Shareware Grab Bag/Shareware Grab Bag.iso/005/inventry.arc/INVENT.DOC

Text File | 1984-08-12 | 157.9 KB | 3,487 lines

       Parts Inventory Control Tutorial and User's Guide     Version 1.0

       Contents


         TUTORIAL .................................................... 1

         1.0 Collecting the information.  ............................ 1

         2.0 How to plug it in.  ..................................... 2

         3.0 Fooling around .......................................... 3

         4.0 Starting from power off ................................. 3

         5.0 Where do we put the data?  .............................. 4
         5.1 Formatting diskettes .................................... 4
         5.2 Backup, what's backup?  ................................. 5

         6.0 Entering inventory data ................................. 5
         6.1 Computer mythology ...................................... 7
         6.2 What an inventory record looks like.  ................... 7
         6.3 Customizing ............................................. 9
         6.4 Enter the first record.  ............................... 10
         6.5 Sort - build index ..................................... 13

         7.0 Day to day activities.  ................................ 14
         7.1 Count .................................................. 14
         7.2 Order .................................................. 15
         7.3 Receive ................................................ 15
         7.4 Sell ................................................... 15
         7.5 Return from customer ................................... 16
         7.6 Return to supplier ..................................... 16
         7.7 Error recovery ......................................... 16

         8.0 History, sales and tax ................................. 17
         8.1 Run daily sales history update ......................... 17
         8.2 Run monthly sales history update ....................... 17
         8.3 Run monthly tax history update ......................... 18
         8.4 Run yearly sales history update ........................ 18
         8.5 Run yearly tax history update .......................... 19
         8.6 Edit sales history file ................................ 19
         8.7 Edit tax history file .................................. 19
         8.8 Update reorder level ................................... 20

         9.0 Printed reports ........................................ 20
         9.1 Master list ............................................ 20
         9.2 Orders ................................................. 21
         9.3 Under stock list ....................................... 21
         9.4 Over stock list ........................................ 21
         9.5 Count/orders ........................................... 21
         9.6 Sales history .......................................... 22
         9.7 Tax history ............................................ 22

         10.0 Summary ............................................... 22

         USER'S GUIDE ............................................... 23

         1.0 Introduction ........................................... 23

         2.0 What this program can do for you.  ..................... 23

         3.0 What you need to get started.  ......................... 24


       Parts Inventory Control Tutorial and User's Guide     Version 1.0

       Contents

         3.1 Computer system ........................................ 24
         3.2 Computer supplies ...................................... 24
         3.3 Parts information ...................................... 24
         3.4 Copy program to DOS diskette ........................... 24

         4.0 Starting the program ................................... 25
         4.1 From power off ......................................... 25
         4.2 From power on .......................................... 25
         4.3 Program menu ........................................... 25

         5.0 Option 1, "Format or Backup Diskettes" - DISKETTE ...... 25
         5.1 Formatting data and history diskettes .................. 25
         5.2 Backing up data and history diskettes .................. 26

         6.0 Option 2, "Define records, enter new records ..." - FILE 26
         6.1 "Enter tables and controls" - TABLES ................... 26
           6.1.1 Enter supplier names ............................... 27
           6.1.2 Enter manufacture names ............................ 27
           6.1.3 Enter default data ................................. 27
           6.1.4 Enter miscellaneous data ........................... 28
         6.2 Enter inventory records ................................ 28
           6.2.1 Inventory record field data ........................ 28
           6.2.2 Entering the data .................................. 29
         6.3 Build index ............................................ 31

         7.0 Option 3  - "Update Records" - RECORD .................. 31
         7.1 Option 1 - Count ....................................... 32
         7.2 Option 2 - Order ....................................... 32
         7.3 Option 3 - Receive ..................................... 33
         7.4 Option 4 - Sell ........................................ 33
         7.5 Option 5 - Return from customer option ................. 33
         7.6 Option 6 - Return to supplier option ................... 33

         8.0 Option 4 - "End of month, save history" - HISTORY ...... 34
         8.1 Options 1 through 5, periodic updates.  ................ 34
         8.2 Option 6 and 7 - Edit history file ..................... 34
         8.3 Option 8 - "Update reorder levels" ..................... 35

         9.0 Option 5 - "Print reports" - PRINT ..................... 35
         9.1 Master list ............................................ 36
         9.2 Orders ................................................. 36
         9.3 Under stock level ...................................... 36
         9.4 Over stock level ....................................... 36
         9.5 Count/order ............................................ 36
         9.6 Sales history .......................................... 36
         9.7 Tax history ............................................ 37

         10.0 Option 6 - "Utilities" ................................ 37
         10.1 Adjust selling price .................................. 37
         10.2 Exchange data ......................................... 37

         11.0 Recovery from errors .................................. 37
         11.1 Option 1 - Format or backup diskettes.  ............... 38
           11.1.1 Option 1 - Format (initialization) ................ 38
           11.1.2 Option 2 - Backup ................................. 38
         11.2 Option 2 - Define records, enter new records, ...  .... 39
           11.2.1 Option 2 - Enter tables and controls .............. 39
             11.2.1.1 Option 1 - Enter supplier names ............... 39



       Parts Inventory Control Tutorial and User's Guide     Version 1.0

       Contents

             11.2.1.2 Option 2 - Enter manufacture names ............ 39
             11.2.1.3 Option 3 - Enter default data ................. 39
             11.2.1.4 Option 4 - Enter miscellaneous data ........... 40
           11.2.2 Option 2 - Enter data records ..................... 40
           11.2.3 Option 3 - Build index ............................ 41
         11.3 Option 3 - Update inventory records.  ................. 41
           11.3.1 Option 1 - Count .................................. 41
           11.3.2 Option 2 - Order .................................. 41
           11.3.3 Option 3 - Receive ................................ 41
           11.3.4 Option 4, 5, or 6 ................................. 41
         11.4 Option 4 - Transfer data to history.  ................. 41
           11.4.1 Option 1 - Daily sales update ..................... 42
           11.4.2 Option 2 - Monthly sales update ................... 42
           11.4.3 Option 3 - Monthly tax update ..................... 42
           11.4.4 Option 4 - Yearly sales update .................... 42
           11.4.5 Option 5 - Yearly tax update ...................... 42
           11.4.6 Option 6 - Edit sales history file ................ 42
           11.4.7 Option 7 - Edit tax history file .................. 42
           11.4.8 Option 8 - Calculate reorder point and quantity ... 42
         11.5 Option 5 - Reports.  .................................. 42
         11.6 Option 6 - Utilities .................................. 43
         11.7 Option 7 - Return to DOS .............................. 43

         12.0 APPENDIX .............................................. 43
         12.1 Alternate backup procedure ............................ 43
         12.2 Format of diskettes ................................... 43
           12.2.1 Data diskettes .................................... 44
           12.2.2 Sales history diskettes ........................... 44
           12.2.3 Tax history diskettes ............................. 45
           12.2.4 DOS diskettes ..................................... 45
         12.3 Formulas used to calculate tax, cost of goods sold.  .. 46
         12.4 Memory partitions ..................................... 47
         12.5 Sort algorithm ........................................ 47




























       Parts Inventory Control Tutorial and User's Guide     Version 1.0


                      (C) Copyright Glenn D. Pooler 1984


       This program is distributed on an "as is" basis, without
       warranty either expressed or implied.

       who needs a program to track inventory of a parts and service
       business.  If you find the program of value, wish to be informed
       of new releases, and/or need help in using this program, send
       $50.00 to:

                                Glenn D. Pooler
                             3722 Second Street NW
                              Rochester, MN 55901

       Questions and reports of problems with this program can only be
       answered by mail, no telephone support is available.



       TUTORIAL

       If you are not experienced in using a data processing inventory
       control program, please read this tutorial before reading the
       User's Guide. Following the information in this tutorial will
       give you the experience you need to use the User's Guide.

       1.0 Collecting the information.

       The starting point for inventory control is an accurate count.
       Before you start, decide how to classify each item in your
       inventory. For example, you may group the parts according to
       replacement parts, helmets, clothes, accessories, batteries,
       tires, etc. The idea is to group like items so that you will be
       able to tell where you make the most profit and which groups
       deserve the most floor space. You will be able to print reports
       according to the classes you select. In other words, suppose the
       sale representative for a tire manufacture has a special deal on
       a discontinued line of tires. You run the stock level reports on
       the tire class and see that you are already overstocked.

       Now select the smallest class and count those items. After you
       have the program working well with one class, expand to all
       classes. As you count each item, beside the number on hand,
       record the selling price and the location where it's stored. For
       example, you have 15 oil filters stored on a display rack and 24
       oil filters stored in the service department. Record 39 filters
       at 3.95 each in location srm-srd (for showroom and service
       department, location is limited to 8 characters). If there is a
       part number available, record it and the manufacture of the
       part, e.g., 3008-1421, Twaki-su. Leave enough room next to each
       item to record information that you will later get from the
       invoices. Such as, purchase cost, shipping, supplier, quantity
       ordered, received date, etc.

       If you aren't concerned with location, or any of the other
       information mentioned, don't record it, record only the
       information you consider important.



       1.0 Collecting the information.                                 1       08-12-1984      Parts Inventory Control Tutorial      Version 1.0

       Don't record your large cost items (retail price over $5000).
       Their price and ordering requirements dictate that they should
       still be tracked by hand. You usually track high cost items by
       serial number, customer, and sales person, as well as the above
       information.

       After you have recorded all the information about each item you
       want to track, the next step is to get it into the computer.

       2.0 How to plug it in.

       The computer that is. Before you take it out of the boxes, some
       planning is needed. First, find a place that's not too dusty,
       doesn't get too hot in the summer, and is close to where you
       sell most of the parts. Find a table or counter that allows the
       operator to enter (on the keyboard) a lot of data without
       getting tired. Make sure there is enough room to read invoices
       and sales slips while typing. Remember that the printer need to
       get paper from a box, a small table often works well.

       When you bought the computer, you should have bought a couple of
       boxes of diskettes (10 each, try different certifications, e.g.,
       SSSD, DSSD, DSDD, to see which is the cheapest and will still
       format correctly) and a box of printer paper, the kind with
       green strips. The computer should have two double sided diskette
       drives and 256 KBs of memory.  The mono-chrome display works
       best for this program and DOS 1.1 is recommended as the
       operating system. Some sort of power line filter might also be a
       good idea.

       Follow the instructions on setting up your computer. If you have
       any doubts about what you are doing, call the dealer that sold
       you the computer for help. Make sure every thing is plugged in
       before you turn on the power. Especially make sure the
       mono-chrome display is properly connected, the shipping
       protectors are removed from the diskette drives, and the
       keyboard isn't plugged into the cassette plug.

       After you power on and the computer has checked itself out, put
       the DOS diskette in drive A (the one on the left). Now, either
       power off, wait a few seconds, and power on the computer, or
       press the keys marked Ctrl and Alt, then press the key marked
       Del. Release all keys. The screen will ask for the date. Enter
       the date, e.g., 12-31-86 for December 31st, 1986. When I say
       enter the "whatever," I mean type the information and then press
       the Enter key (the large one with the hooked arrow). The next
       information needed is the time, enter the current time, e.g., if
       it's one-thirty in the afternoon, type 13:30 and press the Enter
       key. The display should now show an A>.

       The first thing to do is back-up the Parts Inventory Control
       program diskette. Get a new diskette and put it in the B (right)
       drive, check the "Guide to Operations" manual if these terms are
       unfamiliar. Enter FORMAT B: /S. Note, don't include the period
       in the command, it's used to end the sentence. Respond to the
       computer messages, you can format as many as you need to back up
       other programs. After formatting the last diskette, remove the
       DOS diskette from the A drive and put in the Parts Inventory
       Control diskette, leave the last diskette formatted in the B
       drive. Enter COPY *.* B: /V. Wait for all the data to be


       2.0 How to plug it in.                                          2       08-12-1984      Parts Inventory Control Tutorial      Version 1.0

       copied.

       Remove both diskettes, put the program diskette in a safe place,
       and write (felt tip pen, no ball point) on the new diskette the
       name INVENT.  Put this diskette in the A (left) drive and enter
       INVENT. You can enter the name using lower case letters. The
       program menu should be displayed.  If you want to read the
       initial screen more carefully, hold down the Ctrl key and press
       the Num Lock key before the menu is displayed. This will freeze
       the computer, you can start it again by pressing any key.

       3.0 Fooling around

       This may be the first time you have used a menu driven program.
       The idea is to give you a list of things the program can do so
       you don't have to remember command names. In order to easily
       read the screen, the names of each option are shortened so they
       only jog your memory, they don't completely describe the
       operation. To get a more complete description, press the F1 key
       (upper left hand side of the keyboard).  This is called on line
       help, it doesn't tell you how to do something, it just describes
       what each option can do. If the program and this manual have
       been well written, you won't need any additional information to
       use the program.

       Notice at the bottom on the screen is ENTER - return. Press the
       Enter key and the menu will reappears. Now we will take a look
       at the first option.

       Enter 1. You have selected the DISKETTE menu. Notice there are
       only two options, format a new diskette and backup an inventory
       diskette.  Initialize means about the same as format, a small
       technical difference that format applies to new diskettes and
       initialize applies to both new and old diskettes. We will get
       back to these options, for now just press the Esc key (just to
       the right of the F2 key). This will return us to the previous
       display, i.e., the PROGRAM menu.

       Select option 7 (enter 7) to return to DOS. The display should
       be blank except for A> in the upper left corner. If everything
       has worked OK, you have a good program diskette and you know how
       to use the computer. If anything goes wrong with the program
       diskette, you will get an error message displayed. Discard the
       diskette and use the original program diskette your saved to
       create (copy) another program diskette to work with.

       4.0 Starting from power off

       If the computer isn't turned off, turn it off, we want to see
       how to start the program from power off. Put the program
       diskette in drive A (left) and turn power on. It doesn't matter
       if you leave diskettes in the drives or if you remove them while
       the computer is off, whichever is most convenient.

       A program called autoexec.bat is run whenever the computer is
       powered on, or whenever the Ctrl and Alt (Control and Alternate)
       keys are held down and the Del (Delete) key is pressed. This
       program first asks for the current date. It's very important
       that you enter the date correctly each time you power on the
       computer; this date is used in the program whenever your count,


       4.0 Starting from power off                                     3       08-12-1984      Parts Inventory Control Tutorial      Version 1.0

       order, receive, or sell an item. The date is entered mm-dd-yy
       (month, day, year).  For example, January 15, 1985 is entered
       1-15-85. This, unfortunately, is not the only way a date can be
       written. The government uses ddmmmyy and much of the world uses
       ddmmyy (15JAN85 and 15/1/85). The dates in this program use
       another form, yymmdd, which seems acceptable to all parties. You
       will probably never have to enter the date in this form, but it
       will be displayed and printed so you should be aware that it
       looks different then what you are used to.

       After you enter the date, the program will be loaded into
       memory. Wait for the PROGRAM menu to be displayed and then
       remove the program diskette; you won't need it again unless you
       select option 7, return to DOS.

