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Track-It 3.02 Track-It 3.02 User Manual _______ ____|__ | (R) --| | |------------------- | ____|__ | Association of | | |_| Shareware |__| o | Professionals -----| | |--------------------- |___|___| MEMBER Track-It 3.02 An Inventory control/Point of sale system Copyright (c) Millennium Software 1991-1993 All rights reserved worldwide. Millennium Software PO Box 2209 Dublin, CA 94568 Terry Swiers, Author Voice (510)828-5892 BBS (510)828-4153 CompuServe 72560,2466 Track-It 3.02 Introduction ..................................... 4 License Agreement ................................ 4 About Track-It ................................... 5 Ombudsman Statement .............................. 6 Authenticity ..................................... 6 How to Contact Millennium Software ............... 6 Why Register? .................................... 7 How to Register .................................. 8 Hardware and Software Requirements ............... 9 What's New ....................................... 10 Installation ..................................... 11 Installing on a Network ..................... 11 First Time Shareware Installation ........... 12 Installing a Registered Copy ................ 13 Installing an Upgrade ....................... 14 Converting 2.x data ......................... 14 General Notes about Track-It ..................... 15 Getting Started .................................. 17 Command Line Options ........................ 17 Adding Existing Inventory ................... 17 Adding Existing Serialized Inventory ........ 19 Program Customization ............................ 20 Printer Output ................................... 20 Opening Menu ..................................... 20 Sales Functions .................................. 21 Invoice ..................................... 21 Order Entry ................................. 24 Edit Order .................................. 27 Reprint Invoice ............................. 28 Returns ..................................... 28 Ship Order .................................. 29 View Invoice ................................ 31 Edit Invoice ................................ 31 Invoice Payment ............................. 32 Inventory Functions .............................. 32 Track-It 3.02 Clone ....................................... 32 Edit / New .................................. 33 Delete ...................................... 34 Merge ....................................... 35 Query ....................................... 35 Rename ...................................... 36 Edit Serial Number .......................... 37 Undelete .................................... 38 Purchase Order Functions ......................... 39 Create ...................................... 39 Direct Receiving ............................ 40 Edit ........................................ 41 Print ....................................... 42 Receive ..................................... 43 View ........................................ 44 Vendor Functions ................................. 45 Add ......................................... 45 Edit ........................................ 46 Delete ...................................... 46 Customer Functions ............................... 47 Add ......................................... 47 Edit ........................................ 48 Merge ....................................... 49 Undelete .................................... 49 Reports .......................................... 50 Customer Reports ............................ 50 Account Status ......................... 50 Customer Lists ......................... 51 Purchases .............................. 51 Statement Processing ................... 52 Summary Purchases ...................... 52 Export ................................. 53 Zip Code Count ......................... 53 Inventory Reports ........................... 54 Stock Report by Code ................... 54 Overstock Report ....................... 54 Price List ............................. 55 Reorder Report ......................... 55 Serialized Stock Report ................ 56 Selective Stock Report ................. 56 Query Report ........................... 56 Order Entry Reports ......................... 57 Outstanding Orders ..................... 57 Summary / Detailed Order History ....... 57 Reprint Order .......................... 58 Purchase Order Reports ...................... 59 Backorder Report ....................... 59 Track-It 3.02 Summary / Detailed Purchase History .... 59 Reprint P.O. ........................... 60 Sales Reports ............................... 61 Summary Daily Sales .................... 61 Invoice Balance ........................ 61 Custom Sales Report .................... 62 Daily Sales ............................ 63 Invoice Report ......................... 63 Month to Date Sales .................... 64 Summary Month to Date .................. 65 Custom Summary Sales.................... 65 Reprint Invoice ........................ 65 Vendor Reports .............................. 66 Options .......................................... 66 Batch Operations ............................ 66 Backup Functions ............................ 67 Backup ................................. 67 Restore ................................ 67 Customization ............................... 68 Company Information .................... 68 Disclaimer Lines ....................... 69 Printer Setup .......................... 69 Customer Printer Setup ................. 70 Data Location ............................... 72 File Viewer ................................. 72 Purge History ............................... 73 Number Sequence ............................. 73 Verify Indexes .............................. 73 Summary .......................................... 74 Track-It 3.02 Introduction Track-It is an easy to use inventory control/point of sale package intended for the business that desires complete control over stock levels and sales tracking. Here are just some of its features: * Provides serialized and non-serialized stock tracking * Point of sale invoicing (sales and returns) * Purchase Orders * Order entry * Systemized processing of customer orders * Automatic stock adjustments * Detailed and summary sales reports * Reorder and overstock reports * Partial searches for stock codes, customers, ... * Supports Canadian and Zip+4 zip codes * Full mouse support * Network and multi-user compatible * B-Tree style indexing for fast data retrieval * Context sensitive, cross referenced, on-line help This package of Track-It is a complete functional copy of version 3.x. Use of this copy of track it is authorized for the sole purpose of evaluation for a period of no more than 30 days, after which continued use without registration constitutes a violation of the software license. This package IS PROTECTED against unauthorized LONG TERM use beyond the evaluation period. License Agreement This copy of Track-It is NOT "Public Domain" and it is NOT "Freeware". Track-It is a copyrighted software product developed and owned by Millennium Software. Millennium Software grants you without charge the right to reproduce, distribute and use copies of this shareware version of Track-It, subject to the limitations specified below, and on the express condition that you do not receive any payment, commercial benefit, or other consideration for such reproduction or distribution, or change this license agreement or the following copyright notice which appears in the software, documentation, user interface, menus and magnetic media: (C) Copyright 1991, 1993 Millennium Software. All rights reserved worldwide. Limitations: You may make and keep one (1)back-up copy of this software for your personal use, provided that you copy all the copyright, trademark, and other information indicated on the initial screen display or on the diskette label onto your backup 4 Track-It 3.02 diskette label. You may also distribute copies of the shareware version to other persons, but solely for their evaluation (i.e., to decide whether to continue using the product and therefore register) and solely for evaluation by such other persons during that thirty (30) day period. No non-shareware copy of Track-It may ever be distributed. Track-It must NOT be sold or otherwise provided as part of a larger system, or as a part of a more inclusive product or service, without express written consent and licensing from Millennium Software. Use of the program is limited to 5 individual systems at one location at any time. The rights to receive any such financial or other benefit, and to modify the product or employ its components in any kind of derivative work, are reserved exclusively by Millennium Software. THIS PRODUCT IS LICENSED "AS IS" WITHOUT ANY WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, PERFORMANCE, OR OTHERWISE; ALL WARRANTIES ARE EXPRESSLY DISCLAIMED. BY USING THE TRACK-IT PRODUCT, YOU AGREE THAT NEITHER MILLENNIUM SOFTWARE NOR ANY OFFICERS, DIRECTORS, EMPLOYEES, SHAREHOLDERS, AFFILIATES, OWNERS, OR OTHER RELATED PARTIES WILL BE LIABLE TO YOU OR ANY THIRD PARTY FOR ANY USE OF (OR INABILITY TO USE) OR PERFORMANCE OF THIS PRODUCT, OR FOR ANY DAMAGES, WHATSOEVER WHETHER BASED ON CONTRACT, TORT OR OTHERWISE. EVEN IF WE ARE NOTIFIED OF SUCH POSSIBILITY IN ADVANCE. (SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THE FOREGOING LIMITATION MAY NOT APPLY TO YOU.) You may not reverse-engineer, disassemble, modify, decompile or create derivative works of the product. You acknowledge that the product includes certain trade secrets and confidential information, all of which is the copyrighted property of Millennium Software. All rights are reserved worldwide. IBM, PC, XT, AT, PS/2 and Personal System/2 are registered trademarks of IBM Corporation. Borland C++ is a registered trademarks of Borland International, Inc. Wordstar is a registered trademark of MicroPro International Corporation, Desqview 386 is a registered trademark of Quarterdeck Office Systems, Windows is a registered trademark of Microsoft Corporation. About Track-It The Track-It 3.x program package was written entirely with Borland C++ and application frameworks. Only because of the outstanding technical support provided by Borland International was Track-It made possible, and we express much gratitude to the technical support personnel for their assistance. This manual was written using Wordstar professional version 5 Track-It 3.02 6.0. Ombudsman Statement This program is produced by a member of the Association of Shareware Professionals (ASP). ASP wants to make sure that the shareware principle works for you. If you are unable to resolve a shareware related problem with an ASP member by contacting the member directly, ASP may be able to help. The ASP Ombudsman can help you resolve a dispute or problem with an ASP member, but does not provide technical support for members' products. Please write to the ASP Ombudsman at 545 Grover Road, Muskegon, MI 49442 or send a CompuServe message via CompuServe Mail to ASP Ombudsman 70007,3536. Authenticity The Track-It package is distributed through shareware as a single compressed file created with PKZip which provides a method of verifying that the original compressed files have not been modified. If when decompressed, any files do not have the -AV authenticity verification tag or PKUnzip indicates that the zip file has been tampered with, please obtain another copy of Track- It for evaluation. This means of verifying the authenticity of the program has been implemented to reduce the possibility of a virus infecting your system, ensure that you receive the entire Track-It package, and are not getting any files that have been added by someone other than Millennium Software. How to Contact Millennium Software You can reach Millennium Software for additional information or technical support at (510) 828-5892 or at the following address: Millennium Software P.O. Box 2209 Dublin, CA. 94568 You can also contact Millennium Software through Compuserve. Our E-Mail box number is 72560,2466. If you are not a Compuserve subscriber, but would still like to contact Millennium Software via electronic means, you can call our own bulletin board at (510) 828-4153. Set your modem to N-8- 1, and dial in at any speed up to 14400 baud. The latest revision of Track-It will always be available on our BBS as TRKIT###.ZIP where ### is the version number. Address all mail on our BBS regarding Track-It to the Sysop 6 Track-It 3.02 under the Track-It technical support message section. You will also need a copy of the PKZip package version 2.04 to decompress the package which is also available via our BBS as PKZ204G.EXE. Please feel free to contribute your ideas regarding desired additional product features and functionality through any of the above methods of contacting Millennium Software. Even if you do not choose to register Track-It, your opinions would be greatly appreciated. Track-It version 3.xx has been in use and testing since September 1992. All attempts have been made to produce a bug free program, but some things just never show up on the programmers system. If you find a bug in Track-It, please contact Millennium Software and report the problem. When reporting a bug or problem, please supply the contents of your CONFIG.SYS and AUTOEXEC.BAT files, along with the type of system, (8088, 80286, 80386...), you are using, your DOS version, as well as steps to reproduce the problem. Why Register? Registering this software financially supports the author of Track-It, and encourages the enhancement of existing software, and the development of additional packages and features. Many authors of software distributed in the shareware fashion rely heavily on the registration of their software for their livelihood. Many countless hours of work have gone into the development and testing of this product to provide you with a high quality product at a cost far less than that of general market software. By supporting the authors of shareware software, you not only support the author, you also keep the shareware method or distribution alive. Shareware is one of the few methods of distribution that let the user try the software without any risk. If you like the software, register it. If you do not like the software and you do not use the package, you are out nothing but the time you spent evaluating the package. Registration also benefits you the user by allowing Millennium Software to notify you of product fixes, upgrades, and new products, or any changes in Millennium Software's address or phone number. It also entitles you to technical support if needed. If you do not register, how will Millennium Software be able to contact you, and if the author is not compensated for his or her time and effort, why bother writing the software? If you find that this package satisfies your needs and you intend to use the software beyond the evaluation period, please help yourself and support the author by registering. 7 Track-It 3.02 Millennium Software also has a commission program for registered users. When you register, you will receive TWO copies of Track-It. The first is your registered copy with your personalized serial number. You MAY NOT distribute the registered copy of Track-It, either in part or whole, in any manner. This copy is for your use only. The second copy is a shareware version of Track-It with your registered serial number included in the software. Reproduce as many copies of the shareware copy as you wish and distribute them at will through any legal manner you choose. For every shareware copy of the software that is registered with your serial number, you will receive a check from Millennium Software in the amount of $15.00. This is our way of saying thank you for helping us distribute our software. No commissions will be paid on registrations of registered copies of Track-It. Commissions will be calculated and mailed the third week of each yearly quarter. How to Register Visa and Mastercard orders can be made by phone by calling Millennium Software at (510) 828-5892. Please have the version and serial number available from the copy that you are registering. To retrieve the version and serial number, press the F3 key from any menu. To register by mail, print the file REGISTER.FRM, fill out the form in its entirety, and mail the form to Millennium Software along with the registration fee. To print REGISTER.FRM change to the directory that you have placed Track-It and type: COPY REGISTER.FRM PRN<ret> The name that you wish to register under can be either a personal or company name. If a company name is used for registration, please include an individuals name for Millennium Software to ask for when contacting your organization. The phone number should be a number where you may be reached between 9am and 5pm pacific time. Shortly after receiving the order, Millennium Software will contact you to confirm your order. Next, you need to get the serial number from the copy that you are registering. To do this, press the F3 key from any menu. Write the version and serial number down on the line provided. The registration fee for Track-It version 3.0x is $149.00, 8 Track-It 3.02 plus any applicable sales tax and $5.00 shipping and handling, payable to Millennium Software in the form of a check, cashiers check, or money order, Visa, or Mastercard. For your protection, please do not send cash. Included in the registration fee is a complete registered copy of Track-It 3.xx, a shareware copy of Track-It 3.0x with your serial number for your distribution, free technical support, free minor upgrades, notification of new and updated products, a substantially reduced price for major upgrades,and a license to operate Track-It on up to 5 systems at one location at any one time. Please contact Millennium Software regarding licensing for operation on more that 5 systems, site licenses, or quantity discounts. All orders are shipped as soon as possible, but please allow 3 to 4 weeks for delivery. Hardware and Software Requirements Track it was designed to run on the IBM PC family of computers including the XT, AT, the PS/2 series, and IBM compatibles. It is recommended that Track-It be operated on an 80286 class system or higher simply for the consideration of speed. DOS 3.0 or higher is required, and at least 460K of available RAM after DOS and any TSR programs. Track-It is fully compatible with DOS 5.0. Track-It requires the presence of SHARE.EXE or it's equivalent to safely provide multi-user access. Track-It will operate on any system with an 80 column monitor in either color or monochrome. A Hard disk with at least 2 Megabytes of free space is required. As additional information is added, more drive space may be required. At least 384K of disk caching is highly recommended to increase program throughput. Some reports generated by Track-It are disk intensive, and the presence of disk caching can greatly increase the speed of the reports, as well as reduce wear and tear on your hard drive. If you do not currently have any disk caching software, check with your local shareware distributor or contact Millennium Software about how to acquire a disk caching package. Track-It does not require an 80x87 math co-processor chip. All header information for all reports and Invoices are printed by Track-It. This allows the use of two or three part blank carbonless paper to be used for invoices. Plain invoices 9 Track-It 3.02 may not be the