Shareware Super Platinum 8/Shareware Super Platinum 8.iso/mac/DATABASE/TRAN57.ZIP;1/TSR.DOC

Text File | 1992-01-20 | 54.3 KB | 2,051 lines

                -1-


TransAct 5.0 -
Transactions Management System.

Documentation:

(c) 1987-1992  Data-Labs, Phila. Pa.

-PLEASE READ IMPORTANT INFORMATION-

DISCLAIMER:

DATA-LABS and its assigns can not
be responsible in any way for any loss
of data or any other consequential
damages resulting from the use of our
programs.  It is highly recommended
that file copies (back-ups) of this
program be made for your protection
against loss of the program and that
frequent back-ups of the various files
generated by this program be performed.

LICENSE AGREEMENT:

Only use by the original owner is
sanctioned and back-ups must not
be sold, loaned-out, or modified in
anyway.  Only one computer station may
be used with any of our programs unless
each copy used for each additional
station is purchased separately for
such use.  No warranty is expressed or
implied except that we will replace any
damaged distribution diskettes.  The
terms of this agreement exist between
the TransAct 5.0 user and Data-Labs as
long as the program is being used.
*NEW PAGE*

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CUSTOMER SERVICE:

Write a short description of your
problem and mail it with a self
addressed envelope to:

DATA-LABS
3021 Unruh Ave
Philadelphia,  Pa. 19149.

We will reply promptly.  Please include
your area code and telephone number and
the best time to call you if that is
necessary.

For any urgent problems call customer
service at: [phone].  You pay
for the call,  but our time is free.

COPYRIGHT LAWS:

The program/s enclosed in the
TransAct 5.0 distribution package are
all easily back-up-able for your
convenience and protection.  Do not
sell, modify, loan or give these
programs to any person, company or
corporation.  To do so would constitute
a copyright infringement.  TransAct
series programs have taken many years
to develop and test.

DATA-LABS, Phila, Pa.  reserves all
rights to the programs it produces.
*NEW PAGE*

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Check Operation Warnings on page 29.
Please read these warnings carefully to
avoid problems or malfunctions in
your program.  Please read this entire
documentation booklet.

TransAct 5.0
Program Description / Configuration:

CUSTOMER DATABASE, INVOICER
and INVENTORY SYSTEM FOR THE IBM PC
XT, AT, PS-1, or PS-2 computers, any
hard drive and any IBM/Epson or HP
Laserjet compatible printer.

This system supports:

80 COL. COLOR or MONO boards/monitors,
CGA, EGA, or VGA boards.
Microsoft compatible mouse.
Laser or dot-matrix printers on LPT1
DOS 3.1 - 5.x
*NEW PAGE*


                 -4-


TABLE OF CONTENTS:

Description                  Page #

Disclaimer/License agreement    1
Customer Service                2
Copyright Laws                  2
Description / Configuration     3
Table of Contents               4
Overview                        5
Main Features                   8
Before Running TransAct 5.0     10
Getting Started ( Install )     11
Accessing the Main Menu         12
Create Record Mode              13
Customer-Record Data Entry      14
Back-ups                        15
Transactions                    18
Look-up  / Edit Records         19
Earnings / Statements           20
Deleting data-base records      26
Cloning data-base records       27
Sort data-base records          28
Warnings on proper operation    29
Search Fields Menu/Last Search  31
Cross-Searching Data Records    33
Utilities Menu                  36
Invoices Operating Procedure    39
Sales Tax Exemptions            43
Editing Invoices                44
Inventory Control Mode          47
Accounts Receivables            48
How to exit / Registration      49
The future                      50
*NEW PAGE*


                 -5-


OVERVIEW:

TransAct 5.0 is a unique data-base
record keeping system designed
especially for small-business.  It is
a dedicated, non-programmable system
that has been designed for storage
and retrieval of customer data.

Specifically, three types of data
are managed;  customer data-base
records, invoices, and company
inventory records.  Also, accounts
received files are generated by the
TransAct 5.0 system and may be analyzed
by the built-in accts. received ledger
utility.

Once stored on disk, individual or
batches of data-base records meeting
certain criteria may be retrieved by
search or cross-search, or by fast
Look-up.  Once found, records may be
displayed and/or screen dumped. Or
the invoices from any record (up to
four) can be displayed, edited and
printed. Invoices may be customized to
contain a company letterhead and/or a
closing remark.

continued next page...
*NEW PAGE*


                 -6-


Overview continued from last page-

Invoices may be printed to serve as a
customer receipt or bill.  It should be
mentioned here that data-base records
are stand-alone records.  However
invoice records can not exist without
data-base records since some of the
data used by invoices are data-base
derived information.

Only invoices contain customer
financial transaction information
(charges, materials, etc) and are the
basis for accounts receivables. To
operate the system you must first
install it to a sub-directory on
your hard disk. Then start-up TransAct
5.0 and Select the UTILS. option from
the main menu. Then write your company
header by selecting that option.

Set-up your dot-marix printer with
continuous pin-feed paper.
Statements can be printed by selecting
"Reports" from the main menu and
selecting the appropriate option.  Do
not make a company letterhead if your
paper has been prepared by a printing
company in advance with your company
letterhead. Instead, select CHANGE CO.
HEADER from the Utils. menu. Type 2-4
blank lines to print a blank header on
invoices.

Continued Next Page...
*NEW PAGE*


                 -7-

Overview continued from last page-

Next select change field headings from
the Utils. menu. Change whatever main
data-base fields to new headings that
better match your unique information
demands. Keep in mind that only the
main data-base records fields can be
searched, cross-searched and sorted.

Now you can write your first record
by selecting "CREATE" from the main
menu. Enter your data on the screen
and follow prompts.  Then press the
<F3> key to write an invoice to this
record. There are two main parts of
an invoice;  the main screen and the
materials screen(s). The materials or
code-items part of your invoice are
fully integrated with inventory.