       5.0 Where do we put the data?

       You need to store the inventory data on diskettes. We have three
       sets of data, the first is the data you gathered when you
       counted the inventory; the second is the sales data you put into
       the computer during daily transactions; and the third is the
       financial data needed for taxes.

       Before any data can be put on diskettes, the diskettes must
       first be formatted. When diskettes are manufactured, no
       information is recorded on them. When we want to use them, two
       kinds of information is needed; first, is the information needed
       by the disk drives to read and to write from the correct
       location, the correct amount of data; and second, is the data we
       want stored. To record the first, a special program, called a
       formatter, has to be run. This program can be found by selecting
       option 1 from the PROGRAM menu.

       If you enter 1 from the PROGRAM menu, the DISKETTE menu will be
       displayed. Enter 1 on this menu and you will be instructed to
       put a new diskette in drive B (right). This is the diskette to
       be formatted.  You can use old diskettes, but make sure there is
       nothing of value recorded on them.

       5.1 Formatting diskettes

       Press the enter key and wait for the program to complete. The
       display will indicate Initializing (indicating that all records
       are set to not in use) and display the cylinder being written.
       Data is recorded on tracks (concentrate circles), two tracks to
       a cylinder, forty (0 - 39) cylinders to a diskette. Each track
       has five sectors of 1024 bytes each. DOS uses 8 (1.1) or 9 (2.0
       and 2.1) sectors of 512 bytes each; they have to support more
       varied applications then we do.

       The display will return to the DISKETTE menu when the diskette
       is formatted, if the diskette couldn't be formatted, an error
       message will be displayed; use defective diskettes for some
       other purpose.  Continue formatting new diskettes until you have
       12 good diskettes.  Two will be used to enter your inventory
       data, two for a backup copy of your data, two for the sales
       history, two to backup the sales history, two for for the tax
       history and the last two to backup your tax history. When you
       are done, press the Esc key to return to the PROGRAM menu. Label
       the six diskettes, CURRENT DATA 0 - 4095, CURRENT DATA 4096 -


       5.0 Where do we put the data?                                   4       08-12-1984      Parts Inventory Control Tutorial      Version 1.0

       8190, &BD0T4, BACKUP DATA 4096 - 8190, CURRENT SALES HISTORY 0 -
       4095, CURRENT SALES HISTORY 4096 - 8190, BACKUP SALES HISTORY 0
       - 4095, BACKUP SALES HISTORY 4096 - 8190, CURRENT TAX HISTORY 0
       - 4095, CURRENT TAX HISTORY 4096 - 8190, BACKUP TAX HISTORY 0 -
       4095, and BACKUP TAX HISTORY 4096 - 8190, signifying the
       diskettes that will hold current and backup data, current and
       backup sales history, and current and backup tax history. Always
       use current diskettes for entering or updating your inventory
       and running the end of month, save history programs.

       5.2 Backup, what's backup?

       The previous paragraph was copied from the users manual. As you
       can see, it's a little too cryptic for new users. Lets start
       with why so many diskettes. Diskettes and computers are like
       anything else, they will eventually fail. They may fail early,
       factory defects, they may fail late, old age, or they may fail
       in between, bad luck. Old age for diskettes depends on how clean
       you keep the area where they are used; as a first guess, replace
       your data diskettes once a year and your history diskettes every
       five years. When a diskette fails, the program will go back to
       the previous menu and display an error message indicating which
       drive detected the error. You now need two things to recover,
       one a copy of the diskette that failed, and two, a list of all
       the changes made to that diskette since it was last backed up
       (copied). As we will later see when discussing the FILE options,
       we can recreate the failing diskette by entering just the
       changes make since the last backup. We will postpone the actual
       method of backing up diskettes until after we have entered the
       data from the first inventory class.

       Labels. There will be three types of diskettes, one set for
       current inventory records, one set for sales history, and one
       set for financial data. If you mix then up, the data may be
       damaged, so it's important that you always use the correct
       diskettes; the display will always state which diskettes to
       use.

       6.0 Entering inventory data

       How's your typing ability? Not too good, huh. Well here is your
       chance to get lots of practice; you are going to type all of the
       information you collected when you counted the inventory. If you
       don't feel up to that right now, we can just do a couple of
       items, and then come back to do the rest tomorrow.

       Assuming you are at the PROGRAM menu, press Esc as many time as
       necessary to get there, Enter 2 to select the FILE menu. Note
       the instructions at the top of the screen, use the diskettes you
       have just formatted and labeled. Enter 1 to "Enter tables and
       controls." The TABLES menu will be displayed, now enter 1 to
       select "Enter supplier names." Don't worry about having to go
       through so many menus to get the job done, these are seldom used
       options so they have been grouped together; the common options
       are more easily reached from the PROGRAM menu. You should now
       see a screen with space for 100 (0 - 99) supplier names. At the
       bottom of the screen will be the number 00 and the cursor (the
       flashing underline) will be at the start of the name field. The
       cursor shows you where the next character you enter is going and
       the highlighted block shows how many characters you can enter.


       6.0 Entering inventory data                                     5       08-12-1984      Parts Inventory Control Tutorial      Version 1.0

       Start with the supplier you do the most business with and key in
       (type) his name. The field is limited to 12 characters (letters)
       so abbreviate if necessary. If you use all 12 characters, or if
       you press the Enter key, the name you typed will move up to the
       00 position on the screen, the number at the bottom left will
       change to 01, and you can type in the next supplier name.

       What to do when you make a mistake. The fastest and most
       complete way of learning something is to make a few mistakes.
       Nothing is so well remembered as when it was done incorrectly.
       Mistake number 1, you realize you entered the wrong data for
       supplier 01 and you are currently at supplier number 12; use the
       back tab key (hold down the shift key and press the key just
       above the Ctrl key) to move the cursor to the number field, key
       in 01, the cursor will move to the blank name field, enter the
       supplier for number 01, the supplier number will change to 02,
       use the back tab key and change the number to 12. Mistake 2, you
       enter the wrong information (spelling or you wanted a capital
       letter) but you haven't exited (pressed Enter or typed 12
       characters) the field; use either of the backward pointing arrow
       keys on the right side of the keyboard to back up to the mistake
       and type the correct letter, use the forward pointing arrow
       (numeric pad 6, if a six is displayed, press the Num Lock key
       once) to get back to where you were when you discovered the
       error.

       When you have entered all the supplier names, turn on your
       printer.  Note at the bottom of the screen, "PrtSc - Print
       Screen." Hold down the shift key and press the PrtSc (just below
       the Enter key), release the key. If your printer supports the
       print screen option, you will have printed a list of suppliers
       and the numbers assigned to them.

       Now press the Esc key. You will have returned to the TABLES
       menu. If you use part numbers in your business, select option 2,
       "Enter manufacture names." The number associated with each
       manufacture will be prefixed (put on the front of) each part
       number as it is stored in the computer. This way we can find a
       part with a part number that is shared by more than one
       manufacture. If you don't use part numbers, skip this option.

       Enter the manufacture names the same as you did for the
       suppliers. If there is a natural relation between suppliers and
       manufactures, use the same number for both. When you have
       entered all the manufactures, print the screen and press Esc to
       return to the TABLES menu.

       Getting tired, time for a break? The next section on entering
       the default data is a little involved; lets shut down, get a cup
       of coffee and congratulate ourself on getting this far. Press
       the Esc key a couple of times until the PROGRAM menu is
       displayed, there will be a short wait while the the information
       you have entered is written to diskette. Now turn off the power!
       I didn't ask you to use option 7; you only need to use it if you
       are going to run another program and we (you, the computer, and
       I) deserve a little rest.






       6.0 Entering inventory data                                     6       08-12-1984      Parts Inventory Control Tutorial      Version 1.0

       6.1 Computer mythology


       Now that you have your feet up on the desk, drinking your
       favorite beverage, and wondering why you ever bought a computer
       in the first place; we should discuss some of the myths about
       computer.

       Care and feeding of the diskette drives. Some years back
       diskette drive were designed such that if you left a diskette in
       the drive and turned power off (or on) you might destroy some of
       the data. This is no longer the case. Also, diskettes used to
       vary widely in quality and some of the poorer ones cause the
       head to need frequent cleaning. This may still occur, but the
       solution isn't to use a diskette cleaning product, use better
       quality diskettes. Beyond cleaning the printer, computers
       haven't required preventive maintenance for many years.

       You may hear conflicting advice on how long to leave a computer
       on, some even recommend never turning them off. Perhaps during
       the warranty period you want to leave it on longer, but in
       general, if you are not going to use the computer for an hour or
       so, turn it off. If you are not going to use it within the next
       10 or 20 minutes, turn down the intensity of the display.

       Computer power is not measured in bits. Of all the factors that
       affect computer performance, the least influential is the data
       path width.  Much more important is processor speed, memory
       size, disk access time, and how well the program uses the
       computer resources. A fast printer is also needed.

       A computer is neither an overpriced calculator nor the possessor
       of true intelligence; a computer can be programmed to make
       rational decisions, but intelligence, as applied to humans, is
       still several decades away.

       Should I buy a service contract? Probably, if you use your
       computer most of the day, yes; if you use it only an hour or so
       a day, no.  However, if you are only using it an hour or so a
       day, you aren't getting your money's worth, it's time to look
       into some more applications.

       Well, back to work, lets see what a record looks like.

       6.2 What an inventory record looks like.

       Put the program diskette in drive A (left) and power on the
       computer, enter the current date, wait for the PROGRAM menu,
       replace the program diskette with the diskette labeled CURRENT
       DATA 0 - 4095 make sure the CURRENT DATA 4096 - 8190  diskette
       is in drive B (left) and select option 2, select option 1 from
       the FILE menu, select option 3 from the TABLES menu. This is
       what a record looks like. This one is special in that it is
       called a default record. When you enter a new record and you
       don't supply some of the information, the program get the
       missing information from this record. To make sure the default
       information is what you want, we will go through each field and
       explain what you might want to put in it.  The cursor should be
       positioned after Stock Class:. Note that the Record number field
       is displayed, but is not used with the default data.


       6.0 Entering inventory data                                     7       08-12-1984      Parts Inventory Control Tutorial      Version 1.0


       Since you are only going to enter a single class, type the two
       digits that are the easiest to remember, probably 00. The cursor
       will move to the supplier field. Assign the number that you
       entered for the supplier when you entered all the supplier
       names, hopefully you printed that screen. Do the same for the
       manufacture, if you are not using part numbers, use 00 for the
       manufacture. The supplier and manufacture numbers are for the
       most common items in the class you are going to enter. Now the
       cursor should be at the Index field.

       If you don't use part numbers, this field should be D for
       description; if you use part numbers but want to look up items
       by their description, use D; if you use part numbers and you
       want to look up items by part number, type P. Each item can be
       reference by either part number or description but not both, the
       default you choose should be the most likely choice. Note, there
       are no lower case letters used on this screen, when you type a
       lower case letter, the program changes it to upper case.

       The next field describes the item, it should be left blank, just
       press the tab right key to skip it. The same for part number.
       Location may or may not be the same for most members of this
       class, if it usually is the same, enter the location. If the
       current date is not the date you want to be used as the count
       data (it's supplied automatically), enter the date you counted
       the items, yymmdd, e.g., July 2nd, 1986 would be 860702. The
       units lost and the units on hand field should be left blank.

       If the units per pack is usually the same (1) for all items,
       enter this number. Note, you don't have to space over to the end
       of the field to enter a number, the number entered in any
       numeric field (only numbers allowed) is automatically shifted to
       the right until there are no blanks in the right most position
       of the field. If you want to change a number in a field, you can
       either enter the number and hold down the space bar until you
       exit the field; or you can use the arrow keys to get to where
       you want to make the change.

       The Calculate list price field should be Y if you operate on a
       fixed markup basis, or N if you don't want the program to
       multiply the cost/unit by the markup to provide the price/unit.
       We will get to how you enter the markup percentage when we
       discuss miscellaneous data. If you usually charge sales tax, use
       Y for the Calculate sales tax field; otherwise, use N.

       Except for the Order months field, the rest of the field can be
       left blank. If you only allow orders during certain months of
       the year, fill in the Order months field with those months. For
       example, suppose you only order helmets during October,
       November, December, January, and February; enter 120ND for
       January, February, October (note the zero, not an O), November,
       and December, respectably. The other positions should be blank.

       Now that we have the defaults entered, it should be emphasized
       that these are only defaults, you can always overtype any of
       them when you are entering an actual record. Now press the Home
       key, its 7 on the numeric keypad. This will move the cursor to
       the first (record number) field. Press the right tab once to get
       to the Stock class field. Use the F3 and tab keys to let the


       6.0 Entering inventory data                                     8       08-12-1984      Parts Inventory Control Tutorial      Version 1.0

       program know which fields you want to skip. These are the fields
       that you want to use the default data instead of entering new
       data. You will probably press the F3 key in the all but the
       following fields: Description, Part number, Location, Units on
       hand, Purchase cost, Cost/pack, and Price/unit.  Press the
       Scroll Lock (upper right corner) once and a tab key once.
       Notice at the lower left corner of the screen, Auto skip is
       displayed.  Use the tab key to go through each field to make
       sure the correct fields are being skipped. If any are incorrect,
       press the Scroll Lock key again to turn off auto skip and tab to
       the incorrect field. Use F3 to set skip and F4 to remove skip
       from a field. Press Esc when you are done, we will now get to
       the miscellaneous data.

       6.3 Customizing

       Before we start entering inventory data, we have one last step,
       entering the miscellaneous data. Select option 4 from the TABLES
       menu.

       We need to know what you would like printed at the top of each
       report.  Something like your name and address should be entered
       in the first field, there's room for 80 characters. The next
       fields are called printer control fields, one for the beginning
       of each page and line, and the end of each line and page. The
       defaults that come with the program are for the Epson MX-80
       printer, you probably have a different printer so you will have
       to consult your printer manual for the correct controls. Here's
       how to do it.

       Somewhere in your manual, probably in an appendix, the control
       codes will be listed in either decimal or hexadecimal. If they
       are in decimal, you will have to convert then to hexadecimal;
       the easiest way to convert is to use the Basic command:

       PRINT HEX$(n) where n is the decimal number you want to convert
       to hexadecimal. You will need to exit this program and select
       Basic operation, see your Basic manual, to perform these
       calculations.

       You need the codes for "set line spacing to 1/6 inch,"  "line
       feed," "carriage return," "advance to top of form," and if your
       printer doesn't accept 15 inch wide paper, "turn on compressed
       mode."

       If 1/6th inch line spacing isn't the default, enter the
       hexadecimal control characters for 1/6th inch in the start of
       page field; otherwise, leave it blank. If you have to use
       compressed mode to get 132 print positions per line, put the
       codes for compressed mode in the start of line field, put the
       carriage return and line feed controls in the end of line field
       (carriage return is optional). Finally, put the "advance paper
       to top on form" control in the end of page field. If these don't
       work, try other combinations, the print report programs sends
       these control fields to the printer according to the named
       fields.

       If you have an Okidata M-93 printer the fields will be:

       000000  000000  0D0A00 0C0000


       6.0 Entering inventory data                                     9       08-12-1984      Parts Inventory Control Tutorial      Version 1.0


       After the printer control fields comes the markup, tax, and
       adjust fields.

