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1991-08-14
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Track-It 2.01
Introduction ..................................... 4
License Agreement ................................ 4
About Track-It ................................... 5
How to Contact Millennium Software ............... 6
Why Register? .................................... 6
How to Register .................................. 7
Hardware and Software Requirements ............... 8
What's New ....................................... 9
Installation ..................................... 10
Installing a Registered Copy ..................... 11
Installing an Upgrade ............................ 12
General Notes about Track-It ..................... 13
Getting Started .................................. 14
Adding Existing Inventory ................... 15
Adding Existing Serialized Inventory ........ 16
Program Customization ............................ 17
Printer Output ................................... 17
Opening Menu ..................................... 18
Sales Functions .................................. 19
Edit Order .................................. 19
Fill Order .................................. 20
Invoice ..................................... 21
Invoice Editing ............................. 24
Order Entry ................................. 25
Returns ..................................... 27
Inventory Functions .............................. 28
Change ...................................... 28
Delete ...................................... 29
Edit / New .................................. 29
Sort ........................................ 31
Purge ....................................... 31
Query ....................................... 31
Search ...................................... 32
Edit Serial Number .......................... 32
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Track-It 2.01
Purchase Order Functions ......................... 33
Create ...................................... 34
Edit ........................................ 35
Print ....................................... 36
Receive ..................................... 36
View ........................................ 38
Vendor Functions ................................. 38
Add ......................................... 39
Edit ........................................ 39
Sort ........................................ 40
Purge ....................................... 40
Search ...................................... 40
Customer Functions ............................... 41
Add ......................................... 41
Edit ........................................ 42
Merge ....................................... 43
Sort ........................................ 43
Purge ....................................... 43
Search ...................................... 44
Reports .......................................... 44
Inventory Reports ........................... 44
Stock Report by Code ................... 44
Overstock Report ....................... 45
Price List ............................. 45
Reorder Report ......................... 45
Serialized Stock Report ................ 46
Selective Stock Report ................. 47
Query Report ........................... 47
Order Entry Reports ......................... 47
Outstanding Orders ..................... 48
Summary / Detailed Order History ....... 48
Reprint Order .......................... 49
Purchase Order Reports ...................... 49
Backorder Report ....................... 49
Summary / Detailed Purchase History .... 50
Reprint P.O. ........................... 51
Vendor Reports .............................. 51
Customer Reports ............................ 52
Customer Lists ......................... 52
Mailmerge List ......................... 52
Purchased .............................. 53
Zip Code Count ......................... 54
Sales Reports ............................... 54
Daily Sales ............................ 54
Month to Date Sales .................... 55
Daily Sales Summary .................... 55
Month to Date Summary .................. 56
Custom Sales Report .................... 56
Custom Summary Sales.................... 57
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Track-It 2.01
Reprint Invoice ........................ 57
Options .......................................... 58
Batch Operations ............................ 58
Customization ............................... 58
Purge History ............................... 60
Sort & Index ................................ 60
Summary .......................................... 60
3
Track-It 2.01
Introduction
Track-It is an inventory control/point of sale package
intended for the small business which desires complete control
over stock levels and sales tracking.
Here are just some of its features:
* Provides serialized and non-serialized tracking
* Purchase Orders
* Point of sale invoicing (sales and returns)
* Order entry
* Systemized filling of customer orders
* Automatic stock adjustments through invoicing
* Detailed and summary sales reports
* Reorder and overstock reports
* Selective customer mailing lists
* On line Help
This package of Track-It is a complete functional copy, with
the exception that one function was not included for size
considerations. Use of this copy of track it is authorized for
the sole purpose of evaluation for a period of no more than 30
days, after which continued use without registration constitutes
a violation of the software license. This package IS PROTECTED
against unauthorized long term use past the evaluation period.
License Agreement
This copy of Track-It is NOT "Public Domain" and it is NOT
"Freeware". Track-It is a copyrighted software product developed
and owned by Millennium Software. Millennium Software grants you
without charge the right to reproduce, distribute and use copies
of this shareware version of Track-It, subject to the limitations
specified below, and on the express condition that you do not
receive any payment, commercial benefit, or other consideration
for such reproduction or distribution, or change this license
agreement or the following copyright notice which appears in the
software, documentation, user interface, menus and magnetic
media: (C) Copyright 1991 Millennium Software. All rights
reserved worldwide.
Limitations: You may make and keep one (1)back-up copy of this
software for your personal use, provided that (i) you copy all
the copyright, trademark, and other information indicated on the
initial screen display (or on the diskette label, for the
registered version disk) onto your backup diskette label, and
(ii) you have registered. Also you may distribute copies of this
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Track-It 2.01
shareware version to other persons, but solely for their
evaluation (i.e., to decide whether to continue using the
product and therefore register) and solely for evaluation by
such other persons during that thirty (30) day period. No non-
shareware copy of Track-It may ever be distributed. Track-It must
NOT be sold or otherwise provided as part of a larger system, or
as a part of a more inclusive product or service, without
express written consent and licensing from Millennium Software.
The rights to receive any such financial or other benefit,
and to modify the product or employ its components in any kind of
derivative work, are reserved exclusively by Millennium Software.
THIS PRODUCT IS LICENSED "AS IS" WITHOUT ANY WARRANTY OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, PERFORMANCE,
OR OTHERWISE; ALL WARRANTIES ARE EXPRESSLY DISCLAIMED. BY USING
THE TRACK-IT PRODUCT, YOU AGREE THAT NEITHER MILLENNIUM SOFTWARE
NOR ANY OFFICERS, DIRECTORS, EMPLOYEES, SHAREHOLDERS, AFFILIATES,
OWNERS, OR OTHER RELATED PARTIES WILL BE LIABLE TO YOU OR ANY
THIRD PARTY FOR ANY USE OF (OR INABILITY TO USE) OR PERFORMANCE
OF THIS PRODUCT, OR FOR ANY DAMAGES, WHATSOEVER WHETHER BASED ON
CONTRACT, TORT OR OTHERWISE. EVEN IF WE ARE NOTIFIED OF SUCH
POSSIBILITY IN ADVANCE. (SOME STATES DO NOT ALLOW THE EXCLUSION
OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THE
FOREGOING LIMITATION MAY NOT APPLY TO YOU.)
You may not reverse-engineer, disassemble, modify, decompile or
create derivative works of the product. You acknowledge that the
product includes certain trade secrets and confidential
information, all of which is the copyrighted property of
Millennium Software. All rights are reserved worldwide. IBM, PC,
XT, AT, PS/2 and Personal System/2 are registered trademarks of
IBM Corporation. Turbo C and Turbo C++ are registered trademarks
of Borland International, Inc. Wordstar is a registered
trademark of MicroPro International Corporation, WordPerfect is
a registered trademark of WordPerfect Corporation, Desqview 386
is a registered trademark of Quarterdeck Office Systems, Windows
is a registered trademark of Microsoft Corporation.
About Track-It
This manual was written using Wordstar version 6.0.
The Track-It program package was written entirely with Turbo
C++ and Borland C++. Only because of the outstanding technical
support provided by Borland International was Track-It made
possible, and I express much gratitude to the technical support
personnel for helping me out of the many messes that I had gotten
myself into during this project.
5
Track-It 2.01
How to Contact Millennium Software
You can reach Millennium Software for sales information or
technical support at (510)828-5892. Prior to September 2, 1991,
the area code for Millennium Software will be 415.
The second way is through the U.S. mail at the following address:
Millennium Software
P.O. Box 2209
Dublin, Ca. 94568
The third way of contacting Millennium Software is through
Compuserve. Our E-Mail box number is 72560,2466.
Please feel free to contribute your ideas regarding desired
additional product features and functionality through any of the
above methods of contacting Millennium Software.
Track-It version 2.01 has been in use and testing since
January 1991. All attempts have been made to produce a bug free
program, but some things just never show up on the programmers
system. If you find a bug in Track-It, please contact Millennium
Software and report the bug.
When reporting a bug or problem, please supply the contents
of your CONFIG.SYS and AUTOEXEC.BAT files, along with the type of
system, (8088, 80286, 80386...), you are using, your DOS version,
as well as steps to reproduce the problem.
Why Register?
Registering this software financially supports the author of
Track-It, and encourages the enhancement of existing software,
and the development of additional packages and features.
Many authors of software distributed in the shareware
fashion rely heavily on the registration of their software for
their livelihood. Many countless hours of work have gone into
the development and testing of this product to provide you with a
high quality product at a cost far less than that of general
market software.
By supporting the authors of shareware software, you not
only support the author, you also keep the shareware method or
distribution alive. Shareware is one of the few methods of
distribution that let the user try the software without any risk.
If you like the software, purchase it. If you do not like the
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Track-It 2.01
software and you do not use the package, you are out nothing but
the time you spent evaluating the package.
Registration also benefits you the user by allowing
Millennium Software to notify you of product fixes, upgrades, and
new products, or any changes in Millennium Software's address or
phone number. It also entitles you to technical support if
needed. If you do not register, how will Millennium Software be
able to contact you, and if the author is not compensated for his
or her time and effort, why bother writing the software?
Planned add on packages for Track-It, which will use the
existing data from Track-It, include a repair order package, as
well as a rental package. A multi-user (network) version of
Track-It at the time of this writing is in pre-development
stages.
If you find that this package satisfies your needs and you
intend to use the software beyond the evaluation period, please
help yourself and support the author by registering.
Millennium Software also has a commission program for
registered users. When you register, you will receive TWO copies
of Track-It in the mail. The first is your legal copy with your
personalized serial number. You MAY NOT distribute the legal
copy of Track-It in any way, shape or form. This copy is for
your use only. No commissions will be paid for registration of
legal copies.
The second copy is a shareware version of Track-It with your
registered serial number included on the software. Reproduce as
many copies of the shareware copy as you wish and distribute them
at will through any legal method you choose. For every shareware
copy of the software that is registered with your serial number,
you will receive a check from Millennium Software in the amount
of $20.00. So the more copies of the shareware version that you
give away, the more money you can make. This is our way of
saying thank you for helping us market our software.
Commissions will be calculated and mailed the second week of
each yearly quarter.
How to Register
Registration is a simple process.
Simply print the file titled REGISTER.FRM, fill out the form
in its entirety, and mail the form to Millennium Software along
with the registration fee. To print REGISTER.FRM change to the
directory that you have placed Track-It and type:
COPY REGISTER.FRM PRN<ret>
7
Track-It 2.01
The name that you wish to register under can be either a
personal or company name. If a company name is used for
registration, please include an individuals name for Millennium
Software to ask for when contacting your organization.
The address to which you wish to have your registered copy
shipped to must be complete with zip code and must be deliverable
by the United Parcel Service, thus it must not be a Post Office
Box.
The phone number should be a number where you may be reached
between 9am and 5pm pacific time. Shortly after receiving the
order, Millennium Software will contact you to confirm the order
and request the serial number of the package that you are
currently using.
The registration fee for Track-It version 2.0x is $149.00,
plus any applicable sales tax and $5.00 shipping and handling,
payable to Millennium Software in the form of a check, cashiers
check, or money order. For your protection, please do not send
cash.
Please allow 4 to 6 weeks for delivery.
Included in this registration fee is a complete legal
registered copy of Track-It 2.0x, a registered shareware version
of Track-It 2.0x, one year of free technical support, free minor
upgrades, notification of new and updated products, and a reduced
price for major upgrades.
Hardware and Software Requirements
Track it was designed to run on the IBM PC family of
computers including the XT, AT, the PS/2 series, and IBM
compatibles. All input and output of data from Track-It is
performed through the system BIOS and DOS functions to allow the
use of Track-It on less than 100% compatibles. It is recommended
that Track-It be operated on an 80286 class system or higher
simply for the consideration of speed.
DOS 3.0 or higher is required, and at least 300K of
available RAM after DOS and any TSR programs. Several of the
functions in Track-It may operate faster with more RAM available.
Track-It is compatable with DOS 5.0.