So it is a good idea to place some
inventory items into inventory before
writing an invoice so that point-of-
entry pricing for the items are
available to you. The inventory items
need not be actual inventory stock.
They may be service codes or a
combination of both service (labor) and
stock codes.

Once an invoice is entered and stored
to disk,  you may print it as many
times as desired.  Then follow the on-
screen prompts to make a payment or
debit to the invoice.

Customer statements may be run at any
interval. Statements are based solely
on open invoices. ie. Invoices with a
balance due.  Closed invoices do not
generate statements.
*NEW PAGE*


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MAIN FEATURES:

DATA-BASE RECORDS:

* Field Search / Cross-search
* Instant Look-up
* Read / Write / Display / Print
* Automatic record # assignment.
* 80 column displays with invoice
  summary windows.
* Convenient Screen Dumps / Reports.
* Up to 10,000 records per data-base
* Fast sorts on any field.
* Mailing labels based on last search.
* Automatic calculations for total.
  Earnings and Balances due.
* Estimates and Account transaction.
  status Tracking System.
* Easy full-screen editor.
* Record cloning.
* Password protection.
* Last Search/Sort Memory .
* Sort Last Search.
* 20 Record fields (12 user re-
  definable)
* Fully mouse - aware Menu driven.
* data-base record data-transfer
  to invoices for efficiency
* Real-time updating of main data-base
  records to reflect activity to
  invoices, accounts receivables and
  accounts received files.
*NEW PAGE*

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Main Features continued from last page-

INVOICE FILES:

*  Point-of-entry / Point-of-sale or
   Field service transactions.
*  Automatic data sharing of data-base
   records. / Auto invoice# assignment.
*  Includes up to 30 items per invoice.
*  Customized company heading.
*  Up to 4 invoices per record.
*  Up to 40,000 invoices per file.
*  Automatic disk compression.
*  Automatic sales tax calculations.
*  Sales tax-exempt capability.
*  All Functions are FULLY Compatible
   with TransAct 5.0 inventory control
   files for fully automated inventory
   deletions.
*  Invoices are Integrated with
   accounts received and accounts
   receivables.
*  POE pricing from inventory files.

Invoice data fields:

30 Part number or Service Code Numbers,
Integrated with 3000 inventory Items.
Quantity sold, description, unit price,
Automatic extended prices

3 Comments, and 5 Description/Chgs.
text lines.

Other charges,  Shpg. & handling (mktg.
format) or  Service charge.  Other
invoice data are automatically copied
from main data-base records avoiding
time-consuming duplication.  Separate
shipping or job location information is
supported.
*NEW PAGE*

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Main features continued from last page-


Monthly Statements:

* Customized statements printed for all
  open invoices.
* Allows for windowed envelopes for
  easy customer billing.

Accts. Received and Accts Receivables:

* Fully integrated with invoice files,
  data-base records and with built-in
  Accts received ledger utility.
* permits up to 25 transactions per
  invoice.  ie. Payments or debits
  (bad checks etc.)

BEFORE RUNNING TransAct 5.0

Copy all files from your TransAct
5.0 distribution disk to another
floppy disk using any copy program, or
the DOS Diskcopy command.

Use the copy if your original becomes
lost or damaged.  Copyright Laws
prohibit distribution of any copy you
make for sale or for use in any
computer station.  Discounts for
multiple copies are available.  Once a
back-up floppy disk has been made
proceed to "Installation Instructions"
that follow.

continued next page...
*NEW PAGE*

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Getting Started and Installation:

DO NOT run this program until it
is properly installed to your hard
drive.  We further recommend that you
have at least DOS version 3.1, and at
least a 20 megabyte hard disk drive in
your computer to allow storage space
for TransAct 5.0 files and your other
programs and data.

Turn on the IBM-PC or compatible
computer, printer, and 80-column
monitor.  Boot off your hard drive
and wait until you have the DOS C>
prompt on your monitor screen. Now you
are ready to install TransAct 5.0.
Follow the following installation
procedure.

Installation:

1.     Place distribution disk
       (TransAct 5.0) into drive 'A
2.     Type A:INSTALL then press
       <Enter>.
3.     Wait until Installation is
       complete. (drive light will turn
       off and  DOS prompt returns to
       screen).

ACCESSING THE MAIN MENU:

Now that the program is installed you
are ready to begin.

continued next page...
*NEW PAGE*

              -12-

Accessing the main menu:
continued from last page-

If you will be using a mouse,  be
sure the mouse-driver software that
came with the mouse is properly
loaded before using Transact.  Type
TransAct. Then press <Enter> to start-
up the TransAct 5.0 system.

To start a session once your computer
has been turned off, move from your
root directory to the proper directory
by typing cd\TransAct <Enter>.
Then type TransAct to run.  Shortly,
the TransAct 5.0 opening screen will
appear. Press a key for the main menu.

WARNING: Do not bypass the Transact
start-up batch file by typing T50MN.
Instead, be sure to type Transact with
no extension.  Ignore the message 'Sub
directory already created' when
starting TransAct 5.0.

THE MAIN MENU:

The Main Menu has several options.
Use <Alt> combination keys or press the
left or right cursor keys to highlight
any option.  Once the desired option is
highlighted,  press <Enter> once to
select that option.  Or simply point
and click with the mouse.

You may return to the Main Menu anytime
by pressing the <ESC> key or by double
clicking the mouse on the happy face
(far left on the menu bar).
*NEW PAGE*

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CREATE RECORD MODE:

Press <crsr> right key to highlight,
or point and click to select the
'CREATE' option.  Then press <Enter>
and the main data-base data-entry
screen is displayed.  The first active
record may now be entered. All records
are automatically assigned a record #
by TransAct 5.0 .

