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MANUAL.DOC
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1996-10-24
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Library Hire ver 2.0
~~~~~~~~~~~~~~~~~~~~
Copyright (c) 1996 Douglas Marko Yobe
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
INTRODUCTION
~~~~~~~~~~~~
Library Hire is a rental management system for use mainly
by organisations that rent out books, films, compact
disks, audio and video cassettes.
Management reports available make it easier to delegate
and control.
INSTALLATION
~~~~~~~~~~~~
Operating System Configuration
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Config.Sys
~~~~~~~~~~
Your Config.Sys file must contain the statements:
"Files = 255" and "Buffers = 15"
Autoexec.Bat
~~~~~~~~~~~~
If you are going to run LibrHire from a directory
other than the one you installed it on, modify you
PATH statement so that it includes the directory you
have installed LibrHire.
System Requirements
~~~~~~~~~~~~~~~~~~~
IBM compatible computer with a 386 or better processor,
minimum of 4MB RAM, 3 MB Hard Disk to install the
software and another 8 MB Hard Disk for the Virtual
Memory Manager (configurable).
Monochrome, CGA, EGA, or VGA monitor
DOS 3.3x or higher
Specifications
~~~~~~~~~~~~~~
65 000 stock items
65 000 stock categories
65 000 customers
N.B. The amount of available memory may impose a lower
limit.
RUNNING LIBRARY HIRE
~~~~~~~~~~~~~~~~~~~~
Type LIBRHIRE to start program.
HELP
~~~~
Press F1 to get context sensitive help. You can also
access the help file by pressing ALT + H at the main menu
or clicking on the Help menu
Setting Up LibrHire
~~~~~~~~~~~~~~~~~~~
1) Select Housekeeping Menu
a) Enter Company Information
b) Enter Hire Defaults
2) Select Files Menu
a) Select Library Maintenance Menu
i) Enter Category Details
ii) Enter Stock Item Details
b) Select Customer Maintenance Menu
i) Enter Customer Details
LIBRARY HIRE MENUS
~~~~~~~~~~~~~~~~~~
FILES MENU
~~~~~~~~~~
Customer Maintenance
~~~~~~~~~~~~~~~~~~~~
Customer Maintenance (Hot Key F6)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
To add new customers, simply type over the new
customer code, press TAB to move to the NAME field
and enter details. When the systems senses a new
customer code, all the other fields will be blanked.
To modify a customer's details, mouse click on the
down arrow button on the customer code field, or
press ALT and DOWN ARROW keys simultaneously.
Typing the customer code will cause the list to
scroll until you have the correct code highlighted.
Press ENTER to complete and then TAB to move to the
NAME field and modify, or TAB again to any other
field you intend to modify.
Complete your entries by TABbing to the ACCEPT
button, or press ALT and A letters simultaneously,
and then press ENTER.
Subscription Renewals (Hot Key F8)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Select customer code as mentioned above.
Highlight the subscription renewal type by either
TABbing or pressing the ALT and the highlighted
renewal type key simultaneously.
Complete your selection by pressing ALT and A keys,
or TABbing to the ACCEPT option, and then pressing
ENTER. The system will highlight the option to
Print the Receipt. Press ENTER to print, or TAB to
any other option if you do not wish to print the
Subscription Renewal Receipt.
Library Maintenance
~~~~~~~~~~~~~~~~~~~
Stock Maintenance
~~~~~~~~~~~~~~~~~
Stocks Maintenance
~~~~~~~~~~~~~~~~~~
1) Enter/Modify Stock Item Details
Enter a new stock code by simply typing over an
existing selection, and then TAB to the TITLE
field. When the system senses a new code has
been entered, the TITLE field and all other
fields will be blanked. Enter all the other
fields and then complete your selection by
TABbing to the ACCEPT option to register, or
highlight and press ENTER on any other option.
Modifying an existing stock code by selecting
it using the method mentioned above.
2) Copy Stock Item Details
You can copy the details of one stock item to
the other - useful where you have got more than
one copy of a popular title. You would enter
the details in one stock item, and then copy
the same details to one or more stock items.
a) Select the stock item as per above.
b) Press ALT + Y or click on the COPY DETAILS
pushbutton.
c) You will be presented with another screen
where you are prompted to enter the new
stock id - enter an id that is not already
on file, otherwise an error message will
be generated if you enter one that is
already on file.
