Cream of the Crop 1

home *** CD-ROM | disk | FTP | other *** search

/ Cream of the Crop 1 / Cream of the Crop 1.iso / BUSINESS / OM111.ARJ / OM.DOC next >

Wrap

Text File | 1992-03-14 | 56KB | 724 lines

OFFICE MANAGER SOFTWARE Online Documentation Copyright (C) 1992 DATA RESEARCH Software All Rights Reserved Support is available by leaving a message on the DATA RESEARCH SOFTWARE, BBS 24 Hour (316) 942-3021 300/1200/2400 Available From: Bill Harvey 1225 North Custer Street Wichita, Kansas 67203 (316) 942-4778 (316) 942-3021 BBS LICENSE AGREEMENT The Office Manager Program is protected by United States Copyright Law and International Treaty provisions. All rights are reserved. Data Research Software, here after referred to as DRS is distributed non-protected on both 3.5, 720K and 5.25, 360K disks. OM is unprotected and may be copied for backup purposes but under no circumstances used or distributed in a manner inconsistent with local and federal copyright laws. You are granted a licence for single machine use only. Site licences are available though Computer Distributors of America, Wichita, Kansas. Any other use of non-licensed copies of DRS by any person, business, corporation, government organization, or any other entity is strictly forbidden and is in violation of this license agreement. WARRANTY DATA RESEARCH SOFTWARE - make no warranty of any kind, expressed or implied, including without limitation, any warranties of merchantability or fitness for any particular purpose. DRS shall not be liable for any damages, whether direct, indirect, special or consequential arising from a failure of this program to operate in the manner desired by the user. DRS shall not be liable for any damage to data or property which may be caused directly or indirectly by use of the program. IN NO EVENT WILL DRS BE LIABLE FOR ANY DAMAGES, INCLUDING ANY LOST PROFITS, LOST SAVINGS OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF YOUR USE OR INABILITY TO USE THIS PROGRAM, OR FOR ANY CLAIM BY ANY OTHER PARTY. The License Agreement and Warranty shall be construed, interpreted and governed by the laws of the state of KANSAS. TABLE OF CONTENTS Section What does OM do? ..................... 4 Introduction ......................... 5 Getting Started ...................... 6 Setting Up OM ........................ 7 Starting OM .......................... 8 Information Boxes .................... 9 MESSAGES (Phone) .................. 10 JOB CARDS ......................... 11 MEMOS ............................. 12 PHONE DIRECTORY ................... 13 TIME CARD ......................... 14 CALENDAR .......................... 15 TIME .............................. 16 FILE .............................. 17 APPOINTMENT........................ 18 HELP ................................ 19 DOCUMENTS ........................... 20 APPENDIX A ASCII character set ................. 21 Office Manager Reference .............................. SECTION 4 W H A T D O E S O M D O ? Office Manager is a combination of standard desk top items combined into a single software package. This allows you to write memos, access phone directory, keep your time card, Etc. all in one location. As more features are added in future releases they will show up on the sliding menu. Currently the following items are in the process of being added: ROLODEX, TRIP LOG, CALCULATOR, MEETING SCHEDULE and NOTE PAD. A Beta test site has already requested the ability to save memos by number and to add more spaces in the phone book. These things will of course be added very shortly. If you have a favorite item that you feel would be useful leave us a message on the DRS bulletin board system. We are very responsive to user desires. After all the user dictates if a software package is useable or not. If a field needs more space or you want to make your own office forms, let us know. Office Manager Reference ......................... Section 5 I N T R O D U C T I O N OM is a menu driven Office Manager that offers a wealth of features designed to make the program powerful yet easy to use and learn. The sliding menus lead you to the next logical step in each major program function. OM has a very short learning curve. OM's logical, easy to use, easy to learn structure is the result of setting up a software package in a logical use sequence. You will be utilizing OM in a very short time. If you are new to Office Management programs you will be surprised at how easy OM is to use and how quickly you'll be able to learn all the advanced features of OM. Data Research is also determined to be a leader in Customer Support. We offer telephone support and a 24-hour Bulletin Board for online support at any time. We also listen to our