DATA-BASE RECORDS - DATA ENTRY:

Once the data entry editor screen
is displayed, look for the blinking
cursor next to 'DATE' and enter the
current date as mm-dd-yy or press the
<F2> key for automatic system dating.

Then type the customer name in last
name, first name format. eg. SMITH, JOE
Optionally,  enter any account number
of 5 or 6 digits.  Then press <Enter>.
If you make a mistake before you press
<Enter> use the backspace key to delete
the unwanted characters or <Ins> to
insert characters that are missing.

If you already pressed <Enter>, don't
worry.  You may use your up or down
cursor keys.  Press <Enter> or the
<crsr down> key after each line.  When
finished entering data to this record,
briefly press the <Esc > key.  Then
answer the prompt IS INFORMATION
CORRECT? by pressing 'Y' to store to
disk.

continued next page...
*NEW PAGE*

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continued from last page-

Before creating records,  determine
which field headings you want to change
by selecting this option from the
Utility menu.  You may then change
twelve of the twenty main record
fields.  (six are dedicated.) Although
their headings (titles) can be
changed, their lengths CAN NOT be
altered.

So, select fields to change keeping
size limitations of that field in mind.
Note that most record field data will
later be copied to printed invoices
associated with that record.

The 'Remarks' field doesn't copy to
the invoice.  So, this field can
contain confidential or proprietary
information.  Also, enter data only in
lower case (Do not use shift key)
because this data will later be
displayed or printed capitalized as
needed. This allows for case
insensitive searches and cross-searches
to data-base records.

Writing good customer records:

The use of codes not only shortens
data but will also permit the operator
to perform effective field searches to
dept. codes,  status field, etc.

continued next page...
*NEW PAGE*

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continued from last page-

In the TRANS TYPE field, we recommend
that you store information describing
the type of transaction. Some suggested
codes for this record field are:
For service businesses - FRESH,
SVCCALL, RECALL, Warranty, etc.
For sales businesses - SALE , RETURN,
EXCHANGE, MOTO, etc.  You can make up
your own codes to suit your needs.
Even use more than one. eg. SALE/COD.

When you later search for codes in the
proper field the appropriate records
will be found.  In this fashion,  it is
possible to write records that can be
retrieved in batches that describe
select types of transactions or
customers.

The TRANS STATUS FIELD should contain
information as to the current status of
an account.  eg. COMPLETE (COMP), INC,
SHIPPED, WAITING PARTS (W/P), etc.  In
Edit Mode,  a field of data can be
easily changed.  Up-date any field to
show the current status of an account.


continued next page...
*NEW PAGE*

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continued from last page-

NOTE: If you wish to change the
headings of the main data-base record
fields, select the Utils. option from
the main menu and choose "Change
Default Headings".  Then follow the
prompts.  Only field headings 8 - 19
may be changed. eg. If you are managing
an auto repair shop,  you may wish to
change the MANUF / TYPE field to
Vehicle / Model.

A special data field heading that can
be changed is the OTHER CHARGES field.
The OTHER CHARGES field can be found
only in invoice files.  A service
business may want to change this field
to SVC CHARGE. A mail order company may
want to change this field heading to
SHPG. / HNDG. Select field # 27 in the
CHANGE FIELDS MODE of the Utility Menu.

Back-ups:

Frequent copies of your data should
be made.  A copy program should be used
or DOS's BACK-UP and RESTORE commands.

The files to back-up are:

Record.dta (holds data-base records).
Stock.dat (inventory),  and all other
files in your main directory labeled
01/91,  02/92,  03/93 etc.  These are
the accounts received files needed by
the Accounts Received Utility program.

continued next page...
*NEW PAGE*

                -17-


continued from last page-

Also, back-up the INVOICE sub-
directory for all files.  These are
your invoices grouped into clusters.
Each invoice cluster has 10 invoices in
it.  eg. Invoices 100001 to 100010 will
be stored in file 100001.  Invoices
100011 to 100020 are stored in file
100011 etc.  Each TransAct 5.0
directory has a separate INVOICE
directory below it.  Do not forget to
back-up these invoices.  For reliable
back-ups we suggest a tape system or at
lease a high density disk drive,  but
even 5 1/4" diskettes will do.

Account Status and Estimate Tracking:

Suppose you enter w/p (waiting parts),
WCB (will call back) or OK or NOT-OK in
the Est. Status field, or to the Trans-
status field. These fields can be
searched and cross-searched or edited
to reflect the current status of
estimates etc...  In fact, any field
can be searched or cross-searched.  See
SEARCH FIELDS  for more information.
*NEW PAGE*


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Transactions:

Note: Whenever money changes hands
you must write an invoice associated
with the appropriate record.  Then you
must select ACCTS. from the main menu
to make any payments, or debits to
that invoice.  Remember to follow all
prompts on screen.  These prompts guide
you through each function.

You must first write or read a data-
base record to be able to attach an
invoice (up to 4 maximum) to that
record.  See INVOICES for more details.
or simply follow the prompts following
a Create or Look-up display screen.

After writing a record a prompt appears
"Press <F3> to Create a new invoice".
Then select '2' from the invoice menu.

Or after reading a record using
the 'Look-up' option, press <F10> to
speed key directly to invoice mode,
<F6> to Clone a record,  <F3 or F4> to
scan down or up the records.  <F8> to
delete.  Never delete a record with
invoices attached to it.  You can see
if invoices are attached to the record
by looking at the special invoice
summary boxes at the top right of any
data-base record screen.  If they are
all blank,  there are no invoices in
the current record.
*NEW PAGE*


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Editing Records:

After reading a record (Look-up), press
the space bar to go to EDIT MODE to
update any of the fields in that
record.  Make these changes in the
same fashion as you entered the
original data and press <Esc> when
finished.  Then follow the prompts.