Track-It will operate on any system with an 80 column
monitor in either color or monochrome.
A Hard disk with at least 1.5 Megabytes of free space is
required. As additional information is added, more drive space
may be required. At least 384K of disk caching is highly
recommended to increase program throughput. Some reports
generated by Track-It are disk intensive, and the presence of
disk caching can greatly increase the speed of the reports, as
well as reduce wear and tear on your hard drive. If you do not
currently have any disk caching software, check with your local
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Track-It 2.01
shareware distributor or contact Millennium Software about how to
acquire a disk caching package.
Track-It does not require an 80x87 math co-processor
chip.
All header information for all reports and Invoices are
printed by Track-It. This allows the use of two or three part
blank carbonless paper to be used for invoices. Plain invoices
may not be the most elegant invoices ever seen, but they are
usually very easy to read and cost less than a tenth the cost of
printed invoices.
All reports and printout are designed for 8.5x11 inch
continuous feed computer paper, or 8.5x11 cut sheets.
Track-It has been tested for proper operation with many TSR
programs including several disk caching packages, Sidekick,
Sidekick Plus, and several Expanded memory managers. Track-It
has also been tested under Windows 3.0 and with Desqview 386
without any problems. If you have a problem running Track-It
with a TSR or another type of program, start Track-It from the
command line as follows:
TRACKIT NC<RET>
The NC following the executable name instructs Track-It not
to install the clock function. This reduces the number of
interrupts that Track-It attaches to and increases the
compatibility level of the package.
What's New
Version 2.0x of Track-It has added several functions to make
the package more complete as well as enhancing the performance of
existing functions. Some of the changes from Track-It version
1.5x are as follows:
The addition of order entry to Track-It provides a method of
tracking customer orders and ensuring that orders get filled as
soon as possible. The inventory reorder report now takes into
consideration both the quantity on order through the purchase
order system as well as customer order.
Because of the similarity of the order entry functions and
the invoice functions, these functions and their associated
functions have been moved to a new main menu selection entitled
'Sales'.
New stock codes can now be added from the invoice and order
entry segments of Track-It.
The addition of sorting and indexing of data has reduced the
retrieval time for stock code, customer, vendor, and individual
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Track-It 2.01
serialized information to a fraction of that of version 1.5x.
This increase in speed is also reflected in the length of time
required for many of the reports.
The ability to purge non-used stock codes, and non-current
customers and vendors from the system will help reduce the space
required on the hard drive, as well as help speed data retrieval.
A new function under the P.O. section has been added to
allow the viewing of old purchase orders without the need to
print the order.
Merging of duplicate customers is now possible through the
customer segment of the program. By merging duplicate customers,
the customer purchase reports will correctly reflect duplicate
customers total purchases as one customer, as well as conserve
disk space.
There are now two methods of tracking the cost of an
individual stock code. Under the customization option of the
options menu, you can select cost tracking of stock codes by
either the last cost or by cost averaging.
In version 1.5x many of the reports and functions used the
hard drive for temporary storage and sorting and required a great
deal of disk access. Version 2.0x has been enhanced to use the
system memory as much as possible for temporary storage and
sorting. This change has greatly improved the overall speed of
the package.
The capability of multiple printer ports has been added.
Along with this, Track-It now supports any printer that is
compatible with any of the following printers; Epson FX or LQ
series, HP Laserjet (series I, II, and III), and the IBM
Proprinter.
Installation
Before you continue any further into the installation of the
program, stop and make backups of you original diskettes. It is
also HIGHLY recommended that the entire manual be read prior to
the installation and use of the Track-It package. If you have
existing serialized inventory that you wish to enter into the
system, it is essential that you read the sections concerning
purchase order creation and receiving prior to the installation.
If you received this copy of Track-It from either a bulletin
board, Compuserve, or a shareware distributor, the following
installation procedure will not work. In general, installing a
copy received from a bulletin board involves simply copying the
compressed distribution files to the directory in which you wish
to place Track-It and decompressing the distribution files using
the correct de-archiving utility. Contact your shareware
distributor or the bulletin board system operator if you have any
questions regarding the correct decompression utility to use.
10
Track-It 2.01
If you are already using any version of Track-It below 2.0x
and you wish to preserve any data that already exists, you MUST
install the new copy of Track-It as an upgrade. If you do not
wish to use the existing data, you must delete all *.DAT files
prior to using the new version or data corruption will occur
because of different file formats.
Installation of first time installation of Track-It
purchased directly from Millennium Software is a very simple
process.
The first step is to change to the drive that you wish to
install Track-It.
Use a utility program or the DOS MD command to create the
subdirectory that is to contain Track-It. This can be done by
typing the following:
CD\<ret>
MD TRACKIT<ret>
CD\TRACKIT<ret>
(NOTE: do not type the "<ret>" part of the lines, this
simply means press the return or enter key.)
Copy the programs from the master diskettes into the
directory from which you wish to operate Track-It. The program
files contained on the master diskettes are all self extracting
archive files of the actual program, with the exception of file
EXTRACT.BAT, which is the batch file which performs the
extractions automatically. The program is distributed in this
manner to reduce the number of diskettes required to distribute
the entire package.
To copy the files, type:
COPY A:\*.*<ret>
When all the files are in the correct directory, including
EXTRACT.BAT, start the extraction by typing:
EXTRACT<ret>
EXTRACT.BAT will automatically decompress the program files,
and erase the archived files when done.
If no error messages appear, then you are ready to run
Track-It. The file CONVERT.EXE can be deleted from the system as
it has no function in a new installation.
11
Track-It 2.01
Installing a Registered Copy
If you are installing a registered copy of Track-It onto a
system that was operating a shareware version of Track-It, the
installation process is only a little different.
The first and most important step is to make two complete
backups of all the data from the old version of Track-It as well
as all of the program files. This will protect your data from
any data loss if the installation is unsuccessful for any reason.
Change to the drive and directory in which you wish to place
the registered copy of Track-It. This is usually the same
directory that you have been using.
Next, copy all files from the disk(s) supplied by Millennium
Software along with the file entitled EXTRACT.BAT.
The third and final step is to execute the EXTRACT.BAT batch
file to decompress the files. The extraction batch file will
automatically take care of removing the old Track-It files,
decompressing the new Track-It files, and removal of the archive
files used for distribution.
Installing an Upgrade
If you are installing a copy of Track-It onto a system that
was operating an older version of Track-It, or an upgrade and
installing a registered copy simultaneously, the installation
process is as follows:
The first and most important step is to make two complete
backups of all the data from the old version of Track-It as well
as all of the program files. This will protect your data from
any data loss if the installation is unsuccessful for any reason.
Change to the drive and directory in which you wish to place
the registered copy of Track-It. This is usually the same
directory that you have been using.
Next, copy all the files from the disk(s) supplied by
Millennium Software along with the file entitled EXTRACT.BAT.
The third step is to execute the EXTRACT.BAT batch file to
decompress the files. The extraction batch file will
automatically take care of removing the old Track-It files,
decompressing the new Track-It files, and removal of the ZIP
files used for distribution.
The last step in the upgrade process is to execute the
program designed to convert the existing data from version 1.xx
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Track-It 2.01
to version 2.xx. To do this simply type CONVERT and press
return. This conversion can take an extended period of time,
ranging from minutes to hours depending on the number of invoices
created under the earlier version, the speed of your system, and
the presence of any disk caching.
After the conversion process is complete, CONVERT.EXE can be
deleted from the system.
General notes about Track-It:
Pressing the Esc key will generally back the program out of a
function to the prior function. In some instances such as the
invoicing function, Esc exits to the top function rather than
stepping backwards.
If you are entering data into a screen with multiple data
fields available for edit, pressing the Enter key will only
accept the field that you are currently editing. Pressing Ctrl-
Enter or the F10 key will accept all fields as being complete and
move the program to the next function.
When editing multiple fields, using the cursor keys will
allow you to move forwards and backwards through fields without
changing them. Pressing enter will also move you through the
fields, but only forward.
When entering information into an individual field, Track-It
will not allow you to enter in two consecutive blank spaces.
This helps eliminate a common typing error.
When prompted for a yes or no response like this [Y]/N, the
default response is indicated by the square brackets. Pressing
the enter key at this time is the same as pressing the 'Y' key.
Help is generally available by pressing the F1 key anytime
the program is waiting for keyboard input. Although there are a
few locations where help is not available, these locations are
generally limited to yes or no prompts.
When using Track-It, it is imperative that the computer date
and time be correct. If the date and time are not correct, it is
possible to invalidate many of the reports that Track-It
generates.
It is also important that all invoice, purchase order, and
order entry numbers be unique and constantly increasing. If any
numbers are duplicated, or for any reason the number sequence
decreases, most all of the Track-It reports will be invalid. If
the number sequence for any of the functions is ever corrupted,
please call Millennium Software for help.
It is equally important that no stock numbers be duplicated.
Even if you as a user of Track-It have no reason to use stock
13
Track-It 2.01
numbers, Track-It does. Track-It uses stock numbers to
differentiate between serialized items. If you are not using
stock numbers, Track-It will use them without any help from you
the user.
Remember to back up your sales and inventory data on a
regular basis, preferably on a daily basis. The time and effort
that you put into entering all your stock and sales information
will pale compared to the frustration and pain caused by
irretrievably lost data. If you have questions about back up
procedures, please contact Millennium Software for assistance.
The time and date displayed at the bottom right hand corner
of the screen are made possible through the use of redirected
system interrupts, and is updated every 18 clock ticks,
(approximately once a second). Because the interrupt function
used to update the clock is available only when there are no DOS
functions being performed, the clock will not be updated while
the program is either reading or writing to the hard drive. Thus
during relatively long reports, the clock may not be updated, and
should not be mistaken for a system lockup. A majority of the
reports that may exhibit extended periods of this behavior have
an rotating "paddle" to indicate that the system is still
operating correctly. The paddle rotates for each cycle of the
given function, and thus rotates at a different speed for
different functions.
Getting Started
To start Track-It, change directories to the subdirectory
which contains all the programs which make up Track-It. At the
DOS prompt type:
TRACKIT<ret>
The Track-It inventory control/point of sale package is
broken down into several segments into which a class of functions
are available. Before going any further, a brief description of
the program arrangement is in order. Each segment of the program
has the following functions:
'Sales" contains all the necessary functions required to create
invoices, create customer orders, initiate product returns, fill
and edit orders, as well as edit invoice information.
'Inventory' contains all the functions required for inventory
stock code maintenance, as well as search for individual serial
numbers.
14
Track-It 2.01
'P.O.' contains all the functions required to create, maintain,
view or print purchase orders and to receive stock ordered
through the purchase order system.
'Vendor' contains functions to search for and edit existing
vendors, purge old vendors, or add new vendors to the vendor
list.
'Customer' contains functions to search for and edit
existing customers, purge old customers, or add new customers for
future sales.
'Reports' contains functions to create many different reports
such as inventory count, daily or monthly sales, retrieve
customer purchases, customer mailing lists, and backorder
reports, order lists, and many more.
'Options' allows customization of the header information on many
of the reports, as well as perform batch operations for periodic
management of the systems data.
To select a segment of the program, either press the first
letter of the selection or highlight the item with the cursor
keys and press the enter key.
Adding Existing Inventory
Before Track-It can be used for invoicing, all existing
inventory must be entered into the Track-It data base.
The first step towards entering inventory into Track-It is
selecting stock codes to represent individual products. Be very
careful when selecting the codes that you wish to use and
remember that a stock code can only be used once. Most
manufacturers provide part numbers for replacement or optional
parts for their products. It is recommended that these part
numbers be used if possible. Sometimes two manufacturers use the
same part number for two entirely different parts. If this
situation arises, it is up to you to determine a method of
assigning practical stock codes.
Under the inventory segment of the program is a selection
titled "New". Either highlight this selection and then press
enter or press the letter "N" to initiate the "New" function.
The screen will then display a set of stock code editing
fields. The first field, stock code, will be in reverse video.