most elegant invoices ever seen, but they are usually very easy to read and cost less than a tenth the cost of printed invoices. The company information at the top of the invoices can be omitted upon request of the user. All reports and printouts are designed for 8.5x11 inch continuous feed computer paper, or 8.5x11 cut sheets. Track-It has been tested for proper operation with many TSR programs including several disk caching packages, Sidekick, Sidekick Plus, and several Expanded memory managers. Track-It has also been tested under Windows 3.0, 3.1, and Desqview 386 without any problems. If you have a problem running Track-It with a TSR or another type of program, please contact Millennium Software. What's New Version 3.0x of Track-It has added several functions to make the package more complete as well as enhancing the performance of existing functions. Some of the changes from Track-It version 2.x are as follows: The Track-It user interface has been completely reworked to provide a consistent look and feel throughout the entire program. The new interface now includes full mouse support, push button controls, movable windows, and context sensitive help. Track-It is now fully multi-user through the use of record level locks. Track-It now directly supports Netware, PC Lan, Lan Manager, and Banyan Vines networks. Track-It will operate on other networks, but requires the presence of Share to provide locking capabilities. Partial searches for stock codes are now available. Thus you do not need to know the exact stock code that you wish to search for, just enter in as much as you know and pick from the list provided. B-Tree style indexing has been incorporated into Track-It to significantly reduce the time required to retrieve data. The addition of a printable pick list for filling of customer orders speeds up order processing. The ability to override the systemized order allocation allows high priority orders to be filled ahead of their chronological order. The ability to merge and clone stock codes provides greater flexibility and control over your stock codes. Track-It now has the ability to view completed invoices without the need to print a hardcopy. Track-It now allows you to print reports to disk, and provides a file viewer to view small reports. A new option has been installed to allow the user to select rounding to two or three decimal points for stock code prices and 10 Track-It 3.02 costs. This allows for pricing of items that are priced or cost less than a penny. Installation Before you continue any further into the installation of the program, stop and make backups of you original diskettes. It is also recommended that the entire manual be read prior to the installation and use of the Track-It package. If you have existing serialized inventory that you wish to enter into the system, it is essential that you read the sections concerning purchase order creation and receiving prior to the installation. If you received this copy of Track-It from either a bulletin board, Compuserve, or a shareware distributor, the following installation procedure may not work. In general, installing a copy received from a bulletin board involves simply copying the compressed distribution files to the directory in which you wish to place Track-It and decompressing the distribution files using the correct decompression utility. Contact your shareware distributor or the bulletin board system operator if you have any questions regarding the correct decompression utility to use. WARNING: If you are already using any version of Track-It below 3.x and you wish to preserve any data that already exists, you MUST install the new copy of Track-It as an upgrade. If you do not wish to use the existing data, you must delete all *.DAT files prior to using the new version or data corruption will occur because of different data formats. Minor upgrades to any 3.x version of Track-It does not require any data conversion. To reduce the size of the shareware distribution file, the program required to convert data from version 2.x to version 3.x is not included in the general distribution file, but available directly from Millennium Software. Please contact Millennium Software by any of the means above to obtain the conversion program. The conversion program is available on our BBS as CVT2X-3X.ZIP. Installing on a Network The installation procedure for installing Track-It on a network is identical to that of installing Track-It on a standalone system with only minor differences. Follow the instructions for the type of installation that you are performing while keeping the following information in mind. If you are not installing Track-It on a network, please skip this section. Because Track-It is a heavily overlaid software package, it is required that Track-It be installed on each system attached to 11 Track-It 3.02 the network and set up to access shared data on a network drive. This will reduce the traffic across the network when Track-It has to retrieve overlays. Track-It also stores printer setup information in the same directory as the program itself. Thus by installing the program on a network drive, only one printer configuration is available. Installing Track-It on each system attached to the network is the only method of installation that will allow individual printer setups for each system. Track-It requires the presence of DOS 3.x file locking capabilities to correctly manage multiple users simultaneously accessing data. To facilitate this requirement, Track-It detects and uses the file locking capabilities of Netware, PC Lan, Lan Manager, and Banyan Vines networks. If you are currently operating a network other than those listed above, and intend to allow multiple users simultaneous access to the data, you must load SHARE.EXE prior to using Track-It. Failure to provide file locking services for Track-It may result in the loss of data. To load SHARE, simply type 'SHARE' (without the quotes) on the DOS command line and press enter. If SHARE.EXE is present, you will see the words 'share installed' on the screen. It would be a good idea to modify your AUTOEXEC.BAT file to load SHARE each time the system is started to ensure that SHARE is loaded. If you do not, SHARE.EXE is not present or is located somewhere on your drive that is not in your path statement. Please locate SHARE.EXE and load it prior to using Track-It. If you are running a network other than those listed above, and wish to determine if your network software provides file locking services, contact Millennium Software to obtain a copy of Locktest. Locktest will determine if file locking services are available on your network. If locking services are available, you can eliminate the use of SHARE and retain the use of the memory that SHARE normally uses. Locktest was not included in the shareware distribution files to reduce the size of the distribution file. First Time Shareware Installation The first time installation of Track-It is a fairly simple process. Because Track-It is distributed by many different sources such as shareware distributors and bulletin boards, the shareware installation instructions are fairly generic. Some shareware distributors may have installed their own batch files to decompress the shareware files into the directory that you create. If the disk that you receive from a shareware indicates that it has its own routine, please follow the instructions included with the diskette to decompress the files. 12 Track-It 3.02 The first step is to change to the drive that you wish to install Track-It. This manual will assume that you are installing Track-It on your C: drive. If you wish to install Track-It on a different drive, simply replace C: with the drive letter that you wish to use. Change to the C: drive by typing: C:<ret> (NOTE: do not type the "<ret>" part of the lines, this simply means press the return or enter key.) Use a utility program or the DOS MD command to create the subdirectory that is to contain Track-It. This can be done using DOS by typing the following: CD\<ret> MD TRACKIT<ret> CD\TRACKIT<ret> Copy all the files from the diskette(s) into the directory from which you wish to operate Track-It. Most shareware distributors will have a batch file to copy and decompress the files into the directory. If the shareware distributor provides a batch file, follow the instructions provided from the distributor. If a batch file is not provided, copy all the files from the diskette(s) by typing the following at the DOS prompt. COPY A:\*.* C:\TRACKIT If there is not a batch file to decompress the files, or you downloaded the file from a BBS, you will need to decompress the files. To do this, you will need a copy of PKUnzip 1.10. If you do not have the PKZip package, contact your shareware distributor or Millennium Software. Type the following at the DOS prompt: PKUNZIP TRACKIT.ZIP<ret> If no error messages appear, then you are ready to run Track-It. Installing a Registered Copy If you are installing a registered copy of Track-It onto a system that was operating a shareware version of Track-It 3.x, the installation process is only a little different. 13 Track-It 3.02 The first and most important step is to make two complete backups of all the data from the previous version of Track-It as well as all of the program files. This will protect your data from any data loss if the installation is unsuccessful for any reason. Change to the drive and directory in which you wish to place the registered copy of Track-It. This is usually the same directory that you have been using. Next, copy all files from the disk(s) supplied by Millennium Software along with the file entitled EXTRACT.BAT. The third and final step is to execute the EXTRACT.BAT batch file to decompress the files. The extraction batch file will automatically take care of removing the old Track-It files, decompression of the new Track-It files, and deletion of the archive files used for distribution. Installing an Upgrade If you are installing a copy of Track-It onto a system that was operating a previous version of Track-It, or an upgrade and installing a registered copy simultaneously, the installation of Track-It 3.x must be performed as an upgrade. The first and most important step is to make two complete backups of all the data from the previous version of Track-It as well as all of the program files. This will protect your data from any data loss if the installation is unsuccessful for any reason. Change to the drive and directory in which you wish to place the registered copy of Track-It. This is usually the same directory that you have been using. Next, copy all the files from the disk(s) supplied by Millennium Software along with the file entitled EXTRACT.BAT. The final step of the software installation is to execute the EXTRACT.BAT batch file to decompress the files. The extraction batch file will automatically take care of removing the old Track-It files, decompression of the new Track-It files, and deletion of the archive files used for distribution. Converting 2.x data At this point, the program portion of the installation of Track-It 3.x should be complete, and only the data conversion 14 Track-It 3.02 remains which consists of three steps that MUST be performed in the following order. The first step in the upgrade process is to execute the program designed to convert the existing data formats from version 2.x to version 3.x. To do this, copy CVT2X-3X.EXE to the directory that contains the Track-It 2.x data. Execute CVT2X-3X.EXE by typing CVT2X-3X at the DOS prompt. This conversion can take an extended period of time, ranging from seconds to an hour depending on the amount of data, the speed of your system, and the presence of any disk caching. After the conversion process is complete, CVT2X-3X.EXE can be deleted from the system as it is no longer needed. The second step is to index all of the data using the actual Track-It program. Start Track-It by typing TRACKIT at the DOS prompt. After Track-It starts, press enter or the Esc key to remove the program information window. Press Alt-O to bring up the options menu, and press enter to select batch processing. After being presented with the batch processing window, deselect the two report functions from the list of batch functions that will be executed. Use the tab key to highlight the reports section, and the space bar to toggle the report selections. Press enter when this is done. Track-It will automatically create and update indexes for all data. This will take about 4 times as long as conversion of the data. Track-It will return you to the main menu after completion. After the status windows disappear and Track-It is idle, press and hold the control key and tap the F8 function key. This will initiate a non-menu function that updates the invoice balances. This function is not available from a menu as it is only used once during the data conversion process. After the status window disappears, all your data has been successfully converted from version 2.x to 3.x. All reports and data will be available. General notes about Track-It: Pressing the Esc key will cause the currently displayed window to close as if you had pressed the cancel button. Closing a window usually backs you out to the parent window, and allows you to continue from where you were before opening the window. However, in some instances such as the invoicing function, Esc exits to the menu rather than stepping backwards. 15 Track-It 3.02 If you are entering data into a screen with multiple data fields available for edit, pressing the Enter key accepts all the fields as being correct and allows the program to move forward. Pressing the enter key generally has the same effect as pressing the OK button. When editing multiple fields, use the tab key to move forward through the fields, or shift-tab to move backwards through the fields. Track-It uses check boxes to indicate true or false. A check box is two brackets separated by a space. A checkbox that looks like [X] is true and [ ] is false. To toggle between true and false, use the tab key to highlight the check box, and then press the space bar. You can also change the state of a checkbox by clicking on it with the mouse. Most fields in a window have a "hot key" to allow quick selection of that field for editing. The highlighted letter of a fields description is the hot key for that field. Pressing and holding the Alt key, and then pressing the highlighted character of the field that you wish to edit causes Track-It to select that field for editing. Context sensitive help is available by pressing the F1 key. Help is available anytime that Track-It is waiting for user input. When using Track-It, it is imperative that the computer date and time be correct. If the date and time are not correct, it is possible to invalidate many of the sales reports that Track-It generates. Track-It relies heavily on the data indexes which must remain in sync with the data. If for any reason you suspect that the indexes are no longer synchronized with the data, you must verify the indexes. See the section regarding index verification or batch processing for more information. Remember to back up ALL of your data AND the program on a regular rotating basis. The time and effort that you put into entering all your stock and sales information will pale compared to the frustration and pain caused by irretrievably lost data. If you have questions about back up procedures, please contact Millennium Software for assistance. The time displayed in the upper right hand corner of the screen is updated when Track-It is either waiting for input, or when the program specifically updates the time. Under normal circumstances, you may see that the clock misses a few seconds while either reading or writing data to the drive. This is normal and nothing to be concerned about. The number in the lower right hand corner of the screen is the available memory in the system. Please do not be concerned that the number decreases slightly throughout a session. When a 16 Track-It 3.02 window is displayed for the first time, a small amount of memory is reserved for the window color palette, and is not released when the window is closed. Subsequent opening and closing of the window will not cause further memory loss. Getting Started To start Track-It, change directories to the subdirectory which contains all the programs which make up Track-It. At the DOS prompt type: TRACKIT<ret> Command Line Options Track-It has three command line options which allow you to choose a different display palette if the default selection is unacceptable. Upon startup, Track-It determines which type of display that the system is currently using, and sets the palette accordingly. Unfortunately some systems, especially LCD laptops, incorrectly report the screen capabilities. This usually results in the display being very difficult to see. To force Track-It to use a different palette selection, choose one of the following command line options. Each command line option must be preceded with a - or a / for Track-It to recognize the option. MONO Sets the screen display to monochrome colors. BW Sets the screen to black & white (LCD). COLOR Sets the screen to display in color. For example, to run Track-It in the monochrome mode, start Track-It with either of the following command lines: TRACKIT -MONO<ret> TRACKIT /MONO<ret> Adding Existing Inventory Before Track-It can be used for invoicing, all existing inventory must be entered into the Track-It data base. If you are performing an upgrade, skip to the section titled Program Customization. 17 Track-It 3.02 The first step towards entering inventory into Track-It is selecting stock codes to represent individual products. Be very careful when selecting the codes that you wish to use and remember that a stock code can only be used once. Most manufacturers provide part numbers for replacement or optional parts for their products and it is recommended that these part numbers be used if possible. Sometimes two manufacturers use the same part number for two entirely different parts. If this situation arises, it is up to you to determine a method of assigning practical stock codes. Under the inventory segment of the program is a selection titled "New". Either highlight this selection and then press enter or press the letter "N" to initiate the "New" function. You will be prompted to enter in a new stock code. After entering the stock code, press enter. If the stock code is currently in use, Track-It will prompt you to reenter a different stock code. The screen will then display a set of stock code editing fields. The first field highlighted is the category. This field can be up to seven characters in length, and is used in the selection criteria for sales reports. The subcategory field is a three character extension of the category to further differentiate between categories of stock. Both numbers and letters can be used for the category and subcategory fields. By using both letters and digits, there are over 42,000 different subcategories possible. After the categories, enter in the items manufacturer, the model number, a description of the item, and the list price. The sale price field is provided so that item sale prices are easily available to sales people. When invoicing an item, the sale price of the item is automatically entered into the price field of the invoicing function. The minimum and maximum stock levels are very important. It is though the values that you set here that reorder requests and overstock reports are selected. When the quantity on hand of an item falls below the minimum stock level, it will automatically be included in the reorder report. The suggested reorder number is the quantity that will bring the on hand quantity after receiving the items to the midpoint of the maximum and minimum stock levels. Choose these values carefully. The serialized indicator field indicates if the stock code is a serialized item. If you wish to track the sale of this item by serial number, check this box by either clicking on it with the mouse, or pressing the space bar when this field is highlighted. If the item is taxable, check the taxable indicator by pressing the space bar when this field is highlighter, or by clicking on the indicator with the mouse. If the item is not taxable, then leave this box unchecked. This indicator has no effect on invoices or orders that are designated for resale, as no sales tax is applicable on items sold for resale. 