Note: In edit mode you may use the
<HOME> and <END> keys to go to the
beginning or end of the field the
cursor is on.  Also, you may use the
up or down cursor keys instead of
<Enter> after typing each line.  Also,
the <Backspace> and <DEL> keys are
active in the full screen editor in
write or edit modes.

Note:  Use default security code '199'
to allow access to editing functions.
You may change the default security
code to your own unique code in
the Utils. menu.  Keep the security
code short for expediency.
*NEW PAGE*


                -20-


EARNINGS:

Earnings are calculated by the SEARCH
FIELDS and CROSS-SEARCH FIELDS modes.
When calculating, TransAct 5.0 uses
the initial transaction dates of
records only,  not actual invoice or
payment dates contained in the other
fields. This means that when you have a
split transaction involving a payment
on a later date,  the system will
calculate all payments as if they
occurred on the original data-base
record date.

Balances due (accts. rcvble). and sales
tax collected are also calculated
whenever a search or cross-search is
performed.  To be accurate in terms of
actual monthly earnings,  use the
Accounts Received Ledger Utility.

Customer Statements:

Balances due on open invoices may
be displayed by selecting REPORTS from
the main menu.  Then select '1'.  To
get a hard copy of this display press
'H' when prompted.


continued next page...
*NEW PAGE*


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Statements continued from last page-

To print customer statements
select PRINT STATEMENTS instead of
DISPLAY STATEMENTS and use continuous
feed 8.5 by 11 inch tractor feed paper.

Statements will be printed for
each account that has any balances due
present in the system.

Hardcopy:

Any time you want a hard-copy of
a record or any non-scrolling
screen, press <Shift><Prt Sc> to screen
dump to printer. For example,  Look-up
a record that is related to your work
schedule and print that record to give
to your outside sales or service person
so that they will have the information
they need on that customer.  If this
function doesn't work on your computer,
try the ALT -P combination.

Look-up (Display/Edit) Record Mode:

This is the first option on the
TransAct 5.0 Main Menu.  Once selected,
see the prompt to enter 'Name or File-
Number'?  Since names may never start
with a number, the TransAct 5.0 system
knows when you enter a number from 1 to
4000 that a record number is being
retrieved.  But if you enter any alpha
(a-z) character(s), the system will
automatically alpha-search the
Customer-names index file for a match.

continued next page...
*NEW PAGE*


                -22-


continued from last page-

In either case press <Enter> when
finished typing the entry. Also note
that a customer acct. number may be
entered in the acct. # field. This must
be a 5 or 6 digit number.  Then, these
too can be found quickly with the Look-
up option.

Account numbers if used must be unique
to any customer. The system will
automatically check for duplication.  A
customer need only have an account
number if they will owe your company
money on multiple invoices.  Once the
chosen customer record is displayed,
follow prompts for your options.  You
can go into edit mode (Press <Spc Bar>)
to change any part of the displayed
record,  or you can delete the entire
record ( F8 removes it from the disk),
or you can press <f4> to see the next
record # , or <f3> to go back one
record #.  Or you can simply press the
<Esc> to go back to the Main Menu.

In addition,  if you entered an
alpha character or string,  the most
current record with a match is
displayed... unless a Sort was
performed.  Consider the example below.
Enter 'SM'. The first record found
with a match might be SMITH, SMITHE,
or JASMOND,  or any name with an 'SM'
character string in it.

continued next page...
*NEW PAGE*


                -23-

continued from last page-

In addition to the options available
reading (Look-up) by record number, an
alpha search has another option; That
is whether or not you want to READ NEXT
MATCH?.  If you press the <Enter>
key, or click the mouse on the blinking
prompt, the next available match is
displayed.  If there are no additional
matches,  the following message is
displayed; NOT IN FILE. Then the Look-
up record dialog box is re-displayed
without any further key-presses.

Hint: The Alpha-string search described
above allows you to enter whatever
portion of the customer name is known.
Last names may be entered,  as well as
any part of them. This feature provides
great flexibility. eg. Enter Mc to
retrieve McMath, McDonald, McCormick,
etc...  Proceed to 'More about editing
data-base records' for complete
instructions on using the full-screen
record-editing mode of Look-up.

More about editing data-base records:

To edit a data-base record ( Not an
invoice ), you must first select Look-
up from the main menu.  Once you have
displayed or printed out the desired
record data, you can make quick changes
to any field in the record by pressing
the space bar. You will be prompted for
your security code.

continued next page...
*NEW PAGE*


                -24-


More about editing data-base records:

continued from last page-

Note: 199 is the default security code
until you change it.  Enter the correct
code and press <Enter> and you will see
the current record data on the full-
screen editor. Simply follow on-screen
prompts as follows:  Press <Enter> or
<crsr down> to move down one line.  Or
hold down the <Enter> key until the
blinking cursor moves down to the next
line requiring changes. Then using the
cursor right key,  position the cursor
over the first character to be
replaced.  Then simply type in your new
characters.

Use the<DEL> key to erase any number
of characters to the right of the
blinking cursor.  You can also use the
<Ins> key to insert characters.  Once
all fields have been edited,  simply
press <Esc> once.  And prompt 'IS INFO
CORRECT?' appears.

continued next page...
*NEW PAGE*


                -25-


EDIT RECORDS: continued from last page-

Typing 'Y'  for a Yes response
will automatically up-date this record
on disk and includes all changes you
may have made.

Pressing 'N' (no) at this prompt will
return the cursor to the DATE field to
enable further editing.  When editing a
record you can use the <Home> or <End>
keys for desired placement of the
cursor on the current line.  NOTE: When
the edited record is stored on disk you
will be returned to main menu.

