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1989-11-09
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EASY INVENTORY
Version 1.1
This business inventory program is for those needing an easy
to use, stand alone inventory program. Many businesses should
find the program to be ideal for their purchases and sales as well.
Besides various inventory reports, other sales reports should be
ideal for monitoring cash flow and income from sales as well. The
program maintains the cost of sales based on the cost at the time
of the sale. It uses auto lookups and scrolling record windows
for ease of use.
The program provides for inventory by number, locations, and
by supplier for the reorder report. It also offers virtually
unlimited record capacities. It will even blank your monitor screen
after 10 minutes of inactivity to protect it from burn in.
Requirements for this program are at least 512k ram and a
proper CONFIG.SYS file in the root directory. A hard disk is
also highly recommended. This is a large application and a separate
directory should be created for it's use. Please see CONFIG.SYS
below for further information concerning this file. If you have
a color system and the program does not come up in color, try
entering MODE CO80 just prior to running it.
Please read the following instructions before using, especially
the section explaining the use of the keyboard keys in the program.
Sample files are included for setup and test purposes. You can
simply delete the records when through with them or you can copy the
EASINV.EXE file only if you prefer. The sample files can be very
useful for quick starts and checking out the various reports that
are generated. To start the program, enter EASINV at the prompt.
If you like the program, registration is only 35.00. You will
then be sent the registered version of the program. You will be
able to view inventory on hand; print single location reports; and
display a summarized report of purchases, sales and inventory for
monitory cash flow and profit (making it easier on paper also).
Your support is appreciated. Feed back is always welcome.
I. J. Smith
9795 Rustling Oaks
Baton Rouge, La. 70818
The program is straight forward with the following steps:
1. Add Inventory Locations Main Menu option D
2. Add Inventory Suppliers '' '' '' E
3. Add Inventory Items '' '' '' C
4. Enter Purchases and Sales '' '' '' A & B
5. Print reports as needed '' '' '' F
The order shown is for first time use. Many items can be added
when their tables are displayed for lookup purposes from various
data prompts by simply pressing the INSert key.
Purchases need to be entered and processed before sales to
properly reflect the cost of sales. A last unit cost is used as a
default and will be used if there is no cost at the time of sale.
This should at least assure a reasonable cost of sale in the various
sales reports.
When making changes to purchases and sales transactions, the
description information will not be reflected properly until the
inventory number has been chosen. This is normal and you can cancel
with the ESC key if you wish, previous data will not be lost.
FUNCTION KEY USAGE
The following keyboard keys are used in the multiple record
table windows. A popup window will appear from these keystrokes.
A description of the action will appear in this window such as
'This record will be added' or 'Press ENTER to delete'. You can
press the ESC key to cancel or in the case of the deletion, press
ENTER and the record is then removed. You may find it easier to
add records by being situated where you want to add the record...
thus the use of the INSert key.
KEY FUNCTION
------- ---------------------------------------------
INSert Used for adding new records. Record will
automatically be inserted in proper position.
DELete Used for deleting highlighted records.
ENTER Used for changing highlighted record.
ESC Cancel or exit.
ARROWS These keys are used to scroll thru the records
one at a time.
PgUp Displays previous window of records.
PgDn Displays next window of records.
CTRL PgUp Displays records from beginning of file.
CTRL PgDn Displays records from end of file.
LOCATOR Locator fields are used to locate records more
quickly. As you enter the number desired, the
program will highlight the nearest record found.
These are located in the upper left corners of
the record table windows. Make sure you try
these out as they will make data entry much
quicker with large files.
The data entry windows are fairly straight forward. You simply
add or change data as needed with the ENTER key. Use of the ESC key
can also restore data if you wish. The ARROW keys can also be used to
step through the data fields. If your data is correct, you can also
press CTRL-ENTER and not have to step through the fields. This can be
very useful when simply needing to change data in only one field.
Lookup fields are also used thruout the program. If prompted
for a number for example, you can enter the number desired or if
blank simply press ENTER. Choices will then be displayed in a table.
The table will also be displayed if the number you enter does not
exist. If the number is new, it can be added by simply pressing the
insert key. Where appropriate, some tables will automatically pop
up for your choices.
SCREEN BLANKER
The program has a built in feature that will blank the monitor
screen after 10 minutes of inactivity. This feature is to help
protect your screen from burn in. Simply press one of the arrow
keys to refresh the screen display.
Main Menu option A Purchases
This option will pop up a small menu to enter purchases. Option
A will display the data entry table for the purchases. If none exist
then the program will automatically display the record window for a
new purchase entry. Purchases are displayed in the order of the
reference field. It can be used for supplier invoice numbers or
any other use you may find useful to check the entries.
The inventory table will automatically pop up for your choices.
Simply highlight your choice and press Enter. If your inventory file
is large, make use of the locator fields on top of the tables. They
will help locate records faster.
Option B will print a report in the order of the reference as
entered. It will subtotal the purchases for each reference.
Option C will print a report in the order of the inventory item
numbers. It will also print the total quantities purchases.