       If you want the program to calculate the list price, you need to
       supply the markup rate. Type the percent you want to multiply by
       in the named field, e.g., 50% markup would multiply by 150%,
       type 1500 (the displayed number is 10 times the needed percent).
       Similarly, if you want the sales tax calculated, enter the tax
       rate, e.g., 4.75% would be 0475 (the displayed number is 100
       times the needed percent).

       One last thing and we are done with this option. Do you have a
       policy of discount for cash, add 3% for credit card sales, 20%
       off for dealers, etc.? If so, you can use the F5 and F6 keys
       when selling to automatically calculate these adjustments. For
       example, let F5 be add 3% and F6 be reduce by 20%, type 1030 in
       the F5 adjust field and 0800 in the F6 adjust field.

       Press Esc until you are back to the PROGRAM menu, remember we
       have to wait for the diskette to be written. In the next lesson
       we will actually start to enter inventory data. You're probably
       thinking one of two things, either "it's about time," or
       "what'ya mean, we."

       6.4 Enter the first record.

       Make sure you have the data diskettes loaded. Assuming that you
       are at the PROGRAM menu, enter 2 to get the FILE menu, enter 2
       to get the first record. The screen looks like the default
       screen, the cursor should be at the stock class and the auto
       skip should not be displayed in the lower left corner; if it is
       displayed, the cursor should be at the first non-skip field,
       probably the description field. If auto skip isn't displayed,
       press the Scroll Lock key and the right tab key, the cursor will
       advance to the first non-skip field.

       If the cursor is at the description field, type in the
       description. If the index field is set to D, the program will
       later find this record by comparison with the description you
       then type in; be sure to be consistent in how you type
       descriptions. For example, suppose you are describing tires, you
       could use a description of TIRE DUNLOP K127, or you could use
       DUNLOP H4.00-18 K127, or any of several other ways, but be sure
       to enter all members of a class the same way. Note, there is not
       enough room to type the full description in the description
       field, but tires don't have part numbers, so continue the
       description in the part number field, e.g., TIRE DUNLOP K127
       followed by H4.00-18 in the part number field.

       Similarly, if the index field is P for searching by part
       numbers, keep the way you type part numbers consistent. It's
       still a good idea to keep the description consistent in case you
       decide to change the index to D. The description field is
       limited to 20 characters and the part number field to 16. Notice
       that the data can be typed in upper or lower case but is always
       displayed in upper case (folded).

       After these fields, the next field you chose not to skip is
       probably the units on hand field. Before typing a number, try to


       6.0 Entering inventory data                                    10       08-12-1984      Parts Inventory Control Tutorial      Version 1.0

       type a letter, the beep tells you that letters aren't allowed in
       this field. There are other restrictions (e.g., only a Y or N is
       allowed in the calculate tax field), that you will discover if
       you make a keying error. Type the number of items you counted in
       the units on hand field and exit the field with the tab key (if
       you had over 999 units on hand, the field will be automatically
       exited).

       The next field is units/pack, this may be a skipped field, if
       not, type in the number. Units/pack describes how you normally
       order this item e.g., the manufacture packs 24 cans per case.

       The next field that probably is not skipped is the cost/pack
       field. If you choose to type in any of the intervening fields,
       here is a description of what they are used for.

       Date counted: The current data is supplied by the program
       (yymmdd). It's the date you last counted the item.

       Units lost: Sometimes called shrinkage, this is the difference
       between how many should have been on hand and how many were
       counted, no negative numbers (overage) are allowed.

       Calculate list price: Set to N if you don't want the Price/unit
       set equal to the markup times the cost/pack.

       Calculate sales tax: Set to N if you don't want the Sales tax
       collected set equal to the tax rate times the total receipts.

       Reorder level: This is the stocking level at which you want to
       place a new order. Set this so that the order arrives just as
       you sell the last item in stock (depending on your financial
       state, you might want to allow a safety level in case you aren't
       psychic).

       Reorder quantity: This is the number of packs to reorder when
       the reorder level is reached. Consider any price breaks the
       supplier may give, does he pay shipping for large orders, how
       much money do you want to tie up in this item, are out of stock
       items hurting other sales, etc.

       Order date: If there are items on order, this is the date they
       were ordered; if not, this is the date the last order was
       received.

       Units on order: Note, it's units, not packs, you may have
       ordered less than a pack.

       Extra orders: This is the number of times you have had to order
       this item when it wasn't the most economical time to do so. For
       instance, ordering less than a pack, having to pay shipping when
       a larger total order would have been shipped free, having to
       telephone the supplier for this item, needing special delivery,
       etc.

       Order months: If the item only sells well during a particular
       season of the year, you don't want to order replacement items at
       the end of the season. Fill in the months so that the last order
       will satisfy the season and you won't carry inventory between
       seasons.  Again, it helps to be psychic.


       6.0 Entering inventory data                                    11       08-12-1984      Parts Inventory Control Tutorial      Version 1.0


       Purchase cost: This comes from the invoice, make sure it's the
       actual price you paid after discounts and penalties. It and the
       shipping cost are used to determine average cost, selling price,
       and tax liability.

       Shipping cost: Shipping costs should be prorated across all
       items received in an order. If you aren't sure how to divide the
       cost, apply most of it to the items that sell the fastest,
       better to deduct the cost of selling an item this year rather
       than next.

       Cost/pack: This is the average cost/pack. For the initial entry,
       it's the purchase plus shipping for one pack. When orders are
       received with stock still on hand, the cost will be a weighted
       average between the new cost and the old.

       Lost sales: Each time a customer wants to buy this item, you
       don't have it in stock, and he won't wait for you to order it,
       add one to this field. It will cause the reorder point to be
       increased the next time you run the program that calculates
       reorder information. Extra orders does the same to the reorder
       quantity.

       Units returned: This field keeps the units received, lost, and
       sold fields in balance. You may have noticed there isn't a units
       received field, easier to balance that way. It's also helpful in
       tracking quality problems.

       Units sold: This, along with units lost and returned, are last
       years plus this year to date sales. If you sold an item last
       year and the customer returned it this year, the inventory still
       should balance, so we save over a years sales history. The
       actual sales by month and year are saved on the sales history
       diskette.

       Last date sold: Useful if you haven't sold one in a long time.
       Normally supplied by the program each time you register a sale.

       Price/unit: If you set N in the Calculate list price field, you
       will have to type in the selling price. Even if you typed a Y in
       the Calculate list price field, you should still check this
       field, you may want to adjust the price to a more effective
       price, e.g., change 2.01 to 1.99 or change 1.87 to 1.89.

       Total receipts: This field is automatically supplied by
       multiplying the units sold by the price/unit. Change if not
       correct.

       Sales tax collected: If Calculate sales tax is a Y, this field
       will be the product of the tax rate and the total receipts.

       This completes the inventory records, we will later discuss the
       sales and tax history records. Before we go any farther, you
       will need to know how to edit (add, change, or remove data)
       these records. First, remember that the numeric fields are
       automatically right adjusted (shifted right until no blanks
       remain). There are numeric fields that only accept numbers,
       alpha-numeric fields that accept all characters but fold lower
       case letters to upper case, and special fields that only accept


       6.0 Entering inventory data                                    12       08-12-1984      Parts Inventory Control Tutorial      Version 1.0

       a small number of characters, Y, N, P, and D. If you type all
       the characters that a field allows (get to the end of the
       highlighted block), the cursor will automatically move to the
       next field. If you complete a field before reaching the end, use
       the tab key to advance to the next field. If you want to get to
       the last non-skip field (assuming auto skip is on), press the
       End key; to get to the first field, Record number, press the
       Home key. When you exit the last field, or press the Enter key,
       the record will be saved in memory and the next record will be
       displayed; note the record number increases by one
       (increments).

       To correct a record you have already entered, use the Home key
       to get to the Record number field and type in the number of the
       record you want to change. The record will be displayed. If you
       want to leave a few records for future use, change the Record
       number to whatever new record you want to use. When you are
       done, use the Esc key to return to the FILE menu. The records
       are written in groups of 64, or when you exit the FILE menu.

       Note the function key description at the bottom of the screen.
       The F3 and F4 work the same as when you entered the default
       data, you could have postponed using them until now. The new
       keys are F2 and F8. F2 deletes (erases) a record. There is no
       way to recover this record except to either re-type it or copy
       the backup diskette to the current diskette. Use F2 only when
       you remove a part from inventory, and then only after it no
       longer needs to be included in tax or history reports. F8 is
       used when you have entered a number of records and you want to
       find the next unused record; the diskette will be searched,
       starting with the next record number, until an unused record is
       found. The diskettes hold 8191 (0000 - 8190) records.

       Typing inventory records can be tiring if your typing ability is
       not too good. Try to divide the work so you only enter one class
       at a time; then start using the class to record you normal
       transaction (order, sell, etc.). You should also print some of
       the reports, especially the master report, you will probably
       find a lot of keying errors. Before using the data you have
       entered, you need to sort the indexes.

       6.5 Sort - build index

       Option 3 of the FILE menu is build index. This program looks at
       each record, if the index is built with the description, it save
       the first 18 characters and the diskette location of the record;
       if the index is built with the part number it save the part
       number instead of the description. These parts of the record are
       called the index, similar to the information saved in a table of
       contents. The index is then sorted and saved on diskette. When
       you need to look up a record in the RECORD option, to be
       discussed next, rather than search the diskettes, the index is
       searched. Since the index is in order, it is a very quick search
       (called a binary search). The index is saved in memory so only
       one diskette access (read) is required to get the required
       record. The entire track that the record is on is saved in
       memory until the space it occupies is needed by another track,
       or until you exit the RECORD option.

       Always run the build index option after adding new records,


       6.0 Entering inventory data                                    13       08-12-1984      Parts Inventory Control Tutorial      Version 1.0

       deleting records, or changing the index (description or part
       number) of a record. The program is quite fast, so if in doubt,
       run the build index program. Now lets get to the fun part, the
       RECORD option.

       7.0 Day to day activities.

       After the initial inventory is on diskette, it will have to be
       changed each time you count, order, receive, sell, get a return
       from a customer, or return an item to a supplier. These options
       are found by selecting option 3 from the PROGRAM menu.

       All of these options have the following in common. To actually
       record a transaction, you must press the Enter key. When the
       cursor gets to the last field where data can be entered, it
       won't go any further; use the back tab or Home key if you want
       to correct any field you have already typed. The record is
       selected by either, typing in the description, typing in the
       manufacture number and part number, or typing in the record
       number. If you can't remember all of the description or part
       number, type in as much as you can remember, the program will
       find a record that comes as close to the information you entered
       as can be found. Now use the up or down arrow keys (8 and 2 on
       the numeric key pad) to search the nearby records until you find
       the one you want. If the computer beeps, you have reached the
       end of the records available.

       Have the printer turned on. When you find the record you want,
       enter the data required, and press the Enter key, most of the
       information (limited to one print line) you entered will be
       printed. This is called an audit trail, you can use this
       information to find errors in entering data or to recover from
       diskette failures. The first number printed is the option you
       selected from the RECORD menu, the second number is the record
       number.

       You do not have to advance through all field unless you want to
       override the calculated fields or change the default data. Until
       you are familiar with these calculations and defaults, it's a
       good idea to go through all fields. If the program can't process
       a field because it will cause a calculated field to be to big to
       be saved, a beep will sound and the program will return to the
       RECORD menu with an overflow error message; the data has not
       been changed.

       7.1 Count

       Now lets try the first option, count. This option is selected
       after you have counted you inventory and want to record any
       shrinkage (losses). Since you just counted the inventory, here's
       a chance to check how well you entered the counts.

       The first field, date counted, cannot be entered from this
       option, it is supplied by the program. If the date in any of
       these options is incorrect, cancel the option, get back to DOS,
       option 7 of the PROGRAM menu, and enter the command, DATE. Enter
       the correct date and get back to the option where you discovered
       you error.

       The next field is the units on hand, enter the number counted.


       7.0 Day to day activities.                                     14       08-12-1984      Parts Inventory Control Tutorial      Version 1.0

       If there has been a loss, the next field, units lost will be
       updated. If you don't want to change the location field, press
       the Enter key to record the count transaction. If you press the
       Esc key or an arrow key, no new data will be saved.

       7.2 Order

       The next option is Order, use Esc to return to the RECORD menu
       and select option 2. Enter the index or record number. The lower
       part of the display will show the following fields, the first
       five can't be changed from this option.

       On hand, check this field to make sure you really want to order
       this item. Lost sales, this alerts you to a greater customer
       demand than you anticipated. Units/pack give the information you
       need to place orders by the pack, usually more economical then
       by part of a pack.  Order date, supplied by the program, today's
       date.

       The next fields can be entered. On order, decide on one of three
       ways to use this field; one, use this option when you discover
       that you need to order an item, then at the end of each day, run
       the Orders report from the PRINT menu to find the items that
       need to be ordered; two, use this option after you place an
       order; three, don't use this option at all, use the receive
       option to record both the order and the receipt of the order.

       If this is a normal order, do not enter anything in the Extra
       order field; if not, enter a 1 to indicate that this is not the
       most economical time or quantity. The last field gives you a
       chance to change the supplier number.

       7.3 Receive

       After entering the index or record number, the following fields
       will be displayed, first the ones that can't be typed. Location,
       where to store the received items. Units/pack, how many units
       should be in each pack. Date, today's date.

       The fields you can type are: Units received, note, this is
       units, not packs. On order, the program automatically updates
       this field, but doesn't allow negative quantities. Purchase
       cost, get this from the invoice, we need it to calculate the
       selling price and to find the cost of goods sold for income tax
       purposes. Shipping cost, added to purchase cost to determine the
       cost of an item, we keep it separate so it is easier to enter
       and to show where some savings may be had if you can reduce or
       eliminate shipping costs by placing larger orders.  Average
       cost/pack, calculated as a weighted average of new cost with the
       old average cost. Price/unit, your selling price.

       7.4 Sell

       Information fields, can't type into them, are: Location, where
       to find the item. Date, program supplied current date.
       Price/unit, list price, this can temporarily be change with F5
       and F6. The display price changes, but the old price remains on
       the diskette. If F5 or F6 are used, the cursor will be
       positioned at the Units sold field.



       7.0 Day to day activities.                                     15       08-12-1984      Parts Inventory Control Tutorial      Version 1.0

       Update fields, you can change these, the only required field is
       the first, units sold. Units sold, enter the number you sold,
       the next field, total receipts will be calculate. If the
       Calculate sales tax field was a Y, the sales tax will also be
       calculated. If you are selling the item at the list price, you
       only have to enter the quantity sold, the receipts and tax will
       be updated automatically. If you get to this screen before
       selling the item and find an insufficient quantity of hand, and
       the customer won't wait for you to order the item, enter a 1 in
       the lost sales field.