users. Many suggestions from earlier Shareware versions of OM have been incorporated into this latest release. Office Manager Reference ............................. Section 6 G E T T I N G S T A R T E D OM requires an IBM PC or close compatible with 256K, one disk drive or hard drive a color graphics, EGA or VGA card and a printer (only LPT1 supported at this time). Before you start using OM , you should be familiar with your computer. You need to know how to load DOS, how to make a copy of a diskette, and how to load and run a program. So many new features were thought of during the creation of this first release that I am sure you will see new releases in the future. The OM Program File - Your OM program disk includes the following files: OM.EXE The main program file. OM.DOC This File READ.ME Last minute changes and updates You should make a backup copy of your OM program disk, and store the original in a safe place. Never use your original OM program disk as your working copy. Office Manager Reference ............................. Section 7 S E T T I N G U P O M Floppy Disk System: 1. With your computer turned off, open the door to Drive A, and insert your DOS disk. 2. Close the door to Drive A and turn on your computer. 3. If DOS asks you for the date, enter the date in the following format: mm-dd-yy, or mm/dd/yy, and then press Enter. 4. If DOS asks you for the time, enter the time in the following format: 8:30 or 20:30, and then press Enter. 5. When A> appears on the screen, remove the DOS disk from Drive A and insert your working copy of the OM Program Disk, and close the disk drive door. Type "OM". Hard Disk System: 1. Turn on your computer with the floppy disk drive empty. 2. If DOS asks you for the date, enter the date in the following format: mm-dd-yy, or mm/dd/yy, and then press Enter. 3. If DOS asks you for the time, enter the time in the following format: 8:30 or 20:30, and then press Enter. 4. When C> appears on the screen, insert your working copy of the DRS program disk in Drive A and close the disk drive door. 5. Type "MD C:\OM". 6. Next type "COPY *.* C:\OM", This will move all the files to the OM subdirectory on your hard drive. 7. Change to the OM subdirectory and type "OM" to run the program. NOTE: OM creates a number of files as it is used. For this reason be sure to copy ALL files if you move OM to a different directory. If you are copying OM for a friend just give him the main program and doc file. This way you will keep your own data. Better yet just pass along the original zip file. Office Manager Reference ............................. Section 8 S T A R T I N G O M Floppy Disk System: 1. After starting your computer, type A: and press Enter if you don't see the DOS prompt, A>. 2. Insert the unzipped copy of the OM program disk in Drive A. Type OM and then press Enter. Hard Disk System: 1. After starting your computer, type CD and then type the name of the directory you copied your OM files into (Usually OM). For example, if the directory is called Text, you would type CD\TEXT. Then press Enter. 2. Type OM and then press Enter. 3. On a Hard Disk System, you can use the DOS Path command to start OM from any DOS prompt but you will need to APPEND the OM directory so OM can find its files. For more information on the DOS Path and APPEND commands, consult your DOS manual. The OM opening screen will appear after the program is loaded. Please read the opening screen. The opening screen will provide information concerning how to contact technical support, the distributor, etc. Now, simply press any key to continue. The next screen you see will be the main sliding menu. This is the primary menu and main selection area. You will always return to this area when moving from one function to another. As you glance over this main menu two features will catch your attention. First, there is the main sliding menu select on the left side of the screen. Second, there is an information box in the lower right side of the screen. Office Manager Reference ............................. Section 9 The information box in the lower right side of the screen provides information about selection procedures, etc. Selections are made by sliding the highlighted bar up and down with the Up and Down arrow keys then depress ENTER on your selection. Office Manager Reference ............................. Section 10 M E S S A G E S Highlight message and hit ENTER. You will be presented with the incoming call message pad. TO: The first field to be filled out is the TO field. The TO field excepts up to 22 alpha-numeric characters. Here you enter the name that the phone message is to. After you complete the TO field hit ENTER to proceed to- NOTE: ALL edited data fields