database, II will do the following for you: track inventory items below/at their Order Pt and not Due In Calculate the quantity of items Due Out in Sales Orders and Work Orders group items (in the above) by the same supplier and create the required purchase orders items in the PO will contain the Order Qty value as specified below: the value in the inventory Order Qty field or the economic order quantity meeting the Minimum order amount, Maximum order amount and Order Multiple criteria as describe in the inventory database flag printed and completed PO's adjust each inventory record's Leadtime with a new weighted Leadtime of received parts adjust the Order Pt of received parts by comparing their lead time, Minimum On Hand (safety stock), and average daily usage for the last six months update the inventory database On Hand field for items that are received You may also 'manually' create a PO. When browsing the list of items in the purchase order II will allow you to edit only certain fields at certain times depending on the value of the 'printed' field for that PO: a) if printed then you can only edit the received column b)if the po is not printed then you may edit the qty, and cost fields After printing a PO, II automatically updates the 'printed' field for that PO with .T. (true). After printing a PO and you need to update the 'cost' or 'qty' field for that PO you may manually change the printed field back to .F., to allow the proper editing. Purchase Order - Fields PO #-> is a unique number (similar to a record #) that identifies the current part in the database. This number is generated by the computer when the part is added to the database and cannot be changed. Printed-> is a logical value indicating whether the PO has been printed. This field is automatically set to .T. (true) if the user has printed the current PO. You may manually update this field as needed Page - 20 Inventory Interface Version 7 User's Guide Completed-> is a logical value indicating whether the Items in the current PO have been received. This column is updated whenever you view/modify the Items in a PO. If all the items in a PO have the 'received' greater than or equal to the order 'qty' the the completed field is set to .T.. If you manually edit this field to .T. then you will be asked if the items in the PO have been received. If you say 'yes' than the program will automatically, for each item for that PO: update the received value to the value in the qty field update the history file update the leadtime and order pt. Issued-> is a date indicating when the purchase order was created or sent to the supplier. Whenever a purchase order is automatically created, this field will be given the current date setting. This date is also used to determine the leadtime for items that are received. Required-> is the date that the items listed in the PO are needed. Department-> is a character field representing the department in your organization in which the items are needed. Supply Cd-> The supply code column is a unique number identifying the supplier in which the part is ordered. This column is also edited using the pick list method. When attempting to edit this field (keying in data or pressing enter) the user will be presented with the supplier database in which to make their choice. Pressing enter when on the supplier column automatically pops up the supplier database file with the cursor located on the current selected supplier for that PO. If the supplier code is changed the Tax1,Tax2, and terms rates are updated with the new supplier default information as found in the Supplier database. Term Dscnt->is the percent discount the supplier will give you if you pay earlier than normal. Term Days->is the number of days in which the supplier must receive the early payment in order to get the Term Dscnt. Net->is the number of days after a PO is issued that the entire payment must be made. FOB->freight on board terms. Pressing <Enter> will give you a list of FOB terms and their meaning. Tax1 Rate-> is the percentage rate used to fill in the Tax1 field if the PO is taxable. The Tax1 Rate is usually the Federal tax applied to the PO, if there is no Federal tax then, this could be the State/Provential tax. This rate is imported/exported from the supplier Tax1 Rate field. Tax2 Rate-> similar to Tax1 Rate. Tax2 is usually the State/Provencial tax added to the PO. This rate is imported/exported from the supplier Tax2 Rate field. Contact-> this field is the name or job title of the person the supplier should contact if they have any questions. Items-> this is a <List> field that contains the items (parts or services) required. Pressing [Enter] on this field will open Page - 21 Inventory Interface Version 7 User's Guide the item window for the current PO. (See the section 'Items' for more detail) Weight-> is the total weight (Qty X's Item Weight) for all the Items in the purchase order. This is a calculated field and can not be edited. The shipping weight is usefully for determining the freight cost. Ship Via-> this field is used to describe to the supplier the way in which the items are to be delivered. Freight-> is the cost that is acquired for the delivery of the items in the PO. Non Taxabl-> is the total amount (Qty x Cost) for each item in the PO that is non-taxable. Taxable-> is the total amount (Qty x Cost) for each item in the PO that is taxable as indicated in the inventory database. Tax1-> is the result of 'Tax1 Rate' field multiplied by the 'Taxable' field if the PO is taxable. Tax2-> similar to Tax1 Total-> is the total dollar value of the PO including any taxes (tax1 and tax2) and freight. Purchase Discount->is the amount the purchase order was reduce because of your early payment as defined by the terms. Balance-> is the amount of the PO that is already paid. Any changes to the cost or quantity fields in the PO items will update this field appropriately. Pay Due-> is the date that the supplier is expecting payment in full for the items supplied. Comments-> is a character field used to include any extra information in the PO. Notes-> this character field could contain any relevant information concerning the PO. Quotes->you may decide after a purchase order is generated, that you would like to get quotes from some of your suppliers. By pressing <Enter> on this field, the Request for Quotes (RFQ) window for the current purchase order will appear. In this window you can pick which suppliers to as for quotes, and keep track of all the information required to choose the best supplier after all the quotes have been entered. The RFQ section can automatically print your Request for Quote forms for all the suppliers if you desire. Purchase Order - BarMenu By pressing [F10], labeled 'barmenu', you are allowed access to the menu strip in the top line of the menu. The BarMenu is a list of functions that may be applied to the database. The BarMenu functions are broken down into sections: File Column Print eXport Page - 22 Inventory Interface Version 7 User's Guide PO - File Menu The File Menu contains a list of File functions that generally operate on the database as a whole. The following describes the operation of each item. Sort File By->the purchase order database can be sorted by: PO #, Issued Date or Supply Code. Zoom PO Info-> This option places the current record fields together on one screen to permit viewing/printing the record information. Scroll Down-> This function activates the automatic database scroller. It simulates pressing the down arrow key repeatedly until stopped or the bottom of the file is reached. When scroll is activated the function keys change and the database begins scrolling. You may control the speed and even change fields (with the left and right arrow keys). Edit PO Form(s)->Inventory Interface allows you to keep multiple purchase order formats in use at the same time. This option allows you to maintain multiple language forms, a in-house form, a supplier form, and any other kind of form you can think of. Inventory Interface ships with two sample forms, one can be used with printers supporting the box character set, the other is used with a printer that cannot print the box characters. List PO's containing a Part-> this option allow you to view a list of the last PO's that contain a part that you have selected and are on backorder. By moving the highlighted bar over a PO in the list the program will automatically move you to that PO when you close the list. List all Items Due In->this option will work as the above except you will be able to see all Items that are on backorder. Automatically Create PO's-> when II is told to automatically create PO's, it will: examine the inventory database for items below/at their Order Pt and use the sales and work order databases to determine future Due Out requirements group items (in the above) by the same supplier and create the required purchase orders items in the PO will contain the Order Qty value as specified below: the value in the inventory Order Qty field or the greater of the following a) the economic order quantity meeting the Minimum order amount, Maximum order amount and Order Multiple criteria as describe in the inventory database section. b) the