The Business Master (3rd Edition)

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_______________________________________ INVENTORY INTERFACE Automated Material Management System Version 6.20 _______________________________________ Shareware Manual March 21, 1993 ________________________________________________________ Copyright (c) 1988-1993 Data Interface - All Rights Reserved Inventory Interface (II), formerly CAMMS, is created and written by Data Interface, from its original design. Data Interface reserves all rights and ownership to the program, documentation and its use. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any other language or computer language in whole or in part, in any form or by any means, whether it be electronic, mechanical, magnetic, optical, manual or otherwise, without prior written consent of Data Interface. This is copyrighted software. You may not sub license, rent, lease, convey, modify, translate, convert to another programming language, decompile, or disassemble the software for any purpose. CONDITIONS UNDER WHICH THIS SOFTWARE MAY BE COPIED AND DISTRIBUTED: Individual users may copy the shareware version of the program and share it with friends and family. Nonprofit groups, BBSs, user groups may distribute copies of this program. Anyone distributing copies of this software must conform to the following: The files on each disk may not be modified or adapted in any way. All of the files provided on the disk must be distributed together. Individual files or goups of files may not be sold separeately. This software may not be represented as anything other than shareware and the shareware concept must be explained in any add or catalog that includes this software and on any packaging used to display the disk. You must immediately stop selling / distributing copies of the program upon notice from Data Interface. IF YOU USE THIS SOFTWARE FOR MORE THAN 45 DAYS, YOU ARE REQUIRED TO PURCHASE A REGISTERED COPY. THIS SOFTWARE IS PROVIDED AS IS. DATA INTERFACE DISCLAIMS ALL WARRANTIES AS TO THIS SOFTWARE, WHETHER EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, FUNCTIONALITY, DATA INTEGRITY OR PROTECTION. NEITHER DATA INTERFACE, NOR ANYONE ELSE WHO HAS BEEN INVOLVED IN THE CREATION, PRODUCTION, OR DELIVERY OF THIS SOFTWARE SHALL BE LIABLE FOR ANY INDIRECT, CONSEQUENTIAL, OR INCIDENTAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE THIS SOFTWARE EVEN IF DATA INTERFACE HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES OR CLAIMS. IN NO EVENT SHALL DATA INTERFACE'S LIABILITY FOR ANY DAMAGES EVER EXCEED THE PRICE PAID FOR THE LICENSE TO USE THE SOFTWARE, REGARDLESS OF THE FORM OF CLAIM. THE PERSON USING THE SOFTWARE BEARS ALL RISK AS TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE. Some states do not allow the exclusion of the limit of liability for consequential or incidental damages, so the above limitation may not apply to you. This agreement shall be governed by the laws of the State of Michigan and shall inure to the benefit of Data Interface and any successors, administrators, heirs and assigns. Any action or proceeding brought by either party against the other arising out of or related to this agreement shall be brought only in a STATE or FEDERAL COURT of competent jurisdiction located in Wayne County, Michigan. The parties hereby consent to in personas jurisdiction of said courts. dBase is a registerd trademark of Borland. CA-Clipper is a registered trademark of Computer Associates International, Inc. Inventory Interface is a trademark of Data Interface. Trademarks of other companies mentioned in this documentation appear for identification purposes only and are the property of their respective companies. PLEASE NOTE This is a condensed version of the manual provided with the registered version of Inventory Interface. Some sections have been condensed or omitted in this shareware version. See the ORDER.DOC file for information about the benefits of registering Inventory Interface. TABLE OF CONTENTS 1. ABOUT INVENTORY INTERFACE 6 2. GETTING STARTED 8 2.1. System Requirements 8 2.2. Installing The Software 8 2.3. Startup Parameters 8 3. MAIN MENU 10 4. INVENTORY 12 4.1. Inventory Database Fields 12 4.2. Inventory Barmenu 15 4.2.1. Inventory - File Menu 15 4.2.2. Inventory - Row Menu 16 4.2.3. Inventory - Column Menu 16 4.2.4. Inventory - Where Used Menu 18 4.2.5. Inventory - Print Menu 19 4.2.6. Inventory - eXport Menu 19 4.3. Inventory - Supplier Database 19 4.3.1. Supplier - Fields 20 4.3.2. Supplier - Barmenu 21 4.3.2.1. Supplier - Utilities Menu 21 4.3.2.2. Supplier - Print Menu 22 4.3.2.3. Supplier - Export Menu 22 5. BILL OF MATERIALS SYSTEM 23 5.1. BOM - Fields 23 5.2. BOM - BarMenu 24 5.2.1. BOM - File Menu 24 5.2.2. BOM - Row Menu 24 5.2.3. BOM - Column Menu 25 5.2.4. BOM - Print Menu 25 5.2.5. BOM - eXport Menu 25 5.2.6. BOM - BOM Menu 25 6. INVENTORY STATUS BY CATEGORY 27 6.1. Status - Fields 27 6.2. Status - BarMenu 27 6.2.2. Status - Print Menu 6.2.1. Status - Utilities Menu 27 28 6.2.3. Status - eXport Menu 29 6.3. Status - Detail List 29 6.3.1. Detail - Fields 29 6.3.2. Detail - BarMenu 29 6.3.2.1. Detail - Utilities Menu 30 6.3.2.2. Detail - Print Menu 30 6.3.2.3. Detail - eXport Menu 31 7. PURCHASE ORDERS / RECEIVING 32 7.1. Purchase Order - Fields 32 7.2. Purchase Order - BarMenu 34 7.2.1. PO - File Menu 34 7.2.2. PO - Column Menu 35 7.2.3. PO - Print Menu 36 7.2.4. PO - eXport Menu 37 7.2.5. PO - Edit Menu 37 7.3. Purchase Order Items 37 7.3.1. PO Items - Fields 37 7.3.2. PO Items - BarMenu 38 8. POINT OF SALE / INVOICING 39 8.1. POS - Fields 39 8.2.POS - Barmenu 42 8.2.1. POS - File Menu 42 8.2.2. POS - Column Menu 43 8.2.3. POS - Print Menu 43 8.2.4. POS - eXport Menu 44 8.2.5. POS - Edit Menu 44 9. BACKORDER STATUS 45 9.1. Backorder - Fields 45 9.2. Backorder - Barmenu 45 9.2.1. Backorder - Utilities Menu 45 9.2.2. Backorder - Filter Menu 45 9.2.3. Backorder - View Menu 45 9.2.4. Backorder - Print Menu 46 9.2.5. Backorder - eXport Menu 46 10. PRICE OVERRIDES 47 10.1. Price Override - Fields 47 10.2. Price Override - Barmenu 47 10.2.1. Price Override - Utilities Menu 47 10.2.2. Price Override - View Menu 48 10.2.3. Price Override - Print Menu 48 10.2.4. Price Override - eXport Menu 48 11. SALESPERSON ANALYSIS 49 11.1. Salesperson Analysis - Barmenu 49 11.1.1. Salesperson - Utilities Menu 49 11.1.2. Salesperson - Period Menu 49 11.1.3. Salesperson - Print Menu 50 11.1.4. Salesperson - eXport Menu 50 12. ACCOUNTS RECEIVABLE 51 12.1. Accounts Receivable - Fields 51 12.2. Accounts Receivable - Barmenu 51 12.2.1. AR - Utilities Menu 51 12.2.2. AR - Print Menu 12.2.3. AR - eXport Menu 52 53 13. BACKUP DATABASES 54 14. RESTORE 55 15. REINDEX 56 16. TSR UTILITIES 57 16.1. Calculator 57 16.2. Calendar 57 16.3. Memo Pad 58 17. PRINTING IN GENERAL 59 18. EXPORTING 60 19. INVENTORY INTERFACE CUSTOMIZATION OPTIONS 61 1. ABOUT INVENTORY INTERFACE Inventory Interface is an extensive inventory, bill of materials, point of sale, accounts receivable and purchase order system. Inventory Interface provides an accurate, easy and efficient means of assessing the quantities required of raw materials, spares, products, time, and/or services. Although Inventory Interface is a complete inventory system, you may choose not to use parts of the program (e.g. point of sale, bill of materials, accounts receivable, etc.) if necessary. The program has a unique WYSIWYG interface which permits you to design your own custom reports while browsing your data. You can 'hide' columns, arrange in logical order and filter the information to your design so that you can print, or export the information for further processing. The program was designed from the user's point of view using 3-D pull-down menus, pick-lists, and on-line help. Inventory Interface uses 'merge' files and forms which allows you to customize your labels, PO, POS, Packing-List and other forms, if required, to print on blank paper or preprinted forms. The program supports multipage PO's, Invoices, and packing-list. Support is given for monochrome, color and 43 line monitors. Customization is available. Some of the features included in each system are as follows: Inventory - Update the selling price as a percent or fixed dollar amount of the Cost or List Price. - Single level and Indented and Summarized where used reports. - Economic Order Qty., Estimated Stock Life, Total Used, Six month Monthly avg., Year before last usage, Last year usage, usage year to date statistics. - Uses templates for fast data entry of parts with simu- - Supports 'simular' part numbers for items of the same lar information. use but different manufacturer. - You may sort the inventory items by Record No., Part No., Part Name, Category, Drawing, Supplier, Bin, or Manufacturer. - View part's which are below their Order Pt., or Mini- mum values. - On Hand and Cost history with automatic data compres- sion. Bill of Materials - Support for 99 levels. - Single Level, Indented, and Summarized bill of mate- rial reports. - Calculates the quantity able to produce from existing stock. Inventory Category Status - Year before last, last year and year to date usage and Inventory Interface Version 6.20 - Page 6 cost per category. - Avg. on hand, Turnover, Used/Day, and Cost/Day de- tailed information per part in each inventory Cate- gory allong with the totals per category. (you may specify the range of dates to be used) Purchase Orders - Automatic purchase order generation using economic or- der quantity, mininmum order amount , maximum order amount and order multiple, or Order Qty. as speci- fied in the inventory database. - Manual purchase order generation. - automatic lead time adjustment of received items - automatic order pt. adjustment of received items. - automatically adjusts the inventory On Hand values for received items - find the total and taxes paid for any range of dates or departments - shows the balance due and when for each PO Point of Sale / Invoicing - Creates reports for the taxes paid, invoice amounts, total customer savings, your total cost / revenue per period or any criteria you describe using the filtering system - Includes customer database for accounts receivable or mailing lists. - Supports Non-Taxable and Taxable items or transactions with one or two sales taxes. - Computes customer savings over manufacturer's list prices. - Backordered Status includes list or items able to par- tially / fully ship and / or items not on order. - Price Overrides information includes sales rep., unit and total variances. - Sales person analysis includes number of invoices, to- tal gross and cost, avg. gross, margin, avg. mar- gin, per user defined period. - Cash drawer support. - Multiple / paritial payment and types. Customer Accounts Receivable - Shows all customer information including bill and shipping addresses, phone numbers, total debits and credits, balance, n/30-60-90-90plus amount due analysis, total overdue, and date of last sale - the option to dial the customer's phone number (modem required) Inventory Interface Version 6.20 - Page 7 2. GETTING STARTED If you are upgrading you system from a competor's product, Data Interface may be able to help with your transition. Data Interface may be able to convert your old information to a format that will be used by Inventory Interface. If you would like to transfer your infomation, please send it on disk to Data Interface. After we have had a chance to reviewed the material, we will contact you with a quote for the work that will be required. System Requirements 2.1. II is written using CA-Clipper 5.2. Although the executible program (ii.exe) is over 580KB, the program requires approximately 540KB of RAM to operate efficiently. If your computer is equipped with expanded memory II will automatically use up to 32MB if it is LIM 4.0 compliant. In order to use II, you will need a computer that includes: IBM PC, XT, AT, PS/2, and DOS 3.3 or later. 1M of free hard disk space and an additional 1 Meg. (approx.) for 1000 parts and their transaction history and purchase orders. Installing The Software 2.2. The program should be copy into a directory on your hard disk. The directory name is not important. Example: c: md inv cd inv copy a:*.* c: II opens several databases and indexes once started. You may have to modify your computer's config.sys file to include the command: FILES=35 If your config.sys file already has the files command, make sure that it is at least greater than 35. For persons using Windows or other TSR programs you may need to increase this number slightly. II will warn you at startup if there is not enough free file handles present. 