The Business Master (3rd Edition)

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Thank for reviewing Micro Register and supporting Shareware. If you find this software useful, a registration is required. Registered users will receive the the most recent version, a printed manual and phone support. Any comments or suggestions that you may have would also be appreciated. * MICRO REGISTER ORDER FORM * NAME ____________________________________________________________ COMPANY _________________________________________________________ ADDRESS _________________________________________________________ CITY, STATE & ZIP _______________________________________________ PHONE (______) __________________________________________________ MICRO REGISTER REGISTRATION FEE $75.00 INDIANA RESIDENTS ADD 5% _______________ TOTAL _______________ CIRCLE ONE: CASH CHECK MONEY ORDER COD VISA MASTER CARD ACCT# _______________________________________ EXP DATE___________ SIGNATURE _______________________________________________________ PLEASE RETURN TO: MICRO METHODS P.O. BOX 2027 EVANSVILLE, IN. 47728 (812) 476-0999 INTRODUCTION Micro Register is a point-of-sale and invoicing computer program designed to automate a retail or service related business. Micro Register can be setup for many different types of business applications. You can print invoices for customers, statements for charged sales or services, and even generate price quotations. You also have the option of saving invoices and price quotations to disk and view them at any time. The program keeps track of inventory and customer account information and gives you the option of using a salesman file that will automatically give you total commissions earned by each salesman. Income is recorded on three user defined periods such as daily, monthly, and year-to-date. These totals can be printed at any time and can have password protection. Micro Register produces many printed reports such as inventory item lists, item below reorder level, customer and sales personal list, and will print price labels for your inventory. Micro Register can hold 65,000 inventory item numbers and 65,000 customer accounts in it's data base depending on the amount of disk space available. HARDWARE REQUIREMENTS The following hardware is required to use Micro Register: IBM PC, XT, AT or compatible computer with at least 256K of free memory. MSDOS 2.1 or higher. 1 5 1/4" or 3 1/2" floppy disk drive. 10 MEG. or higher hard disk drive. 80 column dot matrix printer. Optional: Star DP-8340 40 column serial receipt printer. RS-232 serial port. Serial cash drawer. INSTALLING MICRO REGISTER To load Micro Register on to the hard disk drive, insert the program disk the came with this manual into drive A and at the C prompt type: A:INSTALL This will create a sub directory called MR and copy all the program and data files to your hard drive. COMPANY SETUP Before you use Micro Register you must first setup the program with information about your business. This is done by selecting option [S] on the main menu. The company setup consists of 2 pages and has 17 options that you can change. Company Setup Page 1 Your options in Company Setup are: Changing one line by entering the line number at the "Enter Line # To Change?" prompt. Pressing [F1] to save what is displayed on the screen and return to the menu. Pressing [F2] to undo changes and return screen to previous settings. Pressing [F9] to change all lines. [PgDn] to display second page of setup information. Lines 1 though 4 - These 4 lines are your companies name, address and phone number. This information will appear on your invoices and statements. Sales Tax Codes Line 5 - Are the sales tax codes. You can have up to 4 tax codes, the first code should be the most used as it is a default code. If you have only one sales tax in your state then place it in code 1 and leave codes 2 - 4 zero. Line 6 - This is the next number to appear on your printed invoices. Micro Register automatically numbers each invoice printed. You may change this number at any time such as the beginning of the year. After entering the next invoice number you will be prompted for an AUTO or MANUAL number. A manual number would allow you to change each invoice number at the time of the transaction and a auto number would not. Keep in mind that Micro Register will always keep track of the last number used, the manual option just allows you to change the number if you wish. Line 7 - The annual percentage rate charged on past due receivables. Line 8 - The due time in days of receivables. Line 9 - Three lines of information to be displayed on each invoice printed. This can be used to advertise store sales or the hours of your business. Company Setup Page 2 Line 10 - Password Protection On: This is where you define which areas of the program you wish to password protect. Each line is menu selection of the program. After selecting option 10 you can then highlight the the lines by using the up or down arrow keys. To add or remove password protection press [ENTER] at the highlighted number. Pressing the [ENTER] key acts as a switch to add or remove the check mark. When the line has a check mark by it, it has password protection. Password Line 11 - A password you can assign to Micro Register which works with the