18 Track-It 3.02 If you are entering in a new code, the cost field should be set to the cost of the last item purchased under this stock code, otherwise edit as necessary. The current stock count field should only be edited when the item is not tagged for serialized tracking. If the item is set to have the serial numbers tracked, leave this field at zero or the stock count will be incorrect after the serialized items have been added to the system via the purchase order functions. At this point if all the fields are correct, press Enter or the OK button to accept the new code. Repeat this process until all your current inventory stock codes are into the system. Adding Existing Serialized Inventory Adding existing serialized inventory into the system requires the use of the purchase order functions of Track-It. Please refer to the purchase order section of the manual for detailed instructions on purchase order creation. If you do not have existing serialized inventory or this is a new installation, skip to the next section of this manual. First group all the serialized items that are part of an individual stock code together or at least get a list of the serial numbers and the cost of each individual item. If another system was in use previously and assigned each item a stock number, a list of these will also be needed. Create a fictitious vendor name and code and create a purchase order containing a list of all the stock codes that you have that are serialized. See the section regarding purchase order creation for specific instructions on purchase order creation. When all the purchase orders are created, you are ready to receive the items into inventory. Under the PO section of Track-It, there is a function called receiving. Highlight this option and press enter or press 'R'. A list of the outstanding purchase orders will be displayed. Highlight the first outstanding order and press Enter. A list of the individual items on the order will be displayed. Highlight each of the items in order and enter the serial numbers that are currently in stock for that item. Track-It will assign each item its own stock number when saved to disk. 19 Track-It 3.02 If you wish to use stock numbers other than those assigned by Track-It, you must manually change each items stock number using the edit serialized function provided under the inventory segment of Track-It. Continue to add the serialized inventory until all the outstanding orders have been completed. After all the existing inventory is entered, you will be ready to start point of sale invoicing. Program Customization Several components of the Track-It package can be modified to your specific needs. These items include company information, printer specification, and cost calculation methods. Refer to the customization section under the options menu for more information. Printer Output Prior to sending any output to the printer, regardless of the function sending the output, Track-It provides a means of directing the output to either LPT1 or LPT2. This allows you to choose which printer your output will be sent to. If you have two printers attached to your system, use the printer setup under the options-customization menu to specify which type of printers you have attached. There are three different printer output selection windows. The first simply allows you to select between LPT1 and LPT2. The second window also allows you to indicate how many copies of the printout to send to the printer. This window is only used prior to small print functions such as invoices, orders, and purchase order printing. The third window allows you to direct a printout to LPT1, LPT2, or a disk File. This window is used for printer selection prior to many of the larger reports. This allows the printing of large reports to be sent to disk rather than to a printer, and view the file at a later time. Track-It includes a small text viewer to view any text file up to 64K in length. Opening Menu The Track-It package is broken down into several segments into which a class of functions are available. Each segment of the program has the following functionality as described below. 20 Track-It 3.02 For more details about the individual functions of each section, refer to the description of that function later in this manual. 'Sales' contains all the functions required to create and edit customer orders, create invoices, and initiate returns. It is through this segment of the program that all sales transactions are conducted. 'Inventory' contains all the functions needed to add, edit, change, or delete stock codes, as well as edit serial numbers and query stock information. 'P.O.' contains all the functions required to create, maintain, view, or print purchase orders as well as inventory receiving. 'Vendor' contains functions to search for and edit existing vendors, or add new vendors. 'Customer' contains functions to search, edit, delete, merge existing customers, or add new customers for future sales. 'Reports' contains functions to create reports for all sections of the program. 'Options' allows access to many functions that are either not specific to any one section of the program, or span multiple sections. It is under this section of Track-It that you can customize Track-It for your company, set up printers, access batch processing, and cross section data maintenance. Each menu selection has a highlighted letter to provide access to that menu. The highlighted letter is a hot key. To access a selection, press (and hold) the Alt key and then press the highlighted letter of the selection you choose, or you can also click on your selection with the mouse. If you wish to use the cursor keys to select a selection, press F10 to access the menu, and use the cursor keys to move the highlight. When your selection is highlighted, press the Enter key. Sales Functions This section of the manual covers in detail all functions included under the sales segment of the program. Invoice The Invoice function is probably be one of the most often used functions of Track-It. The Invoice selection contains all functionality required to invoice items to your patrons, and will automatically update stock count quantities and sales history. 21 Track-It 3.02 Upon selecting the invoice function, you will be prompted to enter the customers last name. If the exact last name is known or this is a new customer, enter in the entire last name. If the name is not known exactly, a search for the customers information can be performed with a partial name. Correctly enter as much of the name as possible and then add a "?" to the end of what you have entered. Press Enter to accept the entry. Track-It will compare the name entered against all existing customer names. If the last letter of the name entered is not a "?", Track-It will select only names that exactly match the name entered. If the last letter is a "?", Track-It will select all names that exactly match the partial name before the question mark. If there are no matches, Track-It will assume that this is a new customer and initiate the functions associated with entering a new customer into the system. Refer to the section regarding new customer entry for more information about recording information about a customer. If you know the customer number assigned by Track-It for the customer that you are invoicing, you can enter # followed by the customer number to retrieve that specific customer without going through the customer selection window. NOTE: If there are no matches, skip the next paragraph. After retrieving the customer matches, Track-It will display a window that contains all the customer names that fit the criteria. The customers are sorted by last name, and then by first name. Use the arrow keys, or click on the scroll bar with the mouse, to highlight the customer that you wish to retrieve. Once the desired customer is highlighted, press enter to select that customer. You can also select a customer by double clicking on a selection. Press Esc to return to the customer name entry window. The next step in invoicing is to enter information specific to this individual invoice. The first field to enter is the name or number of the salesperson who made the sale. It is up to the owner or manager of the business to determine how to differentiate between salespeople. Next, enter in the customers purchase order number if any. The reference field is provided to allow the referencing of repair orders, or any other related information that you choose. The only time that Track-It uses the reference field is to indicate the original invoice number for a return. If the invoice is to a customer who is purchasing items for resale or are for some other reason exempt from sales tax, then toggle the tax exempt field by pressing the space bar when that field is highlighted, or by clicking on it with the mouse. If 22 Track-It 3.02 this field is checked, no sales tax will be calculated on the invoice. If the items are to be shipped to an area that has a different sales tax percentage, enter the correct sales tax percentage for the destination in the field corresponding to the tax rate. All taxable items will be taxed at the rate entered in this field. Pressing Enter or the OK button will accept all the information as being correct and move you to the next phase of invoicing. At this point, the invoice window will appear, and you will be prompted to enter in the stock code of the first line item on the invoice. When prompted, enter in a stock code to invoice. If the exact stock code is not known, enter in as much of the code that you know followed by a question mark to bring up a selection window. If the code entered is not currently in use in the system, you will be asked if the code is a new product. If not, press Esc or the no button to enter another stock code. If you press the yes button, Track-It will initiate the addition of the new stock code to the system. The quantity sold can be any number capable of fitting in the field provided. If the item that you are invoicing is serialized, the quantity field will not be available for editing, and will automatically reflect the number of serial numbers entered for this stock code. The price that was entered in the sale price field when adding this stock code into the system will be automatically entered into the price field upon the acceptance of the code. This number is entered automatically as a convenience and can be changed by typing in a different price. The number entered need not be a decimal, as Track-It will add the decimal point and trailing zeros if needed. When all the fields are correct, press Enter to accept the data. If the code is not serialized, the code will be added to the list of codes included on the invoice, and displayed. If the stock code is serialized, pressing Enter will bring you to the serialized entry screen. Enter in a individual serial number or serial number range for the current stock code and press enter. It is impossible to enter in a serial number for an item that is not in stock or does not exist. Even though a serial number may be valid, the serial number entered must be for an item with the same code as you are invoicing at the present time. In this way, it is impossible to incorrectly invoice a serial number for an item that is of a different stock code. Duplicate or blank serial numbers are ignored. Pressing the insert key or the Add button will allow the 23 Track-It 3.02 entry of additional serial numbers. To edit a serial number, press enter after highlighting the desired serial number. After all serial numbers have been entered correctly, pressing Alt-O or the OK button will accept the listed serial numbers as being correct and return to the code entry screen. Track-It will count the number of serial numbers entered and place the value in the quantity field. Once returned to the stock code entry screen, there are several options. Pressing Esc will terminate the invoicing segment and return to the inventory menu. If a line item needs to be revised, highlight the line item and press enter. Correct the information and enter it as if it were the first time entering the code, with the exception that if the item is serialized, that the serial numbers will only need to be confirmed rather than reentered. To delete a line item, highlight the code to be deleted and press the delete key. You will be prompted to confirm the deletion before it is performed. To enter additional line items, press the insert key or the Add button. Pressing Alt-O or the OK button will accept all the stock codes displayed as well as all entered serial numbers, and move to the final step of the invoicing function. The final step of the invoice process is the entry of payment information. The payment information window contains 5 fields, four fields to enter an amount for a specific transaction type, and one to enter the terms of an account transaction. When the amounts of each transaction type are correct and the terms have been entered, press Enter or the OK button to save the invoice and move to the printer selection. Press Esc to exit the invoice function without saving the invoice. This is the last point for which the invoice can be terminated without adding the invoice to the system and adjusting stock levels. Track-It will always use the next sequential invoice number above the largest invoice number in the system beginning with the number 2. Invoice number 1 is reserved for use by Track-It. The invoice number sequence can be modified under the options menu. Track-It will automatically adjust stock levels, remove the correct serialized items from stock, and print an invoice. After the invoice is printed, you will be returned to the Sales selection menu. Order Entry The "Order Entry" selection contains all functions necessary to create and record customer orders. 24 Track-It 3.02 Upon selecting the order entry function, you will be prompted to enter the customers last name. If the exact last name is known or this is a new customer, enter in the entire last name. If the name is not known exactly, a search for the customers information can be performed with a partial name. Correctly enter as much of the name as possible and then add a "?" to the end of what you have entered. Press Enter to accept the entry. Track-It will compare the name entered against all existing customer names. If the last letter of the name entered is not a "?", Track-It will select only names that are exactly the same as the name entered. If the last letter is a "?", Track-It will select all names that exactly match the partial name before the question mark. If there are no matches, Track-It will assume that this is a new customer and initiate the functions associated with entering a new customer into the system. Refer to the section regarding new customer entry for more information about recording information about a customer. If you know the customer number assigned by Track-It for the customer that you are invoicing, you can enter # followed by the customer number to retrieve that specific customer without going through the customer selection window. NOTE: If there are no matches, skip the next paragraph. After retrieving the customer matches, Track-It will display a window that contains all the customer names that fit the criteria. The customers are sorted by last name, and then by first name. Use the arrow keys, or click on the scroll bar with the mouse, to highlight the customer that you wish to retrieve. Once the desired customer is highlighted, press enter to select that customer. You can also select a customer by double clicking on a selection. Press Esc to return to the customer name entry window. The next step in order entry is to record information specific to this individual customer order. The first field to enter is the name or number of the salesperson who received the order, or the salesperson who is to be credited with the order. It is up to the owner or manager of the business to determine how to differentiate between salespeople. Next, enter in the customers purchase order number if any. The reference field is provided to allow the referencing of repair orders, or any other related information. If the order is for a customer who is purchasing items for resale or are for some other reason exempt from sales tax, then toggle the tax exempt field by pressing the space bar when the resale field is highlighted, or by clicking on it with the mouse. 