       Note at the bottom of the screen, two new F keys, F9 and F10 are
       described. Also note the accumulate sales at the lower right on
       the screen. Each time you enter a sale, the accumulated sales
       total is increased by the sale. To return this field to zero,
       press the F9 key.  If you want to estimate sales (a customer
       might want an estimate for an insurance report), use f9 to zero
       the accumulator and use F10 instead of the Enter key to record
       the estimate. When you have all the items in the estimate,
       record the estimate, and press F9 to clear the accumulator. If
       you have the printer on, the items will be recorded with the
       notation, NO SALE. The accumulated total will also be printed.

       There are two informational fields at the end of this display,
       units on hand and units on order.

       7.5 Return from customer

       The first two fields are for your information only, they can't
       be typed into. Location, where to put the item. Price/unit, the
       list price, you may have adjusted the price with F5 or F6, they
       can also adjust the refund price.

       The next field is for the number of units returned. Enter the
       purchase price and sales tax refunded in the next fields, if the
       provided values aren't correct.

       There is one informational field at the end of this display,
       units on hand.

       7.6 Return to supplier

       The final option is for items returned to your supplier. The
       first field can't be typed into, it show how many units are on
       hand. Type the number of units returned in the next field. Put
       the cost you expect to get back from the supplier in the
       Purchase cost field, you may want to wait until you actually get
       the credit. The last field is shipping, this isn't a refund, but
       what it costs you to return the item.

       7.7 Error recovery

       You entered a transaction and later discovered you made a
       mistake, wrong item, wrong quantity, etc. To recover, you can
       use the same program as when you first entered the inventory
       record. Select option 2 from the PROGRAM menu to get the FILE
       menu, select option 2, Enter inventory records. Use the Home key
       to get to the Record number field, type the record number, found
       on the printed audit trail, and the record in error will be
       displayed. Change the record to the correct data.


       7.0 Day to day activities.                                     16       08-12-1984      Parts Inventory Control Tutorial      Version 1.0


       8.0 History, sales and tax

       We need to take a snapshot (save the sales and financial data)
       periodically (usually monthly) to be able to see how sales our
       changing and what your tax liability is. The first history
       update is saving the daily sales. Select option 4, End of month,
       save sales and tax history, from the PROGRAM menu, select option
       1 from the HISTORY menu.

       8.1 Run daily sales history update

       Anytime you want to update the sales history diskette with the
       latest date sold, list price, units on hand, and units on order,
       run this program. It doesn't update the monthly or yearly sales,
       run the corresponding update program (below) to update these
       fields.

       If CURRENT DATA 0 - 4095 in drive A has a read failure, create a
       new CURRENT DATA 0 - 4095 from BACKUP DATA 0 - 4095. Re-run the
       daily sales history update.

       If CURRENT DATA 4096 - 8190 in drive A has a read failure,
       create a new CURRENT DATA 4096 - 8190 from BACKUP DATA 4096 -
       8190 Re-run the daily sales history update using CURRENT DATA
       4096 - 8190 in place of CURRENT DATA 0 - 4095 and CURRENT SALES
       HISTORY 4096 - 8190 in place of CURRENT SALES HISTORY 0 - 4095.
       Cancel the operation after the diskettes have been updated, the
       display requests CURRENT DATA 4096 - 8190 and CURRENT SALES
       HISTORY 4096 - 8190.

       If CURRENT SALES HISTORY 0 - 4095 in drive B has a write
       failure, create a new CURRENT SALES HISTORY 0 - 4095 from BACKUP
       SALES HISTORY 0 - 4095. Re-run the daily sales history update.

       If CURRENT SALES HISTORY 4096 - 8190 in drive B has a write
       failure, create a new CURRENT SALES HISTORY 4096 - 8190 from
       BACKUP SALES HISTORY 4096 - 8190. Re-run the daily sales history
       update using CURRENT DATA 4096 - 8190 in place of CURRENT DATA 0
       - 4095 and CURRENT SALES HISTORY 4096 - 8190 in place of CURRENT
       SALES HISTORY 0 - 4095. Cancel the operation after the diskettes
       have been updated, the display will requests CURRENT DATA 4096 -
       8190 and CURRENT SALES HISTORY 4096 - 8190.

       8.2 Run monthly sales history update

       On the first business day of each month the sales for that month
       should be saved. Follow the displayed instructions to use the
       data and sales history diskettes. If a diskette error occurs,
       follow the following procedure.

       If CURRENT DATA 0 - 4095 in drive A has a read failure, create a
       new CURRENT DATA 0 - 4095 from BACKUP DATA 0 - 4095 and restore
       CURRENT SALES HISTORY 0 - 4095 from BACKUP SALES HISTORY 0 -
       4095 Re-run the monthly sales history update.

       If CURRENT DATA 4096 - 8190 in drive A has a read failure,
       create a new CURRENT DATA 4096 - 8190 from BACKUP DATA 4096 -
       8190 and restore CURRENT SALES HISTORY 4096 - 8190 from BACKUP
       SALES HISTORY 4096 - 8190 Re-run the monthly sales history


       8.0 History, sales and tax                                     17       08-12-1984      Parts Inventory Control Tutorial      Version 1.0

       update using CURRENT DATA 4096 - 8190 in place of CURRENT DATA 0
       - 4095 and CURRENT SALES HISTORY 4096 - 8190 in place of CURRENT
       SALES HISTORY 0 - 4095. Cancel the operation after the diskettes
       have been updated, the display requests CURRENT DATA 4096 - 8190
       and CURRENT SALES HISTORY 4096 - 8190.

       If CURRENT SALES HISTORY 0 - 4095 in drive B has a write
       failure, create a new CURRENT SALES HISTORY 0 - 4095 from BACKUP
       SALES HISTORY 0 - 4095. Re-run the monthly sales history
       update.

       If CURRENT SALES HISTORY 4096 - 8190 in drive B has a write
       failure, create a new CURRENT SALES HISTORY 4096 - 8190 from
       BACKUP SALES HISTORY 4096 - 8190. Re-run the monthly sales
       history update using CURRENT DATA 4096 - 8190 in place of
       CURRENT DATA 0 - 4095 and CURRENT SALES HISTORY 4096 - 8190 in
       place of CURRENT SALES HISTORY 0 - 4095. Cancel the operation
       after the diskettes have been updated, the display will requests
       CURRENT DATA 4096 - 8190 and CURRENT SALES HISTORY 4096 - 8190.

       8.3 Run monthly tax history update

       This option is actually misnamed, it should say run periodic tax
       history update; however, a good practice is to run this option
       immediately following the monthly sales update. It needs to be
       run between successive order receives that have different
       cost/pack for the same item. For example, suppose you receive an
       item on July 20th at a cost of 22.40 per pack. You receive
       another order for the same item on September 5th at a cost of
       23.80. To keep the tax information correct, the monthly tax
       history update should have been run at least once between these
       dates.

       If you have a diskette error when running this option, recover
       as in the monthly sales update.

       8.4 Run yearly sales history update

       Yearly updates differ in two important ways from monthly
       updates; one, data is written to both the data and the history
       diskette, and two, the sales update must be run before the tax
       update (if you are not using this program for tax information,
       you don't need to use either the monthly or yearly tax updates;
       however, the financial fields on the data diskettes will
       eventually overflow; therefore, you should, at least, run the
       yearly tax update program).

       These programs don't have to be run on January 1st, run them the
       first thing on the first working day of your fiscal year. Do not
       run the monthly update programs for this month, the yearly
       update programs include the monthly updates.

       The yearly sales program saves the year's total sales and sets
       the sales field on the data diskette to the previous years
       total. The reason for always keeping last year sales on the data
       diskette is to allow an item purchased last year to be returned
       this year and the sales data will be correct. The following
       fields on the data diskette are also changed to reflect last
       year's totals; lost sales and customer returns.



       8.0 History, sales and tax                                     18       08-12-1984      Parts Inventory Control Tutorial      Version 1.0

       Since data is being written to both diskettes (data and
       history), the following recovery from diskette errors differs
       somewhat from the monthly recovery procedure.

       If CURRENT DATA 0 - 4095 in drive A has a read or write failure
       or CURRENT SALES HISTORY 0 - 4095 in drive B has a read or write
       failure, create a new CURRENT DATA 0 - 4095 from BACKUP DATA 0 -
       4095 and restore CURRENT SALES HISTORY 0 - 4095 from BACKUP
       SALES HISTORY 0 - 4095 Re-run the yearly sales history update.

       If CURRENT DATA 4096 - 8190 in drive A has a read or write
       failure or CURRENT SALES HISTORY 4096 - 8190 in drive B has a
       read or write failure, create a new CURRENT DATA 4096 - 8190
       from BACKUP DATA 4096 - 8190 and restore CURRENT SALES HISTORY
       4096 - 8190 from BACKUP SALES HISTORY 4096 - 8190 Re-run the
       yearly sales history update using CURRENT DATA 4096 - 8190 in
       place of CURRENT DATA 0 - 4095 and CURRENT SALES HISTORY 4096 -
       8190 in place of CURRENT SALES HISTORY 0 - 4095.  Cancel the
       operation after the diskettes have been updated, the display
       will requests CURRENT DATA 4096 - 8190 and CURRENT SALES HISTORY
       4096 - 8190.

       8.5 Run yearly tax history update

       After you have completed the yearly sales history update, run
       the next option, using diskettes CURRENT DATA 0 - 4095, CURRENT
       DATA 4096 - 8190, CURRENT TAX HISTORY 0 - 4095, and CURRENT TAX
       HISTORY 4096 - 8190. If there are diskette errors, recover as in
       yearly sales history update.

       You now have all the information needed to analyze your
       inventory.  However, if this is the first yearly update, we are
       missing the information from previous years. If you have this
       information and you want to record it on the history diskettes,
       you can do so with the next two options. There is no requirement
       that you do so, but the additional data will give you more
       complete reports.

       8.6 Edit sales history file

       You can use this option to fill in past year's sales and correct
       monthly sales. You enter or change data the same as in the Enter
       inventory records in the FILE option. The non-skip fields are
       preset to just the last two year's units sold field but you can
       change the skip fields with F3 and F4, the same as you could
       when you entered inventory records. The new skip fields will not
       be saved between times you use this program. Also, the F8, find
       unused record, isn't used with this option.

       All the fields on the diskette are not displayed, the other
       fields are copied from the data diskette; if you want to change
       them, change them on the data diskette.

       8.7 Edit tax history file

       You can change the tax fields the same as you changed the sales
       fields in the previous option. There are many more displayed
       fields. The non-skip fields are still set to the last two year
       sales.



       8.0 History, sales and tax                                     19       08-12-1984      Parts Inventory Control Tutorial      Version 1.0

       Don't rely on the printed tax information until you have either,
       entered the previous years financial information, or you have
       been using this program for two yearly tax updates.

       8.8 Update reorder level

       You have three choices, one, don't use the reorder information
       and make your order choices from the count/order printed report;
       two, provide your own reorder level and quantity (use the order
       option from the RECORD option or the enter inventory data option
       from the FILE option); or three, let the program calculate the
       reorder information from the sales history.

       If you choose to have the program calculate the reorder
       information, use this option. The accuracy of the calculation
       depends on the number of months you have been making monthly
       sales updates. Wait a few months before using this option. If
       you have seasonal items, make sure these months are during the
       normal selling season.

       Recovery from diskette errors is different from the previous
       procedures because this option takes data from both diskettes
       but only writes to the data diskette in drive A; therefore, if
       there are any errors, replace the data diskette with a copy from
       the backup and re-run the part of the program that was in
       error.

       9.0 Printed reports

       Why reports? Two reasons, they provide an alternate way of
       looking at your inventory data, and you can make notes on them.
       For example, you are trying to decide which items you want to
       display in your showroom versus which items to keep in the stock
       room. Run the sales history report and mark the items that have
       the most sales, display these and move the rest to the stock
       room, you may also decide to discontinue some of the poor
       selling items. As you go through the report, you can make notes
       such as, must display, display only if room available,
       discontinue, move to stockroom.

       Let's take a look at each report and how you might use it.

       9.1 Master list

       It would be nice if we could list all the inventory information
       on one report; however, we are limited by 132 column printers
       and the need to easily find information. The master list reports
       on the most important information from the data diskettes. Run
       this report after you have make significant additions to the
       data diskettes. You can find key entry errors, and you can use
       this report to monitor day to day operations. Just print out the
       classes of interest.

       The average value field is totaled, useful for insurance
       purposes, or to estimate how much you have invested in
       inventory.

       If you have trouble printing a report, here is a checklist of
       things to do to print a report.



       9.0 Printed reports                                            20       08-12-1984      Parts Inventory Control Tutorial      Version 1.0

       1.  Make sure you have the correct diskettes loaded (labels
           match the displayed prompt).
       2.  The printer is turned on and connected to the computer; it
           has the correct forms (paper) loaded; and the top of the
           forms are positioned at the print head (first report only,
           the program will position correctly as long as you don't
           exit the PRINT option).
       3.  Is the printer control data correct? See Enter miscellaneous
           data option from the TABLES menu, and check the printer
           manual.
       4.  Replace the printer ribbon often.
       5.  These reports can get very long, check that the paper is
           feeding properly and stacking neatly.

       You are now ready for the User's Guide, we will mention the
       remaining reports, try out each one so you know where to find
       the information.

       9.2 Orders

       This report lists the items that were ordered or received
       between the dates that you request. If you use the Order option
       from the RECORD option to select which items to be ordered, use
       this report to list your next order; if you use the order option
       to record which items are on order, use this report to find
       which items have been ordered.

       The average value of all items listed is totaled, useful for
       determining how much you will have to pay your suppliers.

       9.3 Under stock list

       This report compares the reorder level with the units on hand
       (and on order) and list items needing to be ordered. Out of
       season items aren't listed until the correct order month.

       The average value of all items listed if they were ordered, is
       totaled, useful for estimating how much your orders will cost.

       9.4 Over stock list

       Compares on hand with reorder level plus reorder quantity. If
       you have more than this, the item is printed.

       The average value of all items listed is totaled, useful for
       determining how much you are losing because of too much
       inventory.

       9.5 Count/orders

       This report has two uses; one, after you have run a sale history
       (daily, monthly, or yearly), use it to determine which items you
       should order; two, use the build index option from the FILE menu
       to sort the sales history records according to location, use the
       report to ease the searching you need to do when counting your
       inventory.  This report can be substituted for the Master
       report.





       9.0 Printed reports                                            21       08-12-1984      Parts Inventory Control Tutorial      Version 1.0

       9.6 Sales history

       This report show your sales for each of the last 12 months; use
       it to spot trends and determine seasonal variations.

       9.7 Tax history

       If you are using this program to determine you tax liability,
       run this report after running the yearly tax history update
       program.

       All the financial columns are totaled, useful for evaluating
       your inventory strategy as well as what's your tax liability.

       10.0 Summary

       Well that completes the most commonly used parts of the program,
       see the Users Guide for more information. A few last words.
       Don't try to learn everything at once; don't enter your entire
       inventory until you have used a single class long enough to be
       comfortable with the program. Feel free to experiment; for
       example, change the class of items to be discontinued to a
       special class of items to be deleted; use the program to
       inventory your household goods, use another set of data
       diskettes for a telephone directory, record your personal tax
       information, e.g., record each time you paid sales tax, record
       your home improvement purchases, record charitable
       contributions, etc.