2.3. Startup Parameters Included on the II disk is the file 'go.bat'. This batch file automates the startup procedure for the II. @cls Inventory Interface Version 6.20 - Page 8 :delete any old work files @if not exist 0*. goto START echo . Deleting old files ... echo . Please be sure you terminate the program from the main menu. echo . Failure to do so, may result in corruption of data. @echo Y|del 0*. :START :program requires FILES=35 (or greater in config.sys file) @SET CLIPPER=F35 @date :the following parameters may be used with the program : S no sound (may also be toggled from Setup menu) : M mono color : V do not verify field edits : N suppress snow on some CGA screens :e.g.. for no sound and mono color : ii SM ii II has a couple of valid parameters that may be used when starting the program. The parameters are to allow the user to bypass the programs default start up variables. A common example used by a plasma screen computer users, is to force the screen display mode to monochrome instead of color. If your computer only supports monochrome graphics, do not worry II will automatically default to mono. To modify II's default setup use any of the following parameters: M forces the program to run in Monochrome* S forces the sound OFF * V will not ask if you want to continue with a edited field * N will suppress snow on some CGA monitors *(may also be changed in the 'setup' menu) Example: To start the program in monochrome with no sound the last line of the go.bat file should read... II MS Inventory Interface Version 6.20 - Page 9 3. MAIN MENU II's main menu has several prompts in which to choose from. You may make your selection from the menu by moving the highlighted bar over your selection (using the up and down arrow keys) then pressing the enter key. An alternative to this method is to press the left most letter or your selection (example 'A' for inventory). The status section of the main menu window gives you general information about the status of the program. The status section should tell you that the Terminate Stay Resident (TSR) utilities are installed. The TSR's are explained in detail latter. The last data backup date is also shown along with the current date and time. Along the bottom of the screen are the Function Keys which are numbered from one to ten. [F1] Help - this key provides access to the help information system. The help information (similar to the manual) gives you a variety of information that will help you understand your options at your current point in the program. [F2] Printer - will all you to change or choose the printer codes that may be used throughout the program. See the section 'Printing' for more detailed information. [F3] Setup - key will change variables that are used by the program. The variables include your company name, address and constants used to calculate statistics and the Economic Order Quantity. The setup table is shown below: Name of your company The first line or your mailing address The second line of your mailing address The third line of your mailing address Your Phone Number The database file with the printer codes The communication port where the modem is attached Economic Order Quantity (EOQ) Cost/Order EOQ Desired Annual Rate of Return The default File Name for Printed output to Disk The first tax rate used in the POS module The second tax rate used in the POS module. [F4] Mono - will change the screen colors to monochrome mode. [F5] Inventory Interface Version 6.20 - Page 10 43-Line - will change the display mode to 43 - lines (rows) mode. (only if your monitor supports 43 lines) [F10] Credits - gives you a brief overview of the creation and development of II. Inventory Interface Version 6.20 - Page 11 4. INVENTORY Selection 'A' from the main menu allows you access to the Inventory database. The inventory database is the collection of material and/or resources that your company would like to manage. The database is composed of rows and columns. Each row (also know as record) in the database contains all the information for one inventory item. Each record is composed of several columns which are called fields. The fields are used to categorize the row information so that latter processing by the computer is carried out efficiently. As with the main menu the inventory database is contained by it's boxed boundary known as a window. The window is similar in to construction to other database windows throughout the program. The basic layout of the window (from top to bottom) consists of the window title, the BarMenu, the database fieldnames, navigation indicators (arrows), the database and the status section. At the bottom of the screen are the function keys, their use is directly specific to the current active window/BarMenu. The status section in the inventory database window shows the following: -current active index key (sorted by) -information stored in the current column memory -the current filter condition -whether a similar part/record is found This information is updated after every operation performed on the database when the program is waiting for the next keyboard input. Editing of information contained within the database is done by basically typing over the old information. For instance, if cursor to the On Hand field and type in the new On Hand value. you wanted to change a Record's On Hand quantity, move the Some fields will automatically offer you a list of values (PickList) to choose from where applicable. If your business has service fees or, enter these fees as a different inventory item. You may even specify whether they will be taxable. Inventory Database Fields 4.1. The following field list identifies the format of the inv.dbf that is shipped with the basic Inventory Interface program. If you have customized your application, there may be a slight difference in field names, size and type. Record-> The 'record' field is a unique number that identifies the current part in the database. This number is Inventory Interface Version 6.20 - Page 12 generated by the computer when the part is added to the database and cannot be changed. Part No-> The 'part no' field is a alphanumeric identifier that is given to the part by the manufacturer. Manufact-> The manufacturer field allows you to enter the name of the company the makes the part. When an attempt to edit this field is made, the user is presented with pop up pick list in which the name can chosen Part Name-> Each part may also be assigned a name to help locate/identify it. When the user wishes to assign a value to this column, a pick list will appear in which the name can be chosen. Category-> Each part may be assigned to a category in which statistics for part groupings can be established. This column is edited using a pop up pick list. Drawing No-> This is an alphanumeric column which the manufacture's drawing/ blueprint (usually found in the part's manual) number is recorded. Item-> Is used in relation to the 'drawing no' in which the part may be located in the item listing for a drawing. Supply Cd-> The supplier code column is a unique number identifying the supplier in which the part is ordered. This column is also edited using the pick list method. When attempting to edit this field (keying in data or pressing enter) the user will be presented with the supplier database in which to make their choice. Pressing enter when on the supplier column automatically pops up the supplier database file with the cursor located on the current selected supplier for that part. Bin & Bin2-> A Bin is the location in which the part is stored or displayed. The bin is a six character code which is selected from a popup list. Within the list is a more detailed description of the six character code for the location. Description-> The description column is used to accurately regarding the size, color and use of the part. The describe the current part. It may contain information column can contain up to 100 characters. Cost-> The cost field is the purchase price of the part. This field is used also in the purchase order section to calculate the economic order quantity. Sell Price-> You may enter the amount that your company sells the current item for. You may update this field automatically buy selecting % of cost, of fixed $ amount of cost. You may want to set a filter to update certain parts only. List Price-> Is the manufacture's suggested retail price. Taxable-> is the logical indication, (T)rue or (F)alse, whether the item is taxable for purchasing and selling. On Hand-> This is the actual amount that is available for use. Any changes to this column automatically are recorded in the History.dbf file. The date of the transaction is also recorded. This information is used to generate the Inventory Interface Version 6.20 - Page 13 usage statistics, Economic Order Quantity and forecasting. The user may browse/adjust this information with 'Browse History' option from the barmenu. Unit-> Unit is a two character code used to describe the unit of distribution of the part. There is no need to memorize the codes, because this is also a pick list. Order Pt-> The order point is used as a reference when the part should be ordered. The purchase order section, when automatically generation new purchase orders, compares the order pt. to the amount on hand. If the quantity on hand is below or equal to that of the order pt., and the part is not already on order, a purchase order will be generated for that part. See also the Min. and Lead-time columns. Note that the order pt. is automatically adjusted if the lead-time changes unless Order Pt<0. An order pt. of -1 means that the item is only purchased when needed or after a customer order. Min-> The min. is also known as the safety stock level. Safety stocks protect against failure to fill customer orders or satisfy the needs of manufacturing/maintenance on time due to any of the following uncertainties: -increased customer demand -greater supplier lead time -a quantity rejected at inspection Order Qty-> This column allows entry of a fixed order quantity. The column is left at zero if not used. Min Ord Qy & Max Ord Qy-> A part may be assigned a minimum and maximum order quantity. These parameters describe the range in which the order quantity should lie. A vendor may also prescribe a minimum he will sell. A maximum quantity may also be applied to bulky items where the storage space may be limited. A zero value means that they will be ignored. Ord Mltple-> Items are sometimes only available from the manufacture in fixed quantities (e.g.. dozen, 5 gallons, Weight-> The unit weight of an item may play into the freight etc.,...). A zero value will be ignored. cost of ordering this part. When creating a purchase order the program will automatically calculate the current total weight of the order using this number and the quantity being ordered. Leadtime-> Is the average number of days that after a purchase order is issued to when the parts arrive. The purchase order section will automatically update this number after the reception of the part. Due In-> Is a logical entry (usually made by the purchase order section) to describe whether the current part is on order. A value of T (true) or F (false) is acceptable. Entry Date-> When a new part is added to the inventory database file, date will automatically be recorded in this field. The date is used in calculating statistics. Sim Rec-> A part may have what is called a Similar Record. Sometimes manufactures/suppliers use different part Inventory Interface Version 6.20 - Page 14 numbers for an identical part. This field is used to cross reference the part with another record number in the inventory database. II will present you with a list of the current parts in which to choose the similar record when editing this field. II allows you to have as many similar parts as you would like. 4.2. Inventory Barmenu By pressing [F10], labeled 'barmenu', you are allowed access to the menu strip in the top line of the menu. The BarMenu is a list of functions that may be applied to the database. The BarMenu functions are broken down into six sections: -File -Row -Column -Where Used -Print -eXport Inventory - File Menu 4.2.1. The File Menu contains a list of File functions that generally operate on the database as a whole. The following describes the operation of each item. Sort File By-> This option is a database command that changes the displayed order of a column of data. When a column is SORTed the records appear in key expression order although the physical order of records in a database file has not been altered. A column SORTed in character columns will display in accordance with the ASCII value of each character in the string, numeric values in numeric order, date values in chronological order with blank dates treated as low values, and logic values sorted with (.T.) as a high values. Sort File By presents a sub menu of possible ways to sort the database as follows: Part Number (default) Record Number Part Name Category Drawing Supplier Bin Manufacturer Scroll Down-> This function activates the automatic database scroller. It simulates pressing the down arrow key repeatedly until stopped or the bottom of the file is reached. When scroll is activated the function keys change and the database begins scrolling. You may control the speed and even change fields (with the left and right arrow keys). Set File Filter-> A File Filter will make the database appear to contain records that match one (or both) of the following: Inventory Interface Version 6.20 - Page 15 -On hand <= Order Point -On hand < Minimum Add Statistic Columns To File-> When