25 Track-It 3.02 If this field is checked, no sales tax will be calculated on the invoice. If the items are to be shipped to an area that has a different sales tax rate, enter the correct sales tax percentage for the destination in the field corresponding to the tax rate. The ship via field is provided to designate the shipping method desired when filling the order. This field is automatically populated by Track-It with the text entered in the customization section of Track-It. If it is incorrect, simply type in the desired method of shipping. If the order is to be held until all items are available for shipping in one batch, the ship partial field should be left checked. If the items on the order are to be shipped as they are available, check the field by either pressing the space bar when the field is highlighted or by clicking on the box with the mouse. If the order is prepaid, use the cursor keys or the mouse to check the method of payment. Track-It will assume that shipments for this order are paid in full at the time of shipping and indicate so on the invoice created at shipping time. The method of payment can be changed at shipping time. Track-It provides no means of tracking partial payments of orders, and thus it is advisable that orders be prepaid in full, or payable in full upon delivery. Pressing Enter or OK will accept all the information as being correct and move you to the next phase of order entry. At this point, the order window will appear, and you will be prompted to enter in the stock code of the first line item on the invoice. When prompted, enter in a stock code to add to the order. If the exact stock code is not known, enter in as much of the code that you know followed by a question mark to bring up a selection window. If the code entered is not currently in use in the system, you will be asked if the code is a new product. If not, press Esc or the no button to enter another stock code. If you press the yes button, Track-It will initiate the functions necessary to add the new stock code to the system. The quantity ordered can be any number capable of fitting in the field provided. The price that was entered in the sale price field when adding this stock code will be automatically entered into the price field upon the acceptance of the code. This number is entered automatically as a convenience and can be changed by typing in a different price. The number entered need not be a decimal, as Track-It will add the decimal point and trailing zeros if needed. When all the fields are correct, press Enter to accept the 26 Track-It 3.02 data and return to the order window. Once returned to the order entry screen, there are several options. Pressing Esc will terminate the order entry and return to the sales menu. If a line item needs to be revised, highlight the line item and press enter. Correct the information and enter it as if it were the first time entering the code. To delete a line item, highlight the code to be deleted and press the delete key. You will be prompted to confirm the deletion before it is performed. To enter additional line items, press the insert key or the Add button and enter them as you entered the first stock code. Pressing Alt-O or the OK button will accept all the stock codes displayed, store the order, and print a customer order. Track-It will always use the next sequential order number above the largest invoice number in the system. The order number sequence can be modified under the options menu. Edit Order Upon initiating the order editing function, you will be presented with a list of outstanding customer orders. Orders that have been completed cannot be edited. Use the arrow and page keys to highlight the order that you wish to edit. Press enter to retrieve the highlighted order. Once the order is selected, Track-It will retrieve the information regarding this order and display it exactly as if this were the order creation function. Once the information is retrieved and displayed, use the cursor keys to highlight the item that you wish to modify and press the enter key. Information on the individual line item such as the quantity ordered, and price will be displayed in a format identical to that of the order creation. Edit the information for the stock code and press Enter or the OK button when the information is correct. If you wish to replace a line item with a different stock code, the item being replaced must first be deleted, and the new stock code inserted into the order. Only line items that have not had any quantity shipped can be deleted. The quantity ordered may be changed with the following restriction; the lowest number that may be entered into the quantity ordered field, is the number that has been previously 27 Track-It 3.02 shipped. Thus, if two items have already been invoiced and delivered to the customer, then the lowest number that will be accepted is 2.00. When the information about the individual item is correct, press Enter or the OK button to temporarily accept the new data into memory. After all the changes have been made to the order, press Alt-O or the OK button to make the changes permanent. If you do not wish to save the modifications, pressing Esc will back you out of the function. Reprint Invoice The reprint invoice function is simply a means by which an invoice can be reprinted if lost by the customer, or after a mistake has been corrected in the sales information. When prompted, enter in the number of the invoice to be reprinted. An invoice number that does not correspond to an invoice in the current sales history will be rejected. After receiving the invoice information and line items, you will be prompted to select the printer to which the output will be directed. Select the correct printer and press enter. After the invoice is printed, you will be returned to the sales menu. Returns The "Returns" function provides a means of tracking and controlling customer returns. The "Returns" function is very similar to the invoicing function in many aspects, but with quite a few more restrictions which will be discussed as they apply. Upon entering the function, you will be prompted to enter the invoice number on which the items to be returned were originally sold under menu. number be entered, for without it nothing will be accepted for return. Only when a valid invoice number is entered will Track- It allow you to move to the next step. A window will appear requesting the stock code of an item to 28 Track-It 3.02 be returned. The code entered must be a valid stock code, and must also appear on the original invoice. Because the stock code to be returned must exactly match a code on the original invoice, it is recommended that the original invoice be required to accompany returns. Also, be aware that the stock codes on the invoice may have been changed. If needed, use the customer purchase report to determine the correct part number. After a code is accepted, enter in the quantity and the amount credited per item. The amount credited will automatically be entered as the amount on the original invoice, but can be overridden by typing in any amount. Like the invoice function, if an item is serialized, the quantity equal to the number of serial numbers entered will be automatically entered by Track-It. The steps for adding, editing, or deleting stock codes under the "Returns" function are identical to those in the "Invoice" functions of Track-It. Refer to the invoice section for more detail. Once all the items to be returned are entered, pressing Alt- O or the OK button will accept the information, and print an invoice. The amount paid is automatically set to 0, and the terms are set to "CREDIT". After the invoice is printed, you are returned to the sales menu. Ship Order The ship order function provides an intelligent method of filling customer orders; orders are automatically filled in the order that they are entered. This provides a way of ensuring that the customer who placed their order first receives their order first. The automated order filling can be overridden. When the fill order function is selected, each outstanding order is checked to determine if there are items on the order that can either be shipped or set aside for future shipping. An order is tagged for shipping if there is sufficient quantity on hand to fill all orders for the individual items on prior customer orders plus sufficient quantity for filling the current order in its entirety, or if there is any items available and the order is tagged for partial shipments. If only parts of the order are available, you can pick the items and set them aside to reserve them for this customer. In other words, if there are two different orders for an individual part or item, Track-It fills the first order in it's entirety before any quantity can be applied to the second order. All outstanding orders will be displayed regardless of their shipping state and will be displayed in the order that they were 29 Track-It 3.02 created. Each line of the order selection shows the order number, the customer's last name, and the date of the order. Just to the right of the order date is the indicator field which indicates the status of the order. If the field is blank, then no items are available on the order if the order filling logic is followed. A 'P' in the indictor field indicates that there are items that can be picked and set aside for the customer. A 'S' in the field indicates that the order is shippable either in part or in it's entirety. Using the cursor keys or the mouse, highlight an order and press enter or double click on the order with the mouse. Track- It will retrieve the order and assume the mode indicated in the status field. Thus if the order has a 'P' after the date, you will be moved into the order picking mode of Track-It. If an 'S' was displayed, you will be moved into the order shipping mode. If the field was blank, Track-It will not do anything. If you wish to override the shipping mode of an order, use the cursor keys or the mouse to highlight the order that you choose. After the order is highlighted, press Alt-P to process the order in picking mode, or Alt-S to process the order in shipping mode. After selecting an order to process, Track-It will retrieve and display the line items contained on the selected order. To process the items, use the cursor or mouse to select the items that you wish to process. Items that can be processed using the standard filling logic have an asterisk to the right of the quantity. When picking, only the quantity field is available. When shipping, the order shipping function operates identically to the invoice section in that the quantity field is populated by Track- It if the item is serialized. When shipping an order with items that have been previously set aside, Track-It assumes that the items that have been set aside are the first to be shipped, and thus reduces the quantity set aside as items are shipped. When all items have been either set aside or packaged for shipping, press Alt-O or the OK button. If you are completing an order picking session, Track-It will update the order data indicating the number set aside and return you to the order selection menu. If you are completing an order shipping session, an invoice is automatically printed prior to being returned to the order selection menu. A shipper can also be printed at this time. A shipper is simply a list of items and quantities being shipped, and contains no pricing information. 30 Track-It 3.02 View Invoice The view invoice function is simply a means by which an existing invoice can be viewed without the need to print a paper copy. When prompted, enter in the number of the invoice to be reprinted. An invoice number that does not correspond to an invoice in the current sales history will be rejected. After receiving the invoice information and line items, the invoice contents will be displayed in the same format as the invoice creation, with the exception that you cannot modify the contents of the Invoice. Use the cursor keys or the mouse to move the highlight and display additional items. When you are done browsing the invoice, press Esc to return to the menu. Edit Invoice Through the invoice editing function, information regarding an individual invoice can be changed. Only the sales information for the invoice can be modified, the actual items and quantities on the invoice cannot be modified. This function is considered to be one of the more dangerous functions in Track-It. Entering in invalid data during this function can invalidate several of the reports that Track-It generates. The actual customer under which the invoice was created cannot be changed through this function or any other function in Track-It. Once an invoice is created for a customer, it is permanently associated with that customer. When prompted, enter in the number of the invoice to be edited. An invoice number that does not correspond to an invoice in the current sales history will be rejected. Track-It will retrieve the invoice information and display a small window with four buttons. The first button, accessed by pressing Alt-I, allows you to modify the salesperson, customer purchase order number, reference information, tax rate, and the shipping method. The second button, accessed by pressing Alt-P, allows you to modify the amounts and terms paid by the customer. After all the information is correct, pressing Alt-O or the OK button will update the invoice data file. Pressing Esc will abort any changes made and return you to the menu. 31 Track-It 3.02 Invoice Payment The invoice payment function allows the association of a payment to an existing invoice with an outstanding balance. When prompted, enter in the number of the invoice to be edited. An invoice number that does not correspond to an invoice in the current sales history will be rejected. Track-It will retrieve the invoice information and display it in a window. The window will indicate the invoice total, the amount previously paid, and the balance. The amount previously paid includes all payments including any amount paid at the time of invoicing. As this is a payment function, the method of payment is limited to Cash, Check, or Credit Card. Enter in the amount paid under the correct payment method. Pressing the tab key will move the input focus to a different field. Each time the tab key is pressed, the balance is recalculated. Once the amount paid has been entered, press enter or Alt-O to save the payment. Press Esc to return to the menu. Inventory Functions This section of the manual covers functions included under the inventory segment of the program. Clone The clone function allows the creation of a new stock code using the information for an existing stock code as a template. It is basically a way of making a copy of a stock code. After selecting the clone function, you will be prompted to enter in the stock code that you wish to clone. Enter in the stock code, or perform a partial search for the desired source stock code. Once the desired source stock code has been selected, you will be prompted to enter in the target stock code. The target stock code must be a unique stock code not currently in use by the system. Enter in the desired target stock code and press enter. If the target stock code that you entered already exists, you will be prompted to enter a different stock code. After a target code is accepted, Track-It will retrieve the 32 Track-It 3.02 information about the source stock code and display the stock code modification window. Edit any of the information as needed for the new stock code. See the inventory edit function for more detail about editing stock codes and the significance of each field. When all the information is correct, press Enter or the OK button to save the new stock code, or Esc to return to the menu without making any changes. Edit / New Under the inventory segment of the program there is a selection titled "New Code", and a selection entitled "Edit". Because these two selections are so similar in function, they will be discussed concurrently. When prompted, enter in a stock code to edit or create. If you are in the Edit function, the code entered must be that an existing stock code. Entering in an unused stock code will display a message indicating that the code you entered is not in use, and ask you to reenter the code. If the exact stock code is not known, enter in as much of the code that you know followed by a question mark to bring up a selection window. Stock code selection is not available under the New Code selection. If you are in the New function, the stock code entered must be a unique, unused stock code. Entering a currently used stock code will result in an error message indicating that the code is already in use, and prompt you to enter another stock code. After either retrieving or initializing the stock code, the stock code modification window will be displayed. The first line of the window displays the stock code. This line is not available for editing. To change the actual stock code, you must use the rename function. The second line is the stock code category. This field can be up to seven characters in length, and is used in the selection criteria for sales reports. The subcategory field is a three character extension of the category to further differentiate between categories of stock. Both numbers and letters can be used for the category and subcategory fields. By using both letters and digits, there are over 42,000 different category/subcategory combinations possible. After the categories, enter in the items manufacturer, the model number, a description of the item, the stock location, and the manufacturers suggested list price. 33 Track-It 3.02 The sale price field is provided so that sale prices are easily available to sales people. When invoicing an item, the sale price of the item is automatically entered into the price field of the invoicing function. If the automatically entered price is not the desired selling price, simply type the correct amount over the incorrect amount. The minimum and maximum stock levels are very important if you intend to use the reorder and overstock reports. It is though the values that you set here that reorder requests and overstock reports are selected. When the quantity on hand of an item falls below the minimum stock level, it will automatically be included in the reorder report. The suggested reorder number is the quantity that will bring the on hand quantity after receiving the items to the midpoint of the maximum and minimum stock levels. Choose these values carefully. The serialized indicator field indicates if the stock code is a serialized item. If you wish to track the sale of this item by serial number, check this box by either clicking on it with the mouse, or pressing the space bar when this field is highlighted. If the item is taxable, check the taxable indicator by pressing the space bar when this field is highlighter, or by clicking on the indicator with the mouse. If the item is not taxable, then leave this box unchecked. This indicator has no effect on invoices or orders that are designated for resale, as no sales tax is applicable on items sold for resale. If you are entering in a new code, the cost field should be set to the cost of the last item purchased under this stock code, otherwise edit as necessary. The current stock count field should only be edited when the item is not tagged for serialized tracking. If the item is set to have the serial numbers tracked, leave this field at zero or the stock count will be incorrect after the serialized items have been added to the system via the purchase order functions. At this point if all the fields are correct, press the Enter or OK button to accept the displayed data. Pressing Esc will allow you to exit the function without saving any changes. Delete The delete function removes a stock code from the index of valid stock codes. A stock code that has an on hand quantity other than zero, or is currently on an invoice, customer order, or purchase order cannot be deleted. Enter the stock code that you wish to remove from the system and press enter. Track-It will scan the data files to determine if the stock code is currently in use. If so, a warning will be displayed 34 Track-It 3.02 that the code can not be deleted. A confirmation screen will be displayed prior to deleting the stock code. Press Alt-O or the OK button to confirm the delete. Press Esc to return to the menu. After deleting the stock code, you will be returned to the menu. Merge The inventory merge function combines two stock codes into one. All references to the source code will be renamed to point to the target stock code, and the source stock code will be deleted. After selecting the merge function, you will be prompted to enter in the source stock code. Remember that the source code will no longer exist after the merge. Enter in the stock code, or perform a partial search for the desired stock code. Once the desired source stock code has been selected, you will be prompted to enter in the target stock code. The target stock code that you enter must be an existing stock code. Enter in the stock code, or perform a partial search for the desired target stock code. If the target stock code that you enter does not already exists, you will be prompted to enter a different stock code. After a target code is accepted, you will be asked to confirm that both the source stock code and the target stock code are correct. If you press enter or Alt-O in the confirmation window, the program will systematically replace all references to the source stock code with the target stock code. The only history that is not updated is the Query history. If Track-It cannot update all of the references to the source stock code, both the source and the target stock codes will exist after the merge. This may happen if an a reference to the source stock code was locked by another terminal. If this happens, Track-It will notify you if it does happen, rerun the merge function to combine the two stock codes at a later time. After the update is completed, you will be returned to the selection menu. Query The query function is a quick means of determining the list and sale price of an item along with the quantity currently on hand, on order, and on outstanding customer orders. 