       Above all, send in your suggestions. A program can only be as
       good as the information on what is needed is available to the
       programmer.






























       10.0 Summary                                                   22       08-12-1984    Parts Inventory Control User's Guide    Version 1.0


                      (C) Copyright Glenn D. Pooler 1984


       This program is distributed on an "as is" basis, without
       warranty either expressed or implied.

       who needs a program to track inventory of a parts and service
       business.  If you find the program of value, wish to be informed
       of new releases, and/or need help in using this program, send
       $50.00 to:

                                Glenn D. Pooler
                             3722 Second Street NW
                              Rochester, MN 55901

       Questions and reports of problems with this program can only be
       answered by mail, no telephone support is available.



       USER'S GUIDE

       The User's Guide is for use by those that have completed the
       Tutorial or by those who are experienced in inventory control
       and computer operation.

       1.0 Introduction

       This guide explains how to use the Parts Inventory Control
       program. It provides you with the following information:

       *   What this program can do for you.
       *   What you need to get started.
       *   How to enter your inventory.
       *   How to use the update option to,

           -   count
           -   order
           -   receive
           -   sell
           -   return (from a customer or to a supplier) a part.


       *   How to create sales and tax history files.
       *   How to produce reports.
       *   Special purpose utility programs.
       *   How to recover from mistakes and diskette failures.
       *   A technical description of this program.


       2.0 What this program can do for you.

       Inventory programs like this one, do five things: They decrease
       the time it takes to record changes in your inventory. They show
       where your inventory is too large or too small. You have
       immediate access to the status of any inventory item. They help
       you determine your tax liability. They help you spot sales
       trends and obsolete parts.



       2.0 What this program can do for you.                          23       08-12-1984    Parts Inventory Control User's Guide    Version 1.0

       They also take an investment in money and time. The time needed
       to learn how the program works and the time to enter the
       inventory information.

       What's different about this program? It's FAST, it compacts the
       data stored on diskettes, and you only have to use the features
       that that you need.

       3.0 What you need to get started.

       To use this program you need an IBM-PC, computer supplies, and
       parts information. You also need to copy the program diskette to
       a DOS diskette.

       3.1 Computer system

       IBM-PC with 256K memory, two 320K/360K diskette drives,
       mono-chrome display, 132 characters per line printer, and DOS
       1.1. This program will also run with an 80X25 monitor, in black
       and white, and DOS 2.0 or 2.1. Performance, however, will not be
       quite as good.

       3.2 Computer supplies

       Printer paper and about 20 diskettes.

       3.3 Parts information

       The following information can be entered, most of is optional.

       Class, supplier, manufacture, description, part number,
       location, date counted, items lost, items on hand, items per
       pack, reorder level, reorder quantity, date of order, units on
       order, extra (emergency) orders, order months, accumulated
       purchase cost, accumulated shipping cost, cost per pack, lost
       sales, items returned, units sold, date sold, price per unit,
       accumulated receipts, and accumulated sales tax.

       3.4 Copy program to DOS diskette

       The program diskette supplied with this program doesn't have the
       DOS programs it needs. To get both DOS and this program on one
       diskette, do the following:

       1.  Turn on the computer with the DOS diskette in drive A and a
           new diskette in drive B. If the computer is already on, hold
           down the Ctrl and Alt keys and press the Del key, release
           the keys.
       2.  Enter the date and time.
       3.  After the A> key in FORMAT B: /S and press ENTER. Answer the
           prompts to format one diskette.
       4.  When the A> is again displayed, replace the DOS diskette in
           the A drive with the program diskette.
       5.  Key in COPY *.* B: /V and press the ENTER key.
       6.  When all the files have been copied, remove the diskettes
           and label the new diskette INVENT. Refer to this diskette as
           the program diskette.
       7.  Put this new diskette in drive A and key in invent, press
           ENTER.



       3.0 What you need to get started.                              24       08-12-1984    Parts Inventory Control User's Guide    Version 1.0


       4.0 Starting the program

       The program can be started at power on time, or after running
       other programs.

       4.1 From power off

       Insert the program diskette in the left (A) drive and turn the
       power on. After the computer runs its' internal checks, it will
       load the AUTOEXEC.BAT file from the diskette. The screen will
       request the current date. Enter the date and wait for the
       PROGRAM menu to be displayed, a few seconds. Remove the program
       diskette, you won't need it again until you end the program.

       4.2 From power on

       Make sure the system date is correct (DATE). Insert the program
       diskette in the left (A) drive and type in invent. Wait a few
       seconds for the PROGRAM menu to be displayed. Remove the program
       diskette, it won't be needed again until you start the program
       the next time.

       4.3 Program menu

       The PROGRAM menu will list 7 options. The 7th option, "Return to
       DOS" is used to end the program. If you started from power off,
       you should put the program diskette back into Drive A before
       selecting this option (the autoexec program has to complete).

       5.0 Option 1, "Format or Backup Diskettes" - DISKETTE

       This option is used first to format data and history diskettes.
       It should be used often to backup your data and history
       diskettes. To format diskettes, select option 1, "Format
       diskette." To backup diskettes, select option 2, "Backup
       diskette."

       5.1 Formatting data and history diskettes

       Before a diskette can be used, it must be formatted. Diskettes
       used for programs are formatted using the DOS format command.
       This command allows a diskette to contain 320 or 360 K bytes of
       data. Diskettes used to hold the inventory data are formatted
       with option 1 to contain 400 K bytes of data; 320 K for
       inventory data, 64 K for the index, and 16 K for miscellaneous
       data.

       Insert the diskette to be formatted, either a new diskette or a
       diskette that doesn't contain any data of value, in the right
       (B) drive. Press the enter key and wait for the program to
       complete. The display will indicate Initializing (indicating
       that all records are set to not in use) and display the cylinder
       being written. The display will return to the DISKETTE menu when
       the diskette is formatted, if the diskette couldn't be
       formatted, an error message will be displayed; use defective
       diskettes for some other purpose. Continue formatting new
       diskettes until you have 12 good diskettes. Two will be used to
       enter your inventory data, two for a backup copy of your data,
       two for the sales history, two to backup the sales history, two


       5.0 Option 1, "Format or Backup Diskettes" - DISKETTE          25       08-12-1984    Parts Inventory Control User's Guide    Version 1.0

       for for the tax history and the last two to backup your tax
       history. When you are done, press the Esc key to return to the
       PROGRAM menu. Label the six diskettes, CURRENT DATA 0 - 4095,
       CURRENT DATA 4096 - 8190, &BD0T4, BACKUP DATA 4096 - 8190,
       CURRENT SALES HISTORY 0 - 4095, CURRENT SALES HISTORY 4096 -
       8190, BACKUP SALES HISTORY 0 - 4095, BACKUP SALES HISTORY 4096 -
       8190, CURRENT TAX HISTORY 0 - 4095, CURRENT TAX HISTORY 4096 -
       8190, BACKUP TAX HISTORY 0 - 4095, and BACKUP TAX HISTORY 4096 -
       8190, signifying the diskettes that will hold current and backup
       data, current and backup sales history, and current and backup
       tax history.  Always use current diskettes for entering or
       updating your inventory and running the end of month, save
       history programs.

       5.2 Backing up data and history diskettes

       By naming the diskettes, you will have an easy way of
       remembering how to backup your data diskettes. You should backup
       (copy the current to the backup) your data whenever you reach a
       point where you would not care to reenter all the data if the
       current diskettes were destroyed.  Until you are confident that
       you won't backup the wrong diskettes, you should put a write
       protect tape on the current diskette before backing it up.
       Remove the tape afterward.

       Select option 2 from the DISKETTE menu and put the current
       diskette in drive A (left) and the backup diskette in drive B
       (right). Press the enter key. Wait for the operation to
       complete, the cylinder being copied will be displayed, Be sure
       to backup all data and history diskettes. If anything happens to
       your current diskette, use the last backup copy to create a new
       current diskette.

       A more complex procedure for backing up your diskettes is in the
       appendix. Use one of these methods or one of your own choosing,
       but be very careful not to backup old data onto new or one
       drive's data onto another (e.g., copy diskette with records 0000
       through 4091 to the diskette with records 4092 through 8190).

       6.0 Option 2, "Define records, enter new records ..." - FILE

       After you have formatted the diskettes, you have to enter the
       inventory information. Not all information in necessary, just
       enter the data that you have available. If you don't intend to
       enter some of the information, read through the instructions
       anyway. The later instructions assume you have read the previous
       instructions. Put the CURRENT DATA 0 - 4095 diskette in drive A
       (left) and the CURRENT DATA 4096 - 8190 diskette in drive B
       (right). From the PROGRAM menu, select option 1, "Define
       records, enter new records, or build index." From the FILE menu,
       select option 2, "Enter tables and controls."

       6.1 "Enter tables and controls" - TABLES

       Data is off two types, data unique to each inventory record and
       data that is shared by all records. First we need to enter the
       shared data.





       6.0 Option 2, "Define records, enter new records ..." - FIL    26       08-12-1984    Parts Inventory Control User's Guide    Version 1.0

       6.1.1 Enter supplier names

       Supplier names are useful when you print the order list by
       suppliers, see PRINT options. It's more economical to store all
       supplier names in one area of the diskette and reference them
       from the inventory records by a number. To enter the supplier
       name with an associated number, select option 1, suppliers, from
       the TABLES menu. You will see 100 numbers with blanks for
       supplier names. At the bottom of the screen a field for the
       number and for the supplier will be displayed with the cursor at
       the supplier field. Key in the name of the supplier for number
       00, if the name doesn't fill the space available, use the right
       tab key or the ENTER key to exit the field. Continue entering
       all suppliers that you do business with. If you want to change
       an entry, use the left tab key to position the cursor in the
       number field. Key in the number and in the supplier field, key
       in the new name. When all suppliers have been assigned a number,
       press the Esc key to return to the TABLES menu.

       6.1.2 Enter manufacture names

       Select option 2 from the TABLES menu to enter the manufacture
       names in the same way as you entered the supplier names.
       Manufacture numbers are use to prefix the part numbers; if you
       don't use part numbers, you don't need to use the manufacture
       number. When you have entered all the manufactures, press the
       Esc key to return to the TABLES menu.

       6.1.3 Enter default data

       Much of the data you first enter into the inventory record is
       the same for each record, i.e., most fields are blank. To allow
       the computer to put this default data in a field and then skip
       over it so you don't have to enter it for each record, you must
       first enter the data once and set the skip command for that
       field. To do this, select option 3 from the same menu as above
       (TABLES). If you have returned to the PROGRAM menu, its option 2
       followed by option 3.

       The display will look just like the display where you enter your
       inventory records, except you are entering default data. The
       following special keys are active on this screen: F3 - skip
       field, F4 - remove skip from field, Scroll Lock - change from or
       to auto skip. The new state (auto skip or not) will take effect
       on the next field and the skip status in the lower left hand
       corner of the screen will be updated. Other keys you can use
       are: Home - move to the first field, End - move to the last
       field, and F2 - clear all fields. The right and left arrow keys
       move the cursor without changing the data.  Esc saves the data
       and returns you to the TABLES menu. PrtSc allows you to print
       the screen.

       Using the Home, End, and tab keys, move the cursor to the field
       you want changed, use F3 to cause the field to be skipped, and
       enter the default data. To check if all the skips have been set
       correctly, press the Scroll Lock key to set Auto skip on, and
       press the tab right key to exit the field. Use the tab keys to
       verify the skips were set correctly. If they are incorrect, turn
       off Auto skip (press the Scroll Lock), and use F3 and F4 to make
       the corrections.


       6.0 Option 2, "Define records, enter new records ..." - FIL    27       08-12-1984    Parts Inventory Control User's Guide    Version 1.0


       The numeric (quantities and costs) fields are right adjust
       fields. This means if the field is blank, just start entering
       data at the beginning, when you exit the field, the numbers will
       be moved to the right until there are no more blank spaces. If
       there is data already in the field, use the space bar to blank
       out the fields you don't overwrite.

       The default data only applies to new records, changing the
       default values doesn't affect old records. A description of the
       data fields will be found later in this guide.

       6.1.4 Enter miscellaneous data

       Often called configuration, this option allows the program to
       operate with different printers, set the markup, calculate the
       sales tax rate, and make adjustments to the selling price.

       To allow using different printers, you need to enter the control
       characters used by your printer. If you set the calculate price
       or tax option in the default record, you will need to enter your
       markup and the sales tax rate. Use option 4 of the TABLES menu
       to enter this information. The first field is the information to
       be printed at the top of each report. The next four fields are
       printer control information in hexadecimal.
       Typical printer information:

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  ╩              ╩               ╩               ╩             ╩             ╡
  ╩   Printer    ╩ Start of page ╩ Start of line ╩ End of line ╩ End of page ╡
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  ╩ Epson MX-80  ╩    000000     ╩    00000F     ╩   0D0A00    ╩   928C00    ╡
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       The next two field are markup (200 % would be entered 2000) and
       tax rate (6% would be entered 0600). The last two fields, Adjust
       F5 and Adjust F6, are used to adjust the selling price in the
       RECORD option.  When you have entered the needed information,
       return to the FILE menu by pressing Esc twice.

       6.2 Enter inventory records

       A record must be entered for each item you want to track with
       this program. First we describe each field and then, how to
       enter the data.

       6.2.1 Inventory record field data

       The fields of each record are the following:

       Class: Reports are printed by a range of classes.
       Supplier: Except for reports on order information.
       Location: Used to sort the count report.
       Manufacture: Prefix for part numbers.


       6.0 Option 2, "Define records, enter new records ..." - FIL    28       08-12-1984    Parts Inventory Control User's Guide    Version 1.0

       Calculate list price: The program will multiply the average unit
       cost by the markup.
       Calculate sales tax: The program will multiply the receipts by
       the tax rate.
       Index: D for description, P for part number.
       Description: Used to search for a record if index D was
       selected.
       Part number: Used to search for a record if index P was
       selected.
       Date counted: Supplied by the computer when using the count
       option.
       Units lost: Difference between new on hand and old on hand after
       counting.
       Units on hand: What should be in stock.
       Units per pack: Orders from supplier may specify by pack.
       Reorder level: Place order when units on hand reach this
       quantity.
       Reorder quantity: How many packs to order.
       Date of order: Supplied by the computer, all dates are YYMMDD.
       Units on order: Number of units to be ordered or on order.
       Extra orders: Number of times you had to call in a special
       order.
       Order months: Months when an order can be placed.
       Purchase cost: Accumulation of all money paid to supplier for
       this part.
       Shipping cost: Accumulation of all money paid for shipping this
       part.
       Average cost per pack: Average purchase plus shipping.
       Lost sales: Number of time a customer ask for an out of stock
       part.
       Units returned: Number of units returned by a customer.
       Units sold: Number of units sold last year plus year to date.
       Date sold: Program supplied when a sale is entered.
       Price per unit: Retail price, can be adjusted by F5 or F6 when
       selling.
       Receipts: Accumulation of all money received for this part.
       Sales tax: Accumulation of all sales tax received for this
       part.