information on option 10. Line 12 - These are the printer codes used to make your printer print condensed or normal type. Many printers use the EPSON codes which would be 27 15 for condensed print and 18 for normal or to release condensed print. If these codes do not make your printer print in condensed format then check your printer owners manual for the proper codes and enter them here. Line 13 - Allows you to identify the 3 accounting total headers. These headers will be displayed on the Accounting Information and on the inventory file information. Line 14 - This option gives you the option of allowing negative amounts to accumulate in the quantity on hand amounts of your inventory items. Line 15 - Allows you to save past invoices. Line 16 - Allows you to save past quotations. Line 17 - An option used for the printing the invoice or 40 column receipt. Entering an A here would always print an invoice or receipt. Entering an N here would never print an invoice or receipt and a P here would prompt you with the line "Print Invoice (Y/N)?" giving you the option to print, or not to print at each transaction. After type you answered the invoice option prompt, you must enter which type. 1 would be a 80 column full page invoice and 2 would be a 40 column receipt. To use the 40 column receipt you must have a Star DP-8340 serial receipt printer. STARTING MICRO REGISTER To start The Micro Register, at the C prompt, type MR and press [ENTER]. After the program loads The main menu will be displayed. THE MAIN MENU The main menu is the central control area of the program. It is from this area you will access the different modules of The Micro Register. To select a menu option, use the arrow keys to move arrow pointer to the desired line and press [ENTER] or key in the number of the line. SALES TRANSACTIONS The sales transactions is where sales are enter and the invoice is printed. After selecting option 1 from the main menu the transaction screen will be displayed. If you installed The Micro Register with a manual invoice number (in the setup program), you will be prompted for the invoice number. Here, you can enter in the invoice number or press [ENTER] to accept the next number kept track of by The Micro Register. If you enter in an invoice number, that number be be used to calculate the next number. Keep in mind that this prompt is only displayed if you answered with an M for the AUTO or MANUAL invoice number option in the setup program. At the "Customer :" prompt you have 4 options. The first is to enter a customer account number, which if exist, will display the customer. The second option would be entering a customers name this would make The Micro Register search for the name you keyed in and display each match found. To search by name you the first character must be a "?", i.e. to search for JONES, FRANK A. you would key in ?JONES. When a match is found, it will be displayed and you would be prompted with an "OK (Y/N/P/ESC)?" ( Here, if you answer with a Y, or press [ENTER] for YES, and then be readied to enter item numbers). If you enter an N here the next occurrence would be displayed, and a P would display the previous match. You can keep pressing N or P until you find the customer or no more matches are found. The third option would be to type in a customers name and address that does not exist in the customer account file. To do this you must enter a period (.) for the first character of the first line. This tells The Micro Register not to search the files and allows you to continue the transaction. The purpose of this is to allow you to enter a name and address to be printed on the invoice. The Micro Register does not save this name. The fourth and last option here would be to press [ENTER], this would display the word CASH and then you would be prompted for the first item number of the invoice. This is used for cash sales and the customers name address is not needed. When entering an inventory item number, if it exist, the description will be displayed and you will be prompted for the quantity sold. After entering the proper quantity, the price of the item and the extended amount will be displayed with an "OK?" prompt. Answering with a Y or pressing [ENTER] here would drop the the cursor down to enter another item. Entering N here would back the cursor up under the "Price" column, which would allow you to change the selling price by entering price code A, B, C, D, or keying in an amount manually (at this point you may erase the line and start it over by pressing [ENTER]). Another option at the "OK?" prompt is to enter a C. This is for entering a comment or serial number for the item being sold. Pressing C would drop the cursor down below the items description to allow you to enter the information. To quit entering information, press [ENTER] at the beginning of the next new line and you will then be prompted for the next item number on the invoice. Keep in mind that each invoice can hold up to 25 total lines. The screen will scroll when it becomes full. When you are done entering items just press [ENTER] to get the sub-total of the invoice. Here the sales tax is calculated and the total due is displayed. PAYMENT TYPE To complete the transaction you must enter in the type of payment received. There are six payment types; 1 