allow you to non-destructive backspace with the arrow key or destructive backspace with the back arrow key. FROM: the FROM field. The FROM field holds 22 alpha-numeric and should contain the name of the person who called. Again, just hit ENTER when you have completed this field. COMPANY: This field holds 19-alpha-numeric characters and should contain the name of the FROM persons company. We shall quit telling you to hit ENTER after each field since each field is the same. NOTE: The DATE and TIME fields are automatic. This means that if your computer does not have a time card you should set the TIME and DATE when you first turn your computer on! PHONE: Place the calling party's phone number here. There is plenty of room for prefix and number. MESSAGE: Here is where you enter any information that the calling party wants passed on. There are 9-lines of 50-characters each in this area. You must hit your own enter at the end of each line. Yea.. I Know! I have already been told to change this. Consider it done in the next release. FROM THE DESK OF: Be sure to put your name on this line so the person receiving this message knows who to come to for clarification. YOU MAY JUST HIT ENTER ON ANY FIELD YOU WOULD LIKE LEFT BLANK! Next you will see a message asking "IS EVERYTHING CORRECT?" Y or YES means the message will begin printing out on your printer. N or NO means you will be returned to the beginning of the message screen to start over. ESC means you will abandon the message entry and be returned to the main sliding menu. Office Manager Reference ............................. Section 11 J O B C A R D S Highlight JOB CARD and hit ENTER. You will be presented with the job card tracker. The JOB CARD tracker is designed for you to see which job cards or similar form for your company you are currently charging your time against. Cards or lines may be created, deleted or revised as necessary. Slide the highlight bar to the position you want to modify or delete then press: ESC to terminate to the main menu. R or REVISE to edit or change that entry. D or DELETE to erase an entry. REVISE: WO or WORK ORDER field: Here you may enter a 5 digit work order number or use the last or first 5-digits of a longer number to identify what you are charging your time to. This may be one of those fields that require more space if someone requests it. Hit ENTER to continue. JOB NUMBER: Enter a 5-digit job number or other reference information your facility uses. Then hit ENTER to continue. ASSIGNED: Here you should enter the date that you were assigned this task. There is enough space for 2-digit month then slash(/) then 2-digit day followed by a second slash(/) and then a 2-digit year. Hit enter when complete. COMPLETED: Enter an 8-digit date to indicate when this task was completed. Hit ENTER when complete. NOTE: You may use any number of characters to display the date fields. It is not necessary to fill all available space. DESCRIPTION: Here you may enter an abbreviated or short description of the task to be accomplished. Hit enter at any time to terminate description entry. Next you will be asked "IS EVERYTHING CORRECT"? If you answer Y for YES the entry will be added to your list. If you answer N for NO you will be asked to re-enter your data. If you hit the ESC key you will be taken back to the main menu with no change. DELETE: First highlight the entry to be deleted. Next hit D for DELETE. You will be asked one time if you are sure. If you say Y for YES the entry will be deleted and replaced with the dashed default line. If you answer N for NO you will be returned to the main menu. ESC: The ESC key simply returns you directly to the main menu. Office Manager Reference ............................. Section 12 M E M O S Highlight MEMOS and hit ENTER. You will be presented with a memo form to fill out. The memo form on the screen is just for gathering information. The actual layout on your print memo will be more of a standard memo format. FROM: Enter your name or who the memo is from on this line and hit ENTER when complete. All alpha-numeric characters are available. TO: Enter who the memo is to be sent to on this line and hit enter when complete. CC: Carbon Copy, Enter other persons this memo is to be sent to on this line and the next 2-CC lines if needed. All alpha-numeric characters are acceptable. SUBJECT: Here you should enter a brief description of the subject of this memo. This line should state what your memo is about in a few words. Such as: New pencils. REFERENCE: Here you should list other material pertinent to this memo, such as other memos, notes, communiques, etc. MEMO: Here you should enter the main body of your memo. You have 10-lines of 65 characters each to