activated this functions adds columns/fields to the current window. The fields contain calculated information from the record's usage. The additional columns can be used for exporting or printing the database. The following fields are added to the inventory database file: -Economic Order Quantity (EOQ) -Stock Life -Total Used (Tot Used) -Six Month Monthly Average (6 Mth MA) -Average Daily Usage (AvgDlyUse) -Year before last used (YBL Used) -Last year used (LY Used) -Year to Date Used (TY Used) Exit-> Closes the inventory window and returns you to the main menu. Inventory - Row Menu 4.2.2. The Row menu of the inventory window. The options are as described as follows. Goto Similar Part-> Many items in a material management system may have similar/replacement items. These items may be made from a different manufacturer having a different part number but are identical in use. This option (if a similar part is present) will advance the cursor position on the similar record. Some records have many similar records. The ability to handle many similar records is done by placing the relational circle. As you advance through the next similar records you will end up where you started eventually. Zoom Part's Info-> This option places the current record fields together on one screen to permit viewing/printing View Part's Transaction History-> This option will open the the record information. history window with information about any changes to the On Hand field for the current record. The program allows you to enter any changes to this information if you want. View Part's Cost History-> Similar to the Transaction History, II automatically keeps track of any changes made to the cost field. II will record the date and the new cost in the 'cost.dbf' file. The values for each part may be used for statistics. The program allows you to enter any changes to this information if you want. Create New Part-> Adds a blank record to the inventory window in which you may add information concerning a new part. Delete Current Part-> Will erase the current record and any information associated with it. 4.2.3. Inventory - Column Menu Inventory Interface Version 6.20 - Page 16 The column menu has a list of functions that operate on the present field the cursor is in. Put Current Cell into Column Memory-> This option and the next are used when adding records to the database that have similar field values. The value of the current cell is place into memory in which it may be retrieved latter. Each column is allowed its own value. Replace Current Cell with memory-> After the above is performed you can recall the contents of the memory value to replace the current field position. Create a Filter-> To hide records in database file not meeting a specified <condition>. The user enters or selects the <condition(s)>. More than one filter may be set at a time. Most command and functions that move the record pointer honor the current FILTER (PRINT, REPLACE, FIND, etc.,...) with the exception of those commands that access records by record number. Although a FILTER makes the current database file window appear as if contains a subset of records, it in fact processes all records in the database file sequentially. Because of this, the time required to process a FILTERed database file will be the same as a unFILTERed file. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. FIND when used in a column that can be SORTed (indexed)... Automatically SORTs to the key expression of that column. If the FIND was successful, the matching record becomes the current record. If the FIND was unsuccessful the record pointer is to the next record <variable>. in column with a higher key value than the FIND FIND when used in a column that cannot be SORTed or used with the * character... If the column is of a character type, the FIND function performs a case-sensitive sub-string search of the <variable> in the column. e.g.. FIND "dog" in: "dog cat" -> true "cat DOG" -> true "fishes " -> false "doggie " -> true If the FIND was unsuccessful the record pointer remains the same. FIND when used on a FILTERed database file... Records that are not visible are skipped when searching for the <variable> except when FIND is used in the 'Record' Inventory Interface Version 6.20 - Page 17 column if it exists. Hide Current Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. Replace all in Column with-> the purpose is to change the contents of the current column value to the results of the specified user entered <variable>. REPLACE honors any current FILTER conditions by not processing the records not meeting the filter. Update Selling Price-> for your convenience, you may automatically update the selling price of the parts meeting a filter condition, if one exists. The selling price field is adjusted in one of the following ways: -As a % of the Cost -A fixed $ amount above/below the Cost - As a % of the list price -A fixed $ amount above/below the List Price Inventory - Where Used Menu 4.2.4. Although it is not necessary to use the Bill Of Materials section, it does offer capabilities you may not want to turn down. Often, when maintaining a large number of items in the inventory system, you will run across parts that may be used for more than one system, or in different places though that system. For instance, a roller bearing may used in different machinery and motors that are maintained in inventory. Another example is in the sample inventory database that is shipped with the program; the spokes on the bike can be used for the front and rear wheels. II offers you the ability to see where the part is used, how many are required, and what level of assembly it is needed. If the BOM section is used, there are Section: three types of reports that can be accessed from the Inventory Single Level Where Used form, as shown below. The Qty (quantity) field displays the quantity required per assembly of the parent item. This report is used in engineering change analysis when the engineer wants to determine what assemblies will be affected by a change in a component. The computer shows only the parent of the item chosen just to a depth of one level. The indented where used report is similar to the single level report with the exception that the parent of the item is shown all the way to the top level (level 0). The Summarized where used report is a derivative of the Indented report. The only difference is that the Qty field represents the total quantity required to make/assemble the Level-0 item. Inventory Interface Version 6.20 - Page 18 4.2.5. Inventory - Print Menu Printer output can be sent to the PRN (default DOS printer) or any file. Please see the 'printing' section for more details. Note that you may have to hide a few columns in order for the report to fit the width of your printer. The printing is along the lines of the what you see is what you get theory with one exception. If the Description field is not hidden, it will appear on the second line of the part's information by itself. By adding the statistics columns, using the Hide Column function, and using the Filter function you can produce a wide variety of reports. Examples of the many reports you could create are as follows: -Parts Need within a certain time period (filter on the stocklife column) -Parts with a high daily usage (filter on the AvgDlyUse column) -Parts below or at their order point (set file filter to On Hand <= Order Pt) -Parts below their safety stock level (set file filter to On Hand < Min) -print parts supplied by a supplier (set filter on the Supply Cd field) -print parts contained within a category (set filter on the Category field) -create you own filter on any field -hide any column you do not want printed -any combination of the above -etc. Inventory - eXport Menu 4.2.6. The inventory database allows you the option to export the information to a variety of formats which can be latter used Section for more details. with your word processor or spreadsheet. Please see the Export 4.3. Inventory - Supplier Database One way in which II helps you to maintain your information in an organized manner is through the use of pick list. An good example of a pick list is the 'Supplier Cd' field in the inventory database. If the code (number) means nothing to you, press the [Enter] key on that field and the supplier database window automatically appears with the cursor on the present selected supplier. Now you will see all the information concerning the supplier as described in the Supplier - Fields section. You may even have II dial the supplier home, work, or fax number for you (modem required). If you want to change the 'Supplier Cd' field and you know the new Supplier Cd number, you can directly enter the new number. Inventory Interface Version 6.20 - Page 19 Note that as you enter the number the Supplier database appeared and automatically find (autoseek) the numbered you entered in order to verify your entry. If you wanted to change the supplier cd and you did not know the new code, press the [Enter] key on the inventory supplier cd field and the supplier database window will appear. Move to the cursor to the column in which you would like to find the new supplier and start typing the information you would like to find. This is called the AutoSeek function. Once you have found the new supplier press [F9] (select) to automatically transfer the supplier code into the inventory database. If you do not wish to change the inventory supplier code field then press the [Esc] key and the supplier window will close and the inventory database will remain unchanged. Note that all the picklists in II function similarly to the supplier picklist. Please read the Suppler - Barmenu section for more details. Supplier - Fields 4.3.1. Note that the name, address, city, state, and zip fields make up the address label used in the Purchase Order section. Phone and fax numbers should contain a '1' followed by the area code if it is a toll call. Record-> The 'record' field is a unique number that identifies the current supplier in the database. This number is generated by the computer when the supplier is added to the database and cannot be changed. The program can accommodate up to 1,000,000 suppliers which is adequate for most companies. The record number in the supplier database is referred to as the 'Supplier Cd' in other databases. Name-> is the name of the supplier Address-> is the address in which you would send Purchase Orders. City-> is the city in which the supplier is located State-> is the state/provence in which the supplier is located Zip-> is the zip/postal code for that supplier Contact-> is the supplier person you would normally contact to verify or order parts Home Phone-> is the home phone number that you may used to contact the supplier. Work Phone-> is the business phone number for that supplier. Extension-> is the extension number used to reach the 'Contact' Store Type-> is a brief description of the type of products sold by the supplier Fax-> is the supplier fax number. Tax1 Rate-> is the first sales tax rate that the supplier charges you. Tax2 Rate-> is the second sales tax rate the supplier charges you. Notes-> is a memo field in which you can keep notes on each Inventory Interface Version 6.20 - Page 20 supplier. When you press [Enter] on the <Memo> field, the notes for that supplier can be displayed/edited and saved for future reference. Supplier - Barmenu 4.3.2. 4.3.2.1. Supplier - Utilities Menu Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. You do not need to use this function is the AutoSeek is ON. Scroll Down-> This function activates the automatic database scroller. It simulates pressing the down arrow key repeatedly until stopped or the bottom of the file is reached. When scroll is activated the function keys change and the database begins scrolling. You may control the speed and even change fields (with the left and right arrow keys). Zoom-> This option places the current record fields together on one screen to permit viewing/printing the record information. Hide Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. Dial Phone-> this function will ask you which of the following number you would wish to dial for the current supplier: Work, Home, or Fax. Note that a modem is required to use Create New Record-> Adds a blank record to the supplier window this function. in which you may add information concerning a new supplier. Delete Record-> Will erase the current record/supplier and any information associated with it. Toggle Autoseek On/Off-> when the Autoseek function is ON when indicated with a check mark in the menu or as marked in the window status section. The autoseek function when on will try to find the information you are typing in the present column. You may autoseek in any of the columns for the information that will identify the record you desire. An example would be to move the cursor to the 'Phone' column and type the phone number of the supplier you would like. After each key press the window scrolls to the first record that matches the Autoseek information as shown in the status section of the window. You may use the [backspace] key to erase any typing errors if Inventory Interface Version 6.20 - Page 21 needed. If while using the autoseek function and you notice you are on the record that you want, and you have not entered the entire seek information (partial phone number in this example) you can stop at anytime. Select-> This option will input the record number into the inventory supplier code field. Return - No Selection-> Closes the supplier window and returns to the unchanged inventory database. 