Enter in a new stock and press Enter. The code will be checked
against all existing codes to determine if it is already in use.
If so, a warning stating so will be displayed towards the bottom
of the screen and you will have to choose another code for the
product or retype the code if it was incorrectly entered.
The next field highlighted is the category. This field can
15
Track-It 2.01
be up to seven characters in length, and is used in the selection
criteria for sales reports.
The subcategory field is a three character extension of the
category to further differentiate between categories of stock.
Both numbers and letters can be used for the category and
subcategory fields. By using both letters and digits, there are
over 45,000 different subcategories possible.
After the categories, enter in the items manufacturer, the
model number, a description of the item, and the list price.
The sale price field is provided so that item sale prices
are easily available to sales people. When invoicing an item,
the sale price of the item is automatically entered into the
price field of the invoicing function.
The minimum and maximum stock levels are very important. It
is though the values that you set here that reorder requests and
overstock reports are selected. When the quantity on hand of an
item falls below the minimum stock level, it will automatically
be included in the reorder report. The suggested reorder number
is the quantity that will bring the on hand quantity after
receiving the items to the midpoint of the maximum and minimum
stock levels. Choose these values carefully.
If you wish to track the sale of this item by serial number,
set this option to "Y". If you only wish to track the quantity
sold, set this option to "N".
If the item is taxable set this option to "Y". If the item
is not taxable, then set this option to "N". This option has no
effect on invoices that are designated for resale, as no sales
tax is applicable on items sold for resale.
The cost field should be set to the cost of the last item
purchased under this stock code.
The current stock count field should only be edited when the
item is not tagged for serialized tracking. If the item is set
to have the serial numbers tracked, leave this field at zero or
the stock count will be incorrect after the serialized items have
been added to the system. The purchase order and invoice
functions will automatically update the quantity on hand as
needed.
At this point if all the fields are correct, press the Ctrl-
Enter or the F10 key to accept the new code.
Repeat this process until all your current inventory stock
codes are into the system.
Adding Existing Serialized Inventory
Adding existing serialized inventory into the system
requires the use of the purchase order functions of Track-It.
Please refer to the purchase order section of the manual for
detailed instructions on purchase order creation. If you do not
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Track-It 2.01
have existing serialized inventory or this is a new installation,
skip to the next section of this manual.
First group all the serialized items that are part of an
individual stock code together or at least get a list of the
serial numbers and the cost of each individual item. If another
system was in use previously and assigned each item a stock
number, a list of these will also be needed.
Create a fictitious vendor name and code and create a
purchase order containing a list of all the stock codes that you
have that are serialized. There is a limit of 50 items on each
purchase order, so if you have more than 50 serialized codes, you
will have to create more than one purchase order.
When all the purchase orders are created, you are ready to
receive the items into inventory.
Under the PO section of Track-It, there is a function called
receiving. Highlight this option and press enter or press 'R'.
A list of the outstanding purchase orders will be displayed.
Highlight the first outstanding order and press Enter.
A list of the individual items on the order will be displayed.
Highlight each of the items in order and enter the serial numbers
that are currently in stock for that item. Track-It will assign
each item its own stock number when saved to disk.
If you wish to use stock numbers other than those assigned
by Track-It, you must manually change each items stock number
using the 'edit serial #' function provided under the inventory
segment of Track-It.
Continue to add the serialized inventory until all the
outstanding orders have been completed.
After all the existing inventory is entered, you will be
ready to start point of sale invoicing.
Program Customization
Several components of the Track-It package can be modified
to your specific needs. These items include company info,
printer specification, and cost calculation methods. Refer to
the custiomization section under the options menu for more
information.
Printer Output
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Track-It 2.01
Just prior to sending any output to the printer, regardless
of the function sending the output, Track-It provides a means of
directing the output to either LPT1 or LPT2.
For functions that have no options, this selection will be a
pop-up in the middle of your screen asking which printer to send
the printout to. For functions that have multiple options, the
printer port selection will be one of the options.
This allows you to choose which printer your output will be
printed on. If you have to printers attached to your system, use
the printer setup under the options-custiomization menu to
specify which type of printers you have attached.
Opening Menu
The Track-It inventory control/point of sale package is
broken down into several segments into which a class of functions
are available. Each segment of the program has the following
function. For more details about the individual functions of
each section, refer to the description of that function later in
this manual.
'Sales' contains all the functions required to create and edit
customer orders, create invoices, and initiate returns. It is
through this segment of the program that all sales are conducted.
'Inventory' contains all the functions needed to add, edit,
change, or delete stock codes, as well as search for serial
numbers and query stock information.
'P.O.' contains all the functions required to create, maintain,
view, or print purchase orders as well as inventory receiving.
'Vendor' contains functions to search for and edit existing
vendors, or to add new vendors to the vendor list.
'Customer' contains functions to search, edit, or merge existing
customers, or to add new customers for future sales.
'Reports' contains functions to create many different reports
such as inventory lists, daily or monthly sales, customer
purchases, customer mailing lists, backorder, and reorder
reports.
'Options' allows customization of the header information on many
of the reports, edit information on an individual serialized
item, and edit invoice information. Also in the options section
is a batch process for automated purging, sorting, and reports.
To select a segment of the program, either press the first letter
of the selection or highlight the item with the cursor keys and
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Track-It 2.01
press the enter key.
Sales Functions
This section of the manual covers functions included under
the sales segment of the program.
Edit Order
Upon initiating the order editing function, you will be
presented with a list of outstanding customer orders. Orders
that have been completed cannot be edited.
Use the arrow and page keys to highlight the order that you
wish to edit.
Once the order is selected, Track-It will retrieve the
information regarding this order and display it exactly as if
this were the order creation function. Edit the order
information as needed, and press Ctrl-Enter or F10 when all
changes are made, or Esc to back out to the sales menu.
Once the information is accepted, Track-It will retrieve
information about the individual items on the order. Use the
cursor keys to highlight the item that you wish to modify and
press the enter key.
Information on the individual item such as the stock code,
quantity ordered, and price will be displayed in a format
identical to that of the order creation. Edit the information
for the stock code and press Ctrl-Enter or F10 when the
information is correct. The stock code will be available for
editing for the individual item only if no quantity has been
shipped for this line item.
The quantity ordered may be changed with the following
restriction; the lowest number that may be entered into the
quantity ordered field, is the number that has been previously
shipped. Thus, if two items have already been invoiced and
delivered to the customer, then the lowest number that will be
accepted is 2.00.
When the information about the individual item is correct,
press Ctrl-Enter or F10 to temporarily accept the new data into
memory.
After all the changes have been made to the order, press
Ctrl-Enter or F10 to make the changes permanent. After the
confirmation, the order will be updated on the disk. If you do
not wish to save the modifications, pressing Esc will back you
out of the function.
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Track-It 2.01
Fill Order
The fill order function provides an intelligent method of
filling orders in that orders are filled in the order that they
are entered.
When the fill order function is started, each outstanding
order is checked to determine if there are items on the order
that can either be shipped or set aside for future shipping. An
item is considered for picking if there is sufficient quantity on
hand to fill all orders for the individual item on prior customer
orders plus any additional quantity for filling the current
order.
In other words, if there are two different orders for an
individual part or item, Track-It fills the first order in it's
entirety before any quantity can be applied to the second order.
Only orders that have at least one pickable item will be
displayed on this screen. A pickable item is any item that is
currently in stock and available to be either set aside or
shipped on a customer order.
After all the items have been checked, all outstanding
orders with pickable items will be listed.
During the order creation, there was an option to ship
partial orders or hold for the total order. An asterisk in the
column immediately to the right of the order date indicates that
there is at least one shippable item on an order tagged for
partial shipments, or the order is shippable in its entirety.
Depending on the ship partial status, you will be taken into
either the order picking segment of Track-It, or the order
shipping segment. Each segment is indicated in the upper right
hand corner of the display field. Order picking indicates that
the items are to be set aside for future shipping or delivery,
while order shipping indicates that the items should be prepared
for shipping. Order shipping also creates an invoice for all
items shipped from the order being filled.
Using the cursor keys, highlight an order and press enter.
Track-It will retrieve the line items for that individual order,
and display them. Although Track-It will allow you to select any
order on the screen, filling the orders in numerical order is
recommended.
Again, Track-It will indicate which items are
pickable/shippable on the displayed order by an asterisk in the
far right hand column. Use the arrow keys to select any item
that has an asterisk by it, and press enter. Track-It will not
allow you to select an item that is not tagged as pickable.
Just like the invoice function, Track-It will not allow you
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Track-It 2.01
to enter the quantity of a serialized item during order shipping,
but rather it counts the number of serial numbers entered on the
following screen. Order picking does not require the entry of
serial numbers.
When shipping an order with items that have been previously
set aside, Track-It assumes that the items that have been set
aside are the first to be shipped, and thus reduces the quantity
set aside as items are shipped.
When all items have been either set aside or packaged for
shipping, press Ctrl-Enter or F10.
If you are completing an order picking session, Track-It
will update the order data indicating the number set aside and
return you to the order selection menu.
If you are completing an order shipping session, an invoice
is automatically printed prior to being returned to the order
selection menu. A shipper can also be printed at this time. A
shipper is simply a list of items and quantities being shipped,
and contains no pricing information.
Invoice
The "Invoice" function will probably be one of the most
often used functions of Track-It. The "Invoice" selection
contains all functions necessary to invoice items to your
patrons. The "Invoice" selection will automatically update stock
count quantities and sales history.
Upon selecting the invoice function, you will be prompted to
enter the customers last name. If the exact last name is known
or this is a new customer, enter in the entire last name. If the
name is not known exactly, a search for the customers information
can be performed with a partial name. Correctly enter as much of
the name as possible and then add a "?" to the end of what you
have entered. Press Enter to accept the entry.
Track-It will compare the name entered against all existing
customer names. If the last letter of the name entered is not a
"?", Track-It will select only names that are exactly the same as
the name entered. If the last letter is a "?", Track-It will
select all names that exactly match the partial name before the
question mark.
If there are no matches, Track-It will assume that this is a
new customer and initiate the functions associated with entering
a new customer into the index. Refer to the section regarding
new customer entry for more information about recording
information about a customer.
NOTE: If there are no matches, skip the next paragraph.
The upper right hand corner of the edit window will show the
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Track-It 2.01
number of matches and the number of the current match. The
matches are not sorted in any way. Use the arrow keys to select
the correct match, or Esc to reenter the customers' name. Once
the correct name is displayed, press enter to select the name and
continue to the next step in the invoicing process.
The next step in invoicing is to enter information specific
to this particular invoice.
The first field to enter is the name or number of the
salesperson who made the sale. It is up to the owner or manager
of the business to determine how to differentiate between
salespeople.
Next, enter in the customers purchase order number if any.
The reference field is provided to allow the referencing of
repair orders, or any other reference information. Any credits
produced through Track-It are in the form of a regular invoice
with a negative balance. Track-It uses the reference field to
indicate the original invoice number for returns.
If the invoice is to a customer who is purchasing items for
resale or are for some other reason exempt from sales tax, then
enter "Y" in the field that asks if the items are for resale. If
this field is set to "Y", no sales tax will be calculated on the
invoice.
If the items are to be shipped to an area that has a
different sales tax percentage, enter the correct sales tax
percentage for the destination in the field corresponding to the
tax rate.
Pressing Ctrl-Enter or F10 will accept all the information
as being correct and move you to the next phase of invoicing.
At this point, the screen will be cleared, and you will be
prompted to enter in the stock code of the first item on the
invoice.
When prompted, enter in a stock code to order. If the code
entered is not currently in use in the system, you will be asked
if the code is for a new product. If the answer is "N" then you
will again be prompted to enter a stock code. If the answer to
the prompt is "Y", then Track-It will initiate the functions
necessary to add the new stock code to the system. After the new
stock code information is recorded, you can continue with the
invoice.
The quantity sold can be any number capable of fitting in
the field provided, and can be a decimal value to the hundredths
decimal place. Only positive quantities are allowed. If the
item that you are invoicing is serialized, then this field will
not be available for editing, but will automatically reflect the
number of serial numbers entered for this stock code.