utilize. You must hit your own carriage return at the end of each line. SIGNATURE: Place the name of the person who will sign this memo here. Hit enter when complete. TITLE: Place the job title of the person signing the memo in this space. Hit enter when complete. DEPARTMENT: Place the department number or name of the signing person in this space. Hit enter when complete. YOU MAY JUST HIT ENTER ON ANY FIELD YOU WOULD LIKE LEFT BLANK! Next you will see a message asking "IS EVERYTHING CORRECT?" Y or YES means the memo will begin printing out on your printer. Be sure your printer is turned on and ready. N or NO means you will be returned to the beginning of the memo screen to start over. ESC means you will abandon the memo entry and be returned to the main sliding menu. Office Manager Reference ............................. Section 13 P H O N E L I S T Highlight PHONE LIST and hit ENTER. You will be presented with the phone list index, consisting of groups of 3-letter sets of characters. The 3-letter groups are in alphabetical order and are selected by sliding the highlighted bar to the group desired and then hit enter. You may also select QUIT to terminate this action. After selecting the letter group desired you will be presented with the display screen for that group. From the display screen you may (R)evise, (D)elete or (ESC) to Quit. REVISE: If you selected (R) for REVISE you are presented with an editing box which allows you to change or add NAME, COMMENT and NUMBER. You will then be asked if your entry is correct? If you answer (Y)es then the display and file are updated. If you answer (N)o then you will be prompted to re-enter your 3-data fields. DELETE: If you selected (D) for DELETE you are asked if you are sure you want to delete this entry? If you say (Y)es then the item will be dropped from your file and your screen will only show dashes where that entry once was. If you answer (N)o then nothing is done and you are returned to the display screen. QUIT: Quit simply returns you to the letter group selection menu where you may QUIT back to the main menu or select a different letter group for revision or information retrieval. Office Manager Reference ............................. Section 14 T I M E C A R D Highlight TIME CARD and hit ENTER. You will be presented with the TIME CARD date selection box. You need to establish a pattern so you can always find a specific time card. I would recommend one of two ways. First if you always use Monday as your week beginning date then you will always know where to find that weeks card. Another way is to use the week ending date such as Friday, Saturday or Sunday and always save your card on the same day. In any case you need to establish a way to identify which card you are looking for. I always use the Sunday as the last day method. If you are starting a new week or retrieving an old week you must now enter the date of the week you are looking for. Start by entering the month. Example: 01 or 02 or 12, etc. You must use a leading zero on single digit months so that your naming is consistent. Now hit enter. Next enter the 2-digit day and again use leading zeros (0) on single digit days. Hit enter. Now enter the last 2-digits of the year (90, 91 or 92, etc.). Hit ENTER. You will be asked if everything is correct. If you answer (N)o then you will have the opportunity to start over. If you say (Y)es the card for that week will be recovered or a new card will be started. If you selected (Y)es you are now presented with the time card. You may slide the highlight bar up or down with the arrow key then stop on the entry you wish to (R)evise or (D)elete, you may also hit ESC. REVISE: If you selected (R) for REVISE you are presented with an editing box which allows you to change or add DATE, WORK ORDER, JOB NUMBER, DEPARTMENT, HOURS or RATE. DATE: This field was designed to hold 5-digits in the format of MM/DD (MONTH/DAY) *There is no need for year since the year is on the card name. This date field can be in any format you like since it is only for your information. I use 3/15 etc. WORK ORDER: This field is designed to hold a 5-digit work order of alpha-numeric characters. I use all numbers but you can it anyway you like. This field will probably become larger in later releases. JOB NUMBER: If you have different job numbers under different work orders you may enter it here. NOTE: any field may skipped without an entry. DEPARTMENT: Enter your department or badge number here. Hit enter when complete. HOURS: Here you should enter the number of hours you worked under this work order on this day. You may use decimal points to signify 10ths. NOTE: under the totals column you will see a running total to-date. RATE: Enter your