Helpful Editing Hints:

Edit Mode is a very useful tool,
not only to correct errors in data
entry,  but especially to up-date
records. ie. Changes in a customer's
account status, address, etc...  In
this fashion,  edit the job STATUS or
sales STATUS to follow the flow of
a transaction. eg. Change the trans-
status field from 'W/P' (waiting for
parts) to COMP (completed) or from 'BO'
(back-order) to 'shipped' etc...

Other trailing data may be edited
into fields such as 'Est Ok, pymt
dates, WCA (waiting credit approval),
MC/VISA, etc.
*NEW PAGE*


                -26-


Deleting Data Base Records:

As with EDIT MODE,  a record must
first be read before it can be deleted.
This helps to assure that records are
not deleted until they are inspected.
After reading a record in LOOK-UP
mode,  simply press <F8> to delete.
Then enter your security code.

Then the prompt, 'Are you sure you want
file deleted?' is displayed.  This is a
precaution and provides the operator
with a convenient escape.  Simply press
'Y' (yes) and the record will be
deleted from disk.  When deletion is
complete,  the Main Menu appears. Do
not delete records that have invoices
associated with them.  Deletion of
data-base records DOES NOT delete any
associated invoice files that you
have stored.. SEE INVOICES for more
information.

Note that if a record has been deleted,
the next record entered fills that
record number slot. This can be
confusing if you're accustomed to
records being stored consecutively as
they are entered. The recommended
use for delete mode is to only delete
a record if your customer cancels an
order and no money changed hands.
*NEW PAGE*


                -27-


Record Cloning:

An advanced feature of TransAct 5.0
is 'Record Cloning'. This function is
only available in Look-up mode. Press
the <F6> function key or click on Clone
when a data-base record is displayed.
This automatically clones (copies) this
record to the next available record
slot.  This feature provides for repeat
customers and saves typing time...
Great for multiple invoice requirements
too...  Caution: Make changes to your
cloned record only after cloning.  Then
press the < Esc> key until the prompt
`IS INFO CORRECT'is displayed.  Press
'Y' and the edited cloned record will
be copied to the next available record
number and the original will remain
undisturbed on disk.

Remember - First clone then edit.
Otherwise, you will inadvertently
edit the original record.  Note- When
a record is cloned the date and all
invoices associated with that record
stay with the original record,  but are
not copied to the new record.  This
feature provides more invoice space.
You may create up to 4 more invoices
for the cloned record. (Great for
repeat customers requiring more than
4 invoices)  eg. Each time a data-base
record is full with the maximum of 4
invoices and you need to write a new
invoice for that account, simply Look-
up the record. Clone the record. Then
edit the new cloned record. Finally,
write a new invoice.
*NEW PAGE*


                -28-


SORT FIELDS:

SORT is an option on TransAct 5.0's
Main Menu.  Highlight this option
and press <Enter> for SORT MODE.  Use
the <crsr down> or <crsr up> keys to
get an alpha-numeric sort on any
field.  Press <Enter> and answer the
next prompt to determine if this sort
will use all records on disk or only
those found from the last search.

The Sort Fields option is useful when
you want to see record number assign-
ment or a customer name that you're
not sure of how to spell.

Suggestion:

Search for all records from a certain
month or year. And once found, sort on
the name field...

SORT FIELDS only works with main data-
base record fields - NOT INVOICES or
INVENTORY.

Sorting of inventory by code-item
number is provided automatically by the
Inventory Control Module. This happens
as new labor or stock items are added.
*NEW PAGE*


                -29-


OPERATION WARNINGS:

1. All data entry (main records or
   invoices) must be entered in lower
   case. ie. Never use the <shift> key.
   Data will later be printed in
   upper case as needed.

2. Be sure each record has a date in
   format mm-dd-yy. Press <F2> for
   system date on any data-entry field.

3. Be sure each data-base record has a
   tax rate (last field of the main db
   records).  If the tax on a record`s
   tax rate field (last field of any
   record) is zero, type 0.00.
   6.5% must be entered as 0.065 etc...
   Do not leave this field blank.

4. Back-up all files often enough to
   feel secure. Remember - All invoices
   are stored in a sub-directory called
   INVOICE and contain clusters or
   groups of ten invoices.
   You must back-up all files in the
   TRANSACT   sub-directory as well as
   all files in the INVOICE sub-
   directory.

5. Never use more than 31000 qty. on
   invoices on inventory qty's or re-
   order points or on qty,s on invoice
   code items (materials or service
   codes).


continued next page...
*NEW PAGE*


                -30-


Warnings continued from last page-

6. When entering money amounts never
   use a dollar sign and be careful to
   use a dot instead of a comma.  7.
   Do not attempt to install TransAct
   5.0 in the root directory.  Never
   call a sub-directory 'INVOICE',
   since this is reserved for TransAct.

7. Never change the tax rate of a data-
   base record once invoices have been
   written to it.

8. Call DATA-LABS customer service at
   215-331-8780 if an error occurs
   before resuming operation.
*NEW PAGE*


                -31-


SEARCH FIELDS MENU:

The SEARCH FIELDS MENU is accessed from
the Main Menu.  Select this option and
the SEARCH FIELDS MENU will appear.
This menu operates in the same fashion
as the Main Menu.  Just move the cursor
up or down to highlight a field search
option and press <Enter> to select that
option.  Each option performs a disk
search to every record on the data disk
(not including invoices).

The search is confined to whichever
field is chosen in the SEARCH FIELDS
MENU.  eg. If you choose 'SEARCH
STATUS', the computer then prompts,
'Enter Search String'.  You then enter
a status code like COMP (complete),
W/P (waiting parts),  SHPD (shipped),
SVC (Svc Call),  DEL (delivered) etc.