The price that was entered in the sale price field when
adding this stock code will be automatically entered into the
price field upon the acceptance of the code. This number is
entered automatically as a convenience and can be changed by
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Track-It 2.01
typing in a different price. The number entered need not be a
decimal, as Track-It will add the decimal point and trailing
zeros to the number if needed.
When all the fields are correct, press Ctrl-Enter or F10 to
accept the data. If the code is not designated as being
serialized, the code will be added to the list of codes included
on the invoice, and displayed.
If serialized, pressing Ctrl-Enter or F10 will bring you to
a screen that displays the code that you are entering, and a
prompt for a serial number to invoice.
Enter in a valid serial number and press enter. It is
impossible to enter in a serial number for an item that is not in
stock or does not exist. Even though a serial number may be
valid, the serial number entered must be for an item with the
same code as you are invoicing at the present time. In this way,
it is impossible to incorrectly invoice a serial number for an
item that is of a different stock code. Duplicate or blank
serial numbers will not be accepted.
When a correct serial number is entered, it will be listed
with all other serial numbers for the current stock code.
Pressing the insert key will allow the entry of additional
serial numbers. To edit a serial number, press enter after
highlighting the desired serial number.
After all serial numbers have been entered correctly,
pressing Ctrl-Enter or F10 will accept the listed serial numbers
as being correct and return to the code entry screen. Track-It
will count the number of serial numbers entered and place the
value in the quantity field.
Once returned to the stock code entry screen, there are
several options. Pressing Esc will terminate the invoicing
segment and return to the inventory menu.
If an entry needs to be revised, highlight the entry and
press enter. Correct the needed information and enter it as if
it were the first time entering the code, with the exception that
if the item is serialized, that the serial numbers will only need
to be confirmed rather than reentered.
To delete a code, highlight the code to be deleted and press
the delete key. You will be prompted to confirm the deletion
before it is performed.
To enter additional codes, press the insert key and enter
them as you entered the first stock code.
Pressing Ctrl-Enter or F10 will accept all the stock codes
displayed as well as all entered serial numbers, and move to the
final step of the invoicing function.
Enter in the terms of the invoice, (ie. CASH, VISA, NET 30),
and the amount paid. Remember that Track-It performs no
accounting, and the calculated balance on the invoice is simply
to provide the invoice balance to the bookkeeper.
When the terms and amount paid are correct, press Ctrl-Enter
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Track-It 2.01
or F10 to update inventory levels and remove serialized inventory
from stock. This is the last point for which the invoicing
function can be terminated without adding the invoice to the
system, and adjusting stock levels.
When the first invoice is created with Track-It, or the
INVNUM.DAT file is missing, Track-It will prompt you for the next
available invoice number. Invoice number 1 is reserved for use
by Track-It. If the number is known, enter the number and press
Enter to continue with the invoicing function. If the number is
not known, entering only a question mark in the field will cause
Track-It to scan any sales history and automatically enter in the
next invoice number.
If the invoice number sequence ever needs to be changed,
delete the INVNUM.DAT file from the Track-It directory. This
will allow you to enter in the next invoice number during the
creation of the next invoice.
Track-It will automatically adjust stock levels, remove the
correct serialized items from stock, and print an invoice. After
the invoice is printed, you will be returned to the Sales
selection menu.
Invoice Editing
Through the invoice editing function, information regarding
an individual invoice can be changed. Only the sales information
for the invoice can be modified, the actual items and quantities
on the invoice cannot be changed. This function is considered to
be one of the more dangerous functions in Track-It. Entering in
invalid data during this function can invalidate many of the
reports that Track-It generates.
The actual customer under which the invoice was created
cannot be changed through this function or any other function in
Track-It. Once an invoice is created for a customer, it is
permanently associated with that customer.
Under very rare circumstances, the actual invoice number of
an invoice must be changed. If the invoice number is changed,
one must take great care not to duplicate an invoice number, or
cause the invoice number sequence to progress backwards. By
either duplicating an invoice number or reversing the sequence, a
majority of the sales reports can be made erroneous.
The date of the invoice is again another field that should
very rarely change. If the invoice date must be changed, the
date on the changed invoice must not be after the date of an
invoice with a higher number. In other words, do not change the
date of invoice number 101 to be 07/12/1990 and invoice number
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Track-It 2.01
102 be invoiced on 07/11/1990. This error will again make many
of the sales reports invalid.
After verifying that the invoice number and invoice date,
the following information can be edited to correct any mistakes
or add forgotten information when the invoice was initially
created: the invoice terms, the customers purchase order number,
any reference desired, the salesperson taking credit for the
sale, if the invoice was tagged for resale, the customers tax
rate, or the amount paid.
After all the information is correct, pressing Ctrl-Enter or
F10 will update the invoice data file. Pressing Esc will abort
any changes made and return you to the options menu.
Order Entry
The "Order Entry" selection contains all functions necessary
to create and record customer orders.
Upon selecting the order function, you will be prompted to
enter the customers last name. If the exact last name is known
or this is a new customer, enter in the entire last name. If the
name is not known exactly, a search for the customers information
can be performed with a partial name. Correctly enter as much of
the name as possible and then add a "?" to the end of what you
have entered. Press Enter to accept the entry.
Track-It will compare the name entered against all existing
customer names. If the last letter of the name entered is not a
"?", Track-It will select only names that are exactly the same as
the name entered. If the last letter is a "?", Track-It will
select all names that exactly match the partial name before the
question mark.
If there are no matches, Track-It will assume that this is a
new customer and initiate the functions associated with entering
a new customer into the index. Refer to the section regarding
new customer entry for more information about recording
information about a customer.
NOTE: If there are no matches, skip the next paragraph.
The upper right hand corner of the edit window will show the
number of matches and the number of the current match. The
matches are not sorted in any way. Use the arrow keys to select
the correct match, or Esc to reenter the customers' name. Once
the correct name is displayed, press enter to select the name and
continue to the next step in the invoicing process.
The next step in order entry is to record information
specific to this particular customer order.
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Track-It 2.01
The first field to enter is the name or number of the
salesperson who received the order, or the salesperson who is to
be credited with the order. It is up to the owner or manager of
the business to determine how to differentiate between
salespeople.
Next, enter in the customers purchase order number if any.
The reference field is provided to allow the referencing of
repair orders, or any other miscellaneous information.
If the order is from a customer who is purchasing items for
resale or are for some other reason exempt from sales tax, then
enter "Y" in the field that asks if the items are for resale. If
this field is set to "Y", no sales tax will be calculated on any
invoice created in relation to this order.
If the items are to be shipped to an area that has a
different sales tax rate, enter the correct sales tax percentage
for the destination in the field corresponding to the tax rate.
The ship via field is provided to designate the shipping
method desired when filling the order.
If the order is to be held until all items are available for
shipping as one shipment, the ship partial field should be set to
'N'. If the items on the order are to be shipped as they are
received, enter a 'Y' in the field.
If the order is prepaid, enter a 'Y' in the prepaid field.
Track-It provides no means of tracking partial payments of
orders, and thus it is advisable that orders be prepaid in full,
or payable in full upon delivery.
Pressing Ctrl-Enter or F10 will accept all the information
as being correct and move you to the next phase of order entry.
At this point, the screen will be cleared, and you will be
prompted to enter in the stock code of the first item on the
order.
When prompted, enter in a stock code to order. If the code
entered is not currently in use in the system, you will be asked
if the code is for a new product. If the answer is "N" then you
will again be prompted to enter a stock code. If the answer to
the prompt is "Y", then Track-It will initiate the functions
necessary to add the new stock code to the system. After the new
stock code information is recorded, you can continue with the
order.
The quantity ordered can be any number capable of fitting in
the field provided, and can be a decimal value to the hundredths
decimal place. Only positive quantities are allowed.
The price that was entered in the sale price field when
adding this stock code will be automatically entered into the
price field upon the acceptance of the code. This number is
entered automatically as a convenience and can be changed by
typing in a different price. The number entered need not be a
decimal, as Track-It will add the decimal point and trailing
zeros to the number if needed.
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Track-It 2.01
When the information is correct, press Ctrl-Enter or F10 to
accept the code and return to the main order entry screen.
Once returned to the order entry screen, there are several
options. Pressing Esc will terminate the order entry segment and
return to the sales menu.
If an entry needs to be revised, highlight the entry and
press enter. Correct the needed information and enter it as if
it were the first time entering the code.
To delete a code, highlight the code to be deleted and press
the delete key. You will be prompted to confirm the deletion
before it is performed.
To enter additional codes, press the insert key and enter
them as you entered the first stock code.
Pressing Ctrl-Enter or F10 will accept all the stock codes
displayed, store the order, and print a customer order.
When the first order is created with Track-It, or the
ORDERNUM.DAT file is missing, Track-It will prompt you for the
next available order number. If the number is known, enter the
number and press Enter to continue with the order entry function.
If the number is not known, entering only a question mark in the
field will cause Track-It to scan any sales and order history and
automatically enter in the next order number.
If the order number sequence ever needs to be changed,
delete the ORDERNUM.DAT file from the Track-It directory. This
will allow you to enter in the next order number during the
creation of the next order.
Returns
The "Returns" function provides a means of tracking and
controlling customer returns. The "Returns" function is very
similar to the invoicing function in many aspects, but with quite
a few more restrictions which will be discussed as they appear.
Upon entering the function, you will be prompted to enter
the invoice number on which the items to be returned were
originally sold on. It is imperative that the correct invoice
number be entered, for without it nothing will be accepted for
return. Only when a valid invoice number is entered will Track-
It allow you to move to the next step.
The name of the customer and the original invoice number
will be displayed in the upper left hand corner of the working
area of the screen. If this is incorrect, press Esc to reenter
the correct invoice number.
A prompt will appear requesting the stock code of the item
to be returned. The code entered must be a valid stock code, and
must also appear on the original invoice. Because the stock code
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Track-It 2.01
to be returned must exactly match a code on the original invoice,
it is recommended that the original invoice be required to
accompany returns. Also, be aware that the stock codes on the
invoice may have been changed by the part number change function.
If needed, use the customer purchase report to determine the part
number.
After a code is accepted, enter in the quantity and the
amount credited per item. Like the invoice function, if an item
is serialized, the quantity equal to the number of serial numbers
entered will be automatically entered by Track-It.
If the item is serialized, enter in the serial numbers of
the items to be returned. Each serialized item is checked when
entered to verify that the serial number was on the original
invoice. If not, the serial number is rejected.
The steps for adding, editing, or deleting stock codes under
the "Returns" function are identical to those in the "Invoice"
functions of Track-It. Refer to the invoice section for more
detail.
Once all the items to be returned are entered, Ctrl-Enter or
F10 will accept the information, and print an invoice. The
amount paid is automatically set to 0, and the terms are set to
"CREDIT". After the invoice is printed, you are returned to the
Inventory Functions
This section of the manual covers functions included under
the inventory segment of the program.
Change
Part number change is available under the inventory
selection menu as Change, and provides the means to change a
stock code and ALL references to a NEW stock code. All
information with respect to the original stock code will be
transferred to the new stock code.
Select the Change selection and enter in the code that you
wish to change. The code will be accessed and a brief
description will be displayed along with the items' manufacturer
and model number. If the item displayed is the item that you
wish to change, press "Y" or Enter at the prompt.
Next, enter the new stock code. The entered target code
will be checked against all existing codes for any exact matches.
If the target code already exists, you will be asked to enter in
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Track-It 2.01
another code that is unique.
After a target code is accepted, you will be asked to
confirm that both the source stock code and the target stock code
are correct. If you answer "Y" to the prompt, the program will
systematically replace all references to the original stock code
with the target stock code. The only history that is not updated
is the Query history.
After the update is completed, you will be returned to the
selection menu.
Delete
The delete selection provided a means of removing a stock
code from the index of valid stock codes.