When satisfied with the purchase entries and final reports, use
option D to process the purchases to the inventory records. They will
be deleted after being posted.
Main Menu option B Sales
This option is similar to option A above but will display sales
rather then purchases in the entry table.
The pop up record window will also display the inventory price,
cost, and quantities on hand. The cost could be useful for those
wanting to use the program for "in house" use. Simply use the unit
cost as the sales price. If you have multiple quantities, you will
have to extend them however.
Main Menu option C Inventory
This option will display the inventory items table. Use the
keyboard keys as described above for data entry.
The program allows for a fifteen position number for the various
inventory items. The program keeps the inventory sorted by this
number so you want to establish a good numbering system before you
start entering the items. You can use upper case letters and numbers
for your particular needs.
A twenty five position description field is provided along with
a four position unit description.
The following fields are provided with brief descriptions. You
will also find descriptions of usage in the reports sections below.
On Hand Quantities on hand
Total Cost Total cost of on hand
Minimum Quantity to be used for reorder purposes
Supplier Number Supplier of the item.
On Order Used to maintain quantities on order
You must also provide a last unit cost to be used as a default
for cost purposes at the time of sale. This is only used if the
inventory costs are zero or less at that time. The program will
automatically maintain this cost when purchases are processed. For
initial set up, you may want to use the displayed unit cost.
You may choose to skip the next fields by pressing CTRL-ENTER
and let the program update these through the processing of the
purchases and sales. They are used for the various period reports.
Main Menu option D Locations
A file is used to maintain locations of inventory items. This
feature can also be useful for grouping inventory items.
If you have similar items at various locations, you may need to
establish a numbering system where the last digits of the inventory
number reflect the location...thus making it easier to enter purchases
and sales for the proper location.
Main Menu option E Suppliers
This file is used to maintain various suppliers. It provides
for name and address, phone number and name of contact with the
supplier. This file is maintained with a seven position numbering
system. The reorder report is listed in the order of the suppliers
for easy reordering purposes.
Main Menu option F Reports Menu
The best way of learning the various reports is by trying them
out. The sample files should help for this purpose.
Option A. This report is used for monitoring sales data for
the period. Most users will find a month to be
ideal for this period.
Option B. Similar to option A but will list and subtotal by
locations.
Option C. Prints purchases and sales for the period. Useful
for cash flow and usage purposes.
Option D, E and F
Similar to above three options except the reports
reflect to date values. Most users will want to
maintain these for a year.
Option G
This report will print the total inventory.
Option H
This report will print the total inventory by
locations. Each location will be subtotaled.
Some users not needing locations may find this to
be a useful way of keeping up various inventories.
Option I
The reorder report will print those items whose
quantities on hand are less then the minimum value.
The on order quantities are also displayed and used
for the number requiring reordering.
Option J
The on order report should be useful for tracking
back orders as well as for record purposes.
Option K
This option will print price lists. It also allows
for a percentage factor to be used for different
price listings. This value can be left at 1.0000
and will print the inventory prices without any
changes. You can increase or decrease the standard
price listings as desired. For example, you can add
ten percent to the prices by entering 1.1000 as the
factor. Conversely, you can decrease the price
listing by ten percent by entering 0.9000 as the
factor.
To avoid obvious errors, the program limits the
factor to 2.0000 and 0.2500.
Option L
Inventory location listing.
Option M
Inventory supplier listing.
Main Menu option G Reset Periods
This option will allow you to start new periods by
clearing all amounts for the previous period. You
will of course want to make sure you have all the
needed reports of the period before choosing these
options.
NOTE: The To-Date option will also clear the period
amounts when selected.
CONFIG.SYS file
As stated above, the program will not work without a proper
CONFIG.SYS file in your root directory. It should contain lines of
code such as:
files=24
buffers=20
You can use your editor to check for these lines of code. You
can check for it's existence by simply entering TYPE CONFIG.SYS
at the prompt of your root directory. If DOS returns a file not
found message, you can copy the CONFIG.DTA file included with this
application. Make sure it is in the root directory and you must
rename it CONFIG.SYS. You must restart your system for this file
to take effect.
This file can be sent to your printer by typing the following
at the DOS prompt:
COPY EASINV.DOC LPT1:
================================================================
DISCLAIMER
----------------------------------------------------------------
USER ASSUMES ALL LIABILITIES IN THE USE OF THIS APPLICATION. DUE
TO THE NATURE OF THIS PROGRAM AND THE MANY VARIOUS COMPUTERS AND
OPERATING SYSTEMS BEING USED, IT IS THE USER'S RESPONSIBILITY TO
INSURE THE FITNESS OF THE PROGRAM FOR IT'S INTENDED PURPOSE. THE
APPLICATION HAS BEEN TESTED. HOWEVER, IT IS STILL THE USER'S
RESPONSIBILITY TO UNDERSTAND AND USE IT PROPERLY. NO WARRANTIES
ARE EXPRESSED OR IMPLIED. AS WITH ALL COMPUTERS, BACKUPS OF ALL
IMPORTANT DATA FILES SHOULD BE MADE PERIODICALLY.
================================================================