Before entering the search-word a
prompt appears to press the space bar
for a search or the <F8> key for a
cross-search.  You must search before
performing a cross-search.  Each
search or cross-search is stored in
memory as the last search.

Mail labels print 15/16" standard
labels from the results of the last
search or cross-search. See Utils.

The REMARKS FIELDS can also be
searched and/or cross-searched.

continued next page...
*NEW PAGE*

                -32-

continued from last page-

The search will find all records that
contain any word or code the operator
entered into those records. For
example,  put 'PREV' in remarks for any
customer that is a previous customer
(repeat customer).  Then when searching
the Remarks Fields for 'PREV' every
record of all previous customers on
your data disk are displayed.

When any Search is completed, the total
number of records found are displayed,
as well as Total Money Earned and Bal.
Due.  On completion of any search or
cross-search the operator has the
option of sorting records found by
selecting SORT from the main menu.

After sorting is complete the sorted
list of field data may be displayed.
Simply follow the prompts carefully.

Suggestion:

When prompted for search string during
field searches or cross-searches,
simply pressing <Enter> will find all
records in the data-base.  SEARCH ALL
FIELDS is the next to the last choice
in the SEARCH FIELDS pull-down menu.
Choose this option instead of a
specific field choice to search every
field in the data-base records. This is
very powerful.  It allows you to
search for invoice #'s or invoice dates
that are shown in the invoice summary
boxes (top right of data-base records).
*NEW PAGE*


                -33-


LAST SEARCH:

LAST SEARCH ( previous search ) maybe
displayed from the Search Fields Menu.
The LAST SEARCH is erased by any
current search.  Also, the last Search
is drawn upon for data when compiling
mailing labels, or when performing a
Cross-Search. The last search is also
available to the accounts received
ledger utility.

CROSS-SEARCHING DATA-BASE FIELDS:

After performing a Search, you may
go back to the Main Menu
and again select SEARCH FIELDS MENU.
Then you will be returned to the SEARCH
FIELDS MENU.  Select the appropriate
field to search as before and press
<Enter>.  Then instead of pressing the
<spc> bar,  press <f8> as prompted so
that only records found in the previous
search will be re-searched or cross-
searched.

Consider the following example:

Suppose the system has 1000 or more
records contained in it.  Now, let's
say that about half of these were
written in 1990 and the remainder
in 1991.  Now let's try to find all
records from 1990 that contain a status
field entry of 'DEL' ( DELIVERED ).

continued next page...
*NEW PAGE*


                -34-


Cross-Search continued from last page-

First choose the SEARCH FIELDS
OPTION and when the Search Fields Menu
appears,  select 'SEARCH STATUS FIELD'.
Then when prompted for SEARCH STRING,
type 'DEL'. TransAct 5.0 will then
search all records on disk for STATUS
'DEL'.

In the example above,  we wanted only
1990 records but got all years included
in our data.  Go to the main menu.
Select The CROSS-SEARCH FIELDS
option and then Select 'FIND YEAR'.
Then when prompted, type 90 and press
<Enter>.  Now the system will cross-
search ( only scan records from the
last search ) and display only records
with '90' in their date fields.

Of course, these records also have
'DEL' in their status fields due to the
previous search.  Searching enables the
user to find any code.  Then by cross-
searching, narrow down these records
even further.
*NEW PAGE*


                -35-


You may cross-search over and over if
desired.  In this fashion, you could
find for example every customer
who purchased WIDGETS and lived in
area code 19111, and made payment with
a credit card,  etc...  The power of
this technique is virtually unlimited.
Also note that performing a search may
take some time since all records on
disk are examined, but each subsequent
cross-search takes up less time than
each preceding cross-search.

More about Searches/Cross-searches:

Another good use for search and cross-
search techniques would be to compile
a list of all customers who made
purchases in a certain month.  Note;
This would also provide Total Earnings
and the Total Balance due from all such
transactions.

Similarly, a service business may wish
to compile shop records.  ie.  All
units ( TV's, VCR's, Automobiles,
etc...) that are in the shop for
repair.  Or perhaps a search for all
widgets sold.  Or for scheduling
purposes,  a db field could be used to
note a service call appointment date
and time.

Later searching that field for a
schedule date will yield all customers
scheduled on that day.  The useful
possibilities of Searches and Cross-
Searches are almost endless...
*NEW PAGE*


                -36-


UTILS MENU:

The UTILITIES menu is accessed from the
Main Menu. Select the desired option by
highlighting the appropriate option and
pressing <Enter>. Or point and click
with the mouse.

Mailing labels:

Select this option from the Utilities
menu to compile and print mailing
labels for 1 across x 15/16" standard
labels. First perform a search and if
needed, a cross-search to find the
desired customers.  Follow the prompts.
Mailing labels are based on the 'Last
Search' performed.  This makes it easy
to compile mailing lists taken from
select groups of records. eg. Mail to
all customers living in a certain city,
state, or zip code, etc...   Change
Security Code (password):  The password
is needed to access EDIT modes for
invoice or records and for deleting
records.  Here the password is called a
security code.  The present code is
'199' and can be changed to any
password that you like to use. But you
must know the existing code.  The
default security code is 199.

continued on next page...
*NEW PAGE*


                -37-


Utils. Menu continued from last page-

Once changed, the message which appears
as you start to run TransAct 5.0, `Use
default code 199` will no longer appear
and access speed to your program will
increase.

CHANGE HEADINGS:

Use this option to change many of the
headings on your main db records.
Choose these changes carefully to
reflect data your company needs. Be
sure to choose fields with sufficient
lengths.

Note: you can not change the first
six fields or the last field in the
records.  Also, a special field is
headed OTHER CHGS. on your invoices and
may be changed.  This is considered as
field # 27. A typical change to this
field heading would be to change to
`SHPG/HNDG` for a sales/mktg business,
or `SVC CHG:' for a service oriented
business.