CASH, 2 CHECK, 3 CREDIT CARD, 4 GIFT CERT, 5 OTHER, and 6 ACCTS REC. If the sale is a CASH type, payment type 1 CASH will be displayed. You may key in another payment type (1 though 6) if you wish. When the proper payment type is displayed, press [ENTER] to complete the transaction. Payment type 6 ACCTS REC can only be used if a customer account is displayed. If the sale has a 1 CASH payment type you will be prompted for the amount tendered or cash received. You may enter the amount here and the change due will be calculated. This prompt can be by passed by pressing [ENTER]. If you wish to enter more items, the [F3] function key can be pressed, which will return you to entering item numbers for the transaction. Micro Register will automatically update the customer accounts, inventory records, and accounting totals for each transaction performed. The other options in the Sales Transactions are: [F1] To return to the main menu. [F2] To erase an invoice and start over. [F3] Add, view, change or delete a customer account. [F4] Add, view, change or delete a inventory item. [F5] View Inventory, which opens a window and allows you to page through your inventory file and view quantity on hand amounts and prices. [F6] To view past invoices and/or price quotations. [F7] View customer statements. [F8] Post money received on accounts. [F9] Print a price quotation. [F5] View Inventory Pressing this function key will open a window and allow you to search your inventory item file by the item description. You can enter up to 12 characters of the item description to search by or press [ENTER] to list all items in your inventory file and the item number, price, and quantity on hand will be displayed. If there is a customer currently displayed on the screen when using the inventory window, then the prices will be the price code which that customer has. If no customer or CASH is displayed then the prices displayed will default to price code A. Up to 8 items matching what you keyed in will be displayed at one time. To view more items, you can use the Page Up or Page Down keys. If you wish to search by a different key press the [ESC] key to clear the window and start a new search. If the inventory window is opened while you are entering items on the invoice you will have the option of moving an arrow (with the up and down arrow keys on your keyboard) displayed on the left side of the item description. Aligning this arrow next to an item displayed and pressing the [ENTER] key will close the window and place the item on the invoice. If you wish to exit without placing the item on the invoice, press the [F1] key. [F6] View Invoices The [F6] key will allow you to view all past invoices or quotations. The options at the View Past Invoices screen are to enter an invoice number you wish to find, enter in a customer name to find, [F1] Exit, [F3] Print, [F5] Purge Invoices, [Home], [End], [PgUp], and [PgDn]. The [F1] key will return you to the transaction screen. The [F3] key will print the invoice displayed on the screen. [F5] will open a window and allow you to purge existing invoices in the data file. The purge is done by invoice dates. [Home] will display the first invoice in the file. [End] will display the last invoice in the file. [PgUp] and [PgDn] will display the next or previous invoices as they are located in the file. If you know the invoice number you wish to find, enter it in and if it is in the file it will be displayed. If you wish to search for an invoice by name, enter in up to ten characters of the name and if found the first match will be displayed. You will then have the option of locating the next match by pressing "N", the previous match by pressing "P", or cancel the search by pressing the [ESC] key. Disk Space Requirements for Saving Invoices Saving past invoices and quotations requires much space on your hard disk drive. 1,000 invoices or quotations will occupy about 1.5 meg of space. To control the amount of disk space used you will need to occasionally purge this file. Credits & Refunds To enter a credit for returned merchandise you would first enter the number of the item being returned. Answer No at the OK? prompt, and key in a negative number (which would be the amount of the credit). WHEN A NEGATIVE NUMBER IS ENTERED ON AN ITEM THE QUANTITY SOLD WILL BE ADDED BACK INTO INVENTORY AND THE CUSTOMERS AND ITEM TOTALS WILL BE ADJUSTED ACCORDINGLY. Remember, to automatically return items back in your inventory, you must credit the item being returned. INVENTORY ITEM FILE Selection 2 from the main menu will allow you to maintain you inventory items. You can add, change, view and delete items here. Your options are A to add items, C to change items, V to view, and D to delete. [F1] will return you to the main menu. Guide lines for entering inventory items: The item number can have a maximum of 15 characters and can be alpha or numeric. The category field can have up to 10 digits and can be alpha or numeric. The category is important as you can print information about you inventory sorted by category. The description field can have a maximum of 25 characters. Use only numbers or decimals in the qty on hand, reorder level, cost, retail price, and mark up lines. You can have up to 4 different retail prices on you items. When entering