Highlight the "Delete" selection and press Enter, or press
the "D" key to initiate the function.
Enter the stock code that you wish to remove from the system
and press enter. A warning will be displayed if the code is in
any way invalid. A code will be considered invalid for deletion
if the quantity on hand is not exactly zero, or the item is on an
outstanding customer order or purchase order.
The products manufacturer, model, and a brief description of
the item will be displayed, and you will be prompted to confirm
that this is the item that you wish to delete. Pressing "Y" or
Enter will delete the code from the index and return you to the
selection menu. Pressing "N" will allow you to reenter the code
if it was incorrect. Pressing Esc will return you to the
selection menu.
REMEMBER: there are NO checks on this function. Once a
code is deleted, it can no longer be referenced by any section of
the program, and any reports that contain the code may create an
error. If the code was deleted by mistake, it must be recreated
using the "New" function.
It is advisable that a code be kept in the system for at
least as long as there is valid sales history being retained, or
at least as long as the warranty you provide to your customers
for the product.
Edit / New
Under the inventory segment of the program there is a
selection titled "New", and a selection entitled "Edit". Because
these two selections are so similar in function, they will be
discussed concurrently. Highlight either of the two selections
and press enter, or press the capitalized letter of either
selection to initiate the function.
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Track-It 2.01
At this point in either function, you will be prompted to
enter a stock code.
If you are in the Edit function, the code entered must be
that on an existing stock code. Entering in an unused stock code
will display a message indicating that the code you entered is
not in use, and ask you to reenter the code.
If you are in the New function, the stock code entered must
be a unique, unused stock code. Entering a currently used stock
code will result in an error message indicating that the code is
already in use, and prompt you to enter another stock code.
The second field is the stock code category. This field can
be up to seven characters in length, and is used in the selection
criteria for sales reports.
The subcategory field is a three character extension of the
category to further differentiate between categories of stock.
Both numbers and letters can be used for the category and
subcategory fields. By using both letters and digits, there are
over 45,000 different subcategories possible.
After the categories, enter in the items manufacturer, the
model number, a description of the item, the stock location, and
the list price.
The sale price field is provided so that item sale prices
are easily available to sales people. When invoicing an item,
the sale price of the item is automatically entered into the
price field of the invoicing function.
The minimum and maximum stock levels are very important. It
is though the values that you set here that reorder requests and
overstock reports are selected. When the quantity on hand of an
item falls below the minimum stock level, it will automatically
be included in the reorder report. The suggested reorder number
is the quantity that will bring the on hand quantity after
receiving the items to the midpoint of the maximum and minimum
stock levels. Choose these values carefully.
If you wish to track the sale of this item by serial number,
set this option to "Y". If you only wish to track the quantity
sold, set this option to "N".
If the item is taxable set this option to "Y". If the item
is not taxable, then set this option to "N". This option has no
effect on invoices that are designated for resale, as no sales
tax is applicable on items sold for resale.
If you are entering in a new code, the cost field should be
set to the cost of the last item purchased under this stock code,
otherwise edit as necessary.
The current stock count field should only be edited when the
item is not tagged for serialized tracking. If the item is set
to have the serial numbers tracked, leave this field at zero or
the stock count will be incorrect after the serialized items have
been added to the system.
At this point if all the fields are correct, press the Ctrl-
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Track-It 2.01
Enter or F10 to accept the displayed data. Pressing Esc will
allow you to exit the function without saving any changes.
Sort
The sort function will sort all stock code and serialized
information alpha-numerically and create an index file for
improved response times for information retrieval.
It is recommended that the sort function be executed on a
regular basis or whenever information retrieval becomes sluggish.
Purge
'Purge' tags all stock codes that have no stock on hand or any
references in the sales, purchase order, or order history. While
this function can take a considerable period of time to run, it
preserves the items history while removing non-current part
numbers. The items tagged will be purged during the next sort
and index of the stock codes.
Query
The query function is a quick means of determining the list
and sale price of an item along with the quantity currently on
hand, on order, and on outstanding customer orders.
To begin a query, after entering the inventory segment of
the program, either press the letter "Q" or highlight the word
"Query" and press enter.
The program will then ask you to enter the stock code that
you wish to inquire about. The code that you enter must be a
valid stock code that is currently in use by the track it system.
If an invalid code is entered, a message will indicate that the
code was invalid and ask you to reenter the code.
After a code is accepted, Track-It will search for
information on the code that you entered. The stock code, a
description, manufacturer, model number, list price, sale price,
quantity on hand, and quantity on order will be displayed, along
with the quantity that is currently allocated for customer
orders.
The quantity on hand does not take into consideration any
quantity allocated for customers, and is simply the quantity that
is currently in stock at the time of the query.
Pressing any key will clear the information from the screen.
If the quantity on hand is zero or less, you will be asked if you
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Track-It 2.01
wish to save the query. If a sale would have been made given
sufficient quantity on hand, answer yes to the prompt. If you
are simply checking a price or getting information about a code,
answer no to the prompt.
By correctly tracking queries, you can determine which non-
stocking items should be stocked. A list of queries for specific
time periods can be printed under the reports segment.
When all queries are completed, pressing Esc at the code
prompt will return you to the inventory selection menu.
Search
The search function enables you to retrieve information
about all serialized items that have serial numbers that match
the entered criteria.
To begin a search, after entering the inventory segment of
the program, either press the letter "S" or highlight the word
"Search" and press enter.
You will be prompted to enter in the serial number that you
wish to search for. The serial number can be any numeric number
up to 10 characters in length. The program will retrieve and
display information for all items that have serial numbers
matching the criteria. If the exact serial number is not known,
enter in as much of the serial number that is known and add a
question mark. Track-It will locate and retrieve all serialized
items that match the search criteria.
The upper left hand of the screen will show the total number
of matches along with the match number currently being displayed.
If there is more than one match, pressing the up and down arrow
keys will page through the selections. The selections are sorted
by stock code, and then by serial number within the stock code.
Pressing Enter when the desired item is displayed will
display information as to who and when the item was sold. If the
item is currently in
stock, pressing enter will have no effect.
Edit Serial Number
The edit serial number option allows the editing of
information specific to an individual serialized item. When
using this option, remember that the information that is entered
using this function MUST be correct. If you are not completely
sure of what you are doing or the accuracy of the data you intend
to enter, do not use this function.
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Track-It 2.01
When prompted to enter in the serial number of the item to
be changed, enter in the number as if you were performing a
serial number search, (please refer to the search section of the
manual previously discussed), and select the item from the list
provided by pressing Enter when the desired item is displayed.
Once the correct item is selected, the information specific to
that item will be available for editing.
The first field available is the items stock code. If the
stock code is incorrect, enter in the new code. After the new
code is entered, it will be checked against the list of valid
stock codes to verify it's validity. Track-It will not allow you
to enter an invalid stock code.
The next available field available for editing is the serial
number field. If the serial number is incorrect, enter in the
correct serial number and press Enter to move to the next
available field.
The stock number field is very important to Track-It, even
if you are not using stock numbers. If the stock number must be
changed, be very sure that the stock number that you reassign the
item is not duplicated in the system. Entering duplicate stock
numbers can create big problems in the future.
If the items' cost is incorrect, reenter the correct cost
and press enter.
The invoice number field is also another very important
field. If the item is currently in stock, the number in the
invoice number field should be zero. If the number is anything
but zero, the item is not in stock.
Track-It automatically reserves invoice number 1 to provide
a invoice number to assign serialized items that are stolen,
lost, or used internally to be able to remove them from the
system. Thus to simply remove an item from the inventory,
without removing the information, simply enter in 1 as the
invoice number.
If the invoice number is incorrect, enter in the correct
invoice number. Be very careful when changing the invoice
number. By entering in an incorrect invoice number, the item
cannot be correctly traced to the correct customer, and all the
effort made to track the item is wasted.
When all the fields are correct, press Ctrl-Enter or F10 to
save the changes, or press Esc to return to the menu without
saving any changes.
Purchase Order Functions
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Track-It 2.01
This section of the manual covers functions under the P.O.
segment of the Track-It program.
Create
The purchase order creation portion of Track-It provides an
easy method of creating new purchase orders for products
purchased from vendors or distributors.
If no purchase orders have previously been entered, then you
will be prompted to enter the next purchase order to use.
Purchase order numbers created under Track-It consist of two
parts; the calendar year the order is created, and the order
number. The year segment of the order number is taken from the
date provided by the system clock and cannot be modified. The
user of Track-It only has control over the second half of the
order number.
Enter in the value for the next purchase order number and
press Enter to continue the creation of the order. After the
first purchase order is created, purchase order number selection
is completely automated and cannot be changed by the user.
Upon initiating the creation of a new purchase order, (other
than the initial order), you will be prompted to enter the code
for the vendor from which the items entered on the order will be
purchased.
If the vendor code is valid, then you will be prompted to
enter the stock code of the first item ordered. If the vendor
code is not in use, then you will be asked if the code entered is
for a new vendor. If the answer is "N" then you will be prompted
to reenter the vendor code. If the answer is "Y", Track-It will
initiate the function for adding a new vendor to the system.
Please refer to the "Add" selection under the Vendor segment of
Track-It for more information regarding new vendors.
When prompted, enter in a stock code to order. If the code
entered is not currently in use in the system, you will be asked
if the code is for a new product. If the answer is "N" then you
will again be prompted to enter a stock code. If the answer to
the prompt is "Y", then Track-It will initiate the functions
necessary to add the new stock code to the system. After the new
stock code information is recorded, you can continue with the
purchase order.
When a code is accepted, the description, manufacturer, and
the current stock on hand values will be displayed in their
respective fields.
The quantity ordered can be any positive number capable of
fitting within the field.
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Track-It 2.01
The calculated cost for the stock code is automatically
entered as a reference in the cost field. If the value is
incorrect, simply type the correct value over the incorrect
price.
When the values are correct, pressing Ctrl-Enter or F10 will
add the code to the list of items on the current purchase order.
If an item needs to be changed, highlight the desired code
and press enter. Edit the fields as needed and then press Ctrl-
Enter or F10 to reaccept the code.
When all items are entered, press Ctrl-Enter or F10 to
accept the codes and update the purchase order history files.
Edit
The purchase order "Edit" function allows the revision of
items entered on a purchase order.
When you enter the "Edit" function, you will be presented
with a list of purchase orders that have at least one item yet to
be received. The outstanding purchase orders are listed in the
order that they were created, and each is listed with the
corresponding vendor code, vendor name, and the date on which the
order was created.
Highlight the purchase order that you wish to edit and press
enter, or Esc to return to the P.O. selection menu.
A listing of the items on the order will be displayed, along
with a description, the number ordered, and the number received.
Highlight the item that needs to be revised and press Enter.
The item will be brought up into an editing structure very
similar to that in the purchase order creation, with the
exception that only three of the fields are available for
editing. If any quantity of the item being edited has been
received, then the code is considered to be correct, and limits
the number of editing fields to two.
If the stock code needs to be changed, enter the revised
code in the stock code editing field. If the stock code is
changed, a check will be performed to determine if the code is in
use. If not, you will be prompted if the code is for a new
product. If not, you will be returned to the stock code entry
field to enter in a valid code. If it is a new code, then
Track-It will initiate the addition of a new code into the
system.
The quantity ordered field is also available for revision.
Note that you will not be able to enter a number for the quantity
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Track-It 2.01
ordered that is lower than the number already received.
If the cost of the item ordered has changed, type over the
old cost with the new cost.
When all the codes that require alteration have been
changed, press Ctrl-Enter or F10 to update the purchase order
history. The changes made can be aborted by pressing Esc and
returning to the menu.
Print
The print function allows an individual purchase order to be
reprinted.
When prompted for the purchase order number to print, the
number must be entered according to the following format.
The first four digits of the purchase order must be the four
digit calendar year in which the purchase order was created. The
year must then be followed, (without any spaces), with a dash.
The order number must immediately follow the dash.