OTHER UTILS OPTIONS:

Other options in the utility menu can
be selected and will provide more
flexibility.  Simply select option and
follow prompts.

continued next page...
*NEW PAGE*


                -38-


Utils. Menu continued from last page-

Invoice/Statement length defaults to 11
inches but can easily be changed to 7,
8, or any length desired.  Note- this
change affects the customer invoices
and customer statements lengths, but
can be changed at any time prior to
printing invoices or statements.  When
you change the page size you may also
ADD LASER PRINTER support by answering
the prompt that follows the page size
prompt.

Select "6" to eliminate most
of the sounds from the system if you
want quiet operation.  Select '7' for
Accounts Received Ledger Utility.
Other Utils. options are available
and are self explanatory. Simply follow
the prompts.

Calculator:  A pop-up calculator is
available anytime by pressing the F5
key. This handy utility CAN NOT be
selected from the Utils. Menu.
Press <Esc> to remove the calculator
display and return to the exact place
you were at prior to using the
calculator.

Note - When The calculator is
displayed, entries and results may
optionally be printed to LPT1 just
like an adding machine by pressing the
F7 key as prompted.
*NEW PAGE*


                -39-


Invoices:

Invoice Mode can be accessed from the
main menu, or by using the <F3> key
after CREATE record or the <F10> key
after LOOK-UP record. Invoice data
should not be confused with main data-
base records.

Up to four invoices may be created for
each main data-base record. An Invoice
on hard-copy (printed form) can serve
as a transaction record for you and
your customer. And they are customized;
Each printed invoice will have your
company heading and a closing remark.

The main body contains shipping data,
other charges, text lines and amounts.
Then there are three comments fields.
Then materials or code items (up to 30)
are printed. Then the sub-totals, other
charges, tax amounts, and grand totals
are printed. Then a closing remark,
"Thank You For Your Valued Patronage."
is printed. The closing remark may be
changed to a different remark. See the
Utils menu.

Invoices may be printed on single feed
sheets or tractor feed.  Simply select
PRINT INVOICE from the invoice menu
after creating or reading an invoice.
If you need more than one copy,
simply type 'Y' in response to the
printer prompt,  PRINT AGAIN? (Y/N).
*NEW PAGE*


                -40-


Invoice Mode Operating Procedure:

When an invoice is created and stored
to disk, the amount of the invoice is
applied to accounts receivables.  To
create an invoice, a data-base record
for this transaction must first be
written to the main data-base.  Go to
the MAIN MENU and select `CREATE'. Then
enter the main data-base record
information for this customer.

Once the main data-base record is
written, select the <F3> option. Then
follow all prompts.  To write an
invoice to an existing record, simply
read that record by first using LOOK-UP
from the main menu. Then press <F10> to
speed to Invoice mode.  Then select `2`
(not f2) to CREATE INVOICE.  After
entering data to the main body of your
invoice,  press <Esc> and "y" just as
you did with main record data entry.
Then press <F3> to write invoice
materials (code items) or just <Esc> to
store the invoice.

Once an invoice is created, read, or
edited, you must press <Enter> to read
each page of the invoice before being
able to store the invoice and go to the
main menu. Or simply click the mouse.

continued next page...
*NEW PAGE*


                -41-

Invoice Mode continued from last page-


Once an invoice is either displayed
or created and you go back to the
main menu,  you must select ACCTS. to
make any payments or debits to that
invoice.  To add a return or discount
credit to an invoice you may read/edit
the invoice. Then enter your security
code and press <Enter> as prompted at
the bottom of the invoice opening
screen.  Then add a text line to a
description field such as 1% credit.
Then enter the appropriate credit
amount on the next AMT. line as minus
(-) the appropriate amount.


If an error was made in posting a
payment or a bad check is returned,
apply a debit in ACCTS. mode. To edit
the code-items of an invoice, read the
main record, then the invoice, and
choose EDIT MATERIALS from the invoice
menu.


INVOICE DATA ENTRY:

There are up to four separate
invoices associated with each main
record to allow for 4 separate trans-
actions.  For example, your company
sell widgets to Mr. Smith.  He gives
you a deposit.  So you CREATE his main
record and an invoice to give him a
record of his transaction.

continued on next page...
*NEW PAGE*


                -42-


continued from last page-

You also apply his deposit to ACCTS.
Later his widgets are shipped or
even picked up by Mr. Smith.  Now he
pays the balance due to your company.
You apply this payment to accounts
without creating a new invoice.

Later Mr. Smith places another order.
Now instead of having to write a new
Main data-base record duplicating
data, you simply Read the previous Main
data-base Record in Look-up Record
Mode (from the main menu), edit to
indicate the new status of the account,
create a new invoice, select ACCTS.,
then apply appropriate payment.

Later, you may 'READ/EDIT' invoices to
see any invoices for the current
record. Remember, the current record is
the last record you Look-up from the
main data-base.  You will see that an
invoice contains much data from their
associated data-base records as
well as all the regular invoice data.
When you create an invoice, you will
be prompted for pertinent information
about materials used or sold; quantity
(qty), code-items (P/N), and unit
price. But first you enter description
data, amounts, comments, etc.  The best
way to get fully acquainted with using
invoice mode is to experiment.
*NEW PAGE*


                -43-

SALES TAX EXEMPTIONS:

An advanced feature of the Invoice
Mode is the sales tax exemption
features. To exempt all sales taxes for
a given customer invoice, simply type
0.00 for the tax rate on the data-base
record. This is the last field on any
data-base record and tells invoice mode
what tax rate to apply to invoices that
are created.