customer accounts you will be prompted for a price code for that customer. Price A is always charged to CASH customers. The mark up percent lines will automatically be calculated for you using the retail prices or you can press [ENTER] at each for the retail price lines, enter the mark up and the retail prices will be calculated. If you enter a zero in the cost line, the retail price and mark up lines will be by passed and during a transaction , you will be prompted to key in the price manually. This feature could be used for misc. sales. The vendor line is used for the company name of the vendor or supplier of the item. You can sort and print by vendor on some of your printed reports. The vendor line will also be printed on your inventory item lists. The Item Status is reserved to identify special inventory records used for service type line items. By placing a *SV in this line you can then used this item number for services rendered. With the *SV in the Item Status line all transactions on this item will automatically be added to the service totals on the accounting information. The Taxable (Y/N) prompt is for identifying taxable and non- taxable items. Last update is the last time the item was received. Last sold is the date it was last purchased. Total sold, Item Revenue and Item Profit are automatically updated at each transaction. You can enter amounts in here or press [ENTER] at each of these lines to leave at zero. Item Revenue is the total sales of the item and the Item Profit is calculated by the selling price and the item cost. To edit any of the lines use to up or down arrow key and re-type the line. To save the information press the [F10] key. To return to the Add, Change, View or Delete options, just press the [F1] key. When you enter C at the options you will be prompted to enter a item number to change. Here you would key in the item number or an ? and the description to search for and use the page up or page down key to display your inventory items. After finding the record you want, you may then used to arrow keys to edit and press [F10] to save the changed information. The V option allows you to view any of the items. You can enter the item number or ?description to view and page up or page down. To delete an item you would enter a D at the options, and enter in the item number or ?description to delete. To delete the item displayed press the [Del] (DELETE) key. CUSTOMER ACCOUNT FILE Selection 3 from the main menu will allow you to maintain you customer accounts. You can add, change, view and delete accounts here. Guide lines for entering customer accounts: The account number can have a maximum of 7 characters. If the last character of the account number is an E then the customer will not be charged or would be exempt from interest on past due receivables. The name, address, and city state zip lines can have up to 25 characters. The phone line can have 15 characters. The comments line is for misc. information and will be displayed on the transaction screen. The credit limit is the maximum credit you will give to this customer. If a customer goes over his limit you will be alerted of this during the transaction. The tax exempt number is for the customers sales tax number. If you place a number in this line the customer will not be charged sales tax. Leave this line blank if a customer is to pay sales tax. The price code line must be the letter A, B, C, or D. This code tells The Micro Register which price to charge this customer. If you are only using price A then always leave an A on this line. The last purchase is the last time the customer file purchased items. The total purchases is the total to date amount of money this customer has spent at you store. The Sales Tax code can be a number between 1 and 4 or can be a combination of any or all of the codes depending on how the sales tax is charged in your area. Adding, changing, viewing, and deleting records are done in the same manner as the inventory file. SALES PERSONNEL FILE Selection 4 from the main menu will allow you to maintain you sales personnel file. Guide lines for entering sales personnel: The salesman number can have a maximum of 2 characters. The name, address, and city state zip lines can have up to 25 characters. The phone and social security # lines can have 15 characters. The comments line is for misc. information. The commission % line is the amount of commission in a percent the salesman will receive. The commission on line can be G for gross sales made or P for profit made on sales. The commission % is used with this information to calculate the salesman's total commission. The Micro Register will keep track of a salesman's commission and total sales on a current or year-to-date basis. These totals can be zeroed at any time. This is done by pressing [F10] at the options, entering a C for to zero current totals or a Y to zero year-to-date totals. Before any totals are you are prompted to "... Verify (Y/N)?". ADD RECEIVED INVENTORY Selection 5 of the main menu is used to add inventory purchases to your item file. You will be prompted for the inventory item number to update. After keying in a valid number, the item description, quantity on hand, last update, and current item cost will be displayed. You can then enter the number of items