net due out requirements Create New PO-> You may add a PO to the database manually by creating a blank record or by using a template that you have already defined. The issued field will be automatically filled in with the current date. Delete Current PO-> Will erase the current PO and any information associated with it. Page - 23 Inventory Interface Version 7 User's Guide Return-> Closes the Purchase Order window and returns you to the main menu. PO - Column Menu The column menu has a list of functions that operate on the present field the cursor is in. Put Current Cell into Template-> This option and the next are used when adding records to the database that have similar field values. The value of the current cell is place into memory in which it may be retrieved latter by using the following function or by using the file menu-Add Row using a template. Each column is allowed its own value. Replace Current Cell with memory-> After the above is performed you can recall the contents of the memory value to replace the current field position. Total-> If you are in a column that is in a numeric format, you may total this column in one of three ways: from top to bottom from top to current line (including current line) or from current line (including) to the end of the file Average column-> similar as defined above Create a Filter-> To hide records in database file not meeting a specified <condition>. The user enters or selects the <condition(s)>. More than one filter may be set at a time. Most command and functions that move the record pointer honor the current FILTER (PRINT, REPLACE, FIND, etc.,...) with the exception of those commands that access records by record number. Although a FILTER makes the current database file window appear as if contains a subset of records, it in fact processes all records in the database file sequentially. Because of this, the time required to process a FILTERed database file will be the same as a unFILTERed file. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. Hide Current Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. PO - Print Menu Printer output can be sent to the PRN (default DOS printer) or any file. Please see the 'printing' section for more details. The purchase order section allows three types of printed output. Page - 24 Inventory Interface Version 7 User's Guide Stock Taking Sheet-> the stock taking sheet for a purchase order allows the user to verify the quantity on hand for each item. The report indicates the purchase order number along with the items listed in the purchase order. For each item, the Record, Part No., Description, Qty On Hand, and location are listed. Purchase Order-> You may print a copy of the purchase order to send to the supplier or for you own records. Please see the PO Edit Menu for more details. You will be prompted for the Puchase Order form to use if there is more than one currently available. PO database file-> After you create filter(s) and hide columns in the PO database you may decide to get a hard copy of the results called a report. Examples of reports for the PO section are: outstanding PO's (filter on not Completed) overdue PO's (filter on not Completed, and date Required less than today's date) total dollar amount of purchase orders Issued between dates (set filters on the Issued field for the desired range of dates) any combination of the above etc. Printer Setup-> Please see section "Printer in General". PO - eXport Menu The purchase order database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the Export Section for more details. Purchase Order Items PO Items - Fields Item-> Is the number representing the line item required in the PO Part No-> Is the inventory manufacturer's part number used to identify the part. Received-> The quantity the supplier has furnished to date. A partial shipment is when the Received quantity is less than the 'Qty' field. Qty-> Is the quantity requested from the supplier. As explained above, this field is automatically filled in upon creation of the PO. You may manually override the calculated amount is desired and the PO is not already printed as indicated in the PO 'Printed' field. Cost-> Is cost per unit of distribution of and item. It may be easier to include any taxes in this amount. Extended-> is the value calculated by multiplying the Qty by the Cost. PO Items - BarMenu Zoom Part's Info-> This option places the current record/part inventory fields together on one screen to permit viewing/printing the record information. Page - 25 Inventory Interface Version 7 User's Guide Part Statistics-> the program will supply calculated information, base on the part's usage history. This information is useful for the manual override of the EOQ. Usage History-> the part's usage/receipt history window will appear in which you may view or edit it. Fill Order Qty with EOQ-> the program will fill the 'Qty' field for each item in the PO with the EOQ. Add Item to PO-> this option will allow you to pick another part to add a part to the PO item list. Remove Item to PO-> will delete the current item from the PO list. The item numbers will be redone afterwards. Return to PO file-> Closes the current window, and returns control to the PO database section. Page - 26 Inventory Interface Version 7 User's Guide INVENTORY STAUTS BY CATEGORY Inventory Status By Category One of the big advantages of keeping a computer based inventory system is that the computer is the one that will now do the number crunching for you. II will break down the inventory into its categories and return detailed information as describe as follows. Status - Fields Category-> the unique category name found in the inventory database file Records-> the number of records found in this category No Cost-> the number of records found to have a cost of $0.00 With Cost-> the number of records in the category having a cost not equal to $0.00 Items-> the sum of On Hand for each record Cost Value->the sum of oOn Hand x's Cost for each record in the category Retail Value->the sum of the On Hand x's the selling price for each record in the category Avg Cost-> column Total Cost divided by column ITEMS Ybl Used-> the quantity of items used 2 years ago starting Jan. 1 to Dec 31 Ybl Cost-> the quantity of each item used 2 years ago X its current cost Ly Used-> the quantity of items used 1 year ago starting Jan. 1 to Dec 31 Ly Cost-> the quantity of each item used 1 year ago X its current cost Ty Used-> the quantity of items used this year since Jan.1 Ty Cost-> the quantity of items used this year since Jan.1 X its current cost Total Used-> the grand total of items used in this Category (including information over 2 years) Total Cost-> information of Total Used X by its current cost Each category contains a <List> of the items that are in its category. Oh, don't forget you can hide any column that you do not want printed/exported. You can even set filters to print/view only the information you want. Status - BarMenu Status - Utilities Menu Zoom Row-> Includes all information in the current row in one screen for viewing/printing. Hide Row-> This command strips the window of the current column. The information is not erased or lost but hidden from the Page - 27 Inventory Interface Version 7 User's Guide screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. The row will become visible again after returning to the main menu. Create a Filter-> To hide records in database file not meeting a specified <condition>. The user enters or selects the <condition(s)>. More than one filter may be set at a time. Most command and functions that move the record pointer honor the current FILTER (PRINT, REPLACE, FIND, etc.,...) with the exception of those commands that access records by record number. Although a FILTER makes the current database file window appear as if contains a subset of records, it in fact processes all records in the database file sequentially. Because of this, the time required to process a FILTERed database file will be the same as a unFILTERed file. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. Hide Current Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. The column will become visible again after returning from the main menu. Total Column-> If you are in a column that is in a numeric format, you may total this column in one of three ways: from top to bottom from top to current line (including current line) or from current line (including) to the end of the file Average Column->similar to above Recalculate Category Info-> this option will re-examine the inventory database and update all information within the status database file. Note the status part of the browse window shows the last time the database was made 'up to date'. Return to Main Menu-> closes the current window and returns you to the main menu section. Status - Term menu Choose Period Starting Date-> this option allows you to change the period starting date. The new date cannot be greater than (latter) than the ending date. Choose Period Ending Date-> this option allows you to change the period's ending date. The new ending date cannot be less than (earlier) than the starting date. + One Year to Starting/Ending Dates-> will increase the period's starting and ending dates by one year. Page - 28 Inventory Interface Version 7 User's Guide - One Year to Starting/Ending Dates-> will decrease the period's starting and ending dates by one year. Status - Print Menu Printer output can be sent to the PRN (default DOS printer) or any file. Please see the 'Printing in General' section for more details. Status - eXport Menu The Status database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the 'Export Section' for more details. Status - Detail List Detail - Fields Record-> The 'record' field is a unique number that identifies the current part in the inventory database. This number is generated by the computer when the part is added to the database and cannot be changed. Part No-> The 'part no' field is a alphanumeric identifier that is given to the part by the manufacturer and recorded in the inventory database. Entry Date-> This is the date a part/item was added to the inventory database as recorded in the inventory database file. Description-> The description column is used to accurately describe the current part. It may contain information regarding the size, color and use of the part. This is the description as found in the inventory database file. On Hand-> This is the actual amount that is available for use as found in the inventory database. Cost-> is the actual current cost as found in the inventory database. Cost*On Hand-> is the inventory cost field multiplied by the inventory amount on hand Used-> is the total quantity of parts/items used between the starting and ending period. This information is calculated from the history database. Avg On Hand-> is the average quantity on hand between the starting and ending period. This information is calculated from the history database. Turnover-> is the amount specified in the used column divided by the amount specified in the Avg On Hand column. Used*Cost-> between the starting and ending dates the daily amount used is multiplied by the cost of that item for that day as specified in the cost history database. Page - 29 Inventory Interface Version 7 User's Guide Used/Day-> is the quantity as described in the used column divided by the number of days between the starting and ending dates. Cost/Day-> is the quantity as described in the Used*Cost field divided by the number of days between the starting and ending dates. Detail - BarMenu Detail - Utilities Menu Zoom Part's Info-> This option places the current record/part inventory fields together on one screen to permit viewing/printing the record information. Create a Filter-> To hide records in database file not meeting a specified <condition>. The user enters or selects the <condition(s)>. More than one filter may be set at a time. Most command and functions that move the record pointer honor the current FILTER (PRINT, REPLACE, FIND, etc.,...) with the exception of those commands that access records by record number. Although a FILTER makes the current database file window appear as if contains a subset of records, it in fact processes all records in the database file sequentially. Because of this, the time required to process a FILTERed database file will be the same as a unFILTERed file. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. Hide Current Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. Total Column-> If you are in a column that is in a numeric format, you may total this column in one of three ways: from top to bottom from top to current line (including current line) or from current line (including) to the end of the file Average Column->similar to above Close Window-> return to browse the catagory database information. Detail - Print Menu Printer output can be sent to the PRN (default DOS printer) or any file.Please see the 'Printing in General' section for more details. Detail - eXport Menu The Status's Detail database allows you the option to export the information to a variety of formats which can be latter used with Page - 30 Inventory Interface Version 7 User's Guide your word processor or spreadsheet. Please see the 'Export Section' for more details. Page - 31 Inventory Interface Version 7 User's Guide SALES / ORDER PROCESSING Sales / Order Processing The point of sale (POS) and invoicing section allows you to easily enter customer transactions. The POS database was designed to accommodate a variety of information that can be latter analyzed in this section or indirectly from the Backorder Status, Price Override, Salesperson Analysis or Accounts Receivable Sections. Within the POS system the invoices may be sorted, filtered, and columns hidden to produce you own custom reports to be printed or exported in the format of you needs. Your customer invoices can be customized directly from the application if you desire. You can even modify the forms to print on your own preprinted forms if needed. Inventory Interface allows you to have multiple types of sales / order forms. Before creating your first invoice you may wish to change the Sales Tax Rates in the setup section of the main menu. When you enter a credit card number in the payment section, the program will automatically verify the cards checksum, and return the card type (VISA, MC, etc.,). You will find a wealth of information generated from each invoice you create. The information can also be grouped by filtering the information to the criteria you desire using the 'Filter' function. The information generated for each invoice includes: the amount taxable and non-taxable the taxes due the total invoice amount the total weight of the items supplied the total amount tendered and the change or balance due the total savings the customer has over the list price and the transaction cost to you. POS - Fields Invoice #-> the invoice number is the computer generated number referring directly the record number the invoice is within the database. The number is unique so that you can find an invoice by its number with no confusion. You may find that when you delete an invoice it's number may be recycled with a new invoice. Date-> When creating a new invoice the computer will automatically fill the date field with the current system date. The date refers the the date the transaction occurs. Time-> same as the 'date' field. Trx Type-> you may wish to keep track of the type of what type of transaction for each invoice. This field is a pick-list in which you may customize to you business needs. Page - 32 Inventory Interface Version 7 User's Guide Cust Id-> This Customer Id field describes the customer that has purchased the items in the invoice. If you wish to use this field a pick-list will be presented to you when you try to edit it. The customer database (described in detail in the 'Accounts Receivable Section') contains the information the invoice will need if a shipment is needed. Ship To->this field is related to the Customer Id field. It allow you to pick the customer's shipping address if it differs from their billing address. Customer PO #->this refers to the customer's purchase order number if it applies. Sale Rep-> The Sales Rep. field is the unique number issued to each one of you sales people as shown in the Sales Rep database. This field is also pick-list when editing. When you fill this information out, the sale rep. invoice is used in the Price Override and Salesperson Analysis Sections. Term Dscnt->is the % discount that will be given for early payment. Term Days->is the number of days that the Term Dscnt is valid after the invoice date. Discount->is the % discount that will be applied to all items in the order Tax1 Rate->is the % of the total taxable amount that will be applied to the total. Tax2 Rate->similar to the above. Items-> The items field contains the items that are purchased for this invoice. To edit this field place the cursor over the <List> symbol and press enter. Whenever a item is added to the list, the program will show you a pick list of the inventory database in which to choose the item being sold. The item fields are described below: Item-> is the line item number for this invoice. This field is automatically assigned by the computer and cannot be edited directly. Inv Rowno-> is the record number of the inventory item. Part No-> is the inventory part number of the item purchased. Description-> is the current inventory description for the item Order Qty-> is the quantity the customer has ordered. Ship Qty-> is the quantity shipped to date. When an ship quantity is entered into the invoice, the quantity is automatically removed from the inventory record's On Hand field and entered into the shipment information for the current invoice. Price->is the selling price of the item which automatically defaults to the current inventory selling price, minus any quantity discount, and minus and inoice discount that is specified in the discount field. If you change this field, the change will be reflected in the price override section. Extended->is the result of Order Qty x's the Price. Exept No.