35 Track-It 3.02 After selecting the query function, Track-It will ask you to enter the stock code that you wish to query. The code that you enter must be a valid stock code that is currently in use by the track it system. If an invalid code is entered, a message will indicate that the code was invalid and ask you to reenter the code. If you do not know the exact stock code, enter as much of the code that you know followed by a question mark to bring up a selection list. After a code is accepted, Track-It will search for information on the code that you entered. The stock code, a description, manufacturer, model number, list price, sale price, quantity on hand, and quantity on order will be displayed, along with the quantity that is currently allocated for customer orders. The quantity on hand does not take into consideration any quantity allocated for customers, and is simply the quantity that is currently in stock at the time of the query. Pressing Enter or Esc will close the information window. If the calculated available quantity zero or less, you will be asked if you wish to save the query. If a sale would have been made given sufficient quantity on hand, answer yes to the prompt. If you are simply checking a price or getting information about a code, answer no to the prompt. By correctly tracking queries, you can determine which non- stocking items should be stocked or which items should have higher minimum stock values. A list of queries for specific time periods can be printed under the reports segment. After the query is completed, you will be returned to the inventory selection menu. Rename The inventory rename function provides the means to change a stock code and ALL references to a NEW stock code. All information with respect to the original stock code will be transferred to the new stock code. After selecting the rename function, you will be prompted to enter in the stock code that you wish to rename. Enter in the stock code, or perform a partial search for the desired stock code. Once the desired source stock code has been selected, you will be prompted to enter in the target stock code. The target stock code must be a unique stock code and cannot be currently in use by the system. Enter in the desired target stock code and press enter. If the target stock code that you 36 Track-It 3.02 entered already exists, you will be prompted to enter a different stock code. After a target code is accepted, you will be asked to confirm that both the source stock code and the target stock code are correct. If you press enter or Alt-O in the confirmation window, the program will systematically replace all references to the original stock code with the target stock code. The only history that is not updated is the Query history. If Track-It cannot update all of the references of the original stock code, both the source and the target stock codes will exist after the rename. This may happen if an a reference to the source stock code was locked by another terminal. If this happens, Track-It will notify you if it does happen, use the merge function to combine the two stock codes at a later time. After the update is completed, you will be returned to the selection menu. Edit Serial Number The edit serial number option allows the editing of information specific to an individual serialized item. When using this option, remember that the information that is entered using this function MUST be correct. If you are not completely sure of what you are doing or the accuracy of the data you intend to enter, do not use this function. When prompted to enter in the serial number of the item to be changed. If the exact serial number is not known, enter in as much of the number that you know followed by a question mark. A list of serialized items that match the serial number criteria entered will be retrieved and displayed. Use the cursor keys or the mouse to select the item that you wish to edit. After selecting the item, Track-It will retrieve the items information and display the serial number modification window. The first field available is the items stock code. If the stock code is incorrect, enter in the new code. Prior to saving the modified information, Track-It verifies that the stock code entered exists and is serialized. The next available field available for editing is the serial number field. If the serial number is incorrect, enter in the correct serial number. The stock number field is very important to Track-It, even if you are not using stock numbers. If the stock number must be 37 Track-It 3.02 changed, be very sure that the stock number that you reassign the item is not duplicated in the system. If the cost is incorrect, reenter the correct cost. This field is specific to the individual serialized item and does not modify the stock code cost information. The invoice number field is also another very important field. If the item is currently in stock, the number in the invoice number field should be zero. If the number is anything other than zero, the item is not in stock. Track-It automatically reserves invoice number 1 to provide a invoice number to assign serialized items that are stolen, lost, or used internally to be able to remove them from the system. Thus to simply remove an item from the inventory, without removing the information, simply enter in 1 as the invoice number. If you wish to permanently remove a serialized item from the system, blank out the stock code. If the invoice number is incorrect, enter in the correct invoice number. Be very careful when changing the invoice number. By entering in an incorrect invoice number, the item cannot be correctly traced to the correct customer, and all the effort made to track the item is wasted. When all the fields are correct, press Enter or OK to save the changes, or press Esc to return to the menu without saving any changes. Undelete The inventory undelete function allows the recovery of a stock code that has been deleted from the system. Upon selecting the undelete function, Track-It will scan the inventory data files for any deleted items that still exist. Deleted items are available for recovery only until the storage reclamation function, under batch processing, is run. Once the storage reclamation function has completed, a deleted item no longer exists and cannot be recovered. After selecting the items that can be undeleted, Track-It will list them and allow you to select the specific code to undelete. Each stock code will be displayed with the first character replaced with a question mark. Use the cursor keys to highlight the item you want to recover and press enter, or double click on your selection with the mouse. You will then be prompted to enter a valid stock code to replace the stock code on the screen. Upon entering the stock 38 Track-It 3.02 code, Track-It will verify that the stock code is unique prior to reinserting the stock code into the system. Purchase Order Functions This section of the manual covers functions under the P.O. segment of the Track-It program. Create The purchase order creation portion of Track-It provides an easy method of creating new purchase orders for products acquired from vendors or distributors. Purchase order numbers created under Track-It consist of two parts; the calendar year the order is created, and the order number. The year segment of the order number is taken from the date provided by the system clock and cannot be modified. The user of Track-It only has control over the second half of the order number. The purchase order number sequence can be changed under the options menu. Upon initiating the creation of a new purchase order, you will be prompted to enter the code for the vendor from which the items entered on the order will be purchased. You can search for a vendor by entering as much of the vendor code that you know followed by a question mark. This will bring up a list of vendors that match the criteria entered. If the vendor code is entered is valid, then you will be moved to the item entry section of the purchase order. If the vendor code is not in use, then you will be asked if the code entered is for a new vendor. If you press the no button, then you will be prompted to reenter the vendor code. If you press the yes button, Track-It will initiate the function for adding a new vendor to the system. Please refer to the "Add" selection under the Vendor segment of Track-It for more information regarding new vendors. At this point, the stock code entry window will appear, and you will be prompted to enter in the stock code of the first line item on the purchase order. When prompted, enter in a stock code. If the exact stock code is not known, enter in as much of the code that you know followed by a question mark to bring up a selection window. If the code entered is not currently in use in the system, you will be asked if the code is a new product. If not, press Esc or the no button to enter another stock code. If you press the yes button, Track-It will initiate the addition of the new stock code to the system. 39 Track-It 3.02 When a code is accepted, the description, manufacturer, and the current stock on hand values will be displayed in their respective fields. The quantity ordered can be any number capable of fitting within the field. The calculated cost for the stock code is automatically entered from the cost field on the stock code to provide a reference to the last purchase cost of the item. If the value is incorrect, simply type the correct value over the incorrect cost. When the values are correct, pressing Enter or OK will add the code to the list of items on the current purchase order. If an item needs to be changed, highlight the desired code and press enter. The item will be retrieved and displayed in the item information window. Edit the fields as needed and then press Enter or OK to reaccept the code. When all items are entered, press Alt-O or the OK button to accept the codes and update the purchase order history files. Direct Receiving The direct receiving function allows you to receive items into inventory without the need to create a purchase order. Use this function only if you choose not to track the acquisition of stock. At this point, the stock code entry window will appear, and you will be prompted to enter in the first stock code to be received. When prompted, enter in a stock code. If the exact stock code is not known, enter in as much of the code that you know followed by a question mark to bring up a selection window. If the code entered is not currently in use in the system, you will be asked if the code is a new product. If not, press Esc or the no button to enter another stock code. If you press the yes button, Track-It will initiate the addition of the new stock code to the system. After entering an item, the receiving window will appear. In this window you can enter the number of items that you are actually receiving into stock. You can also adjust the cost of the item being received if it is incorrect or has changed since the time of the last receiving session. If the item that you are receiving is serialized, then you 40 Track-It 3.02 will not be able to edit the quantity received field. Instead, you will be prompted to enter the serial numbers of the items received. The total number of unique serial numbers entered will be inserted into the quantity received field by Track-It. The serialized receiving section of Track-It was created to allow multiple serial numbers to be received at once. If for instance you receive a set of items of the same stock code with sequential serial numbers, enter the smallest serial number in the beginning field, and the largest of the series in the ending field, and then press Enter. All serial numbers from the beginning to the ending serial numbers, will be added to the list of received serial numbers. Note that Track-It will not accept duplicate serial numbers. If a serial number is entered incorrectly, highlight the incorrect serial number and press enter. The individual serial number will be retrieved and available for edit. After all the serial numbers have been entered, press Alt-O or OK to accept them into the system. Each line item of the window will show the quantity ordered, the individual item cost, and the extended amount. The total amount received will be displayed at the bottom of the window. If an items quantity or cost needs to be modified, highlight the item using the cursor keys or the mouse, and press enter. You will again be presented with the receiving dialog where you can correct the incorrect amounts. If a stock code is incorrect, you must delete the item and insert the correct item. Continue selecting and receiving individual stock codes from the purchase order until all stock codes from the purchase order have been received. When all the items have been entered, press Alt-O or the OK button to accept all the items that you have entered in this session. After completion of the receiving, you will be asked if you wish to print a list of the items that you have just received. This is the only opportunity you will have to print a list of the actual quantities you have received in this session, so it is generally a good idea to answer Yes to this prompt. If you do not choose to print the list, you will be returned to the main menu. After printing the receiving list, you will be returned to the main menu. Edit 41 Track-It 3.02 The purchase order "Edit" function allows the revision of items entered on a purchase order. When you enter the "Edit" function, you will be presented with a list of purchase orders that have at least one item yet to be received. The outstanding purchase orders are sorted by purchase order number, and each is listed with the corresponding vendor code, vendor name, and the date on which the order was created. Highlight the purchase order that you wish to edit and press enter, or Esc to return to the P.O. selection menu. You may also select a P.O. via the mouse. A listing of the items on the order will be displayed, along with a description, the quantity ordered, and the quantity received. Highlight the item that needs to be revised using the cursor keys or the mouse. Select the item by pressing Enter or the edit button. If the stock code of an item needs to be changed, the line item must be deleted and re-entered as a new line item. Edit the quantity ordered field as necessary. Note that you will not be able to enter a number for the quantity ordered that is lower than the number already received. If the cost of the item ordered has changed, type over the old cost with the new cost. When all the codes that require alteration have been changed, press Alt-O or the OK button to update the purchase order history. The changes made can be aborted by pressing Esc and returning to the menu. Print The print function allows an individual purchase order to be reprinted. When prompted for the purchase order number to print, the number must be entered according to the following format. The first four digits of the purchase order must be the four digit calendar year in which the purchase order was created. The year must then be followed, (without any spaces), with a dash. The order number must immediately follow the dash. The following are examples of valid purchase order numbers to be reprinted: 1988-22 42 Track-It 3.02 1990-89 1990-123456798 The following are examples of invalid purchase order numbers: 1990 - 78 1977- 100 90-78 Once a valid purchase order number is entered, the order information will be retrieved and you will be prompted to enter the printout destination. Select the desired printer port and press enter. After the order is printed, you will be returned to the P.O. selection menu. Receive The receive function provides a means of receiving items ordered under a purchase order. This function will automatically update all purchase order files and stock levels. A list of purchase orders with items outstanding will be displayed. Use the arrow keys to highlight the purchase order which contains the items you wish to receive. When the correct purchase order is highlighted, press Enter or double click with the mouse to retrieve the purchase order. After retrieving the purchase order information, the P.O. receiving window will be displayed. Each line item will show the stock code, a description of the item, manufacturer, quantity ordered, and the number previously received. Use the arrow keys to highlight the individual item that you wish to receive, and press enter, or double click on the item with the mouse. Please note that you cannot select an item for which the number of items previously received is equal to the number ordered. This program assumes that when all the items ordered have been received that any additional items that have been received with the same stock code are either part of another purchase order, or were mistakenly shipped from the vendor. After selecting an item, the receiving window will appear. In this window you can enter the number of items that you are actually receiving into stock. You can also adjust the cost of the item being received if it is incorrect or has changed since the time of the original purchase order creation. 43 Track-It 3.02 If the item that you are receiving is serialized, then you will not be able to edit the quantity received field. Instead, after pressing Enter or OK to accept the edit fields, you will be prompted to enter the serial numbers of the items received. The total number of different serial numbers entered will be inserted into the quantity received field by Track-It. The serialized receiving section of Track-It was created to allow multiple serial numbers to be received at once. If for instance you receive a set of items of the same stock code with sequential serial numbers, enter the smallest serial number in the beginning field, and the largest of the series in the ending field, and then press Enter. All serial numbers from the beginning to the ending serial numbers, will be added to the list of received serial numbers. Note that Track-It will not accept duplicate serial numbers. If a serial number is entered incorrectly, highlight the incorrect serial number and press enter. The individual serial number will be retrieved and available for edit. After all the serial numbers have been entered, press Alt-O or OK to accept them into the system. Continue selecting and receiving individual stock codes from the purchase order until all stock codes from the purchase order have been received. When all the items have been entered, press Alt-O or the OK button to accept all the items that you have entered in this session. After completing the receiving of a purchase order, you will be asked if you wish to print a list of the items that you have just received. This is the only opportunity you will have to print a list of the actual quantities you have received in this session, so it is generally a good idea to answer Yes to this prompt. If you do not choose to print the list, you will be returned to the main menu. After printing the receiving list, you will be returned to the main menu. View This view function allows you to view the contents of any existing purchase order, regardless of its status, that has not been purged from the system. To select the purchase order to view, enter in the P.O. number you desire. The purchase order number is made up of two components, the year the P.O. was created and the number of the P.O. An example of a correct P.O. number to enter is "1990-23". 