received and at the "OK?" prompt answer Y to write the information to the file or enter N to re-enter the total amount received. If you enter in an L at the "OK?" prompt you can print price labels for that item being received. You can change the items wholesale cost by pressing [F3] at the total received prompt. When changing the cost of an item, you will be prompted to adjust the mark up percent or retail price of the item. Pressing [F2] here would erase the line and allow you to start over. [F1] will return you to the main menu. After adding received inventory the quantity on hand will be adjusted and the last update will be changed to the current date. f the item cost was changed then the markup or retail price will also be changed. POST ACCOUNTS RECEIVABLE The Micro Register maintains a balance forward receivable system and all money received towards outstanding accounts must be entered here. To enter money received, you must find the customer account to post. This is done by entering their account number or you may search for a customer by entering their name. The search procedure is done in the same manner as you would in the sales transactions. After a customer has been located, their name and address will be displayed along with their previous balance, current charges, current payments, and current balance due. You will then be prompted of the date of the payment. After the date is entered you are prompted for the amount paid (use numbers and decimals only), and a check or reference #. The reference can be a check or money order number (this number will be displayed on the monthly statement). If you press [ENTER] or P at the reference # prompt, "PAYMENT" will be displayed. Entering a D would display a DISCOUNT. The discount feature allow you to give discounts to customer accounts if you wish. After all information has been entered an "OK?" prompt will be displayed. An Y here would update the files and allow you to enter another account number. N would return you to the "Amount Paid" prompt to re-enter the money received. An R response would print a receipt on the amount paid. [F2] will erase the line and allow you to start over. [F1] will return you to the main menu. ACCOUNTING INFORMATION Selection 7 on the main menu will let you view and print your stores revenues. You will notice that all money received is keep track of in 3 different groups. The 3 groups have headers which can be changed in the [S] Company Setup (we will refer to these totals as Daily, Monthly and Year-To-Date). These totals are broken down into Sales Taxable, Sales Non-Taxable, Sales Tax Exempt (which are the sales made to customer accounts with a tax number), total services, and total sales tax received. The options in the Accounting Information are: [1] Print Totals [2] Zero Totals [F1] For Menu [1] Print Totals: This option will send the totals to the printer as they are displayed on the screen. A daily summary can also be printed which is a listing of all transactions processed that day. After selecting option 1, the following prompt will be displayed: xx transactions in the summary file... Do you wish to print a daily summary (Y/N/ESC)? (xx = the number of transactions for the day.) Answering Y or N here would print or not print the summary, pressing the ESC key would return you to the "Enter Option" prompt. [2] Zero Totals Option 2 is for zeroing your daily, monthly, and year-to-date totals. This is a manual operation and must be done by you when the need arises. This means you should zero daily totals every day, monthly totals at the beginning of each month, and year-to- date totals at the beginning of each year. When you press option 2, the following will be displayed: [1]DAILY [2]MONTHLY or [3]YEAR-TO-DATE Here you would enter 1, 2, or 3 depending on which column you wish to zero. After choosing the proper column to zero, the word DAILY, MONTHLY, or YEAR-TO-DATE will blink on the screen (depending on your selection). You will then be prompted to "Verify (Y/N)?" your selection. After answering Y, you will be prompted with "Perform (Daily, Monthly, or Year-To-Date) Close-Out On Inventory (Y/N)?". This feature will zero the Total Sold, Item Revenue and Item Profit lines on each one of your inventory items. You will normally answer Yes to this prompt. This will allow you to easily maintain each of the 3 running totals of your inventory items. When you zero the daily column the summary file will also be erased so before zeroing any column be sure to print your totals first. PRINT REPORTS Print Reports is where you will print all lists of inventory items, customer account lists, sales personal lists, etc. The monthly closing of your accounts receivable must also be done from this menu. [F2] will return you to the print reports menu and [F1] will return you to the main menu. [1] Inventory Item List This list, which is sorted by the item numbers, includes current information such as quantity on hand, last time sold, and revenue produced. The vendor information line will also be printed. You will be prompted for the category to print, here you would enter up to a 10 digit category which was used in your inventory item file or press [ENTER] to print all categories. You can print this list by vendors if you wish by entering the vendor on the