Category Maintenance
~~~~~~~~~~~~~~~~~~~~
Enter a new category code by simply typing over the
existing selection. TAB to the DESCRIPTION field to
enter the description, then ACCEPT to record your
changes.
Modify an existing category's description by
selecting it by clicking on the right arrow or
pressing ALT and DOWN ARROW keys simultaneously,
then type the category code. TAB to the DESCRIPTION
field and enter the description.
External Stocks Maintenance
~~~~~~~~~~~~~~~~~~~~~~~~~~~
You can export your stock item details to an external
file LibrExp.Exp which you can then use to import the
details into another branch. This is handy say when you
have a centralised distribution point, you only enter the
details once and export them for distribution to your
branches where they do not have to reinput.
When you import your stock item details at the other
branch, LibrHire will only import details for stock id's
that are not already in that branch's library database,
thus avoiding duplication of stock id's.
Exporting and importing stock item details can be quite
useful where you want to synchronise the stocks in your
outlets.
1) Exporting Stock Item Details
a) Press ALT + S to bring up screen to select
stock item details you want to export.
Select the items you want to export details
for. You can quickly select an item if you know
its Stock Id by pressing ALT + I and then
entering the Id.
You can also press ALT + down arrow key for a
list of id's, and then type first unique
characters for an incremental search.
To access the browse table, click on the BROWSE
TABLE pushbutton, or press ALT + B. You can
then use the Up or Down arrow keys, and PgUp or
PgDn keys to navigate upwards or downwards.
b) After your selection, export the selected stock
item details by pressing ALT + E or clicking on
the EXPORT STOCK ITEMS pushbutton.
Details for the selected stock items will be
exported to file LibrExp.Exp. If this file
already exists, you will be warned
appropriately before it is overwritten.
2) Importing Stock Item Details
File LibrExp.Exp must be located in the current
directory of LibrHire for this function to work. If
LibrHire cannot find it an error message will be
displayed to this effect, and import will be
aborted.
Import stock item details from file LibrExp.Exp by
pressing ALT + I, or clicking on the IMPORT STOCK
ITEM DETAILS pushbutton.
Exit
~~~~
Press hot keys ALT + F4 keys simultaneously from
anywhere on the main menu, or ALT + X keys on the
FILE MENU to exit.
TRANSACTIONS MENU
~~~~~~~~~~~~~~~~~
Library Issues (Hot Key F3)
~~~~~~~~~~~~~~~~~~~~~~~~~~~
1) Select customer code by pressing ALT + C, and
then ALT + down arrow key and type in first
unique characters for an incremental searach.
If you do not know the customer's code,
LibrHire can search for a name that sounds like
your search query. For example, a search for
"dagls" will yield search results with names
like "Daglas","Douglas","Dagilas", and so
forth. You can then browse through the search
results and select an exact match.
Customer Name Search
a) Press ALT + N, or click on CUSTOMER NAME
SEARCH pushbutton with the left mouse
button.
b) Press ALT + N on the search screen to
enter the name you want to search for,
minimum six characters.
c) Press ALT + S to search for the given
string.
d) If any matches are found that sound like
your search query, a browse table will be
presented on the screen with the search
results. Use the up or down arro keys,
PgUp or PgDn keys to highlight the exact
match, and click on the ACCEPT pushbutton,
or press ALT + A
2) Contract Type
TAB or highlight the contract type.
3) Stock Id Code
TAB to highlight the stock code item list.
Select stock code by pressing ALT + down arrow
key, and then typing first unique characters
for an incremental search.
4) Due Date
TAB to the DUE DATE field. If you want to
assign a return date different to the default
date supplied, use UP or DOWN arrow keys to
scroll, click on the UP or DOWN arrow key, or
enter the return date using the keyboard.
5) Accept
TAB to ACCEPT option, or press ALT + A, or
click on pushbutton to accept entry.
The system takes you back to the stock code
item list for you to repeat the process for any
additional stock items for this customer.
When you have finished entering all the stock
items for one customer, you can choose to Print
The Issues Invoice. A customer and file
copy invoice will be printed.
6) Print Invoice
You can optionally print an invoice for the
item(s) you have issued to the currently
selected customer.
Make sure your printer is online. Press ALT +
P or click on the PRINT INVOICE pushbutton.