44 Track-It 3.02 If the purchase order number that you enter is invalid or does not exist, you will be returned to the P.O. number entry window. Once the information is retrieved, the P.O. will be displayed in the format as the purchase order editing or creation functions with the exception that the contents cannot be modified. When you are done viewing the order, press Esc to return to the menu. Vendor Functions This section of the manual covers the functions related to maintaining vendor information. Add The "Add" function of the vendor segment of Track-It permits the addition of new vendors to the list of vendors available for use in the creation of purchase orders. After selecting this function, you will be prompted to enter a vendor code. The vendor code is a twelve digit code comprised of characters or numbers which is associated with all purchase orders for a given vendor. After a code is selected and entered, Track-It will check the code for originality. If the code is already in use, you will be prompted to enter in another code. After a code is accepted, enter in the information about the new vendor as prompted. A description of each field will not be given as the descriptions provided before each field provide a good idea of what information the field should contain. Two sets of fields are provided for addresses. The first is for a mailing address for regular correspondence and a shipping address to which product returns should be shipped. Two fields are given for the street address in each address to accommodate both a street number and a suite number. A field is provided to enter in the name of the primary contact at the company as well and the phone number for the sales, customer service, and technical support departments. 45 Track-It 3.02 The miscellaneous information section contains two fields. The first is a place to store your customer number for this vendor. The second field contains the terms under which you purchase from this vendor. When all the information is entered, pressing Alt-O or OK will accept the information and store it in the vendor information file on disk. Pressing Esc will abort the entry of the information and return you to the menu without saving any of the information entered. Edit The vendor edit function provides a means of modifying vendor information if it changes. Enter in the code of the vendor that needs to be altered. If the exact vendor code is not known, enter in as much of the code that is known followed by a question mark. All vendors with codes that match the entered criteria will be displayed. Use the cursor keys or the mouse to highlight the desired vendor and press enter. At this point, you will Track-It will initiate the editing portion of the function. All the information with the exception of the vendor code is available for editing. Edit any of the fields that need to be changed, and press Enter or Ok to accept the changes and update the vendor information file. If the vendor displayed on the edit screen is incorrect or you wish to abort the changes already made, press Esc. Delete The vendor delete function allows the removal of a vendor from the system. Enter in the code of the vendor that needs to be deleted. If the exact vendor code is not known, enter in as much of the code that is known followed by a question mark. All vendors with codes that match the entered criteria will be displayed. Use the cursor keys or the mouse to highlight the desired vendor and press enter. After confirming the delete request, Track-It will scan the purchase orders to ensure that vendor is not in use. 46 Track-It 3.02 After performing the delete, you will be returned to the main menu. Customer Functions This section of the manual covers the functions related to maintaining customer information. Add The customer add function of the vendor segment of Track-It permits the addition of new customers to the Track-It customer data base without going through the invoice segment of the program. The first field available for information is the customers last name. If the customer is a business, enter in the complete name of the business in the last name field. It is by customer last name that all searches and invoicing is tracked. Enter all information available about the customer. If the shipping and billing address are the same, you only need enter information in the billing fields. A description of each field will not be given as the descriptions provided before each field provide a good idea of what information the field should contain. Two sets of fields are provided for addresses. The first is for a shipping address, and the second for a billing address if it is different from the shipping address. Two fields are given for the street address in each address to accommodate both a street number and a suite number. A field is provided to enter in the name of the primary contact at the company as well and the phone number of the customer. If the customer is able to purchase on special terms, enter the terms available in the terms field. This field is provided so that if a salesperson other than the designated sales representative is invoicing to this customer, that the terms authorized for this customer are readily available. Three special fields are available for each customer and will be discussed in the order that they appear on the screen. 47 Track-It 3.02 The alternate name field allows you to use the first and last name fields as two separate names on invoices, shippers, and orders. When this field is checked, the last name field is used as the bill to name and will be printed above the bill to address on invoices, shippers, and orders. The first name will then be associated with the ship to address. This allows you to sell and item to a company and have it shipped to another. The bad check/account field is a indicator that the customer has an outstanding check or is past due on their account. When this field is checked, Track-It will display a warning to the salesperson taking an order or creating an invoice, indicating that the manager should be contacted prior to taking a check or any type of credit from this customer. When used properly, this field will significantly reduce the amount of bad debt that your company incurs. The no delete field prevents the customer from being deleted when the dead data function provided in the batch processing is run. Thus you can store information about a customer or potential customer that has no sales history and prevent them from being automatically deleted as dead data. When all the information is entered, pressing Enter or OK will accept the information and store it in the customer database file on disk. Pressing Esc will abort the entry of the information and return you to the menu without saving any of the information entered. Edit The customer "Edit" function provides a means of modifying customer information if it changes. After selecting this function, you will be prompted to enter the last name of the customer that you wish to edit. Enter in the name of the customer that needs to be altered. If the name is not known exactly, enter in as much of the name as known followed by a question mark. Track-It will retrieve a list of all customers whose last name matches the criteria entered. Us the cursor keys or the mouse to highlight the customer that you wish to edit. Once highlighted, press Enter or the OK button. After retrieving the customer information, the customer edit window will be displayed. Edit any of the fields that need to be 48 Track-It 3.02 changed, and press Enter or OK to accept the changes and update the customer information file. If you wish to abort the changes already made, press Esc. Merge The customer merge function provides a means of merging two customers into one. The most common reason for using this function is when a customer is entered into the system twice under different names because of a misspelling. After selecting the merge function, you will be prompted to enter the last name of the source customer. Enter in the name of the customer that needs to be altered. If the name is not known exactly, enter in as much of the name as known followed by a question mark. Track-It will retrieve a list of all customers whose last name matches the criteria entered. Use the cursor keys or the mouse to highlight the customer that you wish to edit. Once highlighted, press Enter or the OK button to select the source customer. After selecting the source customer, you will be prompted to enter target customer. This is the name of the customer that will remain in the system. Enter the name and select the customer just as you did for the source customer.. Once the two customers are selected, and the names are confirmed, Track-It will merge the two customers. All references to the source customer will systematically be replaced with the target customer. If Track-It cannot update all of the references to the source customer, both the source and the target customers will exist after the merge. This may happen if an a reference to the source customer was locked by another terminal. If this happens, Track-It will notify you if it does happen, rerun the merge function to combine the two customers at a later time. Undelete The customer undelete function allows the recovery of a customer that has been deleted from the system. Upon selecting the undelete function, Track-It will scan the customer data files for any deleted items that still exist. Deleted items are available for recovery only until the storage reclamation function, under batch processing, is run. Once the storage reclamation function has completed, a deleted item no 49 Track-It 3.02 longer exists and cannot be recovered. After selecting the items that can be undeleted, Track-It will list them and allow you to select the specific customer to undelete. Each customer will be displayed with the first character of the last name replaced with a question mark. Use the cursor keys to highlight the customer you want to recover and press enter, or double click on your selection with the mouse. You will then be prompted to enter the last name of the customer to replace the last name presented on the screen. Upon entering the last name, Track-It will verify that the customer number assigned to the customer is still unique prior to reinserting the customer into the system. If the customer number has already been reassigned, then the undeleted customer will be assigned the next available customer number. Reports The reports segment of Track-It provides an array of different reports for a variety of purposes. This section of the Track-It manual will briefly describe the output, options and operation of each of the reports available. The reports will be discussed in the order that they appear in their respective selection menu. Customer Reports This section of the manual covers all the functions related to reports pertaining to customer information. Account Status The account status report prints a list of all invoices created for a specific period of time that are associated with a specific customer, and calculates a total balance for that period of time. After selecting this function, you will be prompted to enter the last name of the customer that you wish to edit. Enter in the name of the customer that needs to be altered. If the name is not known exactly, enter in as much of the name as known followed by a question mark. Track-It will retrieve a list of all customers whose last name matches the criteria entered. Us the cursor keys or the mouse to highlight the customer that you wish to edit. Once highlighted, press Enter or the OK button. 50 Track-It 3.02 After selecting a customer, you will be prompted to enter the date range search. Enter the beginning and ending dates as desired and press enter to continue. The dates must be entered in the format of MM/DD/YYYY. Invalid dates will cause invalid reports. The printout will contain a list of all the invoices that match the entered criteria. The total sales, total paid, and outstanding balance for the selected customer will be printed. After printing the report, you will be returned to the main menu. Customer Lists Track-It provides two customer list functions; one sorted by last name, and one sorted by the customer's zip code. There are no options for this report other than the ability to designate the beginning and last name for the report by name, or the beginning and ending zip codes for the report by zip code. The names and zip codes entered will be compared as partial criteria, thus if the beginning name entered is "MA", then all names that begin with the letters "MA" will be included in the report. The same approach is taken for the zip code report. By selecting the desired report, the customer list will be printed sorted either by the last name, or by the zip code in which the customer resides. Note that the customer list that is sorted by zip code is not sorted by name within a given zip code. Purchases The customer "Purchases" report is a non-printing report, thus no printer output is produced. When the customer purchases function is initiated, you will be prompted to enter in the customers last name, or company name. If the exact name of the customer is not known, enter as much of the name that is known followed by a question mark. If you know the customer, enter # followed by the customer number to directly select the customer. Track-It will retrieve a list of all customers whose last name matches the criteria entered. Use the cursor keys or the mouse to highlight the customer that you wish to query. Once highlighted, press Enter or the OK button to select the source 51 Track-It 3.02 customer. After selecting a customer, you will be prompted to enter the date range search. Enter the beginning and ending dates as desired and press enter to continue. The dates must be entered in the format of MM/DD/YYYY. Invalid dates will cause invalid reports. Each line item invoiced for the customer is displayed in the order that it appeared on the invoice. Each item will show the date of purchase, the invoice number it was purchased on, the items stock code, quantity purchased, and the price. Use the page up, page down, and arrow keys to display additional items. After viewing the purchase history, press Esc to return to the menu. Statement Processing The statement processing function of Track-It will print a mailable statement for all customers that have an outstanding balance for invoices created within the specified period of time. After selecting the function, you will be prompted to enter the date range search. Enter the beginning and ending dates as desired and press enter to continue. The dates must be entered in the format of MM/DD/YYYY. Invalid dates will cause invalid reports. Each printout will contain a list of all the invoices that match the entered criteria for the current customer. The total sales, total paid, and outstanding balance for the selected customer will be printed. After printing all reports, you will be returned to the main menu. Summary Purchases The summary purchases report produces a summarized listing of the purchases for a given customer over a specified period of time. After selecting this function, you will be prompted to enter the last name of the customer that you wish to edit. Enter in the name of the customer that needs to be altered. If the name is not known exactly, enter in as much of the name as known followed by a question mark. Track-It will retrieve a list of all customers whose last 52 Track-It 3.02 name matches the criteria entered. Us the cursor keys or the mouse to highlight the customer that you wish to edit. Once highlighted, press Enter or the OK button. After selecting a customer, you will be prompted to enter the date range search. Enter the beginning and ending dates as desired and press enter to continue. The dates must be entered in the format of MM/DD/YYYY. Invalid dates will cause invalid reports. You will then be prompted to enter the sorting method for the report. Sort by stock code will simply print a listing of all the stock codes that a customer has purchased along with the totals for each stock code. Sort by category will group all purchases by stock code category and provide you with total sales for each category of stock code. Each line item in the report, regardless of the sorting method, will have the stock code, description, total sales, total cost, and the total gross profit. After printing the report, you will be returned to the main menu. Export The customer export report is a simple report which creates a file containing a list of all customers in a comma delimited format. This list can then be retrieved into a separate program to print mailing labels. Zip Code Count The zip code count provides a list of the zip codes in the customer data file. This report was included in Track-It to provide a rough geographical impression of where your customers are coming from. This will allow you to determine where your advertising and sales efforts are working, and where they need to be intensified. For each zip code that has three or more customers, the following information is printed; the number of customers residing in that zip code, the percentage of your customers in that zip code, the zip code, city, and state which that zip code is in. The last line of the report shows the number of customers that do not reside in a valid zip code or where there were less than three customers in a zip code. A customer whose zip code was left blank at the time of being entered into the system will 53 Track-It 3.02 be counted as invalid zip codes. Because the value printed for the percentage of customers in an individual zip code is rounded, the total percentage of customers included in the report may not equal exactly 100 percent. Inventory Reports This section covers the reports available under the inventory section of available reports. Stock Report by Code This report prints a complete listing of all stock codes in the system sorted by stock code. The report consists of each items stock code, a description, the manufacturer, category, subcategory, stock location, minimum and maximum stock levels, on hand quantity, last cost, and extended value. There are no options for this report other than selecting the printer output location. Overstock Report The overstock report provides a list of stock codes which have a calculated on hand quantity greater than the set maximum stock level. This function scans the purchase order and customer order history, and then reads straight through the stock code data file and determines if the code is overstock. The overstock report takes into consideration the quantities of items on outstanding purchase orders and customer orders when determining if the item should be included in the report. If the item is overstocked, the code is printed along with a description, the manufacturer, the category and subcategory, minimum and maximum stock levels, the quantity on order, the quantity allocated to customer orders, and the number of items over the maximum stock level