next prompt. This vendor name must be present on line of the inventory item file information. To print all vendors, press [ENTER] here. [2] Items Below Reorder Level This list will print all items that have quantity on hand levels below the reorder level. [3] Item Price Labels The Micro Register will print price labels for your inventory. You will be prompted for the number of labels for each item. You will have to option of printing test or alignment labels. Answering Y would print the test labels and N would proceed to print the price labels. You can print labels for one item by by pressing [F3] at the Enter Category prompt. After pressing [F3], you must enter the item number you wish to print and enter the number of labels to print for that particular item. [4] Item Price List The Item price list consist of the item number, description and retail prices. This is a handy list to place in a book to use as a reference. You can print all price codes or choose just one code (A through D) to print. [5] Physical Inventory List This list is used for taking inventory in your store. It consist of the inventory number, description, quantity on hand, and a blank line used to write in the actual inventory physically counted. This list may then be used to correct the quantity on hand totals for your inventory file. [6] Inventory Value & Analysis This will give you your current inventory value determined by the cost and profits or revenues of each item. After Selecting option 6, you will be prompted on which type of list. "C" would list combined categories and "I" would list each item individually. You then must chose "P" to print profit amounts or "R" for total revenue amounts. [7] Customer Account List This is a complete customer information list list which gives you their number, name, phone, credit limit, sales tax # (if one was entered), discount received, last date of purchase, and amount of money spent at your store. You will have the option of sorting the list by [1] Account# or [2] Name. After selecting the sort option the list will be printed. [8] Sales Personnel List Prints information on sales personnel, includes current and year- to-date sales and commission earned. You have the option of sorting this list by salesman number or name. [9] Print Monthly Statements Selection 9 will print statements on all customer accounts who have a current balance due. If interest is to be charge (determined in the setup program) on past due accounts, the amount of the interest charged will be assessed on the unpaid previous balance and will be printed on the statement. Before the statements are printed, you will have the option of typing a 3 line message to be printed on all the statements. [A] View Monthly Statements This option will allow you to view customer statements on your screen. At the "Acct#" prompt, you may key in the account number or ? and the customers name. After the customers current statement is displayed you may print it by pressing the [F3] key. To find another customer account, press [F2], to go back to the Print Reports menu, Press [F1]. [B] Monthly Close-Out Of Accounts Your accounts receivable file will be closed and a summary of all active accounts will be printed here. When you close the accounts all charges will be added and all payments will subtracted from the previous balance, giving a balance forward. Then the activity will be zeroed for each account in the file, to prepare for the new month. After you have printed the statements you would then normally close out the accounts. Before the summary is printed you will be prompted for date of closing, here you would enter a date (MM/DD/YY) or press [ENTER] for the current date. After the summary is printed you will be prompted to print a accounts receivable aging report. You will also be prompted with an "OK To Close Accounts (Y/N)?". If you answer N to this prompt, no action will be taken and the file will not be closed. This option will allow you to print a summary on your receivables at any time if you wish. [C] Print AR Aging Report You may print an accounts receivable aging report with this option. The Reports will list each customers balance by current, 31-60 days, 61-90 days, and 90+ days. [D] Customer Mailing Labels Selection B will allow you to print mailing labels from your customer account file. A label size of 3 1/2" X 15/16" - 1 across is required. Before the labels are printed you must tell The Micro Register which range (by name) to print. You will be prompted with a "FROM" and a "THRU". "FROM" is the staring range and "THRU" would be the end of the range. If you wish to print all names, you would enter A for "FROM" and Z for "THRU", if you wish only to print the names beginning with C then you would make "FROM" C and "THRU" C. While the labels are printing you can abort the process by pressing the [ESC] key. EXITING MICRO REGISTER Selection Q on the main menu will exit the program and return you to the C> prompt of the computers operating system. After choosing selection Q, you will be prompted with "Verify Exit (Y/N)?". Here, you would respond with Y to exit the program or N to return to the menu. Even though The Micro Register protects your data in the event of a power failure, always exit the program properly before shutting down your computer.