7) Reprint Last Invoice
You can reprint the last invoice that was
printed, this is ideal if say the last invoice
was jammed in the printer.
Press ALT + L, or click on the REPRINT LAST
INVOICE pushbutton.
8) View Issues
You can view the issues made to the currently
selected customer for that day.
Press ALT + V, or click on the VIEW ISSUES
pushbutton.
Library Returns (Hot Key F4)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Choose stock code of item being returned from the
available list.
If an item is overdue, the system sounds a warning
bell and a warning message will be printed on the
screen.
TAB or select ACCEPT option by pressing ALT + A keys
simultaneously and then enter.
The system will go back to the stock item list for
you to register any additional stock returns from
the same customer.
When you have finished entering all stock returns
for one customer, you can Print the Receipt.
REPORTS
~~~~~~~
Top 20 Selling List
~~~~~~~~~~~~~~~~~~~
Select the range of the period you wish to print by
entering the dates on the START and END fields. You
may use the UP or DOWN arrow keys, or click on the
UP or DOWN arrow keys to spin values.
Issues Invoice Audit Trail
~~~~~~~~~~~~~~~~~~~~~~~~~~
Select the range of the period you wish to print by
entering the dates on the START and END fields. You
may use the UP or DOWN arrow keys, or click on the
UP or DOWN arrow keys to spin values.
Stock Returns Receipts Audit Trail
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Select the range of the period you wish to print by
entering the dates on the START and END fields. You
may use the UP or DOWN arrow keys, or click on the
UP or DOWN arrow keys to spin values.
Subscriptions Renewal Receipts Audit Trail
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Select the range of the period you wish to print by
entering the dates on the START and END fields. You
may use the UP or DOWN arrow keys, or click on the
UP or DOWN arrow keys to spin values.
Overdue Stock Returns Report
~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Select the range of the period you wish to print by
entering the dates on the START and END fields. You
may use the UP or DOWN arrow keys, or click on the
UP or DOWN arrow keys to spin values.
Labels
~~~~~~
You can design and print labels from your customer
and stock item files.
1) Designing Stock Labels
a) Enter label name if new, else select from
available list to modify.
b) Enter description
c) Enter number of labels across the page
d) Enter number of rows (lines down)
e) Enter the row and column positions WITHIN
the label to print the Stock Id
f) Enter the row and column positions WITHIN
the label to print the stock Title
g) Enter the row and column positions WITHIN
the label to print the Author name
h) Enter any descriptive text you wish, and
the row and column positions WITHIN the
label. Descriptive text is printed on
each and every label, and might be used to
describe the fields being printed, or
maybe your company name.
i) You can optionally change the printer
pitch for each label. Press ALT + P to
highlight, and the press SPACE to scroll
through options Pica, Elite and
Compressed. The setting you choice
affects only the current label and not
your global settings pitch, which are
preserved.
j) You can test the alignment of your labels.
LibrHire with prints "xxx"'s where text
would normally be printed on the live run,
the descriptive text as it will appear on
the labels.
2) Designing Customer Labels
a) Enter Label Name if new, or press ALT +
Down arrow key to bring up list of
available names, then type in first few
unique characters for incremental search.
b) Enter or modify label description.
c) Select/deselect the field you want to
print by pressing ALT + the highlighted
key of the field you want to
select/deselect, and then press SPACE bar
to toggle option ("X" print field, " " do
not print field).
d) Enter the row and column positions to
print the fields on the labels.
e) You can also enter any text that you want
printed on the labels. This is fixed text
which you can use as to describe some
fields, for example you may want to print
"Expiry Date:" before the subs_expiry
field.
f) Enter the number of labels across the
page.
g) Enter the number of rows (lines down) of
each label.
h) Enter the label width in print positions.
i) You can also change the printer pitch of
each label by pressing ALT + P, and then
pressing SPACE to toggle through options
Pica, Elite and Compressed. The selection
you make here does not affect your global
printer options, which are preserved.
3) Printing Labels
a) Select the predefined label name you want
to use to print labels.
b) Select the items you want to print labels
for. You can quickly select an item if you
know its Stock or Customer Id by pressing
ALT + I and then entering the Id.
You can also press ALT + down arrow key
for a list of id's, and then type first
unique characters for an incremental
search.
To access the browse table, click on the
BROWSE TABLE pushbutton, or press ALT + B.