The following are examples of valid purchase order numbers
to be reprinted:
1988-22
1990-89
1990-123456798
The following are examples of invalid purchase order
numbers:
1990 - 78
1977- 100
90-78
Once a valid purchase order number is entered, the order
number and the vendor will be displayed, and you will be prompted
to confirm that the ordered number entered is correct. If the
prompt is answer by a "N", you will be prompted to enter in
another order number. If the answer is "Y", the purchase order
information will be retrieved and then printed.
After the order is printed, you will be returned to the P.O.
selection menu.
Receive
The receive function provides a means of receiving items
ordered under a purchase order. This function will automatically
update all purchase order files and stock levels.
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Track-It 2.01
Begin the receiving function by highlighting the word
"Receive" and pressing enter, or by pressing the "R" key.
A list of purchase orders with items outstanding will be
displayed.
Use the arrow keys to highlight the purchase order which
contains the items you wish to receive. When the correct
purchase order is highlighted, press enter to list the items
ordered on the purchase order.
All items ordered on the purchase order will be displayed in
the order they were originally entered into the P.O., including
items that have already been received. Each item will show its'
stock code, a description of the item, manufacturer, quantity
ordered, and the number previously received. Use the arrow keys
to highlight the individual item that you wish to receive, and
press enter.
Please note that you cannot select an item for which the
number of items previously received is equal to the number
ordered. This program assumes that when all the items ordered
have been received that any additional items that have been
received with the same stock code are either part of another
purchase order, or were mistakenly shipped from the vendor.
At this time you can enter the number of items that you are
actually receiving into stock. You can also adjust the cost of
the item being received if it is incorrect or has changed since
the time of the original purchase order creation.
If the item that you are receiving is serialized, then you
will not be able to edit the quantity received field. Instead,
after pressing Ctrl-Enter or F10 to accept the edit fields, you
will be prompted to enter the serial numbers of the items
received. The total number of different serial numbers entered
will be inserted into the quantity received field by Track-It.
The serialized receiving section of Track-It was created to
allow multiple serial numbers to be received at once. If for
instance you receive a set of items of the same stock code with
sequential serial numbers, enter the smallest serial number in
the beginning field, and the largest of the series in the ending
field, and then press Ctrl-Enter or F10. All serial numbers from
the beginning to the ending serial numbers, will be added to the
list of received serial numbers.
Note that there are no checks to prevent receiving the same
serial number twice.
An incorrect serial number can be deleted by highlighting
the incorrect number and pressing the delete key.
After all the serial numbers have been entered, press Ctrl-
Enter or F10 to accept them into the system.
The first time that serialized data is received, an error
will occur. You will be prompted to enter the next stock number
to be used or enter a question mark to search for the next
available number. If the next available number is not known for
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Track-It 2.01
sure, using the question mark to search for it is ALWAYS a safe
option.
If you do not wish to track stock numbers, simply enter a
blank field and let Track-It worry about tracking them.
When the two edit fields are correct, press Ctrl-Enter or
F10 to accept the fields into the system.
Continue selecting and receiving individual stock codes from
the purchase order until all stock codes from a single purchase
order have been received. When all the items have been entered,
press Ctrl-Enter or F10 to accept all the items that you have
entered in this session. A prompt will verify that all items
have been entered before exiting the function.
If any items have been received, you will be asked if you
wish to print a list of the items that you have just received.
This is the only opportunity you will have to print a list of the
actual quantities you have received in this session, so it is
generally a good idea to answer "Y" to this prompt.
After you are returned to the list of outstanding purchase
orders, you have the opportunity to continue to receive items
from the same or other purchase orders, or press Esc to return to
the inventory selection menu.
View
This view function allows you to view the contents of any
existing purchase order, regardless of its status, that has not
been purged from the system.
To select the purchase order to view, enter in the P.O.
number you desire. The purchase order number is made up of two
components, the year the P.O. was created and the number of the
P.O. An example of a correct P.O. number to enter is "1990-23".
A confirmation of the number and the vendor will appear. If
there is no such P.O. number, then the last purchase order
created will be displayed. If the confirmation is not the
purchase order you desired, answer "N" to reenter in another
number. An answer of "Y" will cause Track-It to retrieve the
item information from the purchase order history.
Once the information is retrieved, the items will be
displayed in the exact order that they were originally entered
into the system.
When you are done viewing the order, press Esc to return to
the menu.
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Track-It 2.01
Vendor Functions
This section of the manual covers the functions related to
maintaining vendor information.
Add
The "Add" function of the vendor segment of Track-It permits
the addition of new vendors to the list of vendors available for
use in the creation of purchase orders.
The first field available for information is the vendor
code. The vendor code is a ten digit code comprised of both
characters and numerics which is associated with all purchase
orders for a given vendor. After a code is selected and entered,
Track-It will check the code for originality. If the code is
already in use, you will be prompted to enter in another code.
After a code is accepted, enter in the information about the
new vendor as prompted.
A description of each field will not be given as the
descriptions provided before each field provide a good idea of
what information the field should contain.
Two sets of fields are provided for addresses. The first is
for a mailing address for regular correspondence and a shipping
address to which product returns should be shipped. Two fields
are given for the street address in each address to accommodate
both a street number and a suite number.
A field is provided to enter in the name of the primary
contact at the company as well and the phone number for the
sales, customer service, and technical support departments.
At this time, the only field available under the other
information heading is the terms under which you purchase items
from this particular vendor.
When all the information is entered, pressing Ctrl-Enter or
F10 will accept the information and store it in the vendor
information file on disk. Pressing Esc will abort the entry of
the information and return you to the menu without saving any of
the information entered.
Edit
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Track-It 2.01
The vendor "Edit" function is a combination of the vendor
"Search" function and the vendor "Add" function providing a means
of modifying vendor information if it changes.
Enter in the name of the vendor that needs to be altered. A
partial name can be entered just as in the vendor "Search"
function.
After all the matches have been located, the upper left hand
of the working area will show the number of matches found, and
the number of the match currently displayed. Use the arrow keys
to display additional vendors. When the vendor that you wish to
edit is displayed on the screen, press Enter.
At this point, you will Track-It will initiate the editing
portion of the function. All the information with the exception
of the vendor code is available for editing.
Edit any of the fields that need to be changed, and press
Ctrl-Enter or F10 to accept the changes and update the vendor
information file. If the vendor displayed on the edit screen is
incorrect or you wish to abort the changes already made, press
Esc.
Sort
The sort function will sort all vendors by name and create
an index file for improved response times for information
retrieval.
It is recommended that the sort function be executed on a
regular basis or whenever the system performance seems to be
sluggish.
Purge
'Purge' tags all vendors that have no references in the purchase
order history. While this function can take a considerable
period of time to run, it preserves the vendor history while
removing non-current vendors. The tagged vendors will be purged
during the next sort and index.
Search
The "Search" function provides a means by which vendor
information can be retrieved.
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Track-It 2.01
When the "Search" function is initiated, you will be
prompted to enter in the name, not the code, of the vendor you
are searching for.
If the exact name of the vendor is not known, a search by
partial name is possible. To search by partial name, enter in as
much of the name as possible immediately followed by a question
mark. An example of a valid name for a partial search is "TOY?".
If this entry was used, all vendors that have the first three
letters of TOY in their name would be considered matches and be
displayed for viewing. If no selections are found, then reduce
the number of letters before the question mark. This will allow
more vendor names to match the search criteria. Entering only a
question mark will cause all the vendor names to be displayed as
a match.
After all the matches have been located, the upper left hand
of the working area will show the number of matches found, and
the number of the match currently displayed. The matches are not
sorted in any way. Use the arrow keys to display additional
vendors.
After the correct match is located and the information is no
longer needed, pressing Esc will return you to the Vendor
selection menu.
Customer Functions
This section of the manual covers the functions related to
maintaining customer information.
Add
The "Add" function of the vendor segment of Track-It permits
the addition of new customers to the Track-It customer data base
without going through the invoice segment of the program.
The first field available for information is the customers
last name. If the customer is a business, enter in the complete
name of the business in the last name field. It is by customer
last name that all searches and invoicing is tracked.
Enter all information available about the customer. If the
shipping and billing address are the same, you only need enter
information in the billing fields.
A description of each field will not be given as the
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Track-It 2.01
descriptions provided before each field provide a good idea of
what information the field should contain.
Two sets of fields are provided for addresses. The first is
for a shipping address, and the second for a billing address if
it is different from the shipping address. Two fields are given
for the street address in each address to accommodate both a
street number and a suite number.
A field is provided to enter in the name of the primary
contact at the company as well and the phone number of the
customer.
If the customer is able to purchase on special terms, enter
the terms available in the terms field. This field is provided
so that if a salesperson other than the designated sales
representative is invoicing to this customer, that the terms
authorized for this customer are readily available.
If the customer is going to purchase items for resale, you
must enter the customers resale number in the resale number
field. If there is no resale number present in the field when an
invoice for this particular customer is designated for resale,
you will be prompted to enter the customers resale number. In
fact, you will not be able to complete a resale invoice for this
customer until the resale number is entered.
When all the information is entered, pressing Ctrl-Enter or
F10 will accept the information and store it in the customer
database file on disk. Pressing Esc will abort the entry of the
information and return you to the menu without saving any of the
information entered.
Edit
The customer "Edit" function is a combination of the
customer "Search" function and the customer "Add" function
providing a means of modifying customer information if it
changes.
Enter in the name of the customer that needs to be altered.
A partial name can be entered just as in the customer "Search"
function.
After all the matches have been located, the upper left hand
of the working area will show the number of matches found, and
the number of the match currently displayed. The matches are not
sorted in any way. Use the arrow keys to display additional
customers. When the customer that you wish to edit is displayed
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Track-It 2.01
on the screen, press Enter.
At this point, you will Track-It will initiate the editing
portion of the function.
Edit any of the fields that need to be changed, and press
Ctrl-Enter or F10 to accept the changes and update the vendor
information file. If the vendor displayed on the edit screen is
incorrect or you wish to abort the changes already made, press
Esc.
Merge
The customer merge function provides a means of merging the
purchase history of one customer into another. The most common
reason for using this function is when a customer is entered into
the system twice under different names because of a misspelling.
The first field available is for the name of the customer
you wish to remove from the system. Enter the customer name just
as if you were performing a search for the customer. Searches by
partial name are allowed.
Use the arrow or page keys to select the customer from the
matches displayed.
The second field is the target customer. This is the name
of the customer that will remain in the system. Enter the name
and select the customer just as you would for a customer search.
Once the two customers are selected, and the names are
confirmed, Track-It will merge the two customers.
Sort
The sort function will sort all customers by last name and
create an index file for improved response times for information
retrieval.
It is recommended that the sort function be executed on a
regular basis or whenever the system performance seems to be
sluggish.
Purge
'Purge' tags all customers that have no references in the sales
or order entry history. While this function can take a
considerable period of time to run, it preserves the customer
history while removing non-active customers. The tagged vendors
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Track-It 2.01
will be purged during the next sort and index.
Search
The "Search" function provides a means by which customer
information can be quickly retrieved.
When the "Search" function is initiated, you will be
prompted to enter in the customers last name, or company name.
If the exact name of the customer is not known, a search by
partial name is possible. To search by partial name, enter in as
much of the name as possible immediately followed by a question
mark. An example of a valid name for a partial search is "MIL?".
If "MIL?" was entered, all customers that have the first three
letters of MIL in their last name would be considered matches and
be displayed for viewing. If no selections are found, then
reduce the number of letters before the question mark. This will
allow more customers names to match the search criteria.
Entering only a question mark will cause all customer names to be
displayed as a match.
After all the matches have been located, the upper left hand
of the working area will show the number of matches found, and
the number of the match currently displayed. The matches are not
sorted in any way. Use the arrow keys to display additional
customers other than the one currently displayed.
After the correct match is located and the information is no
longer needed, pressing Esc will return you to the customer
selection menu.
Reports
The reports segment of Track-It provides an array of
different reports for a variety of purposes. This section of the
Track-It manual will briefly describe the output, options and
operation of each of the reports available. The reports will be
discussed in the order that they appear in their respective
selection menu.