       6.2.2 Entering the data

       When you are ready to enter data into the inventory file, select
       option 2 on the PROGRAM menu, make sure CURRENT DATA 0 - 4095
       diskette is in drive A and CURRENT DATA 4096 - 8190 is in drive
       B, then select option 2 on the FILE menu. A display similar to
       the default data will be shown. Record 0000 will be displayed.
       If you want to start entering data somewhere besides 0000, press
       function key 8 (F8) to find the next unused record or press the
       Home key to position the cursor in the record number field, and
       key in the record where you want to start. The record number
       increments every time you exit a record. The maximum record
       number is 8190.

       If Auto skip is displayed at the bottom of the screen and you
       don't want auto skip on, press the Scroll Lock key. You will
       then be able to enter data into all fields. If Auto skip is not
       displayed and you want to skip the fields that have been set
       with F3, press the Scroll Lock key (Scroll Lock toggles Auto
       skip). You can change Auto skip from on to off or off to on at
       any time by pressing the Scroll Lock key, it takes effect when


       6.0 Option 2, "Define records, enter new records ..." - FIL    29       08-12-1984    Parts Inventory Control User's Guide    Version 1.0

       you exit the current field.

       If you press the ENTER key or exit the record, the record being
       displayed is saved and the next record displayed. If you press
       the Esc key without entering data, the record is not saved; if
       data was entered, the record is saved. If you want to remove the
       current record from inventory, press the F2 key to erase this
       record. It's a good idea to only remove items from inventory
       once a year, after running the tax history yearly update, see
       HISTORY.

       You move the cursor by entering data or by using one of the
       special keys described under entering default data. If you save
       a record and later realize you made a mistake, use the Home key
       to position the cursor in the record number field and key in the
       number of the record you want to change.

       The following are some of the fields that may need a more
       complete description than is provided on the screen:

       Index (P or D): The inventory program keeps track of the record
       by its' index as well as the record number. You can select
       either the part number (P) or the description (D) as the index.
       If you select the part number, the manufacture number is assumed
       to be the first two digits.

       Calculate list price: The average cost per unit is multiplied by
       the markup. This will often result in a odd price (e.g., 5.72).
       You probably want to adjust to a better sounding price (e.g.,
       5.95). There are no decimal points displayed, all costs are in
       cents. The reports use commas and decimal points.

       Items returned: This is the number of items that customers have
       returned. It allows the program to reduce past months sales by
       returns in the current month. It's saved in the tax history
       file.

       Extra orders: This is used to increase the reorder quantity.
       Don't enter the number of packs in the extra order, just note
       that an item had to be ordered in less than the optimum
       quantity. This is often called an emergency order.

       Order months: This is a field that gets updated when you run the
       update reorder levels, see HISTORY. It warns you that it's not
       the right time of year to order a seasonal item.

       Purchase cost: Accurate entry of all costs is important in
       calculating you tax liability.

       Shipping cost: Shipping cost is separated from purchase cost on
       the data diskettes but combined with the purchase cost on the
       history diskettes.

       Average cost per pack: This is a weighted average between the
       old average cost and the old on hand quantity with the new
       purchase plus shipping and quantity received.

       Lost sales: This number increases the reorder point when the
       update reorder levels option is run, see HISTORY.



       6.0 Option 2, "Define records, enter new records ..." - FIL    30       08-12-1984    Parts Inventory Control User's Guide    Version 1.0

       Units returned: This must be accurate or the history programs
       will assume a incorrect quantity received.

       Units sold: The total sales for last year and the current year
       to date.

       Receipts: Accuracy is needed for tax programs.

       Sales tax: Use to compare with you cash register totals.

       When the yearly sales history update program, see HISTORY, is
       run, the number of lost sales and extra orders is set to the
       last years totals.  When the yearly tax history update program
       is run, the following fields are set to last years totals: units
       sold, purchase cost (shipping is set to zero), receipts, units
       lost, sales tax, and units returned.

       6.3 Build index

       When you have completed entering your records, select option 3
       from the FILE menu, Build index. The fastest way to locate data
       is through an index. This takes each key field (part number or
       description), loads them into memory, sorts them (in descending
       order) and stores them on the diskettes. The index is also saved
       in memory for the RECORD option. When you want to examine a new
       record, you only need to enter the key field. The program looks
       up the key in the index (binary search) and get the diskette
       address. If the data is not already in memory (the last tracks
       used are saved), it reads the new track. The record is then
       displayed.

       The time it takes to sort an index depends on how many items
       there are to sort, the length of each item, the data within each
       item, and the order the items are on the diskette. The sort
       should take less than 2 minutes, including the time to read and
       write the diskettes.

       You only need to build a new index after you have added or
       deleted records or changed the index field (part number or
       description), don't use it if you have just made other changes.

       7.0 Option 3  - "Update Records" - RECORD

       Option 3 from the main menu will display a menu with the
       following six options. Select the appropriate option according
       to the transaction you are performing.

       count - Verify or correct the computer's count after you have
       physically counted the item.
       order - You want the computer to record that an an order will be
       or was placed. You can use the print option to list the orders
       entered.
       receive - The units received need not have been first entered
       under the Order option. You can adjust the cost (weighted
       average on on hand and received) and price (calculated if that
       option was selected when the record was entered).
       sell - Record the sales, the tax will be calculate if that
       option was selected when the record was entered.
       return from a customer - The units on hand will be increased and
       the receipts and tax will be decreased.


       7.0 Option 3  - "Update Records" - RECORD                      31       08-12-1984    Parts Inventory Control User's Guide    Version 1.0

       return to a supplier - Packs returned. Most dealings with a
       supplier are in packs, all dealings with a customer are in
       units. Purchase price will be decreased and shipping will be
       increased by the amounts entered.

       To find an item in your inventory, key in either the description
       or the manufacture number and the part number and press the
       ENTER key.  You don't have to key in the entire descriptions or
       part number, but you should know the first four characters or
       digits. When the record is displayed, if it isn't the correct
       record, use the up and down arrow keys to search the nearby
       records.

       Always advance the cursor to the last fields that you want to
       verify or update. Until you are very experienced with this
       program, always have the printer turned on when using any of
       these options, it will print a record of the most significant
       fields you have entered. If you hear a beep, the program didn't
       record you data, a field overflow occurred. Use the printed
       audit trail and the FILE option to correct the data.

       When entering complete inventory records, the record was saved
       when you exited the record, with the update option, you have to
       press the ENTER key to save the new information. The reason for
       the difference is the enter option is mostly used to enter
       records in sequence, the update option is mostly used to select
       random records.

       7.1 Option 1 - Count

       This option allows you to correct the number of units on hand.
       Use it whenever you discover a discrepancy in your inventory or
       when you are counting your inventory. Most users don't count
       their entire inventory at one time, but try to space the work
       across the year; perhaps counting one class each month, or one
       class a day during slack selling periods. Print the location
       report to help you in counting the inventory. The report will be
       easier to use if you have assigned locations to sort according
       to the shortest path you would take to count all your
       inventory.

       If the new count exceeds the total of the old count and the
       number of units lost, the number of units lost will be set to
       zero. You may want to use the FILE option to correct the value
       of this item.

       7.2 Option 2 - Order

       This option can be used in two ways; first to record those items
       that you want to order, or second, those items that you have
       ordered. If you use the first, run an order report before you
       plan on placing orders. This will produce a report, by supplier,
       of what items to order. If you use the second, use the order
       report to determine the status of your outstanding orders. Since
       the order report is selective by date, you can combine both
       methods.






       7.0 Option 3  - "Update Records" - RECORD                      32       08-12-1984    Parts Inventory Control User's Guide    Version 1.0

       7.3 Option 3 - Receive

       This is the option that updates the number of units on hand and
       increase the value of your inventory. Be sure to enter the total
       purchase cost and shipping (prorated among all items received on
       one invoice) cost. These costs are used to calculate the latest
       cost per pack, and if you have the Calculate List set to Y, the
       selling price.  The cost per pack displayed is not the same as
       the value of your inventory for tax purposes, this value will be
       calculated at the end of the year.

       The order date will be changed to the received date and the
       quantity on order will be reduced by the quantity received (or
       zero if a negative quantity would result). If it's more
       convenient, you don't need to use the Order option, just use the
       receive, but you won't be able to track your backorders.

       7.4 Option 4 - Sell

       Hopefully, this is your most used option. You only have to enter
       the quantity sold, the other fields will be calculated. Of
       course, as for all fields, you can override the calculated value
       before you press the Enter key. Sales tax will be calculated if
       you selected that option when entering the data.

       This, as well as the next option uses the function keys, F5 and
       F6.  Recall that in the  MISCELLANEOUS option, Adjust F5 and F6
       fields could be entered. Pressing the F5 or F6 keys will cause
       the selling price to be adjusted be the value in the associated
       Adjust field. For example, if Adjust F6 is set to 0970 (97%) and
       you give a 3% discount for cash, press the F6 key to
       automatically reduce the selling price by 3%.

       As long as you are using the RECORD option, all sales receipts
       will be accumulated. To clear this amount, press the F9 key. If
       you wish to accumulate an estimate (no sale), press F9 to clear
       the accumulator, find the items to be estimated and press F10 to
       accumulate each estimated receipt. Press F9 when done to clear
       the estimate. If the printer is on, the estimate will have been
       printed.

       7.5 Option 5 - Return from customer option

       Use this to restore returned items to inventory. The F5 and F6
       keys work the same as in the previous option.

       7.6 Option 6 - Return to supplier option

       This is the opposite of the receive option except the shipping
       cost is added to the cost of your inventory, the same as it is
       in the receive option.

       If you do warranty work where you use a part from stock and then
       bill the manufacture, use this option to reduce the number of
       units on hand and the value of your inventory.







       7.0 Option 3  - "Update Records" - RECORD                      33       08-12-1984    Parts Inventory Control User's Guide    Version 1.0

       8.0 Option 4 - "End of month, save history" - HISTORY

       Each month we need to record how the inventory has changed. This
       information will be used for comparing current sales with last
       year's sales, recording income tax information, and saving other
       financial information.

       CAUTION: Do not run the monthly sales history program more than
       once a month. If this program is run a second time during the
       same month, the sales for that month will not be correct.

       CAUTION: Do not run the yearly sales or tax programs more than
       once a year. If these program are run a second time during the
       same year, the data will not be correct.

       8.1 Options 1 through 5, periodic updates.

       Two history backups are required, one for sales and one for tax
       information. The monthly sales update (option 2) should be run
       on the first day on each new month, except for the month when
       the yearly sales update (option 4) is run. The monthly tax
       history update should be run as often as needed, but at least
       once between receiving two orders of the same part. The yearly
       tax history (option 5) should be run on the first day of the new
       fiscal year. The daily sales update (option 1) can be run at any
       time, it is also included in the monthly sales update.

       The monthly history updates only write to the history diskettes;
       the yearly updates writes to both history and data diskettes. If
       the monthly run does not complete (e.g., diskette failure), use
       the DISKETTE option to create another current history diskette
       from the backup diskette and run the program again. The programs
       will request a particular diskette (e.g., sales history 0000 -
       4091), but either set of diskettes can be used and then cancel
       the program when one set has been updated.

       Always run the yearly sales history before running the yearly
       tax history; the tax history changes some of the data used by
       the sales history. Never run the same update twice in any month,
       the updated data will be incorrect. Run the sales and tax
       history report after running the updates.

       8.2 Option 6 and 7 - Edit history file

       Use this option at any time to correct information in your
       history data.

       The following information is on the sales history diskettes:

       Date: Date that first history update was made.
       Units sold: Year before last year end value.
       Units sold: Last year end value. Reduced if larger then data
       units sold.
       Lost sales: Last year total.
       Extra orders: Last year total.
       Sales by month: Last 12 month sales history.
       Sales YTD: As of last month.
       Lost sales: As of last month.
       On hand: As of last month.



       8.0 Option 4 - "End of month, save history" - HISTORY          34       08-12-1984    Parts Inventory Control User's Guide    Version 1.0

       The following information is on the tax history diskettes:

       FIFO value/unit: Year before last year end value.
       LIFO value/unit: Year before last year end value.
       Units on hand: Year before last year end value.
       Units sold: Year before last year end value.
       FIFO value/unit: Last year end value.
       LIFO value/unit: Last year end value.
       Units on hand: Last year end value.
       Units sold: Last year end value.
       Purchase + shipping: Last year total.
       Total receipts: Last year total.
       Sales tax: Last year total.
       Customer returns: Last year total.
       Purchase + shipping: Last year total.
       Sales YTD: As of last month.
       Lost sales: As of last month.
       Units returned: Last month.
       On hand: As of last month.
       Cost/unit: Previous to last change.
       Cost/unit: Last change.
       Units received: Last occurrence.

       8.3 Option 8 - "Update reorder levels"

       If you don't want to calculate the reorder point and quantity of
       each part, this option will do it for you. Be sure to run the
       Master list or Sales history report afterward to verify that the
       reorder point and quantity are correct.

       The information you will need is:

       1.  Anticipated change in the market.
       2.  Sales months, for seasonal items.
       3.  Delay from order to receive, in months.
       4.  Delay from receive to next order, in months.


       Before running this program, try to allow a few months of
       running the monthly sales history update, see HISTORY. The more
       data available, the more accurate will be the reorder levels.

       Reorder levels are calculated using a weighted average. For
       example, if there are 5 selling months, the sales of the months
       are weighted (latest to oldest) by 24, 22, 20, 18, and 16 per
       cent. For 12 month sales, the weights are 12/78, 11/78, 10/78,
       9/78, etc.

       9.0 Option 5 - "Print reports" - PRINT

       To print inventory reports, select option 5 from the PROGRAM
       menu. A PRINT menu offering seven print reports will be
       displayed. Note that except for the Tax History Report, all
       totals are approximate. Choose from the following:








       9.0 Option 5 - "Print reports" - PRINT                         35       08-12-1984    Parts Inventory Control User's Guide    Version 1.0

       9.1 Master list

       This printed report will show all items on the data diskettes
       (that were on the diskettes when the build index program was
       run). This report is a summary of you inventory, use it to
       verify that you have entered all items correctly, to keep a
       permanent record of your inventory, and to scan for problems
       with your inventory. The average value of your inventory is
       totaled, by class.

       You can get an idea of how well your inventory investment is
       paying off by recording this average value for each class, once
       a month. At the end of the year, find the average value and
       divide it into the years total receipts, see the tax report for
       this number.

       To estimate your inventory turnover, divide the FIFO cost of
       goods, see the tax report, by the above average value. Turnover
       isn't as important as return on investment, but any number
       greater than 2 is considered satisfactory.

       9.2 Orders

       Listing of all items ordered or received during a selected
       period. The cost of all items on order is totaled.

       9.3 Under stock level

       Prints all items under stocked. The cost of all items needed to
       be ordered is totaled.

       9.4 Over stock level

       Prints all items over stocked. The cost of all items overstocked
       is totaled.

       9.5 Count/order

       Listing of all items by location. Used for counting inventory,
       or used to determine what to order. If you are using it to count
       your inventory, backup the latest sales history diskettes. Use
       the backup copies with the Build index option from the FILE menu
       to create an index of the sales history diskettes. This index
       will be by increasing location. There are no totals.

