The Business Master (3rd Edition)/The Business Master (3rd Edition).iso/files/business/retail1/_setup_.exe/DATAFILE.HLP

Text File | 1991-12-19 | 21.7 KB | 308 lines

ADD or CHANGE Inventory Selections:

F1 = GO
Pressing the F1 key rewrites the displayed record to the file if any
changes have been made and clears the data fields on the screen.

F2 = HELP
Pressing the F2 key displays a Help Screen like this one. The Help
data will refer to the field that the cursor is in at the time you ask
for help.  Press the PG UP (Page Up) or PG DN (Page Down) key to scan
forward or backwards for more information.  The help screen is removed
if you attempt to scan past the last page or backwards from page one.
Press the ESC key at any time to exit the Help Screen.

F3 = DITTO
When this key is pressed, any data that was displayed in the
previously displayed record will be duplicated in the new record.
This saves time when you are adding a lot of new records that have the
same vendor name, or price etc.

 NOTE: When using the ditto key in the COST or RETAIL fields you must
press the period <.> key before the DITTO or the HELP key will
operate.

F4 = FIND STK#
This moves the blinking cursor to the stock number field and waits for
you to enter an existing stock number.  If the stock number exists in
your file then the data will be displayed.

F5 = PREV STK#
After first FINDing a Stock Number with the F4 key, pressing F5 will
display the data for the previous stock number that is lower in sorted
order than the stock number currently being displayed.


F6 = NEXT STK#
After first FINDing a Stock Number with the F4 key, pressing F6 will
display the data for the next stock number that is higher in sorted
order than the stock number currently being displayed.



F7 = <D>elete Record or <C>hange Control Number
Pressing this function key will give you two choices:
Press the <D> key to permanently erase the data that is currently
being displayed or press the <C> key to change the Control Number.


When you change the Control Number, the old Control Number is deleted
then the data is re-sequenced using the new number you entered.
Duplicate Control Numbers are not allowed.

F8 = TOGGLE
This is convenient if you make many manual adjustments to your
inventory numbers. Pressing this key after a record has been
displayed clears the screen and allows no entry into the data
description fields. Pressing the F8 key again reverses the process.


F9  = PREV RCD
Pressing this key displays the data for the previous control number
that is lower in value than the control number that is currently being
displayed.  If this key is pressed when you first enter the "ADD or
CHANGE Inventory" program, then data for the last control number will
appear.

F10 = NEXT RCD
Pressing this key displays the data for the next sequential control
number that is higher in value than the control number that is
currently being displayed. If this key is pressed when you first enter
the "ADD or CHANGE Inventory" program, then data for the first control
number in the file will be displayed.

ESC
This key will return to the main menu.

MOVING THE CURSOR
Use the UP, DOWN, LEFT, RIGHT, TAB or ENTER keys to navigate the
cursor around the screen.  The ENTER key moves to the next field on
the screen.  The cursor will not stop in a protected field.

Within a field the left and right arrow keys move the cursor from
character to character.  Press the <INSERT> key to insert letters in
the middle of a field. Press the <INSERT> key again to return to
normal replacement mode. Press the <DELETE> key or the <BACKSPACE> key
to delete characters.

CHANGING DATA IN THE NUMERIC FIELDS
An empty field will be displayed with underlines to define the length
of the field. ______

A field with the value of 24 will be displayed like this: ____24.

Suppose that you want to change the 24 to 36.  The field will look
like this after you make the change  36__24.  The new number stays on
the left and the old number stays of the right.  This allows you to
edit all changes before your  data is written to the disk.
WARNING: Two numbers on the same line must have a space between them
or you will get one large number instead of what you want.
NOTE: The largest number allowed for numeric fields is 32767.  Larger
numbers may produce negative results.
DATA FIELD DESCRIPTIONS:

CONTROL NUMBER
When you are adding "new" records you must first enter a unique
control number for the data you are about to enter.  This gives you a
user defined sorted sequence for the data.  This is convenient for
printed output in on-the-shelf sequence or for listings in a vendor's
order form sequence.

Sales transactions and purchase orders may be retrieved from the
computer files in this control number sequence.  Random access is
allowed.  A little forethought is necessary when assigning control
numbers.

The control number can range from 0 to 99999.  Leading zero's are
automatically added to your control number to avoid confusion.  But,
they are not necessary for you to enter when entering data.  It will
help to leave room between control numbers.  You may want to add
future items in between existing control numbers.

ITEM DESCRIPTION
This field can be made up of any alphanumeric character to identify
the product.


STOCK NUMBER
This is usually the vendor's stock number for the item.  Any
alphanumeric character can be accepted.  Some reports may be printed
using this field in a sorted sequence.  Random or sequential access of
data using this stock number is supported in the Purchase Order, Sales
Transactions and the ADD/CHANGE menus.

 Note: Upper and Lower case letters are case-sensitive. For example,
stock number AAA-24 cannot be found if you enter aaa-24.  Spaces are
also treated as unique characters.  For example, stock number 234_ABC
is different than 234__ABC.  The extra space between the 4 and A is
treated like another character.