4.3.2.2. Supplier - Print Menu Printer output can be sent to the PRN (default DOS printer) or any file. Please see the 'Printing in General' section for more details. 4.3.2.3. Supplier - Export Menu The inventory database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the Export Section for more details. Inventory Interface Version 6.20 - Page 22 5. BILL OF MATERIALS SYSTEM The bill of material (BOM) file specifies what materials, components, sub assemblies, and assemblies are used in making the product. Each product is linked to in a parent-component relationship. The records in the BOM file are usually oriented in a tree like structure with level zero being the product and each consecutive level breaking the product into its subassembles/parts. The data in this file shows the point of usage the which the component on a production order in making the parent. The data in the BOM file can be retrieved in six formats. From within the BOM system the data is retrieved in an explosion format. These formats are the: Single Level Bill - gives a list of those components used directly in making it (going down one level). This is the format used to present the parent tree on the screen to the user. Indented Bill - includes all the items in a product or component and the the levels at which they occur in the product structure. Summarized Bill - is similar to the indented bill but each item occurs only once with the total quantity required to make one unit of the parent. The other three formats (called implosions or where used) are the Single Level Where Used, Indented Where Used, and Summarized Where Used reports. These are available from the inventory section under the Where Used Menu and are described in that section. BOM - Fields 5.1. Record-> The 'record' field is a unique number that identifies the current part in the inventory database. This number is generated by the computer when the part is added to the database and cannot be changed. Part No-> The part no is taken from the inventory database. The 'part no' field is a alphanumeric identifier that is given to the part by the manufacturer. Description-> The description is taken from the inventory database. The description column is used to accurately describe the current part. It may contain information regarding the size, color and use of the part. The column can contain up to 100 characters. Unit-> The unit is taken from the inventory database. Unit is a two character code used to describe the unit of distribution of the part. Qty Per As-> (only in Component level) is the quantity of the part or item required to make or fulfill the requirements for each unit of the next lowest component level, or Inventory Interface Version 6.20 - Page 23 product level. This is the only field that may be edited in the BOM system. 5.2. BOM - BarMenu BOM - File Menu 5.2.1. Down one BOM level-> Will open the next component level window for the current item. This provides you with a Single Level Bill (as described above). If the window is empty, it is because there are no components for this item or they have not been entered yet. Up one BOM level-> Is the opposite of down one BOM level. Scroll-> This function activates the automatic database scroller. It simulates pressing the down arrow key repeatedly until stopped or the bottom of the file is reached. When scroll is activated the function keys change and the database begins scrolling. You may control the speed and even change fields (with the left and right arrow keys). Exit to Main Menu-> Will close all open windows (component levels) and return you to the main menu system. BOM - Row Menu 5.2.2. Zoom part's info-> This option places the current record's inventory database fields together on one screen to permit viewing/printing the record information. This will give you a more detailed description of the item. Qty able to Produce-> This function will tell you the quantity of the item (indicated by the current cursor position) you are able to make/assemble with the current inventory On Hand amounts. This process works in the Product or program will first add to the total the quantity already Component levels. When you activate this function the On Hand of the current item. Next, the program will continually try to assemble one unit of the current item until an insufficient quantity On Hand of a component is reached. At the bottom left corner of the screen is a process gauge to show you the quantity/assemblies already completed when the program is calculating the results. The function will correctly handle a item that is listed more than once in a BOM structure. Add a part to BOM level-> This function will present to you a pick list of the items in the inventory database. When you select a part from the list, the program adds that part to the current Component or Product level. Delete current part in BOM level-> This function will remove the current part/item from the component or product database along with its component levels. Inventory Interface Version 6.20 - Page 24 5.2.3. BOM - Column Menu Create a Filter-> To hide records in database file not meeting a specified <condition>. The user enters or selects the <condition(s)>. More than one filter may be set at a time. Most command and functions that move the record pointer honor the current FILTER (PRINT, REPLACE, FIND, etc.,...) with the exception of those commands that access records by record number. Although a FILTER makes the current database file window appear as if contains a subset of records, it in fact processes all records in the database file sequentially. Because of this, the time required to process a FILTERed database file will be the same as a unFILTERed file. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. Hide Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when the window is made again. This feature is mostly used when printing a report. BOM - Print Menu 5.2.4. Printer output can be sent to the PRN (default DOS printer) or any file. Please see the 'Printing in General' section for more details. BOM - eXport Menu 5.2.5. The BOM database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the 'Export Section' for more details. BOM - BOM Menu 5.2.6. Indented Bill - produces a report which includes all the items in a product or component and the the levels at which they occur in the product structure. This report can be printed if needed. Summarized Bill - is similar to the indented bill but each item occurs only once with the total quantity required to make one unit of the parent. Inventory Interface Version 6.20 - Page 25 Inventory Interface Version 6.20 - Page 26 6. INVENTORY STATUS BY CATEGORY One of the big advantages of keeping a computer based inventory system is that the computer is the one that will now do the number crunching for you. II will break down the inventory into its categories and return detailed information as describe as follows. Status - Fields 6.1. Category-> the unique category name found in the inventory database file Rows-> the number of records found in this category No Price-> the number of records found to have a cost of $0.00 With Price-> the number of records in the category having a cost not equal to $0.00 Sum Price-> the sum of each individual record's cost Avg Price-> column SUM PRICE divided by column WITH PRICE Items-> the sum of On Hand for each record Tot Value-> the sum of On Hand X Cost for each record Avg Cost-> column TOT VALUE divided by column ITEMS Ybl Used-> the quantity of items used 2 years ago starting Jan. 1 to Dec 31 Ybl Cost-> the quantity of each item used 2 years ago X its current cost Ly Used-> the quantity of items used 1 year ago starting Jan. 1 to Dec 31 Ly Cost-> the quantity of each item used 1 year ago X its current cost Ty Used-> the quantity of items used this year since Jan.1 Ty Cost-> the quantity of items used this year since Jan.1 X its current cost Total Used-> the grand total of items used in this Category Total Cost-> information of Total Used X by its current cost (including information over 2 years) Each category contains a <List> of the items that are in its category. Oh, don't forget you can hide any column that you do not want printed/exported. You can even set filters to print/view only the information you want. Status - BarMenu 6.2. 6.2.1. Status - Utilities Menu Zoom Row-> Includes all information in the current row in one screen for viewing/printing. Hide Row-> This command strips the window of the current column. The information is not erased or lost but hidden Inventory Interface Version 6.20 - Page 27 from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. The row will become visible again after returning to the main menu. Create a Filter-> To hide records in database file not meeting a specified <condition>. The user enters or selects the <condition(s)>. More than one filter may be set at a time. Most command and functions that move the record pointer honor the current FILTER (PRINT, REPLACE, FIND, etc.,...) with the exception of those commands that access records by record number. Although a FILTER makes the current database file window appear as if contains a subset of records, it in fact processes all records in the database file sequentially. Because of this, the time required to process a FILTERed database file will be the same as a unFILTERed file. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. Hide Current Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. The column will become visible again after returning from the main menu. Show Column Descriptions-> will give an explanation of the Status database fields. Total Column-> If you are in a column that is in a numeric format, you may total this column in one of three ways: -from top to bottom -from top to current line (including current line) -from current line (including) to the end of the file -or- Recalculate Category Info-> this option will re-examine the inventory database and update all information within the status database file. Note the status part of the browse window shows the last time the database was made 'up to date'. Return to Main Menu-> closes the current window and returns you to the main menu section. Status - Print Menu 6.2.2. Printer output can be sent to the PRN (default DOS printer) or any file. Please see the 'Printing in General' section for more details. Inventory Interface Version 6.20 - Page 28 6.2.3. Status - eXport Menu The Status database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the 'Export Section' for more details. 6.3. Status - Detail List Detail - Fields 6.3.1. Record-> The 'record' field is a unique number that identifies the current part in the inventory database. This number is generated by the computer when the part is added to the database and cannot be changed. Part No-> The 'part no' field is a alphanumeric identifier that is given to the part by the manufacturer and recorded in the inventory database. Entry Date-> This is the date a part/item was added to the inventory database as recorded in the inventory database file. Description-> The description column is used to accurately describe the current part. It may contain information regarding the size, color and use of the part. This is the description as found in the inventory database file. On Hand-> This is the actual amount that is available for use as found in the inventory database. Cost-> is the actual current cost as found in the inventory database. Cost*On Hand-> is the inventory cost field multiplied by the inventory amount on hand Used-> is the total quantity of parts/items used between the starting and ending period. This information is Avg On Hand-> is the average quantity on hand between the calculated from the history database. starting and ending period. This information is calculated from the history database. Turnover-> is the amount specified in the used column divided by the amount specified in the Avg On Hand column. Used*Cost-> between the starting and ending dates the daily amount used is multiplied by the cost of that item for that day as specified in the cost history database. Used/Day-> is the quantity as described in the used column divided by the number of days between the starting and ending dates. Cost/Day-> is the quantity as described in the Used*Cost field divided by the number of days between the starting and ending dates. Detail - BarMenu 6.3.2. Inventory Interface Version 6.20 - Page 29 6.3.2.1. Detail - Utilities Menu Zoom Part's Info-> This option places the current record/part inventory fields together on one screen to permit viewing/printing the record information. Create a Filter-> To hide records in database file not meeting a specified <condition>. The user enters or selects the <condition(s)>. More than one filter may be set at a time. Most command and functions that move the record pointer honor the current FILTER (PRINT, REPLACE, FIND, etc.,...) with the exception of those commands that access records by record number. Although a FILTER makes the current database file window appear as if contains a subset of records, it in fact processes all records in the database file sequentially. Because of this, the time required to process a FILTERed database file will be the same as a unFILTERed file. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. Hide Current Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. Total Column-> If you are in a column that is in a numeric format, you may total this column in one of three ways: -from top to bottom -from top to current line (including current line) -from current line (including) to the end of the file -or- Choose Period Starting Date-> this option allows you to change the period starting date. The new date cannot be greater than (latter) than the ending date. Choose Period Ending Date-> this option allows you to change the period's ending date. The new ending date cannot be less than (earlier) than the starting date. + One Year to Starting/Ending Dates-> will increase the period's starting and ending dates by one year. - One Year to Starting/Ending Dates-> will decrease the period's starting and ending dates by one year. Close Window-> return to browse the catagory database information. 6.3.2.2. Detail - Print Menu Inventory Interface Version 6.20 - Page 30 Printer output can be sent to the PRN (default DOS printer) or any file.Please see the 'Printing in General' section for more details. 6.3.2.3. Detail - eXport Menu The Status's Detail database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the 'Export Section' for more details. Inventory Interface Version 6.20 - Page 31 7. PURCHASE ORDERS / RECEIVING The Purchase Order (PO) section rewards the you for maintaining an accurate Inventory database. By keeping the On Hand field up to date in the inventory database, II will do the following for you: -track inventory items below/at their Order Pt and not Due In -group items (in the above) by the same supplier and create the required purchase orders -items in the PO will contain the Order Qty value as specified below: - the value in the inventory Order Qty field -or- - the economic order quantity meeting the Minimum order amount, Maximum order amount and Order Multiple criteria as describe in the inventory database -flag the inventory record as being 'Due In' -flag printed and completed PO's -adjust each inventory record's Leadtime with a new weighted Leadtime of received parts -adjust the Order Pt of received parts by comparing their lead time, Minimum On Hand (safety stock), and average daily usage for the last six months -update the inventory database On Hand field for items that are received You may also 'manually' create a PO. When browsing the list of items in the purchase order II will allow you to edit only certain fields at certain times depending on the value of the 'printed' field for that PO: a) if printed then you can only edit the received column b)if the po is not printed then you may edit the qty, and cost fields After printing a PO, II automatically updates the 'printed' need to latter, update the 'cost' or 'qty' field for that PO field for that PO with .T. (true). After printing a PO and you you may manually change the printed field back to .F., to allow the proper editing. 7.1. Purchase Order - Fields PO #-> is a unique number (similar to a record #) that identifies the current part in the database. This number is generated by the computer when the part is added to the database and cannot be changed. Printed-> is a logical value indicating whether the PO has been printed. This field is automatically set to .T. (true) if the user has printed the current PO. You may manually update this field as needed Completed-> is a logical value indicating whether the Items in the current PO have been received. This column is Inventory Interface Version 6.20 - Page 32 updated whenever you view/modify the Items in a PO. If all the items in a PO have the 'received' greater than or equal to the order 'qty' the the completed field is set to .T.. If you manually edit this field to .T. then you will be asked if the items in the PO have been received. If you say 'yes' than the program will automatically, for each item for that PO: -update the received value to the value in the qty field -update the history file -update the leadtime and order pt. Issued-> is a date indicating when the purchase order was created or sent to the supplier. Whenever a purchase order is automatically created, this field will be given the current date setting. This date is also used to determine the leadtime for items that are received. Required-> is the date that the items listed in the PO are needed. Department-> is a character field representing the department in your organization in which the items are needed. Supply Cd-> The supplier code column is a unique number identifying the supplier in which the part is ordered. This column is also edited using the pick list method. When attempting to edit this field (keying in data or pressing enter) the user will be presented with the supplier database in which to make their choice. Pressing enter when on the supplier column automatically pops up the supplier database file with the cursor located on the current selected supplier for that PO. If the supplier code is changed the Tax1 and Tax2 rates are updated with the new supplier tax rates as found in the Supplier database. Terms-> are used to describe in which manner the PO will be paid for. Popular terms are: n/30 and n/60. Contact-> this field is the name or job title of the person the supplier should contact if they have any questions. Is Taxable-> is the (T)rue or (F)alse indicator whether the purchase order is taxable. If the PO is taxable, the Tax1 and Tax2 fields will be contain the values of their respective rates multiplied by the amount in the 'Taxable' field. The amounts in Tax1 and Tax2 will be included in the 'Amount' field. Weight-> is the total weight (Qty x Item Weight) for all the Items in the purchase order. This is a calculated field and can not be edited. The shipping weight is usefully for determining the freight cost. Ship Via-> this field is used to describe to the supplier the way in which the items are to be delivered. Freight-> is the cost that is acquired for the delivery of the items in the PO. Non Taxabl-> is the total amount (Qty x Cost) for each item in the PO that is non-taxable. Taxable-> is the total amount (Qty x Cost) for each item in the PO that is taxable as indicated in the inventory Inventory Interface Version 6.20 - Page 33 database. Tax1 Rate-> is the percentage rate used to fill in the Tax1 field if the PO is taxable. The Tax1 Rate is usually the Federal tax applied to the PO, if there is no Federal tax then, this could be the State/Provential tax. This rate is imported/exported from the supplier Tax1 Rate field. Tax1-> is the result of 'Tax1 Rate' field multiplied by the 'Taxable' field if the PO is taxable. Tax2 Rate-> similar to Tax1 Rate. Tax2 is usually the State/Provencial tax added to the PO. This rate is imported/exported from the supplier Tax2 Rate field. Tax2-> similar to Tax1 Total-> is the total dollar value of the PO including any taxes (tax1 and tax2) and freight. Items-> this is a <List> field that contains the items (parts or services) required. Pressing [Enter] on this field will open the item window for the current PO. (See the section 'Items' for more detail) Bal Due-> is the amount of the PO that is already paid. Any changes to the cost or quantity fields in the PO items will update this field appropriately. Pay Due-> is the date that the supplier is expecting payment in full for the items supplied. Comments-> is a character field used to include any extra information in the PO. Notes-> this character field could contain any relevant information concerning the PO. Purchase Order - BarMenu 7.2. By pressing [F10], labeled 'barmenu', you are allowed access to the menu strip in the top line of the menu. The BarMenu is a list of functions that may be applied to the database. The BarMenu functions are broken down into sections: -Column -File -Print -eXport -Edit 7.2.1. PO - File Menu The File Menu contains a list of File functions that generally operate on the database as a whole. The following describes the operation of each item. Zoom PO Info-> This option places the current record fields together on one screen to permit viewing/printing the record information. Scroll Down-> This function activates the automatic database scroller. It simulates pressing the down arrow key repeatedly until stopped or the bottom of the file is Inventory Interface Version 6.20 - Page 34 reached. When scroll is activated the function keys change and the database begins scrolling. You may control the speed and even change fields (with the left and right arrow keys). List PO's containing a Part-> this option allow you to view a list of the last 50 PO's that contain a part that you have selected. By moving the highlighted bar over a PO in the list the program will automatically move you to that PO when you close the list. Automatically Create PO's-> when II is told to automatically create PO's, it will: -examine the inventory database for items below/at their Order Pt and not Due In -group items (in the above) by the same supplier and create the required purchase orders -flag each item in the new PO's as being Due In. -items in the PO will contain the Order Qty value as specified belowith: - the value in the inventory Order Qty field -or- - the economic order quantity meeting the Minimum order amount, Maximum order amount and Order Multiple criteria as describe in the inventory database section. Create New PO-> Adds a blank record to the inventory window in which you may add information concerning a new part. The issued field will be automatically filled in with the current date. Delete Current PO-> Will erase the current PO and any information associated with it. All items in the <list> will deleted and mark their 'Due In column with (F)alse if the quantity received less than quantity ordered. Exit-> Closes the Purchase Order window and returns you to the main menu. PO - Column Menu 7.2.2. The column menu has a list of functions that operate on the present field the cursor is in. Put Current Cell into Column Memory-> This option and the next are used when adding records to the database that have similar field values. The value of the current cell is place into memory in which it may be retrieved latter. Each column is allowed its own value. Replace Current Cell with memory-> After the above is performed you can recall the contents of the memory value to replace the current field position. Total-> If you are in a column that is in a numeric format, you may total this column in one of three ways: -from top to bottom -from top to current line (including current line) -or- Inventory Interface Version 6.20 - Page 35 -from current line (including) to the end of the file Create a Filter-> To hide records in database file not meeting a specified <condition>. The user enters or selects the <condition(s)>. More than one filter may be set at a time. Most command and functions that move the record pointer honor the current FILTER (PRINT, REPLACE, FIND, etc.,...) with the exception of those commands that access records by record number. Although a FILTER makes the current database file window appear as if contains a subset of records, it in fact processes all records in the database file sequentially. Because of this, the time required to process a FILTERed database file will be the same as a unFILTERed file. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. Hide Current Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. PO - Print Menu 7.2.3. Printer output can be sent to the PRN (default DOS printer) or any file. Please see the 'printing' section for more details. The purchase order section allows three types of printed output. Stock Taking Sheet-> the stock taking sheet for a purchase order allows the user to verify the quantity on hand for number along with the items listed in the purchase order. each item. The report indicates the purchase order For each item, the Record, Part No., Description, Qty On Hand, and location are listed. Purchase Order-> You may print a copy of the purchase order to send to the supplier or for you own records. Please see the PO Edit Menu for more details. PO database file-> After you create filter(s) and hide columns in the PO database you may decide to get a hard copy of the results called a report. Examples of reports for the PO section are: -outstanding PO's (filter on not Completed) -overdue PO's (filter on not Completed, and date Re- quired less than today's date) -total dollar amount of purchase orders Issued between dates (set filters on the Issued field for the de- sired range of dates) -any combination of the above Inventory Interface Version 6.20 - Page 36 -etc. Printer Setup-> Please see section "Printer in General". 