You can then use the Up or Down arrow
keys, and PgUp or PgDn keys to navigate
upwards or downwards.
c) Make a final test of the alignment of your
labels by running TEST PRINT.
SEARCH
~~~~~~
Subscriber's Library Database Search
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
This provides a means for subscribers to search the
library database without the assistance of the
libararian. One or more workstations can be
situated in the library room and an authorised
person would login to the system and access this
menu.
Because subscribers should not normally be allowed
access to the other LibrHire functions, LibrHire
will logout once one exists from this function, and
only an authorised person can then login again.
1) Press ALT + S to call up the search screen.
2) Select the search option by using the up or
down arrow keys to highlight either Title,
Author or Review. You can also quickly select
the desired option by pressing ALT + the
highlighted key, or click with the left mouse
button.
3) Press TAB, or ALT + S, to enter the search
string.
4) If a record has been found that meets your
search criteria, the details will be displayed
on another screen. You can further search for
the next occurance on this screen by pressing
ALT + S or click on the SEARCH NEXT pushbutton.
You can also view the Review by pressing ALT +
R or click on the VIEW REVIEW pushbutton.
If no record was found that meets your search
criteria, a message will be displayed to that
effect.
Librarian's Library Database Search (Hot Key F2)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Librarian's Library Database Search should be
restricted to authorised personnel only. If in
doubt use the Subscriber's Library Database Search
as mentioned above.
1) Press ALT + L to call up the search screen.
2) Select the search option by using the up or
down arrow keys to highlight either Title,
Author or Review. You can also quickly select
the desired option by pressing ALT + the
highlighted key, or click with the left mouse
button.
3) Press TAB, or ALT + S, to enter the search
string.
4) If a record has been found that meets your
search criteria, the details will be displayed
on another screen. You can further search for
the next occurance on this screen by pressing
ALT + S or click on the SEARCH NEXT pushbutton.
You can also view the Review by pressing ALT +
R or click on the VIEW REVIEW pushbutton.
If no record was found that meets your search
criteria, a message will be displayed to that
effect.
HOUSEKEEPING
~~~~~~~~~~~~
Company Information
~~~~~~~~~~~~~~~~~~~
Enter details of your organisation. The company
name will be printed on your reports, receipts and
invoices.
Hire Defaults
~~~~~~~~~~~~~
Enter the default hire values. The information you
enter on this screen will be used by the system to
process the various tasks.
1) Days Due Back
Enter the default number of days the stock item
is normally due back.
2) Casual Hire Fee
Enter the amount charged to casual hirers.
3) Late Penalty Fee
Enter the amount charged for delaying to return
the stock item.
4) Sales Tax Rate
If you charge sales tax for your services,
enter the sales tax rate , like 25.00 for 25%
5) Contract Hire Rate
This version of LibrHire provides for six
contract hire rates. This provides for an
allowance for quantity discounts. You might
wish to charge 10.00 for 10 stock items on the
1st rate, 20.00 for 22 stock items on the 2nd
rate, 30.00 for 33 stock items on the 3rd rate,
and so forth, thus providing for a discount on
a sliding scale.
6) Fixed Term Contract
If your organisation charges membership on a
fixed term contract basis, choose this option.
1) Enter the number of days per term, say 365
days for an annual term, or 30 days for a
monthly term.
2) Enter the amount charged per term.
Delete Old Transactions
~~~~~~~~~~~~~~~~~~~~~~~
You can delete transactions that are more than 90
days old.
Select the type of transactions you want to delete
by pressing ALT + the highlighted key of the
transaction type, or click with the left mouse
button. Press SPACE to toggle option ON or OFF, "X"
= ON, " " = OFF, and then press ALT + L or click on
DELETE to delete.
Global Options
~~~~~~~~~~~~~~
Set the global options for LibrHire.
1) Date Format
Enter the date format for your country. Use UP
or DOWN arrow keys to select and then press
ENTER to confirm.
2) Printer Driver
Select the printer driver for the printer
attached to your computer. An incorrect
printer driver might cause your printer to
ignore your printer settings, like compressed
print.
3) Printer Pitch
Select the global printer pitch by pressing
SPACE bar to scroll through options Pica, Elite
and Compressed.
4) Page Length
Enter the page length in print lines by
entering a numeric value or using the UP or
DOWN arrow keys to spin values, or clicking on
the arrows to spin value.