       This option is also useful for deciding what to order. Use the
       blank field labeled Count/order to record either or both the
       number of units counted or the number of packs to order. If you
       haven't recently run the monthly or yearly sales history
       program, run the daily sales history program before printing
       this report.

       9.6 Sales history

       Compare current year with previous years. There are no totals.







       9.0 Option 5 - "Print reports" - PRINT                         36       08-12-1984    Parts Inventory Control User's Guide    Version 1.0

       9.7 Tax history

       Summary of the financial state of your inventory. Replacement
       value, receipts, sales tax, FIFO and LIFO cost of good are
       totaled. Note, if you are changing to LIFO, state in form 970,
       "Application to Use LIFO Inventory Method," on line 6 that you
       are using the "Average cost of purchases during the year"
       method.

       10.0 Option 6 - "Utilities"

       Utility programs are added as customers request special
       functions.  Currently there are two programs; adjust selling
       price and transfer data to DOS format (option 2 - 4). Additional
       utilities depend on your requests, some suggestions are:

       *   Use diskettes supplied by the manufacture to update the
           price and costs on the data diskettes.
       *   Support telecommunications of data to and from another
           computer to update the inventory records and order new
           inventory.
       *   Provide special print or display reports, for example,
           graphical display of receipts and costs by month.
       *   Support hard disks or different diskette types.
       *   Add programs such as order entry, billing, accounts payable,
           etc.
       *   Allow other programs to run concurrently with this program,
           for example, loan schedule, timecard, payroll, mailing
           lists, using the same data base format.


       10.1 Adjust selling price

       This program allows you to multiply the list price of all items,
       qualified by supplier and manufacture, an entered percentage. Be
       sure to back up your data diskettes before using this program.
       Run a master list report afterwards to verify that the prices
       are correct.

       10.2 Exchange data

       These options, and the services of a programmer, allow you to
       transfer inventory data between programs. These program copies
       the data from your inventory, sales, and tax history diskettes
       to a DOS formatted diskette. The DOS formatted data can be
       manipulated by Basic programs to fit whichever data format you
       need.

       The program transfers 2 cylinders of data into a DOS data set,
       labeled INVENT01.DAT through INVENT31.DAT, spread over eight
       diskettes. See the appendix for a description of the data.

       11.0 Recovery from errors

       Error recovery is listed by option. Use the procedure described
       under the heading of the option you were using. Some errors are
       recovered the same way for all options.

       A good motto for recovering from errors is "Don't Panic." Be
       prepared before an error occurs by reading this section before


       11.0 Recovery from errors                                      37       08-12-1984    Parts Inventory Control User's Guide    Version 1.0

       you start operation of the program. However, some errors such as
       writing to the wrong diskette require a little panic, if you are
       about to destroy valuable data, the fastest way to prevent this
       is to remove the diskette or turn off the computer.

       Error 1 - Field overflow: The number has exceeded the allowed
       size of the field. For example, the field can contain 0000 to
       9999 and the number has been calculated to be greater than 9999,
       If the new number is correct, remove this item from the
       inventory file and track it manually. If it is not correct use
       option 2 from the FILE menu to correct it.

       Error 2 - Diskette error: If this error occurs when you first
       access (try to read or write) a diskette, make sure you have put
       the proper diskette in the correct drive. DOS formatted
       diskettes cannot be accessed by this program.

       11.1 Option 1 - Format or backup diskettes.

       Two type of errors can occur here, diskette or drive failure,
       and formatting or backing up to the wrong diskette.

       11.1.1 Option 1 - Format (initialization)

       If this option fails due to a diskette error (Diskette error on
       drive B) you should discard the diskette; the amount of work
       represented by the data recorded on a diskette far exceeds the
       price on a new diskette. If you are having a large number of
       diskette failures, the problem my be a faulty diskette drive.
       Consult the "Guide to Operations" manual for trouble shooting
       hints.

       If you start to format a diskette with valuable data on it, all
       may not be lost if you have pressed the Esc key while the
       cylinder being formatted was above 31 (this is why formatting
       starts from cylinder 39). If the diskette is normally used from
       drive A (0000 - 4095), you have only lost part of the index, use
       the Build index option on the FILE menu to recreate the index,
       or in the case of history diskettes, copy from the corresponding
       data diskette, see below. If the diskette is normally used on
       the B drive (4096 - 8190), in addition to recreating the index,
       you will have to reenter (or copy from another diskette, being
       sure to halt the copy before cylinder 31 is written) the
       miscellaneous, default, supplier, and manufacture information
       entered by using the TABLES menu from option 1 of the FILE
       menu.

       11.1.2 Option 2 - Backup

       If the "to" diskette fails (Write error on drive B), discard the
       diskette and use a new on.

       Since the data on the A drive may be more difficult to recreate
       (no backup may yet exist), the program doesn't return to the
       DISKETTE menu when a error is detected. Instead, the sector that
       couldn't be read is displayed, and you are given the option to
       continue. Record the failing sector and continue the backup.
       When the backup is done, you will have to enter the data that
       wasn't copied. To determine the items numbers: If the failure
       was on the diskette that hold records 4096 - 8190 (normally in


       11.0 Recovery from errors                                      38       08-12-1984    Parts Inventory Control User's Guide    Version 1.0

       the B drive), start with record number 4096, otherwise, start
       with record number 0000. Multiply the failing cylinder number by
       128 and add to the starting record number. To this number, if
       the head was 1, add 64. The failure will be 13 records within
       the next 64 records (sector 1 is 0 through part of 12, sector 1
       is part of 12 through part of 24, etc.).

       11.2 Option 2 - Define records, enter new records, ...

       In addition to diskette errors, this option can have data entry
       errors. If diskette errors occur, try to backup the failing
       diskette, if errors occur during backup, recover as described
       above. If data entry errors are detected, consult the specific
       option below.

       11.2.1 Option 2 - Enter tables and controls

       Entry errors here won't show up until you either print reports
       or can't adjust the selling price. If you are having problems in
       those areas, come back to this option and change some of the
       values to see if they affect your reports or selling price.

       11.2.1.1 Option 1 - Enter supplier names

       Note that the next unused location is selected when this option
       is entered, if you were trying to rewrite a previously entered
       supplier, use the backward tab key (just to the left of the Q
       character, hold down the shift key) to get to the supplier
       number and type in the supplier number you want to change.

       11.2.1.2 Option 2 - Enter manufacture names

       See Enter supplier names, above, both options operate the same.

       11.2.1.3 Option 3 - Enter default data

       This option allows you to practice entering inventory data. Make
       sure the last data entered is the default data. Some fields
       affect other fields and other options.

       Be sure to select how you want to index each record, if you are
       intermixing records that index the part number with those that
       index the description, set the default for one, enter all those
       records using the "Enter data records" option, below, and then
       come back to this option to change to the other index field. Use
       the same strategy for other fields, such as class, manufacture,
       calculate list or tax, etc.

       If you can't get the correct fields to be skipped, try this.
       Press the Home key. If Auto skip is displayed at the bottom left
       corner of the display, press Scroll Lock once, now press the tab
       key. Press F4 followed by the tab key until you get back to the
       first field. Now go through the same procedure except press F3
       when the cursor is in a field you want to skip.

       Remember that these default fields only apply to new records,
       once a record is entered, all field are fixed unless you key in
       new data (or the field is updated by one of the other program
       options). Also the fields to be skipped can be changed in the
       "Enter data records" option, below.


       11.0 Recovery from errors                                      39       08-12-1984    Parts Inventory Control User's Guide    Version 1.0


       Dates don't make sense? They're not supposed to make sense. The
       date fields are normally supplied by the program when one of the
       other options are run. The reason for putting them in backwards
       is to make sure the program doesn't misinterpret then; half the
       world writes March 6th, 1985 as 3/6/85 and the other half writes
       it 6-3-85 (the government solves this by writing 6 MAR 85). The
       solution is to use a format that no one else (except other
       computer programs) use; namely 850306 (year,month,day). Some
       people believe this, and other oddities, are due to the way
       computers handle data, computers don't care what order the data
       is in, only that the data is consistently in the same order.

       11.2.1.4 Option 4 - Enter miscellaneous data

       This option should be used very carefully, an error here won't
       show up until later.

       The print control fields only accept hexadecimal (hex) data
       (i.e., 0 through 9, A through F). If your printer manual only
       give control codes in decimal, you will have to convert them to
       hex. Use the Basic conversion function: PRINT HEX$(n) when n is
       the decimal number you want to convert to hex.

       The adjust fields show percent change. To get a 10 percent
       increase, enter 1100 (110 percent). Note, if you set one field
       to plus 5 percent (1050) and the other to minus 5 percent
       (0950), you won't get back the original price if you use one and
       then the other (1.05 * .95 = .9975, not 1.00).

       11.2.2 Option 2 - Enter data records

       You should use the above "Enter default data" option to gain
       practice with this option. Some of the errors common with this
       option are:

       Lost record. You are sure you entered a new record, but you
       can't find it with any of the other options (print master list,
       sell, etc.). Be sure to run the "Build index" option from the
       FILE menu to add the new record to the index. Also, use this
       option to make sure you have selected the correct field (Part
       number or Description) to index. If you couldn't find the record
       with this option (wrong record is there or no record is there),
       you may be using the wrong diskettes or you may have backed up
       the wrong diskette over the new data.

       Records are full of strange characters. The three types of
       records, data, sales history, and tax history, use different
       positions for the data; you probably are trying to edit the
       wrong diskette. Remove the diskettes before cancelling;
       otherwise the data will be written back incorrectly.

       The records are incorrect. You may have the diskettes switched,
       the one that should be in drive A is in drive B. Remove
       diskettes before pressing Esc. This could also be cause by back
       level diskettes.






       11.0 Recovery from errors                                      40       08-12-1984    Parts Inventory Control User's Guide    Version 1.0

       11.2.3 Option 3 - Build index

       Only diskette errors are expected, backup the data and use new
       diskettes.

       11.3 Option 3 - Update inventory records.

       Always have the printer turned on when using this options, an
       audit trail (printed record of what you entered) will be
       produced so that you can easily locate the record where the
       error was made.

       Any errors in the following selections can be corrected using
       the printed audit trail and "Enter inventory records" option
       from the FILE menu to correct. However, some errors can be
       corrected without having to edit the full record.

       11.3.1 Option 1 - Count

       Entered an incorrect count: If the entry is too small, just
       enter the new court; otherwise, use the "Enter inventory
       records" option from the FILE menu to correct.

       11.3.2 Option 2 - Order

       Entered incorrect quantity: Select the same item and correct the
       count. Entered quantity in the wrong record: Use the "Enter
       inventory records" option from the FILE menu to correct.

       11.3.3 Option 3 - Receive

       If the entry is too small, just enter the difference; otherwise,
       use the "Enter inventory records" option from the FILE menu to
       correct.

       11.3.4 Option 4, 5, or 6

       Sell, Return from customer, or Return to supplier: Use the
       "Enter inventory records" option from the FILE menu to correct.

       11.4 Option 4 - Transfer data to history.

       Options 1 through 5 and 8: Errors on cylinders below 32 can only
       be corrected by using the backup diskettes to restore the
       original data to the affected diskette. If you cancel any of
       these operations on cylinders below 32, you must start over with
       the data restored from the backup diskettes.

       Each of these operation is in two parts, one for records 0000
       through 4095 and one for records 4096 through 8190. The
       operation is the same for both parts, so if a failure occurs for
       records 4096 through 8190, just re-do with those diskettes even
       though the prompt says to use diskettes for records 0000 through
       4095.








       11.0 Recovery from errors                                      41       08-12-1984    Parts Inventory Control User's Guide    Version 1.0

       11.4.1 Option 1 - Daily sales update

       Data is only written to the sales history diskette.

       11.4.2 Option 2 - Monthly sales update

       Data is only written to the sales history diskette.

       11.4.3 Option 3 - Monthly tax update

       Data is only written to the tax history diskette.

       11.4.4 Option 4 - Yearly sales update

       Data is written to both the sales history and the data
       diskettes.

       11.4.5 Option 5 - Yearly tax update

       Data is written to both the tax history and the data diskettes.

       11.4.6 Option 6 - Edit sales history file

       The errors are the same as in the "Enter inventory records"
       option, above.

       11.4.7 Option 7 - Edit tax history file

       The errors are the same as in the "Enter inventory records"
       option, above.

       11.4.8 Option 8 - Calculate reorder point and quantity

       Data is only written to the data diskette.

       11.5 Option 5 - Reports.

       Three types of errors are possible: Incorrect printer control
       characters, incorrect data in the report, or printer failure.

       Use "Enter miscellaneous data" option of the TABLES menu from
       the FILE menu to correct the printer control characters.

       Use the "Enter inventory records" option from the FILE menu to
       correct the data.

       There are too many possible printer errors to list all of them,
       but here are some of the more common problems:

       *   Not advancing the paper, incorrect print fonts, not starting
           on the same line at the top of each page, etc. Change the
           print control characters, see above.
       *   Out of paper, not selected, not powered on, not connected to
           the computer. Correct and retry running the program.
       *   Printer works OK for other programs but not for this
           program.  Check the print control characters use with the
           other programs and use the same for this program. Make sure
           your printer is connected to parallel printer port zero.
           This program doesn't support serial printers.



       11.0 Recovery from errors                                      42       08-12-1984    Parts Inventory Control User's Guide    Version 1.0


       11.6 Option 6 - Utilities

       If there are any diskette errors in a utility program, recreate
       the diskettes from the backup diskettes and re-run the program.

       11.7 Option 7 - Return to DOS

       If the AUTOEXEC.BAT file was used to start this program, DOS
       wants the diskette put back to see if there are any more
       programs to run. Either put the program diskette back in drive
       A, restart the computer with another program, or turn the
       computer off.

       12.0 APPENDIX


       12.1 Alternate backup procedure

       A backup procedure that's more complicated then the one describe
       above is to use 3 sets of diskettes. One set to enter your
       inventory, a second set for the first backup, and a third for
       the second backup (grand-parents, parents, children). Label the
       six diskettes, A1, B1, A2, B2, A3, B3, signifying the diskettes
       that go into drive A and B with backup level 1, 2, or 3. Always
       keep track of which level you are currently using so you won't
       backup old data onto new data.

       The reason for naming the diskettes 1, 2, and 3 is so you will
       have an easy way of remembering how to backup your data
       diskettes. You should backup (copy the newest to the oldest)
       your data whenever you reach a point where you would not care to
       reenter all the data if the current diskettes were destroyed.

       Assuming you are currently using diskettes A1 and B1, select
       option 2 of the DISKETTE menu and put A1 in drive A (left) and
       diskette A2 in drive B (right). Press the enter key. Wait for
       the operation to complete and do the same for diskette B1 (put
       in drive A) and diskette B2 (put in drive B). Now use diskettes
       A2 and B2 to enter new data.  When you are ready to backup
       again, copy A2 and B2 to A3 and B3, and start using A3 and B3.
       The next copy will be from A3 and B3 to A1 and B1, which puts us
       back to where we started, using A1 and B1. If anything happens
       to your current diskette, use the last backup copy to recover.