after receiving the purchase orders and customer orders. When the report is finished, you are returned to the inventory reports selection menu. The overstock report will probably not be the most useful of reports to most businesses, but to those who have a large parts inventory to track, it can be a good way to determine which items should be included on the next clearance sale. Remember that having too much stock can sometimes be a 54 Track-It 3.02 greater detriment than having too little stock as it ties up working capital that could otherwise be used for more popular items. Price List The price list report is just that, a price list. When prompted, enter the criteria for which you wish to print a price list. Only items that fit within the entered criteria will be included on the list. When the criteria is entered, press Enter or OK to initiate the report. Reorder Report When each new stock code was entered into the system, minimum and maximum stock levels for each code were either set by the user or defaulted to zero. By properly setting the max and min stock levels combined with this reorder report, an adequate stock level for all items can be maintained. There are no options for the reorder report other than selecting the printer output location, thus the report starts almost immediately. The function scans the purchase order and customer order history, and then reads straight through the stock code data file and determines if the item should be on the reorder report. The quantity on hand for each item is adjusted up for any quantity on order in the purchase order system, and down for any quantity allocated for customer purchase. If the resulting stock on hand value for an item is greater than the set minimum stock level it is not printed. If the resulting quantity on hand is lower than the minimum stock level, the item is included on the reorder report along with a suggested reorder quantity. The reorder quantity printed is the number of items that when received will place the on hand quantity, (after receiving outstanding purchase orders and filling customer orders), at the mid point between the minimum and maximum stock levels for that stock code. For example, if you have a resulting quantity on hand of 4 for the stock code "XYZ" and the minimum and maximum stock levels are 10 and 20 respectively, the reorder quantity if determined as follows: add the quantity required to bring the stock level up to the minimum level, (6), plus one half of the difference between the minimum and maximum stock levels, (5). Thus the suggested minimum reorder number for stock code "XYZ" would be 11. The printout for each line item consists of the stock code, 55 Track-It 3.02 a description, the manufacturer, model number, category, subcategory, minimum and maximum stock levels, the quantity on order, the quantity on customer orders, the on hand quantity, last cost, and the suggested reorder quantity. After the printout is complete, you will be returned to the inventory reports selection menu. Serialized Stock Report This report prints a selective listing of serialized items currently in stock. When prompted, enter the criteria for the current report. All fields will be handled as partial searches. If a list of all serialized items is desired, leave all the fields blank. The printout consists of the following information: the stock code for each line item, the individual serial number, its respective stock number, a description, the manufacturer, the category and subcategory, date received, and the individual items cost. After each set of items for a given stock code, the number of items on hand for that code and the total value on hand for the stock code is printed. Selective Stock Report The selective stock report is very similar to the stock by code report, with the exception that the items included on the report can be designated by the user. Upon initiating the function, you will be prompted to enter in the criteria for the report. All fields will be treated as partial search criteria, and thus any items that fit within the parameters entered will be included in the report. When the criteria is entered correctly, press Enter or OK to start the report. Pressing Esc will return you to the menu. Query Report The query report prints a list of items contained in the query data file for a user determined period of time. The query report compiles the query information for the requested period of time and prints a list of the items, sorted by stock number, and the number of recorded queries. 56 Track-It 3.02 The only variables available in the query report for the user to define are the beginning and ending dates. The beginning date is automatically set to six months prior to the current date. The ending date is automatically set to the current date. If the dates are correct, press Enter or OK to begin the report. If the dates are incorrect, enter in the correct dates and press Enter or OK. Pressing Esc will return you to the menu. The following information will be printed for each line item of the report: the stock code, a description, the manufacturer, the category and subcategory, minimum and maximum stock levels, the quantity currently on hand, the last cost, and the number of queries. Order Entry Reports This section covers the reports available under the order entry section of available reports. Outstanding Orders The outstanding order report prints a list of items ordered by customers but have not been delivered. The outstanding order report reads straight through the order entry data files to locate items still on order. For each item still on order, the following information is printed: the stock code, the order number it was ordered on, a partial customer name, the date the order was created, a description, the manufacturer, quantity ordered, quantity shipped, and the quoted price. After the report is finished, you will be returned to the menu. Summary / Detailed Order History The summary and detailed order history reports are very similar in function except for the way that the format in which the information is printed, and thus will be discussed concurrently. The summary report prints a list of items and the quantity of each item ordered that matches the selection criteria. Each line item is printed only once, and the quantities ordered and shipped are the total quantities for the entire period rather than for one customer order. Because the report is a summary, no price values are printed. 57 Track-It 3.02 The detailed report prints a complete list of items exactly as they appeared on individual customer orders. The quantities printed are for that item on the individual order being examined. Thus a single stock code can appear many times on one report. The detailed report also contains the prices at which each item was quoted for a given customer order. All of the selection criteria fields, with the exception of the date fields, are treated as partial searches. For example, if the beginning customer name was entered as "MA" and the ending code entered as "TECH", then all customers that have last names between "MA" and "TECH" will be included in the reports. The longer the data entered in each field, the more specific the report. Depending the information entered into each field, the report produced can be very specific or very comprehensive. The selection criteria ranges available are the customer name, date of order creation, stock code, product category, and product subcategory. Each of which range can be as detailed or as broad as desired. If an field is left blank, then all data compared against that field will be considered a match. This allows open ended search criteria. If both the beginning and ending field for a given criteria set are blank, then that criteria will not be checked during the sorting of the data. Do not leave either of the date fields blank as this will cause invalid reports. Enter in the criteria desired and press Enter or OK to accept the data and begin the report. A report will be printed even if no data was found to match the criteria. NOTE: The search criteria fields are not checked for invalid ranges. If an ending field is entered that is lower than the beginning field, or visa versa, then no data will fit the criteria, and thus no information will be included in the report. Reprint Order The print function allows an individual customer order to be reprinted. When prompted for the order number to print, the number entered must correspond to an order that is currently in the order history. Entering an invalid order number will cause the field to be cleared, and you will again be prompted to enter in another order number. After retrieving the entered order, you will be prompted to select the output location. Select the output destination and 58 Track-It 3.02 press enter. After the order is printed, you will be returned to the main menu. Purchase Order Reports This section covers the reports available under the purchase order section of available reports. Backorder Report The backorder report prints a list of items ordered but not received. The backorder report reads straight through the purchase order data files to locate items still on order. For each item still on order, the following information is printed: the stock code, the purchase order it was ordered on, the vendor order from, the date the order was created, a description, the manufacturer, category and subcategory, quantity ordered, quantity received, and the items unit cost. After the report is finished, you will be returned to the menu. Summary / Detailed Purchase History The summary and detailed purchase history reports are very similar in function except for the way that the format in which the information is printed, thus they will be discussed concurrently. The summary report prints a list of items and the quantity of each item purchased that matches the selection criteria. Each line item is printed only once, and the quantities ordered and received are the total quantities for the entire period rather than for one purchase order. Because the report is a summary, no price values are printed. The detailed report prints a complete list of items exactly as they appeared on individual purchase orders. The quantities printed are for that item on the individual purchase order being examined. Thus a single stock code can appear many times on one report. The detailed report also contains the prices at which each item was purchased for a given purchase order. All of the selection criteria fields, with the exception of the date fields, are treated as partial searches. For example, 59 Track-It 3.02 if the vendor beginning code was entered as "MA" and the ending code entered as "TECH", then all vendors that have assigned codes between "MA" and "TECH" will be included in the reports. The longer the data entered in each field, the more specific the report. Depending the information entered into each field, the report produced can be very specific or very comprehensive. The selection criteria ranges available are the vendor code, date of purchase order creation, stock code, product category, and product subcategory. Each of which range can be as detailed or as broad as desired. If an field is left blank, then all data compared against that field will be considered a match. This allows open ended search criteria. If both the beginning and ending field for a given criteria set are blank, then that criteria will not be checked during the sorting of the data. Do not leave either of the date fields blank as this will cause invalid reports. Enter in the criteria desired and press Enter or OK to accept the data and begin the report. A report will be printed even if no data was found to match the criteria. NOTE: The search criteria fields are not checked for invalid ranges. If an ending field is entered that is lower than the beginning field, or visa versa, then no data will fit the criteria, and thus no information will be included in the report. Reprint P.O. The print function allows an individual purchase order to be reprinted. When prompted for the purchase order number to print, the number must be entered according to the following format. The first four digits of the purchase order must be the four digit calendar year in which the purchase order was created. The year must then be followed, (without any spaces), with a dash. The order number must immediately follow the dash. The following are examples of valid purchase order numbers to be reprinted: 1988-22 1990-89 1990-123456798 The following are examples of invalid purchase order numbers: 1990 - 78 60 Track-It 3.02 1977- 100 90-78 Once a valid purchase order number is entered, the order information will be retrieved and you will be prompted to enter the printout destination. Select the desired printer port and press enter. After the order is printed, you will be returned to the P.O. selection menu. Sales Reports This section of the Track-It manual covers all sales reports provided by Track-It. Summary Daily Sales The summary daily sales report is identical in operation to the daily sales report, but only displays the total sales volume information on the screen. The daily and month to date summary reports were included to allow easy retrieval of sales information without an extensive use of paper printouts. The displayed data from the daily sales summary report is simply the totals that would be printed at the end of the detailed daily sales report. No information about specific invoices or items is displayed. When the information is no longer needed, press Enter or Esc to clear window from the screen and return to the menu. Invoice Balance The invoice balance report prints a list of invoices that have an outstanding balance. After selecting this function, you will be presented with the sales reports criteria window. The selection criteria ranges available are the customer last name, date of purchase, and the salesperson. For this function, the stock code and category fields are not used, and any criteria entered in these fields will be ignored. 61 Track-It 3.02 If an field is left blank, then all data compared against that field will be considered a match. This allows open ended search criteria. If both the beginning and ending field for a given criteria set are blank, then that criteria will not be checked during the sorting of the data. Do not leave either of the date fields blank as this will cause invalid reports. Enter in the criteria desired and press Enter or OK to accept the data and begin the report. A report will be printed even if no data was found to match the criteria. NOTE: The search criteria fields are not checked for invalid ranges. If an ending field is entered that is lower than the beginning field, or visa versa, then no data will fit the criteria, and thus no information will be included in the report. The printout will contain a list of all the invoices that have an outstanding balance. The invoices will be grouped by customer. The total outstanding balance of each customer is printed after each group, and a total outstanding balance for all invoices on the report is printed at the end of the report. After printing the report, you will be returned to the main menu. Custom Sales Report The custom sales report provides a means of determining the quantity of specific items sold within a given period of time. Upon selecting this report, you will be presented with the sales report criteria dialog. The first two edit fields allow you to enter the beginning and ending names of the customers that you wish to include in the report. All invoices that do not have customer names within the range entered will be excluded from this report. The second pair of edit field available to modify is the beginning date of the report. This field is automatically set to January first of the current year, and the ending field is automatically set to the current date. If the beginning or ending date is incorrect, enter in the desired dates. If a comprehensive report including all items sold within the entered period of time, press Enter or OK with all blank fields to begin the report. If only a specific group of items is desired, they can be selected by the stock code, the product category, the product subcategory, or an combination of the three criteria. A pair of fields for a range is provided to allow the selection of items to be linked to a range of salespeople. 62 Track-It 3.02 Open ended criteria is also possible by leaving either the beginning or ending fields blank. For instance, if the beginning stock code is entered as "SX", and the ending field is left blank, all items with the a stock code starting with the letters "SX" through "XXXXXXXXXXXXXXX" will be included in the report. Each line item on the report will include the stock code, a brief description, the manufacturer, model number, the product category, subcategory, and the quantity sold within the designated period of time. After the report is complete, you will be returned to the main menu. Daily Sales The daily sales report prints a list of all items sold on the specific date entered. There are no options for this report other than to change the date of the report. After the date is entered, Track-It will compile all available sales information for the date entered. The printed report will list each line item for all invoices created on the desired date in no specific order. Each line item will show the stock code of the item, a description, the items manufacturer, the invoice number, the per unit price, the quantity, calculated tax, the per item cost, and the profit for the line item. If the stock code is designated as serialized, each serial number currently associated with the stock code and invoice will also be printed. The cost of each serial number along with the profit for each serial number will be printed instead of an overall cost and profit for the line item. The totals of each column for all serialized items will be calculated and printed. Under the serialized totals will be the column totals of all items sold regardless of their serialized status. It is highly recommended that a daily sales report be run each night after closing to provide a secondary method of tracking sales history. Invoice Report The invoice report prints a list of all invoices that were 63 Track-It 3.02 created for a specific period of time regardless of the invoice balance. After selecting this function, you will be presented with the sales reports criteria window. The selection criteria ranges available are the customer last name, date of purchase, and the salesperson. For this function, the stock code and category fields are not used, and any criteria entered in these fields will be ignored. If an field is left blank, then all data compared against that field will be considered a match. This allows open ended search criteria. If both the beginning and ending field for a given criteria set are blank, then that criteria will not be checked during the sorting of the data. Do not leave either of the date fields blank as this will cause invalid reports. Enter in the criteria desired and press Enter or OK to accept the data and begin the report. A report will be printed even if no data was found to match the criteria. NOTE: The search criteria fields are not checked for invalid ranges. If an ending field is entered that is lower than the beginning field, or visa versa, then no data will fit the criteria, and thus no information will be included in the report. The printout will contain a list of all the invoices that match the entered