Inventory Reports
Stock Report by Code
This report prints a complete listing of all stock codes in
the system sorted by stock code. The report consists of each
items stock code, a description, the manufacturer, category,
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Track-It 2.01
subcategory, stock location, minimum and maximum stock levels, on
hand quantity, last cost, and extended value.
There are no options for this report.
Overstock Report
The overstock report provides a list of stock codes which
have an on hand quantity greater than the set maximum stock
level.
The overstock report has no options and begins printing
almost immediately.
The function scans the purchase order and customer order
history, and then reads straight through the stock code data file
and determines if the code is overstock. The overstock report
takes into consideration the quantities of items on outstanding
purchase orders and customer orders when determining if the item
should be included in the report.
If the item is overstocked, the code is printed along with a
description, the manufacturer, the category and subcategory,
minimum and maximum stock levels, the quantity on order, the
quantity allocated to customer orders, and the number of items
over the maximum stock level.
When the report is finished, you are returned to the
inventory reports selection menu.
The overstock report will probably not be the most useful of
reports to most businesses, but to those who have a large parts
inventory to track, it can be a good way to determine which items
should be included on the next clearance sale.
Remember that having too much stock can sometimes be a
greater detriment than having too little stock because it ties up
working capital that could otherwise be used for more popular
items.
Price List
The price list report is just that, a price list.
When prompted, enter the criteria for which you wish to
print a price list. Only items that fit within the entered
criteria will be included on the list.
When the criteria is entered, press Ctrl-Enter or F10 to
initiate the report.
Reorder Report
When each new stock code was entered into the system,
minimum and maximum stock levels for each code were either set by
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Track-It 2.01
the user or defaulted to zero. By properly setting the max and
min stock levels combined with this reorder report, an adequate
stock level for all items can be maintained.
There are no options for the reorder report, thus the report
starts almost immediately.
The function scans the purchase order and customer order
history, and then reads straight through the stock code data file
and determines if the item should be on the reorder report. The
quantity on hand for each item is adjusted up for any quantity on
order in the purchase order system, and down for any quantity
allocated for customer purchase. If the resulting stock on hand
value for an item is greater than the set minimum stock level it
is not printed. The stock codes are not sorted prior to printing
the report.
If the resulting quantity on hand is lower than the minimum
stock level, the item is included on the reorder report along
with a suggested reorder quantity.
The reorder quantity printed is the number of items that
when received will place the on hand quantity, (after receiving
outstanding po's and filling customer orders), at the mid point
between the minimum and maximum stock levels for that stock code.
For example, if you have a resulting quantity on hand of 4
for the stock code "XYZ" and the minimum and maximum stock levels
are 10 and 20 respectively, the reorder quantity if determined as
follows: add the quantity required to bring the stock level up
to the minimum level, (6), plus one half of the difference
between the minimum and maximum stock levels, (5). Thus the
suggested minimum reorder number for stock code "XYZ" would be
11.
The printout for each line item consists of the stock code,
a description, the manufacturer, model number, category,
subcategory, minimum and maximum stock levels, the quantity on
order, the quantity on customer orders, the on hand quantity,
last cost, and the suggested reorder quantity.
After the printout is complete, you will be returned to the
inventory reports selection menu.
Serialized Stock Report
This report prints a selective listing of serialized items
currently in stock.
When prompted, enter the criteria for the current report.
All fields will be handled as partial searches. If a list of all
serialized items is desired, leave all the fields blank.
The printout consists of the following information: the
stock code for each line item, the individual serial number, its
respective stock number, a description, the manufacturer, the
category and subcategory, date received, and the individual items
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Track-It 2.01
cost.
After each set of items for a given stock code, the number
of items on hand for that code and the total value on hand for
the stock code is printed.
Selective Stock Report
The selective stock report is very similar to the stock by
code report, with the exception that the items included on the
report can be designated by the user.
Upon initiating the function, you will be prompted to enter
in the criteria for the report. All fields will be treated as
partial search criteria, and thus any items that fit within the
parameters entered will be included in the report.
When the criteria is entered correctly, press Ctrl-Enter or
F10 to start the report. Pressing Esc will return you to the
menu.
Query Report
The query report prints a list of items contained in the
query data file for a user determined period of time. The query
report compiles the query information for the requested period of
time and prints a list of the items, sorted by stock number, and
the number of recorded queries.
The only variables available in the query report for the
user to define are the beginning and ending dates. The beginning
date is automatically set to the first day of the month for the
month six months prior to the current month. The ending date is
automatically set to the current date. If the dates are correct,
press Ctrl-Enter or F10 to begin the report. If the dates are
incorrect, enter in the correct dates and press Ctrl-Enter or
F10. Pressing Esc will return you to the menu.
The following information will be printed for each line item
of the report: the stock code, a description, the manufacturer,
the category and subcategory, minimum and maximum stock levels,
the quantity currently on hand, the last cost, and the number of
queries.
Order Entry Reports
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Track-It 2.01
This section covers the reports available under the order
entry section of available reports.
Outstanding Orders
The outstanding order report prints a list of items ordered
by customers but have not been delivered.
The outstanding order report reads straight through the
order entry data files to locate items still on order. For each
item still on order, the following information is printed: the
stock code, the order number it was ordered on, a partial
customer name, the date the order was created, a description, the
manufacturer, quantity ordered, quantity shipped, and the quoted
price.
After the report is finished, you will be returned to the
menu.
Summary / Detailed Order History
The summary and detailed order history reports are very
similar in function except for the way that the format in which
the information is printed.
The summary report prints a list of items and the quantity
of each item ordered that matches the selection criteria. Each
line item is printed only once, and the quantities ordered and
shipped are the total quantities for the entire period rather
than for one customer order. Because the report is a summary, no
price values are printed.
The detailed report prints a complete list of items exactly
as they appeared on individual customer orders. The quantities
printed are for that item on the individual order being examined.
Thus a stock code can appear many times on one report.
The detailed report also contains the prices at which each
item was quoted for a given customer order.
All of the selection criteria fields, with the exception of
the date fields, are treated as partial searches. For example,
if the beginning customer name was entered as "MA" and the ending
code entered as "TECH", then all customers that have last names
between "MA" and "TECH" will be included in the reports. The
longer the data entered in each field, the more specific the
report. Depending the information entered into each field, the
report produced can be very specific or very comprehensive.
The selection criteria ranges available are the customer
name, date of order creation, stock code, product category, and
product subcategory. Each of which range can be as detailed or
as broad as desired.
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If an field is left blank, then all data compared against
that field will be considered a match. This allows open ended
search criteria. If both the beginning and ending field for a
given criteria set are blank, then that criteria will not be
checked during the sorting of the data.
Enter in the criteria desired and press Ctrl-Enter or F10 to
accept the data and begin the report. A report will be printed
even if no data was found to match the criteria.
NOTE: The search criteria fields are not checked for
invalid ranges. If an ending field is entered that is lower than
the beginning field, or visa versa, then no data will fit the
criteria, and thus no information will be included in the report.
Reprint Order
The print function allows an individual customer order to be
reprinted.
When prompted for the order number to print, the number
entered must correspond to an order that is currently in the
order history. Entering an invalid order number will cause the
field to be cleared, and you will again be prompted to enter in
another order number.
Once a valid order number is entered, the order number,
customer name, and the order date will be displayed, and you will
be prompted to confirm that the order number entered is correct.
If the prompt is answer by a "N", you will be prompted to enter
in another order number. If the answer is "Y", the order
information will be retrieved and then printed.
After the order is printed, you will be returned to the P.O.
reports menu.
Purchase Order Reports
This section covers the reports available under the purchase
order section of available reports.
Backorder Report
The backorder report prints a list of items ordered but not
received.
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The backorder report reads straight through the purchase
order data files to locate items still on order. For each item
still on order, the following information is printed: the stock
code, the purchase order it was ordered on, the vendor order
from, the date the order was created, a description, the
manufacturer, category and subcategory, quantity ordered,
quantity received, and the items unit cost.
After the report is finished, you will be returned to the
menu.
Summary / Detailed Purchase History
The summary and detailed purchase history reports are very
similar in function except for the way that the format in which
the information is printed.
The summary report prints a list of items and the quantity
of each item purchased that matches the selection criteria. Each
line item is printed only once, and the quantities ordered and
received are the total quantities for the entire period rather
than for one purchase order. Because the report is a summary, no
price values are printed.
The detailed report prints a complete list of items exactly
as they appeared on individual purchase orders. The quantities
printed are for that item on the individual purchase order being
examined. Thus a stock code can appear many times on one report.
The detailed report also contains the prices at which each item
was purchased for a given purchase order.
All of the selection criteria fields, with the exception of
the date fields, are treated as partial searches. For example,
if the vendor beginning code was entered as "MA" and the ending
code entered as "TECH", then all vendors that have assigned codes
between "MA" and "TECH" will be included in the reports. The
longer the data entered in each field, the more specific the
report. Depending the information entered into each field, the
report produced can be very specific or very comprehensive.
The selection criteria ranges available are the vendor code,
date of purchase order creation, stock code, product category,
and product subcategory. Each of which range can be as detailed
or as broad as desired.
If an field is left blank, then all data compared against
that field will be considered a match. This allows open ended
search criteria. If both the beginning and ending field for a
given criteria set are blank, then that criteria will not be
checked during the sorting of the data.
Enter in the criteria desired and press Ctrl-Enter or F10 to
accept the data and begin the report. A report will be printed
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Track-It 2.01
even if no data was found to match the criteria.
NOTE: The search criteria fields are not checked for
invalid ranges. If an ending field is entered that is lower than
the beginning field, or visa versa, then no data will fit the
criteria, and thus no information will be included in the report.
Reprint P.O.
The print function allows an individual purchase order to be
reprinted.
When prompted for the purchase order number to print, the
number must be entered according to the following format.
The first four digits of the purchase order must be the four
digit calendar year in which the purchase order was created. The
year must then be followed, (without any spaces), with a dash.
The order number must immediately follow the dash.
The following are examples of valid purchase order numbers
to be reprinted:
1988-22
1990-89
1990-123456798
The following are examples of invalid purchase order
numbers:
1990 - 78
1977- 100
90-78
Once a valid purchase order number is entered, the order
number and the vendor will be displayed, and you will be prompted
to confirm that the order number entered is correct. If the
prompt is answer by a "N", you will be prompted to enter in
another order number. If the answer is "Y", the purchase order
information will be retrieved and then printed.
After the order is printed, you will be returned to the P.O.
reports menu.
Vendor Reports
There are two vendor reports available; selection and
sorting by vendor name, and selection and sorting by vendor code.
Upon entering either report, you will be prompted to enter
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Track-It 2.01
the range of vendors you wish to print, either by code or name.
Enter the vendor range and press Ctrl-Enter or F10. Pressing Esc
will back you out of the report and return you to the menu.
Customer Reports
This section of the manual covers all the functions related
to reports pertaining to customer information.
Customer Lists
Track-It provides two customer list functions; one sorted by
last name, and one sorted by the customer's zip code.
There are no options for this report other than the ability
to designate the beginning and last name for the report by name,
or the beginning and ending zip codes for the report by zip code.
The names and zip codes entered will be compared as partial
criteria, thus if the beginning name entered is "MA", then all
names that begin with the letters "MA" will be included in the
report. The same approach is taken for the zip codes.
By selecting the desired report, the customer list will be
printed sorted either by the last name, or by the zip code in
which the customer resides.
Note that the customer list that is sorted by zip code is
not sorted by name within a given zip code.
Mailmerge List
This report is a report that is printed directly to disk in
the same directory as the Track-It data files under the file name
of MAIL.LST. The report is a selective list of customers along
with their purchases in a format compatible with Wordstar
or WordPerfect mailmerge formats.
This list can be very helpful for contacting customers that
have purchased similar equipment or purchased within a specific
time frame. The merge list can be as specific or as diverse as
you prefer.