->this field contains the customer's tax exemption number if applicable. Page - 33 Inventory Interface Version 7 User's Guide Ship Date-> is the date in which the customer requests shipment of the items within the invoice. This value is used by the PO and WO sections to determine future needs of items. Weight-> is the total weight of the items supplied/shipped to the customer. This value is generated by the computer each time you edit the Items <List>. Ship Via-> is the method in which you or you customer wishes the items to be delivered. FOB->freight on board point. This is a pick list and will display the different types of FOB and their meaning. Freight-> is the value you will charge the customer for delivery. Non Taxable-> the Non-Taxable field is the value of the items in the <List> ordered by the customer that is tax-exempt as indicated in the inventory database. Taxable-> similar to above. Tax1-> if the invoice 'Is Taxable' then this field will be calculated by the (Tax 1 Rate as indicated in the Setup Section) x (the total amount 'Taxable'). If the invoice is not taxable or the Tax 1 rate is zero then this field will be Zero also. The Amount shown in this field is changed only by the computer when you edit the Items <List>, or you change the 'Is Taxable' flag, Tax2-> similar to 'Tax1'. Total-> the Total invoice amount is automatically changed by the computer when: you edit the Items <List>, change the 'Is Taxable' flag, or edit the Freight amount. The amount is calculated by adding Net Due-> you may specify a payment due date if the customer has not yet paid the invoice in full. This date and the Balance field, are used to determine the number of days the payment is late if any. Payment-> the payment field is another <List> type of field. By pressing the Enter key when the cursor is on the <List> symbol, the payment database file window will open for the current invoice. The payment fields are described as follows: Date-> is the date of the payment Amount-> is the amount paid Account No.-> is the account number of the credit card used (if applicable). If you enter a credit card number in this field, the program will automatically verify the credit card checksum, and fill the method field with the appropriate card type. Method-> is the manner in which the payment was made (VISA, Cash, MC, etc.). When editing this field you will be presented with a list of the possible payment methods in which to choose one. Exp Date-> the date of expiration on the credit card (if applicable). Auth->is the authorization code for the credit card transaction (if applicable) Page - 34 Inventory Interface Version 7 User's Guide Sales Disc->Is the amount deducted from the total due to early payment (see terms) or other circumstances. Amt Tender->is the total amount of money collected as listed in the payment database. This field can only be edited indirectly by modifying the payment <List>. Balance->is the remainder of the 'Total' of the invoice the customer has not yet paid. This field is edited indirectly from the payment or item databases. Savings-> is the total amount the customer has saved purchasing the items from you, as compared to the manufactures suggested retail price. Comments-> is a character field in which you may leave additional notes about the invoice. Printed-> is the logical field representing whether the invoice has been printed yet. This field is automatically set to .T. (true) if the invoice is successfully printed. Completed-> is the logical field representing whether all the items ordered have been shipped. This field is automatically updated whenever the item <List> is edited. Trx Cost-> is the amount the transaction has cost you. Shipment-> whenever the Ship Qty field is changed within the Items <List> a entry is made automatically into the Shipment <List>. The entry is composed of the item number, date of the transaction and the amount shipped. When the Shipment window is opened, you will see the information as described in the following field descriptions: Ship Date-> describes the date in which the transaction occurred Item-> is the item number as found in the Item <List>. Inv Rowno-> is the inventory items record number Part No.-> is the manufacturer's part number as found in the inventory database. Description->is the current inventory description for this item Qty Shipd-> is the quantity shipped the day of the Ship Date. BackOrder->is the number of items that were backordered on that date Within the shipment database you can print a packing list for any date a shipment occurred, edit the packing list forms, and zoom the inventory record information. POS - Barmenu The POS Barmenu is divided into the following sections: File Column Print Export Pressing the F10 function key (labeled Barmenu) will allow you access of the functions within the menu system. Page - 35 Inventory Interface Version 7 User's Guide POS - File Menu Sort File By-> you have the option to list the invoices in one of the following orders: Invoice #, Date, Trans Type, or by the Sales Rep. The current active index is shown with the check mark symbol and is shown in the POS status section. Zoom POS info-> the zoom function allows you to view all the columns for the current invoice on one screen. Scroll Down-> activates the automatic database scroller. Filter Invoices by Customer Info->Inventory Interface allows you to filter the sales invoices by customer information. That means you can set a filter in the customer database and only the customer invoices meeting the filter will be displayed. List invoices containing a Part-> you will be presented with the inventory database pick list in which you choose the part you wish to find within the invoice <List>'s. The Find will show the any items that are on backorder for that part. Create a New Invoice-> this will create an new record in the POS database (or recycle an empty/deleted one). The time and date fields will automatically be set to the system clock values. Delete Current Invoice-> will remove the current invoice along with all reference to the customer, payment, shipment and Items information. The deleted information cannot be retrieved afterwards. The record will be recycled when needed. Copy Current Invoice->this function will allow you to create a new invoice using the current invoice as a template execpt for payment and shipping information. Recurring Billing-> the recurring billing section allows you to set up invoices that occur at fixed intervals. Once the recurring invoices are set up all you have to do is post that at your conveinince. Quotations->the quotations section allows you to keep track to quotes that you give your customers. You may even print the quotes for you customer's convienience. If the customer latter decides to go ahead with the quote, you will be able to post all the infomation into the sales database. Open Cash Drawer-> this function allows you to include the xOpnDrwr.bat file to work with the II program. Within the batch file, you can include the DOS commands that will open the cash drawer when needed. The following is an example of how you open the cash drawer from within the batch file: echo 1>>com1 Edit POS Form(s)->Inventory Interface allows you to maintain a list of your company's standard sales forms. For instance, you can have a form for just labor or services, one for in-house information, and you may even want to use another form for the foreign customers with the form in their language. Return to Main Menu-> this function closes the POS database, and all other related files, and returns you the Main Menu Section. Page - 36 Inventory Interface Version 7 User's Guide POS - Column Menu Total-> If you are in a column that is in a numeric format, you may total this column in one of three ways: from top to bottom from top to current line (including current line) or- from current line (including) to the end of the file Note that the Total functions honor any filters. Average Column->similar to above Create a Filter-> To hide records in database file not meeting a specified <condition>. The user enters or selects the <condition(s)>. More than one filter may be set at a time. Most command and functions that move the record pointer honor the current FILTER (PRINT, REPLACE, FIND, etc.,...) with the exception of those commands that access records by record number. Although a FILTER makes the current database file window appear as if contains a subset of records, it in fact processes all records in the database file sequentially. Because of this, the time required to process a FILTERed database file will be the same as a unFILTERed file. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. Hide Current Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. POS - Print Menu Stock Taking Sheet-> printing a stock taking sheet for the current invoice will allow you to find, or check the On Hand values for the items within the invoice. Invoice Form->You may print a copy of the Sales invoice to the printer or a disk file. You will also be prompted for the type of invoice you want to print if more than one type exist. Invoice database file-> After you create filter(s) and hide columns in the POS database you may decide to get a hard copy of the results called a report. Examples of reports for the POS section are: outstanding POS's (filter on not Completed) overdue POS's (filter on not Completed, and Ship Date less than today's date) total dollar information of invoices issued between dates (set filters on the Date field for the desired range of dates) any combination of the above etc. Page - 37 Inventory Interface Version 7 User's Guide Printer Setup-> Please see section "Printer in General". POS - eXport Menu The POS database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the Export Section for more details. Page - 38 Inventory Interface Version 7 User's Guide WORK ORDERS Work Orders The work order section for Inventory Interface functions in the same way as the Purchase Order section. Like the purchase order section, the work order section can scan through the inventory and sales databases to see what items are in need. If you have assemblies in the inventory database and the supply code for those item is one of the following: 1-Make to Stock 2-Assemble to Order 3-Make to Order 4-Engineer to Order or 5-Package to Order then a work order can be created for that item. The work order means that instead of having to go to the supplier for the item, you will manufacture the item from its' BOM. The Work Order section will determine the assemble quantity for each assembly much like the PO section does. It also has the ability to scan the sales database to determine future needs. When you have assembled an item an enter it into the computer, the components for that item are automatically taken from inventory. By keeping track of the quantity made the Purchase order section knows exactly how much raw material is required. Work Order - fields W.O. #-> the work order number is a unique number (like a record number) that can be used to identify the work order. Inv Rowno-> is the inventory record number of the item to be assembled. Part No-> is the current part number for the inventory record Description-> is the current inventory description for the record Issued->is the date the WO was created. Start Work->the date assigned for the work to start. Required-> the date in which the customer requires the items Order Qty->the number of items to assemble Qty Made-> the number of items already assembled Completed->the date the assemblies were completed Invoice No-> is the invoice (if applicable) that is directly responsible for the work order. BOM->is a list of the items (Single level BOM) which make up the assembly. The information included in the <list> is as follows: Part No-> the current inventory part number Inv Rowno-> the inventory record number for the item. Description->the current inventory description for the item. On Hand->the current stock level of the record Bin-> the current location of the item Unit Qty-> the number of items required for each assembly Page - 39 Inventory Interface Version 7 User's Guide Reqd Qty->is the total number of items required to produce the Order Qty for the assembly Used2date->is the total number of items that have been used to create the Qty Made for the item. wo - menu Wo- file menu Scroll Down-> activates the automatic database scroller. List WO's containing a part->will show all the current work orders requiring a specific part that you select. Automatically Create New WO's-> when II is told to automatically create WO's, it will: examine the inventory database for items below/at their Order Pt and use the sales and work order databases to determine future Due Out requirements items in the WO will contain the Order Qty value as specified below: the value in the inventory Order Qty field or the greater of the following a) the economic order quantity meeting the Minimum order amount, Maximum order amount and Order Multiple criteria as describe in the inventory database section. b) the net due out requirements Create New WO-> You may add a WO to the database manually by creating a blank record. The issued field will be automatically filled in with the current date. Delete Current WO-> Will erase the current WO and any information associated with it. Return-> Closes the Work Order window and returns you to the main menu. Wo - Row menu Zoom part's info->will display all information about the current inventory record Indented BOM->will display a Indented BOM for the current inventory record Single Level-> displays a single level BOM for the current item. Qty Able to Produce->Returns the number of item On Hand plus the number that can be assemble using the BOM file. wo - column menu Create a Filter-> To hide records in database file not meeting a specified <condition>. The user enters or selects the <condition(s)>. More than one filter may be set at a time. Most command and functions that move the record pointer honor the current FILTER (PRINT, REPLACE, FIND, etc.,...) with the exception of those commands that access records by record number. Although a FILTER makes the current database file Page - 40 Inventory Interface Version 7 User's Guide window appear as if contains a subset of records, it in fact processes all records in the database file sequentially. Because of this, the time required to process a FILTERed database file will be the same as a unFILTERed file. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. Hide Current Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. wo - print menu Print WO database-> the current database will be printed with the current active filter (if any) and will respect whaterver columns have been printed. Printer Setup-> Please see section "Printer in General". wo - eXport Menu The WO database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the Export Section for more details. Page - 41 Inventory Interface Version 7 User's Guide BACKORDER STATUS Backorder Status The backorder status section of the II program allows you to track which items are currently backordered. The information can be filtered in by: not due in, able to ship in full, able to partially ship, or/and any combination of the three. Backorder - Fields Invoice-> is the invoice number as found in the POS database. Date-> is the date the invoice was created Inv Record-> is the inventory database record number of the item ordered Part No.-> is the manufactures part number (as found in the inventory database) of the item ordered. Description-> is the description of the item as found in the inventory database Order Qty-> is the quantity that has been ordered. Ship Qty-> is the total quantity that has been shipped to date. Qty Avail-> is the total quantity that is available for distribution or On Hand Due In-> is the total quantity of the Order Qty for any outstanding WO or PO's whichever applies. Backorder - Barmenu Backorder - Utilities Menu Zoom current Row-> this function will put all the current record fields in one screen. This permits quick and easy viewing of the information. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. Hide Current Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. Return to Main Menu-> this will close the Backorder database (and all related files) and return you to the main menu. Page - 42 Inventory Interface Version 7 User's Guide Backorder - Filter Menu Filter Current Column-> will create a filter in the current selected field. Able to Ship in Full-> will filter the database to show you any parts that are backordered but are able to be shipped in full. Able to Partially Ship-> will filter the database to show you any parts that are backordered but a partial shipment is possible. Backorder - View Menu Inventory Record-> will zoom the inventory database information about the current item. Last PO's for Item-> will display a list of the last fifty PO's issued for this item and other pertinent information. Invoice Info-> will zoom the Invoice database information about the current item. Backorder - Print Menu Printer output can be sent to the PRN (default DOS printer) or any file. Please see the 'Printing in General' section for more details. Backorder - eXport Menu The Backorder database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the 'Export Section' for more details. Page - 43 Inventory Interface Version 7 User's Guide PRICE OVERRIDES Price Overrides Periodically you may wish to view the POS price overrides. A price override occurs when the sales rep. manually changes the selling price to something other than what is listed in the inventory database at that time. The Price Override database gives the total picture of the price override as shown in the fields section. The information given includes unit and total variance along with the sale rep. for each invoice. You can filter the information, and hide columns in order to produce reports, or export the information as you wish. Price Override - Fields Invoice-> is invoice number as found in the invoice database file. Date-> is the date the invoice was created Inv Record-> is the item's record number as found in the inventory database. Part No.-> is the item's manufacture's part number as found in the inventory database. Description-> is the item description as found in the inventory database. Sales Rep-> is the sale rep. id number as found on the invoice with the price override. Price-> is the price the item was sold for Sell Price-> is the price the inventory database listed the selling price at. Order Qty-> is the quantity sold or ordered. Unit Variance-> is difference between the selling price and the sold price. (Sell Price - Price) Total Variance-> is unit variance multiplied by the Order Qty. Price Override - Barmenu Price Override - Utilities Menu Zoom current Row-> this function will put all the current record fields in one screen. This permits quick and easy viewing of the information. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. Hide Current Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the Page - 44 Inventory Interface Version 7 User's Guide window is made again. This feature is mostly used when printing a report. Create a Filter-> To hide records in database file not meeting a specified <condition>. The user enters or selects the <condition(s)>. More than one filter may be set at a time. Most command and functions that move the record pointer honor the current FILTER (PRINT, REPLACE, FIND, etc.,...) with the exception of those commands that access records by record number. Although a FILTER makes the current database file window appear as if contains a subset of records, it in fact processes all records in the database file sequentially. Because of this, the time required to process a FILTERed database file will be the same as a unFILTERed file. Return to Main Menu-> this will close the Price Override database (and all related files) and return you to the main menu. Price Override - View Menu Inventory Record-> will zoom the inventory database information about the current item. Last PO's for Item-> will display a list of the last fifty PO's issued for this item and other pertinent information. Invoice Info-> will zoom the Invoice database information about the current item. Price Override - Print Menu Printer output can be sent to the PRN (default DOS printer) or any file. Please see the 'Printing in General' section for more details. Price Override - eXport Menu The price override database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the 'Export Section' for more details. Page - 45 Inventory Interface Version 7 User's Guide SALESPERSON ANALYSIS Salesperson Analysis The salesperson analysis section, examines the POS invoices and gather the information per salesperson during your defined range of dates. Information displayed per salesperson includes: the number of invoices, total gross sales, total cost of sales, avg. gross, margin, and avg. margin. You can change the range of dates for the analysis to produce last year/period comparisons. The information can be latter be used for the calculation of commissions, or a measure of sales person/department performance. Salesperson Analysis - Barmenu Salesperson - Utilities Menu Zoom current Row-> this function will put all the current record fields in one screen. This permits quick and easy viewing of the information. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. Hide Current Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. Create a Filter-> To hide records in database file not meeting a specified <condition>. The user enters or selects the <condition(s)>. More than one filter may be set at a time. Most command and functions that move the record pointer honor the current FILTER (PRINT, REPLACE, FIND, etc.,...) with the exception of those commands that access records by record number. Although a FILTER makes the current database file window appear as if contains a subset of records, it in fact processes all records in the database file sequentially. Because of this, the time required to process a FILTERed database file will be the same as a unFILTERed file. Total-> If you are in a column that is in a numeric format, you may total this column in one of three ways: -from top to bottom -from top to current line (including current line) -or- -from current line (including) to the end of the file Note that the Total functions honor any filters. Page - 46 Inventory Interface Version 7 User's Guide Recalc. Salesperson Information-> will re-examine the POS invoice for the already set dates, and recalculate the analysis information Return to Main Menu-> this will close the Salesperson database (and all related files) and return you to the main menu. Salesperson - Period Menu Choose Period Starting Date-> this option allows you to change the period starting date. The new date cannot be greater than (latter) than the ending date. Choose Period Ending Date-> this option allows you to change the period's ending date. The new ending date cannot be less than (earlier) than the starting date. + One Year to Starting/Ending Dates-> will increase the period's starting and ending dates by one year. - One Year to Starting/Ending Dates-> will decrease the period's starting and ending dates by one year. Salesperson - Print Menu Printer output can be sent to the PRN (default DOS printer) or any file. Please see the 'Printing in General' section for more details. Salesperson - eXport Menu The price override database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the 'Export Section' for more details. Page - 47 Inventory Interface Version 7 User's Guide ACCOUNTS RECEIVABLE Accounts Receivable The POS invoices contain all the information need to track customer Accounts Receivable. The accounts receivable section takes this information and analysis it to include customer information like: total debits, total credits, balance, n/30-60-90-90plus amount due analysis, total overdue, and date of the last sale. This information can be filtered and printed to include totals for all customers. Accounts Receivable - Fields Cust Id-> is the record number of the customer as found in the customer database. Note that each id number is unique and is assigned by the computer. Name-> is the customer name Company-> the customer's business name Address-> is the customer's bill to address Zip-> is the customer's bill to Zip/Postal Code. If you do not have any information already entered into the City, Zip, and Area Code fields, then the program will do a search for the area code that you have entered and fill in the fields if it was able to locate a customer that already has that zip code. City-> is the customer's bill to city State-> is the customer's bill to state. Country->the customer country Home Phone-> is the customer's home phone number Work Phone->the customer's work phone number Fax-> is the customer's fax number Tax1 Rate->the customer's default tax1 rate used in the Sales / Order section Tax2 Rate->similar to above Exept No->the customer's tax exemption number if applicable Term Dscnt-> the default term discount applied to the customer's invoice for early payment Term Days-> the number of days after invoicing that the Term Dscnt is valid Net-> the number of days the payment in full is required Discount->the % discount the customer receives on each order FOB Terms->the freight on board terms used with this customer. This field is a pick list which shows the different Terms and their meaning. Debits-> is the total debits (purchases) the customer has made Credits-> is the total credits (payments) the customer has made Max Credit-> is the amount you can specify as the customer's credit limit Balance -> is the total Credits minus Debits Page - 48 Inventory Interface Version 7 User's Guide N 30-> is the total Bal Due (found in the invoice database) with payment due less than 31 days ago. N 60-> similar to N 30. Payment was due more than 30 days ago but less than 61. N 90-> similar to N 30. Payment was due more than 60 days ago but less than 91. N 90 Plus-> similar to N 30. Payment was due more than 90 days ago. Overdue-> is the total amount past due. Last Sale-> is the date of the last purchase Ttl Ovrdue->is the number of invoices currently overdue in payment No Sales->is the total number of invoices issued to this customer. Outstanding->the total number of invoices that have not been completed Warning->the warning field can be set to .T. if you want the salesperson to be warned the next time the customer purchases something. Notes-> is a <Memo> field in which you can write any additional information concerning the customer. Accounts Receivable - Barmenu AR - Utilities Menu Zoom current Row-> this function will put all the current record fields in one screen. This permits quick and easy viewing of the information. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. Hide Current Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. Create a Filter-> To hide records in database file not meeting a specified <condition>. The user enters or selects the <condition(s)>. More than one filter may be set at a time. Most command and functions that move the record pointer honor the current FILTER (PRINT, REPLACE, FIND, etc.,...) with the exception of those commands that access records by record number. Although a FILTER makes the current database file window appear as if contains a subset of records, it in fact processes all records in the database file sequentially. Because of this, the time required to process a FILTERed database file will be the same as a unFILTERed file. Total-> If you are in a column that is in a numeric format, you may total this column in one of three ways: Page - 49 Inventory Interface Version 7 User's Guide from top to bottom from top to current line (including current line) or from current line (including) to the end of the file Note that the Total functions honor any filters. Average Column->similar to above Dial Phone-> this function will ask you which of the following number you would wish to dial for the current supplier: Work, Home, or Fax. Note that a modem is required to use this function. Scroll Down-> This function activates the automatic database scroller. It simulates pressing the down arrow key repeatedly until stopped or the bottom of the file is reached. When scroll is activated the function keys change and the database begins scrolling. You may control the speed and even change fields (with the left and right arrow keys). Create New Customer-> the computer will add a blank record to the database in which you may add another customer. Delete Customer-> the current customer will be removed and further use of the customer Id number will be inhibited. Recalc. Customer Information-> will re-examine the POS invoices and recalculate the analysis information Return to Main Menu-> this will close the Salesperson database (and all related files) and return you to the main menu. AR - Print Menu Printer output can be sent to the PRN (default DOS printer) or any file. Please see the 'Printing in General' section for more details. The customer database also supports a mail merge function, which merges the database information with text to produce customer letters and labels. AR - eXport Menu The price override database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the 'Export Section' for more details. Page - 50 Inventory Interface Version 7 User's Guide ACCOUNTS PAYABLE Accounts Payable The PO invoices contain all the information need to track your Accounts Payable. The accounts payable section takes this information and analysis it to include information like: total debits, total credits, balance, n/30-60-90-90plus amount due analysis, total overdue, number of sales, total outstanding invoices, and date of the last sale. This information can be filtered and printed to include totals for all suppliers. Accounts Payable - Fields Record-> The 'record' field is a unique number that identifies the current supplier in the database. This number is generated by the computer when the supplier is added to the database and cannot be changed. The program can accommodate up to 1,000,000 suppliers which is adequate for most companies. The record number in the supplier database is referred to as the 'Supply Cd' in other databases. Name-> is the name of the supplier, or the type of supply method Address-> is the address in which you would send Purchase Orders. City-> is the city in which the supplier is located State-> is the state/provence in which the supplier is located Zip-> is the zip/postal code for that supplier Contact-> is the supplier person you would normally contact to verify or order parts Your Cust Id No-> your supplier may have given you a Id number in which it may be used for their record keeping system. Your Account No.-> Your supplier may have given you an account number which may differ from your ID number. This number is probably used for their accounting system. Home Phone-> is the home phone number that you may used to contact the supplier. Work Phone-> is the business phone number for that supplier. Extension-> is the extension number used to reach the 'Contact' Store Type-> is a brief description of the type of products sold by the supplier Fax-> is the supplier fax number. Tax1 Rate-> is the first sales tax rate that the supplier charges you. Tax2 Rate-> is the second sales tax rate the supplier charges you. Quality->you may use this field to rank the supplier from 0 to 1 on their ability to supply quality products. Delivery->you may also rank the supplier from 0 to 1 on delivery performance. A score of 1 would indicate the supplier is always on time with the products and / or services requested. Page - 51 Inventory Interface Version 7 User's Guide Price->is another supplier ranking field used to determine the price level of supplier in general. A value of 1 would indicate the supplier always has the best price. FOB Terms->this field is a picklist in which you may select the default freight on board terms you may have negotiated with your supplier. Term Dscnt->enter the negotiated term discount percent in this field. This information will be imported automatically when creating a PO using this supplier. Term Days->enter the negotiated number of days that you can receive the Term Dscnt for early payment. Net->enter the number of days the supplier requires full payment after invoicing. Notes-> is a memo field in which you can keep notes on each supplier. When you press [Enter] on the <Memo> field, the notes for that supplier can be displayed/edited and saved for future reference. Debits-> is the total debits (payments) to the supplier Credits-> is the total credits (purchases) you have made with the supplier Max Credit-> is the amount you can specify as the supplier's credit limit Balance -> is the total Credits minus Debits N 30-> is the total Balance (found in the PO database) with payment due less than 31 days ago. N 60-> similar to N 30. Payment was due more than 30 days ago but less than 61. N 90-> similar to N 30. Payment was due more than 60 days ago but less than 91. N 90 Plus-> similar to N 30. Payment was due more than 90 days ago. Overdue-> is the total amount past due. Last Sale-> is the date of the last purchase No Sales->is the total number of invoices issued to this supplier. Outstanding->the total number of invoices that have not been completed Notes-> is a <Memo> field in which you can write any additional information concerning the supplier. Accounts payable - Barmenu Ap - Utilities Menu Zoom current Row-> this function will put all the current record fields in one screen. This permits quick and easy viewing of the information. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further Page - 52 Inventory Interface Version 7 User's Guide searches for the same <variable>, searches from the current record position for the next record that meets the condition. Hide Current Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. Create a Filter-> To hide records in database file not meeting a specified <condition>. The user enters or selects the <condition(s)>. More than one filter may be set at a time. Most command and functions that move the record pointer honor the current FILTER (PRINT, REPLACE, FIND, etc.,...) with the exception of those commands that access records by record number. Although a FILTER makes the current database file window appear as if contains a subset of records, it in fact processes all records in the database file sequentially. Because of this, the time required to process a FILTERed database file will be the same as a unFILTERed file. Total-> If you are in a column that is in a numeric format, you may total this column in one of three ways: from top to bottom from top to current line (including current line) or from current line (including) to the end of the file Note that the Total functions honor any filters. Average Column->similar to above Dial Phone-> this function will ask you which of the following number you would wish to dial for the current supplier: Work, Home, or Fax. Note that a modem is required to use this function. Scroll Down-> This function activates the automatic database scroller. It simulates pressing the down arrow key repeatedly until stopped or the bottom of the file is reached. When scroll is activated the function keys change and the database begins scrolling. You may control the speed and even change fields (with the left and right arrow keys). Create New Supplier-> the computer will add a blank record to the database in which you may add another supplier. Delete Supplier-> the current supplier will be removed and further use of the supplier Id number will be inhibited. Recalc. Supplier Information-> will re-examine the POS invoices and recalculate the analysis information Return to Main Menu-> this will close the Salesperson database (and all related files) and return you to the main menu. AR - Print Menu Printer output can be sent to the PRN (default DOS printer) or any file. Please see the 'Printing in General' section for more details. Page - 53 Inventory Interface Version 7 User's Guide AR - eXport Menu The price override database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the 'Export Section' for more details. Page - 54 Inventory Interface Version 7 User's Guide BACKUP DATABASES Backup Databases All magnetic media 'dies'. Diskettes and hard disks are vulnerable to inadvertent operations (such as erasing the wrong file) and logical damage from electronic problems. You should view making backups as a form of insurance. The backup routine for II can be fully customized to you specific needs. The supplied backup routine (xBackup.bat) is as follows: c:\dos\backup c:*.db* a: /F You may change the batch file to include any tape, compression or disk checking routines. The philosophy of backing up information is usually... can you re-create the information on the disk how difficult will re-creating the information on the disk be how long will re-creating the information on the disk take Backup your information every time it requires more time to