7.2.4. PO - eXport Menu The purchase order database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the Export Section for more details. PO - Edit Menu 7.2.5. The purchase order form is made up of 3 or 5 form files (.frm) that come with the program which you can modify if needed. If a PO is a page or less in length than the following forms are used: Header-> (po_head.frm) contains information for the first page header Body-> (po_body.frm) contains the information for each line item in the PO Footer-> (po_foot.frm) contains information about the end of the purchase order/totals. If the PO is longer than a page two additional files are used: Continued Header -> (po_cont.frm) the header page for the second and subsequent pages Subtotal-> (po_sub.frm) the foot/end of the first to next to last pages. You may customize your PO forms (.frm) by including the setup codes, printer codes, database fields, or functions. The .frm files are similar to the Inventory merge (.mrg) files. All you have to do is to start a variable with the ~ key then add the variable name you want and finish with ~ again. For example to include the Name of your business, use: ~M_NAME~ Feel free to modify the forms as you wish but it is always good to make a backup copy first. 7.3. Purchase Order Items 7.3.1. PO Items - Fields Item-> Is the number representing the line item required in the PO Part No-> Is the inventory manufacturer's part number used to identify the part. Received-> The quantity the supplier has furnished to date. A partial shipment is when the Received quantity is less than the 'Qty' field. Inventory Interface Version 6.20 - Page 37 Qty-> Is the quantity requested from the supplier. As explained above, this field is automatically filled in upon creation of the PO. You may manually override the calculated amount is desired and the PO is not already printed as indicated in the PO 'Printed' field. Cost-> Is cost per unit of distribution of and item. It may be easier to include any taxes in this amount. Extended-> is the value calculated by multiplying the Qty by the Cost. PO Items - BarMenu 7.3.2. Zoom Part's Info-> This option places the current record/part inventory fields together on one screen to permit viewing/printing the record information. Part Statistics-> the program will supply calculated information, base on the part's usage history. This information is useful for the manual override of the EOQ. Usage History-> the part's usage/receipt history window will appear in which you may view or edit it. Fill Order Qty with EOQ-> the program will fill the 'Qty' field for each item in the PO with the EOQ. Add Item to PO-> this option will allow you to pick another part to add a part to the PO item list. Remove Item to PO-> will delete the current item from the PO list. The item numbers will be redone afterwards. Return to PO file-> Closes the current window, and returns control to the PO database section. Inventory Interface Version 6.20 - Page 38 8. POINT OF SALE / INVOICING The point of sale (POS) and invoicing section allows you to easily enter customer transactions. The POS database was designed to accommodate a variety of information that can be latter analyzed in this section or indirectly from the Backorder Status, Price Override, Salesperson Analysis or Accounts Receivable Sections. Within the POS system the invoices may be sorted, filtered, and columns hidden to produce you own custom reports to be printed or exported in the format of you needs. Your customer invoices can be customized directly from the application if you desire. You can even modify the forms to print on your own preprinted forms if needed. Before creating your first invoice you may wish to change the Sales Tax Rates in the setup section of the main menu. You will find a wealth of information generated from each invoice you create. The information can also be grouped by filtering the information to the criteria you desire using the 'Filter' function. The information generated for each invoice includes: - the amount taxable and non-taxable - the taxes due - the total invoice amount - the total weight of the items supplied - the total amount tendered and the change or balance due - the total savings the customer has over the list price - and the transaction cost to you. 8.1. POS - Fields Invoice #-> the invoice number is the computer generated number referring directly the record number the invoice is within the database. The number is unique so that you can find an invoice by its number with no confusion. You be recycled with a new invoice. may find that when you delete an invoice it's number may Date-> When creating a new invoice the computer will automatically fill the date field with the current system date. The date refers the the date the transaction occurs. Time-> same as the 'date' field. Trx Type-> you may wish to keep track of the type of what type of transaction for each invoice. This field is a pick-list in which you may customize to you business needs. Cust Id-> This Customer Id field describes the customer that has purchased the items in the invoice. If you wish to use this field a pick-list will be presented to you when you try to edit it. The customer database (described in detail in the 'Accounts Receivable Section') contains the information the invoice will need if a shipment is needed. Inventory Interface Version 6.20 - Page 39 Sale Rep-> The Sales Rep. field is the unique number issued to each one of you sales people as shown in the Sales Rep database. This field is also pick-list when editing. When you fill this information out, the sale rep. invoice is used in the Price Override and Salesperson Analysis Sections. Is Taxable-> this is a logical field representing whether the customer will pay any sales tax. When this value is set to .T. (true) the tax1 and tax2 fields will be calculated as described below. Items-> The items field contains the items that are purchased for this invoice. To edit this field place the cursor over the <List> symbol and press enter. Whenever a item is added to the list, the program will show you a pick list of the inventory database in which to choose the item being sold. The item fields are described below: Item-> is the line item number for this invoice. This field is automatically assigned by the computer and cannot be edited directly. Part No-> is the inventory part number of the item pur- chased. Order Qty-> is the quantity the customer has ordered. When an order quantity is entered into the invoice, the quantity is automatically removed from the in- ventory record's On Hand field. So, if a client orders more than is currently available, it is pos- sible to have a negative on hand value. A negative on hand value means that the part is due out. If you wanted to only order a item when a part is or- dered from a customer, you would set the inventory Order Pt at -1. Price-> Ship Qty-> is the quantity shipped to date. Ship Date-> is the date in which the customer requests Weight-> is the total weight of the items supplied/shipped to shipment of the items within the invoice. the customer. This value is generated by the computer each time you edit the Items <List>. Ship Via-> is the method in which you or you customer wishes the items to be delivered. Freight-> is the value you will charge the customer for delivery. Non Taxabl-> the Non-Taxable field is the value of the items in the <List> ordered by the customer that is tax-exempt as indicated in the inventory database. Taxable-> similar to above. Tax1-> if the invoice 'Is Taxable' then this field will be calculated by the (Tax 1 Rate as indicated in the Setup Section) x (the total amount 'Taxable'). If the invoice is not taxable or the Tax 1 rate is zero then this field will be Zero also. The Amount shown in this field is changed only by the computer when you edit the Items Inventory Interface Version 6.20 - Page 40 <List>, or you change the 'Is Taxable' flag, Tax2-> similar to 'Tax1'. Total-> the Total invoice amount is automatically changed by the computer when: you edit the Items <List>, change the 'Is Taxable' flag, or edit the Freight amount. The amount is calculated by adding Payment-> the payment field is another <List> type of field. By pressing the Enter key when the cursor is on the <List> symbol, the payment database file window will open for the current invoice. The payment fields are described as follows: Date-> is the date of the payment Amount-> is the amount paid Method-> is the manner in which the payment was made (VISA, Cash, MC, etc.). When editing this field you will be presented with a list of the possible payment methods in which to choose one. Account No.-> is the account number of the credit card used (if applicable). Exp Date-> the date of expiration on the credit card (if applicable). Auth->is the authorization code for the credit card transaction (if applicable) Amt Tender->is the total amount of money collected as listed in the payment database. This field can only be edited indirectly by modifying the payment <List>. Change Due-> if the amount of overpayment or change due to the customer. Bal Due->is the remainder of the 'Total' of the invoice the customer has not yet paid. This field is edited indirectly from the payment or item databases. Pay Due-> you may specify a payment due date if the customer has not yet paid the invoice in full. This date and the Bal Due field, are used to determine the number of days the payment is late if any. Savings-> is the total amount the customer has saved purchasing the items from you, as compared to the manufactures suggested retail price. Comments-> is a character field in which you may leave additional notes about the invoice. Printed-> is the logical field representing whether the invoice has been printed yet. This field is automatically set to .T. (true) if the invoice is successfully printed. Completed-> is the logical field representing whether all the items ordered have been shipped. This field is automatically updated whenever the item <List> is edited. Trx Cost-> is the amount the transaction has cost you. Shipment-> whenever the Ship Qty field is changed within the Items <List> a entry is made automatically into the Shipment <List>. The entry is composed of the item number, date of the transaction and the amount shipped. When the Shipment window is opened, you will see the Inventory Interface Version 6.20 - Page 41 information as described in the following field descriptions: Ship Date-> describes the date in which the transaction occurred Item-> is the item number as found in the Item <List>. Part No.-> is the manufacturer's part number as found in the inventory database. Order Qty-> is the total quantity the customer has or- dered. Shipd 2 Date-> is the total quantity of the item that has been shipped as of today. Qty Shipd-> is the quantity shipped the day of the Ship Date. Within the shipment database you can print a packing list for any date a shipment occurred, edit the packing list forms, and zoom the inventory record information. POS - Barmenu 8.2. The POS Barmenu is divided into the following sections: - File - Column - Print - Export - and Edit Pressing the F10 function key (labeled Barmenu) will allow you access of the functions within the menu system. POS - File Menu 8.2.1. Sort File By-> you have the option to list the invoices in one of the following orders: Invoice #, Date, Trans Type, or by the Sales Rep. The current active index is shown with the check mark symbol and is shown in the POS status section. Zoom POS info-> the zoom function allows you to view all the columns for the current invoice on one screen. Scroll Down-> activates the automatic database scroller. List invoices containing a Part-> you will be presented with part you wish to find within the invoice <List>'s. The the inventory database pick list in which you choose the Find will show the last fifty invoices containing the part. Create a New Invoice-> this will create an new record in the POS database (or recycle an empty/deleted one). The time and date fields will automatically be set to the system clock values. Delete Current Invoice-> will remove the current invoice along with all reference to the customer, payment, shipment and Items information. The deleted information cannot be retrieved afterwards. The record will be recycled when needed. Open Cash Drawer-> this function allows you to include the xOpnDrwr.bat file to work with the II program. Within the batch file, you can include the DOS commands that will open the cash drawer when needed. The following is an example of how you open the cash drawer from within Inventory Interface Version 6.20 - Page 42 the batch file: @echo OFF echo mode com1 2400,N,8,1 echo ATDT >>com1 Return to Main Menu-> this function closes the POS database, and all other related files, and returns you the Main Menu Section. POS - Column Menu 8.2.2. Total-> If you are in a column that is in a numeric format, you may total this column in one of three ways: -from top to bottom -from top to current line (including current line) -or- -from current line (including) to the end of the file Note that the Total functions honor any filters. Create a Filter-> To hide records in database file not meeting a specified <condition>. The user enters or selects the <condition(s)>. More than one filter may be set at a time. Most command and functions that move the record pointer honor the current FILTER (PRINT, REPLACE, FIND, etc.,...) with the exception of those commands that access records by record number. Although a FILTER makes the current database file window appear as if contains a subset of records, it in fact processes all records in the database file sequentially. Because of this, the time required to process a FILTERed database file will be the same as a unFILTERed file. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. Hide Current Column-> This command strips the window of the but hidden from the screen. The column will reappear current column. The information is not erased or lost when you the window is made again. This feature is mostly used when printing a report. 8.2.3. POS - Print Menu Stock Taking Sheet-> printing a stock taking sheet for the current invoice will allow you to find, or check the On Hand values for the items within the invoice. Invoice Form->You may print a copy of the purchase order to send to the supplier or for you own records. Please see the POS Edit Menu for more details. Invoice database file-> After you create filter(s) and hide columns in the POS database you may decide to get a hard copy of the results called a report. Examples of reports for the POS section are: -outstanding POS's (filter on not Completed) -overdue POS's (filter on not Completed, and Ship Date less than today's date) Inventory Interface Version 6.20 - Page 43 -total dollar information of invoices issued between dates (set filters on the Date field for the de- sired range of dates) -any combination of the above -etc. Printer Setup-> Please see section "Printer in General". POS - eXport Menu 8.2.4. The POS database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the Export Section for more details. 8.2.5. POS - Edit Menu The Invoice form is made up of 3 or 5 form files (.frm) that come with the program which you can modify if needed. If an Invoice is a page or less in length than the following forms are used: Header-> (poshead.frm) contains information for the first page header Body-> (posbody.frm) contains the information for each line item in the PO Footer-> (posfoot.frm) contains information about the end of the purchase order/totals. If the invoice is longer than a page two additional files are used: Continued Header -> (poscont.frm) the header page for the second and subsequent pages Subtotal-> (possub.frm) the foot/end of the first to next to last pages. You may customize your Invoice forms (.frm) by including the setup codes, printer codes, database fields, or functions. The .frm files are similar to the Inventory merge (.mrg) files. add the variable name you want and finish with ~ again. For All you have to do is to start a variable with the ~ key then example to include the Name of your business, use: ~M_NAME~ Feel free to modify the forms as you wish but it is always good to make a backup copy first. Inventory Interface Version 6.20 - Page 44 9. BACKORDER STATUS The backorder status section of the II program allows you to track which items are currently backordered. The information can be filtered in by: not due in, able to ship in full, able to partially ship, or/and any combination of the three. 9.1. Backorder - Fields Invoice-> is the invoice number as found in the POS database. Date-> is the date the invoice was created Inv Record-> is the inventory database record number of the item ordered Part No.-> is the manufactures part number (as found in the inventory database) of the item ordered. Description-> is the description of the item as found in the inventory database Order Qty-> is the quantity that has been ordered. Ship Qty-> is the total quantity that has been shipped to date. Qty Avail-> is the total quantity that is available for distribution Due In-> is the logical (T or F) indicator of whether a PO has been issued for this item. Backorder - Barmenu 9.2. Backorder - Utilities Menu 9.2.1. Zoom current Row-> this function will put all the current record fields in one screen. This permits quick and easy viewing of the information. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for Hide Current Column-> This command strips the window of the the next record that meets the condition. current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. Return to Main Menu-> this will close the Backorder database (and all related files) and return you to the main menu. Backorder - Filter Menu 9.2.2. Not Due In-> will filter the database to show you any parts that are backordered and have not been ordered yet. Able to Ship in Full-> will filter the database to show you any parts that are backordered but are able to be shipped in full. Able to Partially Ship-> will filter the database to show you any parts that are backordered but a partial shipment is possible. Backorder - View Menu 9.2.3. Inventory Interface Version 6.20 - Page 45 Inventory Record-> will zoom the inventory database information about the current item. Last PO's for Item-> will display a list of the last fifty PO's issued for this item and other pertinent information. Invoice Info-> will zoom the Invoice database information about the current item. Backorder - Print Menu 9.2.4. Printer output can be sent to the PRN (default DOS printer) or any file. Please see the 'Printing in General' section for more details. Backorder - eXport Menu 9.2.5. The Backorder database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the 'Export Section' for more details. Inventory Interface Version 6.20 - Page 46 10. PRICE OVERRIDES Periodically you may wish to view the POS price overrides. A price override occurs when the sales rep. manually changes the selling price to something other than what is listed in the inventory database at that time. The Price Override database gives the total picture of the price override as shown in the fields section. The information given includes unit and total variance along with the sale rep. for each invoice. You can filter the information, and hide columns in order to produce reports, or export the information as you wish. Price Override - Fields 10.1. Invoice-> is invoice number as found in the invoice database file. Date-> is the date the invoice was created Inv Record-> is the item's record number as found in the inventory database. Part No.-> is the item's manufacture's part number as found in the inventory database. Description-> is the item description as found in the inventory database. Sales Rep-> is the sale rep. id number as found on the invoice with the price override. Price-> is the price the item was sold for Sell Price-> is the price the inventory database listed the selling price at. Order Qty-> is the quantity sold or ordered. Unit Variance-> is difference between the selling price and the sold price. (Sell Price - Price) Total Variance-> is unit variance multiplied by the Order Qty. Price Override - Barmenu 10.2. Price Override - Utilities Menu 10.2.1. Zoom current Row-> this function will put all the current record fields in one screen. This permits quick and easy viewing of the information. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. Hide Current Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. Create a Filter-> To hide records in database file not meeting a specified <condition>. The user enters or selects the <condition(s)>. More than one filter may be set at a time. Most command and functions that move the record Inventory Interface Version 6.20 - Page 47 pointer honor the current FILTER (PRINT, REPLACE, FIND, etc.,...) with the exception of those commands that access records by record number. Although a FILTER makes the current database file window appear as if contains a subset of records, it in fact processes all records in the database file sequentially. Because of this, the time required to process a FILTERed database file will be the same as a unFILTERed file. Return to Main Menu-> this will close the Price Override database (and all related files) and return you to the main menu. Price Override - View Menu 10.2.2. Inventory Record-> will zoom the inventory database information about the current item. Last PO's for Item-> will display a list of the last fifty PO's issued for this item and other pertinent information. Invoice Info-> will zoom the Invoice database information about the current item. 10.2.3. Price Override - Print Menu Printer output can be sent to the PRN (default DOS printer) or any file. Please see the 'Printing in General' section for more details. Price Override - eXport Menu 10.2.4. The price override database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the 'Export Section' for more details. Inventory Interface Version 6.20 - Page 48 11. SALESPERSON ANALYSIS The salesperson analysis section, examines the POS invoices and gather the information per salesperson during your defined range of dates. Information displayed per salesperson includes: the number of invoices, total gross sales, total cost of sales, avg. gross, margin, and avg. margin. You can change the range of dates for the analysis to produce last year/period comparisons. The information can be latter be used for the calculation of commissions, or a measure of sales person/department performance. Salesperson Analysis - Barmenu 11.1. 11.1.1. Salesperson - Utilities Menu Zoom current Row-> this function will put all the current record fields in one screen. This permits quick and easy viewing of the information. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. Hide Current Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. Create a Filter-> To hide records in database file not meeting a specified <condition>. The user enters or selects the <condition(s)>. More than one filter may be set at a time. Most command and functions that move the record pointer honor the current FILTER (PRINT, REPLACE, FIND, etc.,...) with the exception of those commands that access records by record number. Although a FILTER makes the current database file window appear as if contains a subset of records, it in fact processes all records in the database file sequentially. Because of this, the time required to process a FILTERed database file will be the same as a unFILTERed file. Total-> If you are in a column that is in a numeric format, you may total this column in one of three ways: -from top to bottom -from top to current line (including current line) -or- -from current line (including) to the end of the file Note that the Total functions honor any filters. Recalc. Salesperson Information-> will re-examine the POS invoice for the already set dates, and recalculate the analysis information Return to Main Menu-> this will close the Salesperson database (and all related files) and return you to the main menu. 11.1.2. Salesperson - Period Menu Inventory Interface Version 6.20 - Page 49 Choose Period Starting Date-> this option allows you to change the period starting date. The new date cannot be greater than (latter) than the ending date. Choose Period Ending Date-> this option allows you to change the period's ending date. The new ending date cannot be less than (earlier) than the starting date. + One Year to Starting/Ending Dates-> will increase the period's starting and ending dates by one year. - One Year to Starting/Ending Dates-> will decrease the period's starting and ending dates by one year. Salesperson - Print Menu 11.1.3. Printer output can be sent to the PRN (default DOS printer) or any file. Please see the 'Printing in General' section for more details. Salesperson - eXport Menu 11.1.4. The price override database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the 'Export Section' for more details. Inventory Interface Version 6.20 - Page 50 12. ACCOUNTS RECEIVABLE The POS invoices contain all the information need to track customer Accounts Receivable. The accounts receivable section takes this information and analysis it to include customer information like: total debits, total credits, balance, n/30-60-90-90plus amount due analysis, total overdue, and date of the last sale. This information can be filtered and printed to include totals for all customers. Accounts Receivable - Fields 12.1. Cust Id-> is the record number of the customer as found in the customer database. Note that each id number is unique and is assigned by the computer. Name-> is the customer name Company-> the customer's business name Address-> is the customer's bill to address City-> is the customer's bill to city State-> is the customer's bill to state. Zip-> is the customer's bill to Zip/Postal Code Phone-> is the customer's phone number Fax-> is the customer's fax number Ship To-> is the customer's Person/Dept to ship to Ship Addr-> is the shipping address Ship City-> is the shipping city Ship State-> is the shipping state Ship Zip-> is the shipping zip/postal code Ship Phone-> is the shipping phone number Debits-> is the total debits (purchases) the customer has made Credits-> is the total credits (payments) the customer has made Balance -> is the total Credits minus Debits Max Credit-> is the amount you can specify as the customer's credit limit Terms-> is the terms you may specify for the customer's N 30-> is the total Bal Due (found in the invoice database) payment schedule with payment due less than 31 days ago. N 60-> similar to N 30. Payment was due more than 30 days ago but less than 61. N 90-> similar to N 30. Payment was due more than 60 days ago but less than 91. N 90 Plus-> similar to N 30. Payment was due more than 90 days ago. Overdue-> is the total amount past due. Last Sale-> is the date of the last purchase Notes-> is a <Memo> field in which you can write any additional information concerning the customer. 