       12.2 Format of diskettes

       The data (inventory, sales, tax) diskettes are formatted with 5
       - 1024 byte sector per track using diskette drive parameters CF
       02 25 03 05 32 FF 60 F6 19 04. These are the most conservative
       parameters available; performance could be improved by using DF
       02 25 03 05 32 FF 60 F6 00 02, but reliability might suffer.

       All diskette tracks consist of 64 - 80 byte records. The item
       number corresponds to the drive, cylinder, head, and offset
       within the track.  The field offset of each record are the
       following:





       12.0 APPENDIX                                                  43       08-12-1984    Parts Inventory Control User's Guide    Version 1.0

       12.2.1 Data diskettes

       Note that many of the quantities and costs reflect last year
       plus year to date totals. This allows adjustments to span the
       year end totals.

       Offset and Length               Type and Description

       0 - 15 bytes: compressed 3/4 - description.
       15 - 1 byte: packed decimal - inventory class.
       16 - 1 byte: packed decimal - manufacture.
       17 - 12 bytes: compressed 3/4 - part number.
       29 - 1 byte: packed decimal - supplier.
       30 - 6 bytes: compressed 3/4 character - location
       36 - 2 bytes: packed decimal - units on order.
       38 - 2 bytes: packed decimal - units per pack.
       40 - 2 bytes: packed decimal - units on hand.
       42 - 2 bytes: packed decimal - reorder level in units.
       44 - 2 bytes: packed decimal - reorder quantity in packs.
       46 - 2 bytes: binary date, yyyyyyym mmmddddd - date ordered or
       received.
       48 - 2 bytes: binary date, yyyyyyym mmmddddd - date counted.
       50 - 2 bytes: binary date, yyyyyyym mmmddddd - last date sold.
       52 - 3 bytes: packed decimal - average cost per pack.
       55 - 3 bytes: packed decimal - price per unit.
       58 - 12 bits: bit significant months (J - D) - order months.
       59 - 1 bit: flag - record in use.
       59 - 1 bit: flag - calculate list price.
       59 - 1 bit: flag - calculate sale tax.
       59 - 1 bit: flag - index on description.
       60 - 1 byte: packed decimal - units returned by a customer.
       61 - 4 bytes: packed decimal - purchase cost.
       65 - 2 bytes: packed decimal - units sold.
       67 - 4 bytes: packed decimal - total receipts.
       71 - 1 byte: packed decimal - lost sales.
       72 - 1 byte: packed decimal - units lost.
       73 - 1 byte: packed decimal - emergency orders.
       74 - 3 bytes: packed decimal - shipping cost.
       77 - 3 bytes: packed decimal - total sales tax.

       12.2.2 Sales history diskettes

       Offset and Length               Type and Description

       0 - 6 bytes: compressed 3/4 character - location
       6 - 1 byte: packed decimal - manufacture.
       7 - 12 bytes: packed decimal - part number.
       19 - 15 bytes: compressed 3/4 - description.
       34 - 24 bytes: packed decimal, Dec, Jan, ... Nov - Sales by
       month.
       58 - 1.5 bytes: discount (list/cost).
       59 - .5 bytes: set to 0FH to force index on location.
       60 - 3 bytes: packed decimal - price per unit.
       63 - 2 bytes: packed decimal - units per pack.
       65 - 1 byte: packed decimal - inventory class.
       66 - 2 bytes: binary date, yyyyyyym mmmddddd - last date sold.
       68 - 2 bytes: packed decimal - units on hand.
       70 - 2 bytes: packed decimal - units on order.
       72 - 1 byte: packed decimal - last year lost sales.
       73 - 1 byte: packed decimal - last year emergency orders.


       12.0 APPENDIX                                                  44       08-12-1984    Parts Inventory Control User's Guide    Version 1.0

       74 - 2 bytes: packed decimal - units sold, previous to last
       year.
       76 - 2 bytes: packed decimal - units sold, last year.
       78 - 2 bytes: packed decimal - year to date units sold.

       12.2.3 Tax history diskettes

       Offset and Length               Type and Description

       0 - 15 bytes: compressed 3/4 - description.
       15 - 1 byte packed decimal - inventory class.
       16 - 1 byte: packed decimal - manufacture.
       17 - 12 bytes: packed decimal - part number.
       29 - 3 bytes: packed decimal - FIFO, year before last.
       32 - 3 bytes: packed decimal - LIFO, year before last.
       35 - 2 bytes: packed decimal - units on hand, year before last.
       37 - 2 bytes: packed decimal - units sold, year before last.
       39 - 3 bytes: packed decimal - FIFO, last year.
       42 - 3 bytes: packed decimal - LIFO, last year.
       45 - 2 bytes: packed decimal - units on hand, last year.
       47 - 2 bytes: packed decimal - units sold, last year.
       49 - 4 bytes: packed decimal - total receipts, last year.
       53 - 3 bytes: packed decimal - total sales tax, last year.
       56 - 1 byte: packed decimal - units lost, last year.
       57 - 1 byte: packed decimal - units returned by customers, last
       year.
       58 - 4 bytes: packed decimal - purchase plus shipping cost, last
       year.
       62 - 4 bytes: packed decimal - purchase plus shipping cost, year
       to date.
       66 - 2 bytes: packed decimal - sales, year to date.
       68 - 1 byte: packed decimal - units lost, year to date.
       69 - 1 byte: packed decimal - units returned by customers, year
       to date.
       70 - 2 bytes: packed decimal - units on hand, last month.
       72 - 3 bytes: packed decimal - cost per unit, previous to last
       order received.
       75 - 3 bytes: packed decimal - cost per unit, last order
       received.
       78 - 2 bytes: packed decimal - units received in last order.

       12.2.4 DOS diskettes

       The utility program transfers the above data to 32 DOS datasets,
       each dataset represents two cylinders starting with inventory
       cylinder 0 of the diskettes (inventory, sales, tax ) with
       records 0000 - 4091.  The data is in 312 byte records:

       Offset and Length       Description

       0 - 20 bytes: description.
       20 - 2 bytes: inventory class.
       22 - 2 bytes: manufacture.
       24 - 16 bytes: part number.
       40 - 2 byte: supplier.
       42 - 8 bytes: location
       50 - 4 bytes: units on order.
       54 - 4 bytes: units per pack.
       58 - 4 bytes: units on hand.
       62 - 4 bytes: reorder level in units.


       12.0 APPENDIX                                                  45       08-12-1984    Parts Inventory Control User's Guide    Version 1.0

       66 - 4 bytes: reorder quantity in packs.
       70 - 6 bytes: date ordered or received.
       76 - 2 bytes: space (hex 20) followed by a carriage return (hex
       0D).
       78 - 6 bytes: date counted.
       84 - 6 bytes: last date sold.
       90 - 6 bytes: average cost per pack.
       96 - 6 bytes: price per unit.
       102 - 12 bytes: order months.
       114 - 1 byte: flags (blank - not in use, 1 - description index,
       2 - calculate sales tax, and 4 - calculate list price. Multiple
       flags are added, e.g., 7 would be all flags set).
       115 - 2 bytes: units returned by a customer.
       117 - 8 bytes: purchase cost.
       125 - 4 bytes: units sold.
       129 - 8 bytes: total receipts.
       137 - 2 bytes: lost sales.
       139 - 2 bytes: units lost.
       141 - 2 bytes: emergency orders.
       143 - 6 bytes: shipping cost.
       149 - 6 bytes: total sales tax.
       155 - 1 byte: carriage return (hex 0D).
       156 - 48 bytes: Dec, Jan, ... Nov - Sales by month.
       204 - 2 bytes: last year lost sales.
       206 - 2 bytes: last year emergency orders.
       208 - 4 bytes: units sold, previous to last year.
       212 - 4 bytes: units sold, last year.
       216 - 4 bytes: year to date units sold.
       220 - 6 bytes: FIFO, year before last.
       226 - 6 bytes: LIFO, year before last.
       232 - 2 bytes: space (hex 20) followed by a carriage return (hex
       0D).
       234 - 4 bytes: units on hand, year before last.
       238 - 6 bytes: FIFO, last year.
       244 - 6 bytes: LIFO, last year.
       250 - 4 bytes: units on hand, last year.
       254 - 8 bytes: total receipts, last year.
       262 - 6 bytes: total sales tax, last year.
       268 - 2 bytes: units lost, last year.
       270 - 2 bytes: units returned by customers, last year.
       272 - 8 bytes: purchase plus shipping cost, last year.
       280 - 8 bytes: purchase plus shipping cost, year to date.
       288 - 2 bytes: units lost, year to date.
       290 - 2 bytes: units returned by customers, year to date.
       292 - 6 bytes: cost per unit, previous to last order received.
       398 - 6 bytes: cost per unit, last order received.
       304 - 4 bytes: units received in last order.
       308 - 4 bytes: space (hex 20) followed by a carriage return (hex
       0D), a new line (hex 0A), and a right arrow (hex 1A).

       12.3 Formulas used to calculate tax, cost of goods sold.

       Each time the monthly history backups are run, the latest units
       received, sales, costs, etc., are updated on the history
       diskettes.

       Each time the yearly history backups are run, the data sales and
       financial data is transferred to the history diskettes and the
       data values are adjusted to reflect just the past year's
       transactions.


       12.0 APPENDIX                                                  46       08-12-1984    Parts Inventory Control User's Guide    Version 1.0


       The following formulas are used in these history backup
       programs:

       FIFO:
       If COH > R
         then CVF = (R * CCU + (COH - R) * PCU)/COH
         else CVF = CCU
       where CVF is current value of a FIFO unit
             R is units received, last order
             CCU is current cost per unit
             COH is current on hand
             PCU is previous cost per unit

       LIFO:
       AVE = (P + S)/(COH - POH + L + US - R)
       If COH > POH
         then CVL = (POH * PVL + (COH - POH) * AVE)/COH
         else CVL = PVL
       where CVL is current value of a LIFO unit
             POH is previous on hand
             PVL is previous value of a LIFO unit
             P   is years total purchase cost
             S   is years total shipping cost
             L   is years total units lost
             US  is years total units sold
             R   is years total units returned

       12.4 Memory partitions

       Memory is allocated as follows:

       *   Resident DOS
       *   Active program
       *   Data buffers up to first 64KB boundary
       *   128 KB index
       *   Not active programs (location determined at load time)
       *   Transient DOS


       12.5 Sort algorithm

       "Quick sort" without Singleton's modification, but with rescan
       of each partition until no swaps, and use the new pivot value if
       swapped (compare at a location, not a saved value).

















       12.0 APPENDIX                                                  47       08-12-1984    Parts Inventory Control User's Guide    Version 1.0


       Index


            └╨╨╨░
            ╩ A ╡
            óúúúí

       Arrows 14, 27, 32

            └╨╨╨░
            ╩ C ╡
            óúúúí

       Calculate 14
          list price 8, 10, 11, 30, 33
          sale tax 33
          sales tax 8, 11
       Class 1, 8
       Computer 2, 7, 24
       Cost per pack 11, 12, 15, 30
       Count 1, 14, 31, 32

            └╨╨╨░
            ╩ D ╡
            óúúúí

       Data
          default 7, 14, 27, 28
          edit 12, 19
          enter 5, 10, 28
          lower case 8
       Date
          DOS 2, 4, 14, 25
          program 4, 8, 11, 12
       Description 8, 10, 14
       Diskettes
          backup 2, 5, 24, 26, 43
          capacity 13
          cleaning 7
          fields 44-46
          format 4, 25, 43
          labels 5
          purchase 2
       DOS 2

            └╨╨╨░
            ╩ E ╡
            óúúúí

       End 13, 27
       Enter 13, 14, 27, 30, 32
       Error recovery 6, 13, 16, 19, 20, 32, 37-43
       Esc 3, 15, 27, 30
       Estimate 33
       Extra orders 11, 15, 30






       Index                                                          48       08-12-1984    Parts Inventory Control User's Guide    Version 1.0


       Index

            └╨╨╨░
            ╩ F ╡
            óúúúí

       F1 3
       F10 16, 33
       F2 13, 27, 30
       F3 9, 27
       F4 9, 27
       F5 10, 28, 33
       F6 10, 28, 33
       F8 13, 29
       F9 16, 33
       Field types 8
       Fields 28

            └╨╨╨░
            ╩ H ╡
            óúúúí

       Home 8, 13, 14, 30

            └╨╨╨░
            ╩ I ╡
            óúúúí

       Index 8, 10, 13, 30, 31, 32
       Items returned 30

            └╨╨╨░
            ╩ L ╡
            óúúúí

       Location 1
       Lost sales 12, 16, 30

            └╨╨╨░
            ╩ M ╡
            óúúúí

       Manufacture 6, 8, 27
       Markup 10, 28
       Menu
          diskette 3, 4
          file 5, 10, 13, 16, 26, 29
          history 17, 34
          print 20, 35
          program 3, 4, 25
          record 14, 31
          tables 5, 9, 26
          utilities 37








       Index                                                          49       08-12-1984    Parts Inventory Control User's Guide    Version 1.0


       Index

            └╨╨╨░
            ╩ O ╡
            óúúúí

       On order 15
       Order 15, 31, 32
       Order months 8, 11, 30

            └╨╨╨░
            ╩ P ╡
            óúúúí

       Part number 1, 8, 10, 14, 27
       Price per unit 1, 12, 15
       Printer 2, 14
          cleaning 7
          control 9, 28
       Purchase cost 12, 15, 16, 30

            └╨╨╨░
            ╩ Q ╡
            óúúúí

       Quantity sold 16

            └╨╨╨░
            ╩ R ╡
            óúúúí

       Receipts 31
       Receive 15, 31, 33
       Record number 14, 16, 29
       Reorder level 11, 20, 35
       Reorder quantity 11, 20
       Report
          master 13, 20, 36
          orders 15, 21, 36
          over stock 21, 36
          sales history 22, 36
          tax history 22, 37
          under stock 21, 36
          count/order 36
          count/orders 21
       Return from customer 16, 31, 33
       Return to supplier 16, 32, 33

            └╨╨╨░
            ╩ S ╡
            óúúúí

       Sales tax 16, 31
       Sales tax collected 12
       Scroll lock 10, 13, 27, 29
       Sell 15, 31, 33
       Shipping cost 12, 15, 16, 30
       Suggestions 22
       Supplier 5, 8, 15, 27


       Index                                                          50       08-12-1984    Parts Inventory Control User's Guide    Version 1.0


       Index


            └╨╨╨░
            ╩ T ╡
            óúúúí

       Tab 14, 27
       Tax rate 10
       Total receipts 12, 16

            └╨╨╨░
            ╩ U ╡
            óúúúí

       Units lost 8, 11
       Units on hand 8, 10, 15
       Units on order 11
       Units per pack 8, 11
       Units received 15
       Units returned 12, 31
       Units sold 12, 16, 31

            └╨╨╨░
            ╩ W ╡
            óúúúí

       Warranty 33

































       Index                                                          51


























       Index