update the database than that to perform the backup task. Make backups when files are at risk (transporting the computer, installing a new Operating System, etc.). Most people backup their information once a week or once a month. Use at least two generations of master backups and two generations of incremental backups. The primary reason for using multiple sets of backup media is undetected corruption (virus, damage, etc.). When the damage is found, the site returns to the previous backup. If this file is damaged, the site keeps returning to earlier versions until an undamaged version is found. In version 7 of inventory interface, the program is swapped out of memory to disk in order to load the backup routine in the batch file. Page - 55 Inventory Interface Version 7 User's Guide RESTORE Restore Restore is the counterpart of backup. The restore routine is similar in design to the backup routine. The batch file (xrestore.bat) is executed when the option is chosen from the main menu. You may change the below supplied routine to fit you needs/system. Note that the restore operation should be considered a last choice to restore missing or defective data files. c:\dos\restore a: c: /P In version 7 of inventory interface, the program is swapped out of memory to disk in order to load the restore routine in the batch file. Page - 56 Inventory Interface Version 7 User's Guide REINDEX Reindex The reindex functions recreates the database index files (.nsx). An index is the way a database will access its records in alphanumeric order per index expression. If for some reason you believe an index file is corrupt or missing, perform a reindex and the problem will be corrected. The reindex function reads the dbf_s.dbf file to recreate the index keys and names. Page - 57 Inventory Interface Version 7 User's Guide TSR UTILITIES Tsr Utilities Calculator Available operations in the 'operation' column are describe with the F2 key (Keys) and are as follows: * multiply / divide + add - subtract = total (perform all operation and return the result) P Put value (return current cursor value to any pending get or memo editing) C Clear All The calculator follows the adding machine format, all operations are performed sequentially. You may get a printed output with the F3 key (Print). F5 will clear the calculator for new input. You may also specify the number of decimal places with the F6 key (Dec Fix). F7 (Refresh) will go though the operations and update any = operations. You may delete any row in the calculator with the F8 (Del Row) key. Calendar The Calendar is handy when editing a date field. Once you are editing a date or a memo field you pop up the Calendar with [Alt][F1] choose the date you want and Put in back into you field and press F9 (PutDate). The function keys that are available to Calendar are as follows: Help-> help is available throughout the program and also for the pop up Calendar. +/-Days-> will cause the Calendar to skip the number of days you input. -1 Year-> will cause the Calendar to go back one year from the current highlighted date. +1 Year-> will cause the Calendar to go forward one year from the current highlighted date. -1 Mnth-> will cause the Calendar to go back one month from the current highlighted date. +1 Mnth-> will cause the Calendar to go forward one month from the current highlighted date. Go Date-> will cause the Calendar to go to date that you input. PutDate-> will stuff the keyboard buffer with the date/style you select. This option is especially good when you are editing a date field and you need to look up the date. Page - 58 Inventory Interface Version 7 User's Guide Return-> closes the Calendar window and turns control back to where you left the program. Memo Pad The memo pad window allows you to store any notes onto the hard disk. The memo pad is very similar to a mini word processor in function. You can pop-up the Memo pad with [Alt][F1] any where in the program. The function keys are as describe below: DelLine-> Will DELete the current LINE InsLine-> Will INSert a blank LINE DelWord-> Will DELete current WORD NxtWord-> Will move the cursor to the next word InsDate-> Will INSert the current DATE (choose one of four formats) InsTime-> will INSert the Current TIME Print-> Will send the memo pad text to the printer/file. Return-> closes/saves the memo pad window and returns control where you left off. Page - 59 Inventory Interface Version 7 User's Guide PRINTING IN GENERAL Printing In General The Printer function key will allow access to the printer setup codes. You may modify them as needed. All printer codes are entered as there ASCII value, separated by a comma, or as their character form enclosed with quotes. You may customize your forms by including the any printer codes. All you have to do is to start a variable with the ~ key add Printcode("code name") to the variable name you want and finish with ~ again. For example to include the Compressed mode printer command, use: ~Printcode("COMP")~ If the printer is not online and available then printing to the printer will not be allowed. If you choose the print to a file option, the following is allowed: LPT1 (or any parallel port) COM1 or COM2 (serial ports) PRN (the default DOS printer) any file name (the file will be given the .prn extension) If a file already exist you will be asked if you want to add (append), overwrite the existing file, or abort the print operation. Printer output may contain printer control characters found in the printer database file. When the program starts up, the 'init.dbf' is automatically loaded. The init.dbf contains the name of the printer driver as referenced in the printer database file. The name may be changed (through the main menu setup function) to another file name if need be. The new file should be should be similar in structure to the original file with the exception of printer codes. Other codes may be added as needed in order to customize your forms. If you print to a disk file, you may choose to use a printer file with the codes removed. This printed file could then be inputted into you favorite word processor to edit as you please. Some printers do not support printing the of the box characters that are on some of the default forms. You may have to change your printers default character set to a set that contains these values, or use a form that does not contain these characters. You may change a printer's character set by changing a dip switch, printer menu, or by software commands. If your printer will support changing the character set through software commands, you may want to create or change one of Inventory Interface's printer driver INIT commands to include selecting the proper character set. A few older models printers do not support box characters. You may want to consult you printer manual for more information. Page - 60 Inventory Interface Version 7 User's Guide EXPORTING Exporting The exporting features included in II allows you to use the information or created by II in your word processor, spreadsheet or database programs. The export function copies the current database to a new file. If a filter is set, records not visible will not be copied. The export function will not copy any 'hidden' columns in the database. Records will be copied in the order of the controlling index. Basically, the export function obeys the what you see is what you get philosophy. With the Shareware version of II you get the choice of three types of export files: SDF-> specifies the output as a system data format ASCII file. The file is given the .txt extension. Record are fixed length, each separated by a carrage return/line feed. Fields are fixed length and there is no field separator. Character fields are padded with trailing blanks, numeric fields are padded with leading blanks, date fields are written in the form yyyymmdd, and logical fields are written as T or F. The end-of-file mark is 1A hex or CHR(26). DELIMITED specifies the output file type as a delimited ASCII file. The file is given the .txt extension. Records are variable length, each separated by a carriage return/line feed. Fields are variable length and separated by commas. Character fields are enclosed in delimiters (the double quote mark). Leading and trailing spaces for numeric and character fields are truncated, date fields are written in the form yyyymmdd, and logical fields are written as T or F. The end-of-file mark is 1A hex or CHR(26). dBase-> specifies the output type as a dBase III compatible file. The file name is give the .dbf extension. Page - 61 Inventory Interface Version 7 User's Guide CUSTOMIZATION OPTIONS Inventory Interface Customization Options faxing of po's directly from application additional database fields optional database formats custom statistics barcodes network version password protection multiple supplier/cost information for each inventory item distribution requirements (multiple locations) planning master program custom point of sale interface read sales data from down loading cash registers etc. If you require any of the above options, or any other customization options, we will be glad to tune the program to your needs at our standard hourly rate. Please call for a quotation. Page - 62