criteria. The invoices will be grouped by customer. The total sales and outstanding balance of each customer is printed after each group, and a total for sales and balances for all invoices on the report is printed at the end of the report. After printing the report, you will be returned to the main menu. Month to Date Sales The month to date sales report is almost identical to that of the daily sales report with the exception that it deals with a larger time period. When the function is started, you will be prompted to confirm the displayed month or enter a different month. Press enter to accept the current month. If the month entered is already completed, such as the prior calender month, then all sales within that month will be printed. If the current month is selected, all sales within the current month will be included up to the current date. 64 Track-It 3.02 If a date is entered that is in the future, the report will simply print that there were no sales and return as normal. Summary Month to Date The summary month to date report is identical in function to the detailed month to date report except in the amount of detail. The only information that is produced is simply the sales totals that would be printed at the end of the detailed month to date sales report. No information about specific invoices or items is displayed. When the displayed information is no longer needed, press any key to clear the window and return to the menu. Custom Summary Sales The custom summary sales report is similar to that of the custom sales report with the exception that the data is summarized. The selection criteria available is identical to that of the custom sales report. Each line of the report includes the stock code, a description of the item, the manufacturer, the category and sub- category, the total quantity ordered, and the total quantity shipped for all items that fit the criteria. After the report is finished, you will be returned to the reports selection menu. Reprint Invoice The reprint invoice function is simply a means by which an invoice can be recreated if lost by the customer, or reprint if a mistake was made when entering in the sales information. When prompted, enter in the number of the invoice to be reprinted. An invoice number that does not correspond to an invoice in the current sales history will be rejected. After receiving the invoice information and line items, you will be prompted to select the printer to which the output will be directed. Select the correct printer and press enter. After the invoice is printed, you will be returned to the 65 Track-It 3.02 main menu. Vendor Reports There are two vendor reports available; selection and sorting by vendor name, and selection and sorting by vendor code. Upon entering either report, you will be prompted to enter the range of vendors you wish to print, either by code or name. Enter the vendor range and press Enter or OK. Pressing Esc will back you out of the report and return you to the menu. Options This segment of the Track-It manual covers the functions available under the options menu. Batch Operations This function allows the user to run several functions from each of the programs segments. Most of these functions can take extended periods of time, and thus have been included in the batch option to allow them to run without user input whenever time allows or after normal business hours. Use the tab key to move between sections of the batch function, and the cursor keys to move the highlight. Press the space bar or click on each selection to select or deselect each item. Every function that is checked will be run in the order that they appear on the screen. The verify indexes section of the batch processing will verify the contents of the indexes of each section checked. This ensures that the indexes match the data. The purge dead data function scans the selected data files and determines if each entry is currently in use. If an item is not in use, it is deleted from the system. The storage reclamation section actually recovers the space used by deleted data. The only user input required after confirming the start of the batch, is to confirm or enter in the correct month for the MTD sales report. It is recommended that the entire batch be run at the end of 66 Track-It 3.02 each calendar month. Backup Functions The backup submenu provides access to an internal method of creating backups of the data created and stored by Track-It. These function require approximately 180k of ram available from inside Track-It to function properly. The memory available from inside Track-It is displayed in the lower right hand corner of the Track-It screen. Backup The backup function will create a backup of all .DAT files in the current data location. This function uses the DOS backup command to provide functionality. Restoral of the data can either be performed from the restoral function provided by Track-It or can be run manually from the DOS command line. Upon selecting this function, Track-It will prompt you to enter the drive letter to where the backup will be sent. Entry of either A or B is required. Track-It will then use the current data location information to call the DOS backup function. All files that match *.DAT will be backed up. *Note: The backup function does NOT make copies of the indexes. Thus if the data ever requires restoring, all indexes must be verified prior to use to prevent data corruption. Restore The restore function replaces the data currently in the data path with a copy of the same files from an earlier date. This function uses the DOS restore command to provide functionality. Upon selecting this function, Track-It will prompt you to enter the drive letter from where the backup will be restored. Entry of either A or B is required. Track-It will then use the current data location information to call the DOS restore function. All files that match *.DAT will be overwritten with the data contained in the backup. *Note: The restore function does NOT replace copies of the indexes. Thus all indexes must be verified prior to use to prevent data corruption. 67 Track-It 3.02 Customization Several elements of Track-It are customizable. The elements include the company information, cost calculation method, invoice disclaimer lines, and the printer configuration. Company Information Upon selecting the company information menu selection, you will be presented with the company information entry window. Enter in the information requested for each field. Most of the information that you enter in these fields will be printed at the top of invoices and customer orders. No special considerations are needed for centering as this is done immediately prior to printing for each invoice or order. The contents of the default ship via field is inserted automatically on each invoice and customer order. Enter in the most common method of product shipment into this field. The next field is an indicator as to whether or not the company information is printed at the top of invoices and customer orders. If you are printing invoices on letterhead, leave this box unchecked. If you wish Track-It to print the invoice and order headers, check this box. The print all payment types indicator tells Track-It if you want to simply print the total amount paid on an invoice, or if you wish to print the specific amounts of each payment type on the invoice. Leave this field unchecked to print the total paid, or checked to print each payment type on the invoices. The cost calculation method buttons tell Track-It how to calculate the cost of a stock code. If you check the last cost method, Track-It will assume the cost of a stock code is the cost of the item the last time it was received. If you check the cost averaging method, Track-It will calculate the weighted average cost of the stock code. The precision field allows you to set Track-It to round to either two or three decimal places for stock code prices and costs. Set this option to three decimal places only if you will be dealing with stock codes that are either priced or cost less than a penny. When all the fields are correct, press Enter or OK to save the changes. Press Esc or the cancel button to close the window without saving the changes. 68 Track-It 3.02 The company information is stored in the same location as the program's data. Thus by modifying the company information, all systems that access shared data pick up the changes the next time each system starts Track-It. Disclaimer Lines The disclaimer lines menu selection allows you to modify the text that is printed in small print at the bottom of every invoice. You can use the disclaimer lines to display text that describes your return policy, you monthly specials, or anything that you wish your customers to see at the end of their invoice. The disclaimer line text is stored in the same location as the data files to ensure that all terminals access the same information. Each line can contain up to 132 characters of text and will be printed exactly as typed in the field. The field will scroll to allow the entry of more text than what will appear on the screen. When both fields are correct, press Enter or the OK button to save the changes. Press the Esc or cancel button to close the window without saving your changes. Printer Setup The printer setup section of Track-It allows you to tell Track-It which type of printer(s) you have attached to your system. After selecting this menu selection, you will be presented with a dialog box that lists your current printer selections, and the current default printer port. If either of the printers listed are incorrect, you need to change the printer information for Track-It to correctly print your reports. Press Alt-1 to change the printer attached to LPT1, or Alt-2 to change the printer attached to LPT2. If you wish to change the default printer port, move the indicator of the default printer port to the port that you wish to have as the default. By changing the default port to either LPT1 or LPT2, you can indicate to Track-It where a majority of your printouts will be sent, and relieve you from having to change the port each print. 69 Track-It 3.02 After selecting a printer to change, you will be presented with a list of four printer selections. The selections in the order that they appear are; Epson, HP Laserjet, IBM Proprinter, and User Defined. If your printer is compatible with any of the first three selections, use the cursor keys and space bar, or select the correct printer with the mouse. When the correct printer for that port is selected, press Enter. Press Esc to return to the printer setup window without making changes. The printer setup window will immediately show any changes that you have made. If your printer is not compatible with any of the printers listed, select the user defined option to enter the setup strings for your printer. This will allow your printer to work correctly with Track-It. See the next section, custom printer setup, for specific information about user defined printers. When the printer information is correct, press Alt-O or the OK button to save the information. Press Esc or Cancel to return to the menu without saving changes. Custom Printer Setup After selecting a user defined printer, you will be presented a window with several fields. This screen allows you to enter in the command strings for printers that are not compatible directly supported printers. The command strings are sent by Track-It to tell the printer to change how it will print. Printer commands are also commonly known as escape sequences or escape codes since most printer commands begin with the Escape character, 27. Because many printers have their own command strings, which are not compatible with the available selections, you have to enter in the commands that were provided to you in your users manual. If you do not have your printer users manual, please contact the manufacturer of your printer for the correct commands. Each line in the window represents one command string for one function on your printer. Each character of the string, with the exception of the printer name, should be entered as a decimal number and separated by a '\' symbol. Thus if the command for your printer to set it to 17 characters per inch (compressed print) is: 27 38 107 50 83 0 you would enter 27\38\107\50\83\0 on the line for 17 CPI. Enter the name of the printer that you are setting up in the printer name field. This field is used to indicate to you the printers which are attached to which port at printer selection time. 70 Track-It 3.02 The 17 CPI field is where you will place the command to set your printer to 17 characters per inch, also known as compressed print. The 10 CPI field is where you will place the command to set your printer to 10 characters per inch, which is also known as PICA print. Some printers have a specific command to release the compressed print setting rather than just setting the printer back to 10 CPI. If your printer has a specific command to release compressed print, enter it in the Release 17 CPI field. Your printer may not have this command. The 6 LPI field is where you will place the command to set your printer to 6 lines per inch. The 8 LPI field is where you will place the command to set your printer to 8 lines per inch. The initialize field is where you will place the command that initializes your printer. Many times a printer needs to be set to a specific state prior to printing, such as changing the margin. By entering in the initialize printer command, you can ensure that Track-It sets your printer exactly how you want it prior to printing. Most printers will not need this field. The reset field is where you will place the command to reset your printer. If your printer has a reset command, please enter it in the field. This will ensure that Track-It can set your printer back to its power on state after each print. By resetting the printer after each print, Track-It makes it easier on other users by not leaving the printer in an unknown state. Track-It will print invoices and customer orders in a high quality print mode if your printer has the capabilities. The NLQ/LQ field is where you will enter the command to set your printer to a higher print quality. This command generally has no effect on laser printers as they always print letter quality print and thus can be left blank. The release NLQ/LQ field is where you will place the command to reset your printer back to its default print quality. Again, this command generally has no effect on laser printers as they always print letter quality print and thus can be left blank. When all the fields are set correctly, press the Enter key or the OK button to save the changes. Press the Esc key or the cancel button to cancel the edit and return without any changes. 71 Track-It 3.02 Data Location The data location menu selection allows you to change where Track-It stores the data. Track-It assumes that you intend to store data in the same directory that you placed the program unless you specifically tell Track-It to look some other place for the data. If you are running on a network, you must set the data location on each system. Upon selecting the data location option, you will be presented with a dialog box that contains an input field, a directory tree, and several buttons. If you already know the exact location where Track-It is to store the data, enter it in the input field. You must specify the entire path, including the drive, to ensure that Track-It can find the data. If you are storing the data in a subdirectory called 'TRDATA' on the 'E' driver, enter 'E:\TRDATA' on the input line and press Enter or the OK button. If you do not know the exact location, you can scan through the directory tree with the cursor keys or the mouse. To change the drive that the directory tree is displaying, highlight the line that says 'Drives' and press enter. Track-It will display a list of available drives. To select a directory, use the cursor keys or the mouse to move the highlight to the correct directory. After the correct directory is highlighted, press Enter twice to change the directory. The first Enter accepts the highlighted directory, and the second Enter tells Track-It to actually change directories. The data location that you entered will now be retrieved and used each time that Track-It is started. File Viewer The file viewer menu selection is a simple ASCII text viewer. This viewer can read any report created by Track-It and display it on the screen. For reports that are wider than the screen, the viewer is capable of scrolling left and right as well as up and down. After selecting this option, you will be prompted to enter a file name to view. Track-It automatically displays a list of files that match *.TXT. Enter in the file name that you wish to view in the input 72 Track-It 3.02 line, or select the file from the list in the file list box. Press enter when the file name is either highlighted or entered in the input line. After retrieving the file, Track-It will display the file in a large window. Use the cursor keys to move the text in the window. The mouse can also be used to click on the scroll bars to move the window. When you are done viewing the test, press ALT-F3 or click on the little square box in the upper left hand corner of the window with the mouse. Pressing Esc does not close this window. Purge History This segment of the Track-It allows the user to remove outdated sales, purchase order, or order entry history from the system to both recover drive space and increase the performance of Track-It. After selecting the data that you wish to purge, you will be asked to enter the purge date. All history for the data that you have selected that is dated earlier than the date you enter will be removed from the system. The changes made by the purge history functions are permanent, as Track-It has no way to recover items once they have been purged. Please make a backup prior to running any of these functions. Number Sequence The number sequence functions allow you to change the number sequence of the purchase orders, invoices, orders, or stock numbers. Upon choosing this menu selection, you will be presented with a second menu of the number sequences that are available for modification. Select the area that you wish to modify. Enter in the next number you wish to use for the selected number sequence and press enter. Track-It will not allow you to enter in a number that is equal to or less than the next available number. This prevents you from entering in the number 900 when the next number would already be 950. Verify Indexes The index verification functions compare the contents of an individual set indexes with the actual data in the data files and 73 Track-It 3.02 corrects any discrepancies. These functions do not modify data in any way. Select the indexes that you wish to verify and press enter. A status window will indicate that the verification process if progressing. You will be returned to the main menu when the verification is complete. Summary If you have made it this far, you know most everything there is to know about Track-It and how to operate it. We at Millennium Software hope that this manual has been of some help and worth your time to read it. If you have found part of this manual to be incorrect or simply not clear enough, please contact us, and we will attempt to make any necessary changes. If you have any problems, questions, or suggestions, we would very much like to hear about them. We wish you good fortune and prosperity in your business. 74