hourly rate here so the program can keep track of how much you made in this time period for you. Next you will be asked "IS EVERYTHING CORRECT"? If you answer Y for YES the entry will be added to your list. If you answer N for NO you will be asked to re-enter your data. If you hit the ESC key you will be taken back to the main menu with no change. DELETE: If you selected (D) for DELETE you are asked if you are sure you want to delete this entry? If you say (Y)es then the item will be dropped from your file and your screen will only show dashes where that entry once was. If you answer (N)o then nothing is done and you are returned to the display screen. ESC: ESC simply returns you to the main menu. Office Manager Reference ............................. Section 15 C A L E N D A R When you select CALENDAR you are presented with the first 6-months of the current year. When you hit any key except ESCAPE (ESC) you are moved to the next 6-month period. From the second half of the year you can hit (F) to return to the first 6-months or any other key for to return to the main menu. Office Manager Reference ............................. Section 16 T I M E The time feature is simply a clock for you to check the time on. It runs off your system clock so your PC must have the correct time for the clock to display correctly. Hit any key to remove the clock and return to the main menu. Office Manager Reference ............................. Section 17 F I L E The file system is simply a universal catch all for information you wish to retain in alphabetical order. To start the file system simply slide the color bar to FILE and then hit ENTER or hit the F8 key. You will next be presented with an alphabetical selection menu. This menu is split up into pairs such as AB, CD, etc. Move the highlight bar to the pair you wish to work under and hit enter. ESC will terminate you back to the main menu. Next you are presented with a page selection menu. Again move the highlight bar to the page you wish to make an entry or correction on and hit enter. You are now presented with a page of data which allows data entry on each line separately. Each line can be DELETED, REVISED or BROWSED. REVISE: If you selected (R) for REVISE you are allowed to change that line of data directly on the screen. Enter up to 60-characters and hit ENTER when complete. DELETE: If you selected (D) for DELETE you are asked if you are sure you want to delete this entry? If you say (Y)es then the item will be dropped from your file and your screen will only show dashes where that entry once was. If you answer (N)o then nothing is done and you are returned to the display screen. ESC: ESC simply returns you to the main menu. Office Manager Reference ............................. Section 18 A P P O I N T M E N T The appointment calendar automatically comes up on the current date. This date may be changed if you need to look at previous appointments or add an appointment for an upcoming date. REVISE: Slide the highlighted bar to the time you wish to revise or make an entry on. Hit (R). Type in the new appointment information and hit enter. Your appointment has now been added and will show up automatically on the date you entered it. DELETE: If you selected (D) for DELETE you are asked if you are sure you want to delete this entry? If you say (Y)es then the item will be dropped from your file and your screen will only show dashes where that entry once was. If you answer (N)o then nothing is done and you are returned to the display screen. CHANGE: Changing dates is simple. When you select (C) a date box is presented to you. Enter the month (be sure to use leading zeros (0) on single digit dates. Example: March would be 03 not 3. After you enter the month hit ENTER. You are now in the day field. Again use leading zeros for single digit days. Hit ENTER again then enter the 2-digit year (90, 91, 92, etc). Now you are presented with that dates appointment page which can be added to or deleted from. ESC: ESC simply returns you to the main menu. Office Manager Reference ............................. Section 19 H E L P When you select HELP you are presented with an information screen to explain how to make selections and use the ESC key to terminate current functions. This area will be expanded in the future. Office Manager Reference ............................. Section 20 D O C U M E N T S Documents is the current file you are reading. You may page up (Pg Up), page down (Pg Dn) or use the up/down arrows ( ) to move one line at a time. (Q) for QUIT will terminate you back to the main menu. NOTE: This first document completion was on March 19th, 1992. This document will grow and improve with future releases. --- END ---