12.2. Accounts Receivable - Barmenu 12.2.1. AR - Utilities Menu Zoom current Row-> this function will put all the current record fields in one screen. This permits quick and easy Inventory Interface Version 6.20 - Page 51 viewing of the information. Find-> FIND is a database command that is used to find the first record in the current window for a specific <variable> or condition. When you first execute a FIND it searches from the beginning record for the first matching record. Any further searches for the same <variable>, searches from the current record position for the next record that meets the condition. Hide Current Column-> This command strips the window of the current column. The information is not erased or lost but hidden from the screen. The column will reappear when you the window is made again. This feature is mostly used when printing a report. Create a Filter-> To hide records in database file not meeting a specified <condition>. The user enters or selects the <condition(s)>. More than one filter may be set at a time. Most command and functions that move the record pointer honor the current FILTER (PRINT, REPLACE, FIND, etc.,...) with the exception of those commands that access records by record number. Although a FILTER makes the current database file window appear as if contains a subset of records, it in fact processes all records in the database file sequentially. Because of this, the time required to process a FILTERed database file will be the same as a unFILTERed file. Total-> If you are in a column that is in a numeric format, you may total this column in one of three ways: -from top to bottom -from top to current line (including current line) -or- -from current line (including) to the end of the file Note that the Total functions honor any filters. Dial Phone-> this function will ask you which of the following number you would wish to dial for the current supplier: Work, Home, or Fax. Note that a modem is required to use Scroll Down-> This function activates the automatic database this function. scroller. It simulates pressing the down arrow key repeatedly until stopped or the bottom of the file is reached. When scroll is activated the function keys change and the database begins scrolling. You may control the speed and even change fields (with the left and right arrow keys). Create New Customer-> the computer will add a blank record to the database in which you may add another customer. Delete Customer-> the current customer will be removed and further use of the customer Id number will be inhibited. Recalc. Customer Information-> will re-examine the POS invoice and recalculate the analysis information Return to Main Menu-> this will close the Salesperson database (and all related files) and return you to the main menu. 12.2.2. AR - Print Menu Printer output can be sent to the PRN (default DOS printer) or Inventory Interface Version 6.20 - Page 52 any file. Please see the 'Printing in General' section for more details. 12.2.3. AR - eXport Menu The price override database allows you the option to export the information to a variety of formats which can be latter used with your word processor or spreadsheet. Please see the 'Export Section' for more details. Inventory Interface Version 6.20 - Page 53 13. BACKUP DATABASES All magnetic media 'dies'. Diskettes and hard disks are vulnerable to inadvertent operations (such as erasing the wrong file) and logical damage from electronic problems. You should view making backups as a form of insurance. The backup routine for II can be fully customized to you specific needs. The supplied backup routine (xBackup.bat) is as follows: c:\dos\backup c:*.db* a: /F You may change the batch file to include any tape, compression or disk checking routines. The philosophy of backing up information is usually... -can you re-create the information on the disk -how difficult will re-creating the information on the disk be -how long will re-creating the information on the disk take Backup your information every time it requires more time to update the database than that to perform the backup task. Make backups when files are at risk (transporting the computer, installing a new Operating System, etc.). Most people backup their information once a week or once a month. Use at least two generations of master backups and two generations of incremental backups. The primary reason for using multiple sets of backup media is undetected corruption (virus, damage, etc.). When the damage is found, the site returns to the previous backup. If this file is damaged, the site keeps returning to earlier versions until an undamaged version is found. Inventory Interface Version 6.20 - Page 54 14. RESTORE Restore is the counterpart of backup. The restore routine is similar in design to the backup routine. The batch file (xrestore.bat) is executed when the option is chosen from the main menu. You may change the below supplied routine to fit you needs/system. Note that the restore operation should be considered a last choice to restore missing or defective data files. c:\dos\restore a: c: /P Inventory Interface Version 6.20 - Page 55 15. REINDEX The reindex functions recreates the database index files (.ntx). An index is the way a database will access its records in alphanumeric order per index expression. If for some reason you believe an index file is corrupt or missing, perform a reindex and the problem will be corrected. The reindex function reads the dbf_s.dbf file to recreate the index keys and names. Inventory Interface Version 6.20 - Page 56 16. TSR UTILITIES 16.1. Calculator Available operations in the 'operation' column are describe with the F2 key (Keys) and are as follows: * multiply / divide + add - subtract = total (perform all operation and return the result) P Put value (return current cursor value to any pending get or memo editing) C Clear All The calculator follows the adding machine format, all operations are performed sequentially. You may get a printed output with the F3 key (Print). F5 will clear the calculator for new input. You may also specify the number of decimal places with the F6 key (Dec Fix). F7 (Refresh) will go though the operations and update any = operations. You may delete any row in the calculator with the F8 (Del Row) key. Calendar 16.2. The Calendar is handy when editing a date field. Once you are editing a date or a memo field you pop up the Calendar with [Alt][F1] choose the date you want and Put in back into you field and press F9 (PutDate). The function keys that are available to Calendar are as follows: Help-> help is available throughout the program and also for +/-Days-> will cause the Calendar to skip the number of days the pop up Calendar. you input. -1 Year-> will cause the Calendar to go back one year from the current highlighted date. +1 Year-> will cause the Calendar to go forward one year from the current highlighted date. -1 Mnth-> will cause the Calendar to go back one month from the current highlighted date. +1 Mnth-> will cause the Calendar to go forward one month from the current highlighted date. Go Date-> will cause the Calendar to go to date that you input. PutDate-> will stuff the keyboard buffer with the date/style you select. This option is especially good when you are editing a date field and you need to look up the date. Return-> closes the Calendar window and turns control back to where you left the program. Inventory Interface Version 6.20 - Page 57 16.3. Memo Pad The memo pad window allows you to store any notes onto the hard disk. The memo pad is very similar to a mini word processor in function. You can pop-up the Memo pad with [Alt][F1] any where in the program. The function keys are as describe below: DelLine-> Will DELete the current LINE InsLine-> Will INSert a blank LINE DelWord-> Will DELete current WORD NxtWord-> Will move the cursor to the next word InsDate-> Will INSert the current DATE (choose one of four formats) InsTime-> will INSert the Current TIME Print-> Will send the memo pad text to the printer/file. Return-> closes/saves the memo pad window and returns control where you left off. Inventory Interface Version 6.20 - Page 58 17. PRINTING IN GENERAL The Printer function key will allow access to the printer setup codes. You may modify them as needed. All printer codes are entered as there ASCII value, separated by a comma. You may customize your PO forms (.frm) by including the any printer codes. All you have to do is to start a variable with the ~ key add P_ to the variable name you want and finish with ~ again. For example to include the Compressed mode printer command, use: ~P_COMP~ If the printer is not online and available then printing to the printer will not be allowed. If you choose the print to a file option, the following is allowed: LPT1 (or any parallel port) COM1 or COM2 (serial ports) PRN (the default DOS printer) any file name (the file will be given the .prn extension) If a file already exist you will be asked if you want to add (append), overwrite the existing file, or abort the print operation. Printer output may contain printer control characters found in the printer database file. When the program starts up, the 'init.dbf' is automatically loaded. The init.dbf contains the name of the printer database file. The name may be changed (through the main menu setup function) to another file name if need be. The new file should be should be similar in structure to the original file with the exception of printer codes. Other codes may be added as needed in order to customize '.frm' files. If you print to a disk file, you may choose to use a printer inputted into you favorite word processor to edit as you file with the codes removed. This printed file could then be please. Inventory Interface Version 6.20 - Page 59 18. EXPORTING The exporting features included in II allows you to use the information or created by II in your word processor, spreadsheet or database programs. The export function copies the current database to a new file. If a filter is set, records not visible will not be copied. The export function will not copy any 'hidden' columns in the database. Records will be copied in the order of the controlling index. Basically, the export function obeys the what you see is what you get philosophy. With the Shareware version of II you get the choice of three types of export files: SDF-> specifies the output as a system data format ASCII file. The file is given the .txt extension. Record are fixed length, each separated by a carrage return/line feed. Fields are fixed length and there is no field separator. Character fields are padded with trailing blanks, numeric fields are padded with leading blanks, date fields are written in the form yyyymmdd, and logical fields are written as T or F. The end-of-file mark is 1A hex or CHR(26). DELIMITED specifies the output file type as a delimited ASCII file. The file is given the .txt extension. Records are variable length, each separated by a carriage return/line feed. Fields are variable length and separated by commas. Character fields are enclosed in delimiters (the double quote mark). Leading and trailing spaces for numeric and character fields are truncated, date fields are written in the form yyyymmdd, and logical fields are written as T or F. The end-of-file mark is 1A hex or CHR(26). dBase-> specifies the output type as a dBase III compatible file. The file name is give the .dbf extension. Inventory Interface Version 6.20 - Page 60 19. INVENTORY INTERFACE CUSTOMIZATION OPTIONS - faxing of po's directly from application - additional database fields - optional database formats - custom statistics - network version - request for quotations section - multiple supplier/cost information for each inventory item - distribution requirements (multiple locations) planning master program - material requirements analysis (MRP) - serial/lot number tracking - custom point of sale interface - read sales data from down loading cash registers If you require any of the above options, or any other customization, we will be glad to tune the program to your needs at our standard hourly rate. Please call for a quotation. Inventory Interface Version 6.20 - Page 61