Enter in the prompted information in the fields presented to
you. Remember that all the fields will be treated as partial
name and code searches. When all the information is entered and
correct press Ctrl-Enter or F10.
After entering in the search criteria, you will be prompted
to enter the format of the merge. At the prompt, enter "WS" to
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Track-It 2.01
produce the report in a "Wordstar" compatible format, enter "WP"
to produce a report in a "WordPerfect" compatible format.
The order and maximum length of the merge fields is as
follows:
Last name [30]
First name [20]
Street address [25]
2nd line of street address [20]
City [15]
State [2]
Zip code [5]
Item purchased [20]
Date of purchase [10]
The mail list report can take a great deal of time, and is
best run when the system is not needed for an extended period of
time.
Purchases
The customer "Purchases" report is a non-printing report,
thus no printer output is produced.
When the customer purchases function is initiated, you will
be prompted to enter in the customers last name, or company name.
If the exact name of the customer is not known, a search by
partial name is possible. To search by partial name, enter in as
much of the name as possible immediately followed by a question
mark. An example of a valid name for a partial search is "MIL?".
If "MIL?" was entered, all customers that have the first three
letters of MIL in their last name would be considered matches and
be displayed for viewing. If no selections are found, then
reduce the number of letters before the question mark. This will
allow more customers names to match the search criteria.
Entering only a question mark will cause all customer names to be
displayed as a match.
After all the matches have been located, the upper left hand
of the working area will show the number of matches found, and
the number of the match currently displayed. The matches are
sorted by last name. Use the arrow keys to display additional
customers other than the one currently displayed.
After the correct customer match is located and displayed,
press Enter to retrieve the customer's purchase history, or Esc
to enter in another customer name.
Each line item invoiced for the customer is displayed in the
order that it appeared on the invoice. Each item will show the
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Track-It 2.01
date of purchase, the invoice number it was purchased on, the
items stock code, quantity purchased, and the price.
Use the page up, page down, and arrow keys to display
additional items.
To display the serial numbers of a serialized line item,
highlight the desired item and press enter. The serial numbers
and the corresponding stock numbers will be displayed. Pressing
Esc when the serial numbers are displayed will return you to the
list of items purchased.
Press Esc to return to the menu.
Zip Code Count
The zip code count provides a list of the zip codes in the
customer data file. This report was included in Track-It to
provide a rough geographical impression of where your customers
are coming from. This will allow you to determine where your
advertising and sales efforts are working, and where they need to
be intensified.
For each zip code that has more than one customer, the
following information is printed; the number of customers
residing in that zip code, the percentage of your customers in
that zip code, the zip code, city, and state which that zip code
is in.
The last line of the report shows the number of customers
that do not reside in a valid zip code or they were the only
customer in the zip code. A customer whose zip code was left
blank at the time of being entered into the system will be
counted as invalid zip codes.
Because the value printed for the percentage of customers in
an individual zip code is rounded, the total percentage of
customers included in the report may not equal exactly 100
percent.
Sales Reports
This section of the Track-It manual covers all sales reports
provided by Track-It.
Daily Sales
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Track-It 2.01
The daily sales report prints a list of all items sold on
the date entered.
There are no options for this report other than to change
the date of the report.
After the date is entered, Track-It will compile all
available sales information for the date entered. The printed
report will list each line item for all invoices created on the
desired date in the order in which they were entered on the
invoice.
Each line item will show the stock code of the item, a
description, the items manufacturer, the invoice number, the per
unit price, the quantity, calculated tax, the per item cost, and
the profit for the line item.
If the stock code is designated as serialized, each serial
number currently associated with the stock code and invoice will
also be printed. The cost of each serial number along with the
profit for each serial number will be printed instead of an
overall cost and profit for the line item.
The totals of each column for all serialized items will be
calculated and printed.
Under the serialized totals will be the column totals of all
items sold regardless of their serialized status.
It is highly recommended that a daily sales report be run
each night after closing to provide a secondary method of tracing
sales history.
Month to Date Sales
The month to date sales report is almost identical to that
of the daily sales report with the exception that it deals with a
larger time period.
When the function is started, you will be prompted to
confirm the displayed month or enter a different month. Press
enter to accept the current month. If the month entered is
already completed, such as the prior calender month, then all
sales within that month will be printed. If the current month is
selected, all sales within the current month will be included up
to the current date.
If a date is entered that is in the future, the report will
simply print that there were no sales and return as normal.
Daily Sales Summary
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Track-It 2.01
The daily sales summary report is identical in operation to
the daily sales report, but only displays the total sales volume
information on the monitor. The daily and month to date summary
reports were included to allow easy retrieval of sales
information without an extensive use of paper printouts.
The displayed data from the daily sales summary report is
simply the totals that would be printed at the end of the
detailed daily sales report. No information about specific
invoices or items is displayed.
When the information is no longer needed, press any key to
clear the screen and return to the sales report menu.
Month to Date Summary
The month to date summary report is identical in function to
the detailed month to date report except in the amount of detail.
The only information that is produced is simply the sales
totals that would be printed at the end of the detailed month to
date sales report. No information about specific invoices or
items is displayed.
When the displayed information is no longer needed, press
any key to clear the screen and return to the sales report menu.
Custom Sales Report
The custom sales report provides a means of determining the
quantity of specific items sold within a given period of time.
The first two edit fields allow you to enter the beginning
and ending names of the customers that you wish to include in the
report. All invoices that do not have customer names within the
range entered will be excluded from this report.
The second pair of edit field available to modify is the
beginning date of the report. This field is automatically set to
January first of the current year, and the ending field is
automatically set to the current date. If the beginning or
ending date is incorrect, enter in the desired dates. Track-It
will not allow an invalid date to be entered.
If a comprehensive report including all items sold within
the entered period of time, press Ctrl-Enter or F10 with all
blank fields to begin the report. If only a specific group of
items is desired, they can be selected by the stock code, the
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Track-It 2.01
product category, the product subcategory, or an combination of
the three criteria.
A pair of fields for a range is provided to allow the
selection of items to be linked to a range of salespeople.
Open ended criteria is also possible by leaving either the
beginning or ending fields blank. For instance, if the beginning
stock code is entered as "SX", and the ending field is left
blank, all items with the a stock code starting with the letters
"SX" through "XXXXXXXXXXXXXXX" will be included in the report.
Each line item on the report will include the stock code, a
brief description, the manufacturer, model number, the product
category, subcategory, and the quantity sold within the
designated period of time.
After the report is complete, you will have the opportunity
to reprint another copy of the report. If another copy is not
desired, you will be returned to the selection menu.
Custom Summary Sales
The custom summary sales report is similar to that of the
custom sales report with the exception that the data is
summarized.
The selection criteria available is identical to that of the
custom sales report.
Each line of the report includes the stock code, a
description of the item, the manufacturer, the category and sub-
category, the total quantity ordered, and the total quantity
shipped for all items that fit the criteria.
After the report is finished, you will be returned to the
reports selection menu.
Reprint Invoice
This report is simply a means by which an invoice can be
recreated if lost by the customer, or reprint if a mistake was
made when entering in the sales information.
When prompted, enter in the number of the invoice to be
reprinted. An invoice number that does not correspond to an
invoice in the current sales history will be rejected.
After the invoice is located, the last name of the customer,
and the date of purchase will be displayed. If the information
is correct, then answer "Y" to the prompt or press enter. The
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Track-It 2.01
invoice will be reprinted. If the invoice information is not
correct, then answer "N" to the prompt and reenter the correct
invoice number.
After the invoice is printed, you will be returned to the
report selection menu.
Options
This segment of the Track-It manual covers the functions
available under the options menu.
Batch Operations
This function allows the user to run several functions from
each of the programs segments. Most of these functions can take
extended periods of time, and thus have been included in the
batch option to allow them to run without user input whenever
time allows or after normal business hours.
Use the cursor keys to highlight each item in the batch list
and edit as necessary. Every function that is followed by a 'Y'
will be run in the order that they appear on the screen.
The only user input required after confirming the start of
the batch, is to confirm or enter in the correct month for the
MTD sales report.
It is recommended that the entire batch be run at the end of
each calendar month.
For more information about the individual functions called
from the batch function, refer to the owners manual.
Customization
Several items printed on reports and invoices are set by you
the user to allow customization of the program for your
particular store. These items can be specified under this
selection, as well as choosing the method of cost tracking.
To change this information, highlight the Options selection
at the opening screen and press Enter or type the letter "O" to
enter the options menu.
When the Options menu is displayed, highlight the option of
Customization and press Enter or "C" to enter the function.
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Track-It 2.01
Highlight the Cost calculation selection and press enter.
The current method of calculation will be displayed along with a
prompt to enter in the new method of calculation. Pressing Enter
or Esc will return you to the menu selection without changing the
option.
Choosing the last cost method will cause Track-It to track
only the last cost of a stock code. Choosing cost averaging will
cause Track-It to calculate and track the average cost of a stock
code.
Highlight the Edit Store Information and press enter. Enter
the information for your store in the corresponding fields
exactly as you would like to have it printed on the invoices that
you provide to your customers. Enter in all fields flush with
the left hand side of the editing field. Track-It will take care
of any centering or modification that are needed before printing
any reports.
Being a point of sale package, a majority of the sales will
be taxable. To save you the trouble of entering the tax rate on
each invoice, enter your local tax rate here. This tax rate will
be the default value for all invoices, but can be changed easily
for individual invoiced when they are created.
When all the fields are correct, press Ctrl-Enter or F10 to
temporarily save the changes.
Highlight the Invoice Disclaimer, Line 1 option and press
Enter. Edit the field to contain the first line of your invoice
disclaimer. Do not press return to move to the 2nd line, but
rather type through the wrapping as if both lines were on the
same line. You have up to 132 characters on the first line of
your disclaimer. Press Enter when you are done.
Highlight the Invoice Disclaimer, Line 2 option and press
Enter. Edit the field to contain the second line of your invoice
disclaimer. Do not press return to move to the 2nd line, but
rather type through the wrapping as if both lines were on the
same line. You again have up to 132 characters on the second
line of your disclaimer. Press Enter when you are done.
Highlight the Printer setup option to select the printers
installed on your system. Once you enter the function, press the
printer port that you wish to change, (1 for LPT1 or 2 for LPT2),
and then select the correct printer selection. If the printer
you use is not compatable with any of the printers listed,
selecting USER DEFINED will allow you to enter in the setup
strings for the printer. Press 'D' to change the default printer
port. When all is entered correctly, press 'S' at the port
selection screen to save the setup, or Esc to exit without saving
the changes.
If all the information is correct, highlight Save & Quit and
press Enter. The information is now permanently stored in the
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Track-It 2.01
system for future use. Any time the information changes, you can
use the same procedure to enter the changes.
Purge History
This segment of the Track-It allows the user to remove
outdated sales, purchase order, or order entry history from the
system to both recover drive space and increase the performance
of Track-It.
After selecting the data that you wish to purge, you will be
asked to enter the purge date. All history for the data that you
have selected that is dated earlier than the date you enter will
be removed from the system.
All the selections are the same as far as the date option,
with one exception. The sales purge function asks if you want to
retain serialized history. If you answer yes to this prompt,
only invoices that do not contain a serialized item can be
purged. This will preserve the sales history of serialized items
while removing non-tracable items.
The changes made by these functions are permenant, as Track-
It has no way to recover items once they have been purged.
Please make a backup prior to running any of these functions.
Sort & Index
This function provides a quick method or sorting all the
indexed information stored by Track-It and re-indexing without
having to initiate each sort and index individually for each
index.
All items tagged for purging will be removed during this
process.
If you have made it this far, you know most everything there
is to know about Track-It and how to operate it. We at
Millennium Software hope that this manual has been of some help
and worth your time to read it.
If you have found part of this manual to be incorrect or
simply not clear enough, please contact us, and we will attempt
to make any necessary changes.
If you have any problems, questions, or suggestions, we
would very much like to hear about them.
We wish you good fortune and prosperity in your business.
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