CASE QNTY
This is the manufacturer's minimum case quantity for the item.  This
quantity is used to determine the multiple case quantity when
preparing purchase orders.

DATE
This is the first date that the item is entered into the computer
system.  It is used to track the length of time that your Year to Date
sales figures reflect.  The date is reset when you clear your end of
year processing.

UPDATE
A blank field or "Y" allows the computer to change the min/max stock
levels when you run the "CHANGE Min/Max level" from the "END OF PERIOD
PROCESSING" menu.

Enter "N" in this field to bypass the automatic changing of the
minimum/maximum stock levels. This would prevent the software from
changing any predetermined stock level that you have set manually.

NOTE: The "CHANGE Min/Max Level"  will by pass items which have no
previous STOCK LEVEL set.  This means that if an item's STOCK LEVEL is
a blank field ______ or _____0, it will not be changed by the
software.

COST and RETAIL
You must enter a decimal point to show dollars and cents.  Say you
wanted to key in twenty five dollars.  If you enter 25 you will get
.25 in the data.  The correct entry is 25.00  or just 25. will do.

VENDOR
This field may be used to describe different departments for a single
vendor or different vendor names.  You may use this field to select
different vendors or categories when preparing purchase orders.  See
the Purchase Order section.

ORDER CODE
Entries in this field will allow you to change the standard default
Purchase Order ordering logic for the data item being displayed.  This
code may be any of the following: STD, MAX, OUT, DIS or ___ [default].

STD = Standard
The purchase order logic is:
Order the quantity (Stock level - Available Stock) when the Available
Stock is less than or equal to the Reorder Point.


MAX = Maximum order
Use this for items that you want fully stocked without regard to the
reorder point.  The order logic is:
Order the quantity (Stock level - Available Stock) when the Available
Stock is less than the Stock Level.

OUT = Out of Stock
Use this code when you want to order the item only if it is completely
sold out. The order logic is:
Order the quantity (Stock Level) when the Available Stock equals zero.

DIS = Discontinued Item
This code will not allow this item to be ordered.

(blank field) = Default mode
Note: There is an Option that affects the default mode. It is used to
allow the "STATUS CODE" to automatically affect the purchase order
logic.  See "Use Status Code?" in the "Change Company Information"
program in the "MAINTENANCE Menu".

If the "Use Status Code?" option is not used, the default mode order
logic is the same as the "STD" mode.

If the "Use Status Code is used, an item with a Status Code of "A"
uses the "MAX" order logic.  Status Codes"B","C" and "_" use the "STD"
order logic.  Status code "Z" uses the "OUT" order logic.

This allows the use of different order logic for the same item in
different locations depending on the sales activity.

Any non blank "Order Code" used will override the "Use Status code?"
option causing all locations to have the same order logic regardless
of their status code.

Note: (Available stock is defined as Stock on Hand + All Stock On
Order).

Stock
OnHand
This is the current quantity on hand.

ReOrdr
Point
This is the "Reorder Point".  Normally, when your stock On Hand plus
any Stock Posted On Order is equal to or less than this number, a
Purchase Order is produced.

Stock
Level
This is the "Maximum" stock level that will be permitted when Purchase
Orders are generated.

Quanty
OnOrdr
The Quantity on Order is the sum of all outstanding orders that have
been posted but not yet received.  This is a protected field and can
only be altered through the "Purchase Order Menu."

LastOrdr
  Date
The Last Order Date is the system date that the order was posted.  The
date is copied from the date you entered when you turned on your
computer.  It will be useful to code your purchase order numbers with
a date code.  For example, use purchase order number 1218 for December
18th. It will be easy to cross reference purchase order with the date.


Note: If the item is ordered in more than one purchase order, the most
recently posted date will be shown.  This field is also protected.  If
no orders have ever been posted, this date will match the "Date" field
listed above.

Orders
Placed
The Orders Placed field is for your information and is not used in any
computations.  It merely gives you a total of how many times you have
ordered this particular item for the given location.


Period
Sales
The period sales shows the number of units sold for the current cycle.
 A current cycle may be a month, week or quarter depending upon how
often you reset the sales to zero.  Reset the current period sales
from the "END OF PERIOD" menu when you are ready to start a new
period.

Y-T-D
Sold
The Year to Date sold is the cumulative unit sales of each item for
the period you designate.


Status
Code
The "Status Code" represents a letter code ranking of the current
sales dollars that the item produced. The letter code A, B, C, or Z is
placed in the Status Code when you run the "Sort Sales Data" program
from the "END OF PERIOD Menu".


The initial setting of the sorting Break Points for each letter code
are:
"A" = Highest 80% of total sales,    (Best Selling Items)
"B" = Sales from 80 to 95% of total  (Average Sales)
"C" = Sales from 95 to 100% of total (Poor Sales)
"Z" = Zero sales for this period.    (No Sales)

The sorting Break Points for each letter code may be changed from the
"MAINTENANCE Menu" when your run "Change Company Information".


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