To only exempt shpg & handling, svc
charges, description charges or other
charges press <F9> instead of <Enter>
when entering description / amount, or
code-items to the invoice.  Doing this
will make that item non-taxable.

Note when entering invoice data for
'Other' (shipping or job Name, address,
city, st, zip or dates and tel. numbers
use <F9> key which places an asterisk
to later duplicate data to your invoice
from the main record. If an asterisk
is entered to one of the first five
invoice fields, later reading of this
invoice will not show the asterisks but
instead will contain a copy of the
customer ID information from the data-
base record.  This avoids duplication
of effort .
*NEW PAGE*


                -44-

More about Invoices:

It should be mentioned that you CAN NOT
use all of the program functions of the
main data-base with invoices.  ie: You
can not Search / Cross-search, etc.
Invoice data is only for retrieving,
displaying, and printing.  Any special
customer data that is to be analyzed,
or searched should be written to the
main data-base record.

However, invoice money data and accts.
rcvd.  data are copied to the main
records so that searches and/or cross-
searches will yield earnings, bal`s
due, and sales tax collected for the
group of records found during the last
search or cross-search.

Also the totals for every invoice is
stored as accounts receivables data.

EDIT INVOICE:

To edit an invoice select READ/EDIT
from the INVOICE MENU.  Then Enter
the security code to edit the first
invoice screen.  Or read the invoice
and select EDIT MATERIALS from the
invoice menu. You will be prompted to
select (A)dd materials line or (E)dit
existing materials line.  Select 'A '
or 'E'. Then follow the prompts...re-
type the entire new field you are
editing if editing an existing
materials field.

continued next page...
*NEW PAGE*

                -45-

Edit Invoices continued from last page-

Follow prompts to Add a new code-item
(p/n or service code item) to the
existing invoice...

Integration of invoices with Inventory:

Part-number qty's that are entered on
invoice materials screens are auto-
matically deleted from inventory if
found in inventory list. A unit price
is offered when found. Answer prompt to
accept the unit price from inventory or
not. If not found in inventory, a
prompt will ask you to press <Enter> to
continue or <Esc> to try another code
item.

So, Point of entry pricing is available
from inventory, but is optional.  ie.
It can be over-rided.  And you can even
write items to an invoice that are
not in your current inventory list.
Also, items in inventory may be service
or labor codes with flat or hourly
rates. Automatic Invoice pricing is
derived from inventory price data and
can be used on any invoice or easily
overwritten by following the prompts
when creating invoice materials.

If a price is overwritten, it still
remains unchanged in inventory (unit
price) but is deleted from quantity on
hand.  To change the actual price in
inventory select edit inventory from
the Invty. menu (accessible from the
main menu).
*NEW PAGE*


                -46-


Searching for invoice numbers:

When searching or cross-searching
the main data-base you may select
`ALL FIELDS` as the search field.
Then follow prompts. When prompted
for the search string,  enter the
invoice number you are looking for and
a disk-search will find the record
containing that invoice.  This method
can be slower than using `Look-up' mode
by account number or name or company
name.

Some Notes about TransAct 5.0:

Just as Mailing Labels use data
from main data-base records, invoices
share data too. The remarks fields
in data-base records are not shown on
the invoices. So these are considered
to be proprietary remarks. (Remarks
that you never want your customer to
see.)

Comments lines are also available when
writing the invoices to allow for
remarks that you want your customer to
see.

Pressing <F2> key returns today's date.
on any data-entry field .

Press <F5> key for Pop-up calculator.
*NEW PAGE*

                -47-

INVENTORY CONTROL MODULE:

Select INVTY from the main menu and
choose options by selecting the
appropriate first letter of the command
option or by pointing and clicking.
eg.(F)IND stock item, (A)dd stock item,
etc. Simply select the desired option
and follow the prompts.

We suggest that even if you do not use
the inventory control module, add one
dummy inventory file. Doing this will
eliminate the message that appears
when starting the program `NO
INVENTORY RECORDS`.

In Add Stock Item mode, you may enter a
re-order point for each item.  Later,
that item will be printed from the
inventory print-mode when performing a
re-order point analysis if its current
quantity on hand is equal or less than
the re-order point. Other report
options are available.
WARNING: Be sure printer is ON-LINE ...

ACCOUNTS RECEIVABLES & ACCTS RECEIVED:

Accts. receivables represent money
owed to your company. These balances
are automatically generated when
writing an invoice.

Accounts received data is generated
whenever a payment or debit is posted
to accounts.

continued next page...
*NEW PAGE*

                -48-

continued from last page-

To post an account payment to a
customers existing open invoice, the
customer's data-base record containing
the invoice, then the invoice, must be
read into the system.  Then go back to
the main menu by pressing <Esc>. Then
select Accts. from the main menu and
follow the prompts to post a payment or
debit.

Up to 25 payments & debits may be
posted to ACCTS. for any given invoice.
Each open invoice to be posted to must
be read previous to posting as outlined
above. Another useful Accts. option is
to apply payments or debits to an
account number. Posting by account
number avoids the above steps.  Follow
the prompts carefully on all screens
when posting payments by account
number.

Accounts Received Ledger Utility:

This utility is accessed from either
the Utils. menu or the Accts. Menu.
Once selected, follow prompts to
display and/or print a ledger of all
payments or debits made in any chosen
month/year.

This ledger separates taxable, non-
taxable and sales tax collected.  An
advanced feature of this utility is the
(L)ast search option selected by
pressing 'L' at the appropriate prompt.
This will return data based on the last
data-base field search. Thus any given
criteria for accounts received ledger
output can be displayed or printed.
*NEW PAGE*


                -49-



How To End a TransAct 5.0 Session:

When you are finished using TransAct
5.0, DO NOT TURN OFF THE COMPUTER until
you select the 'EXIT' option from the
main menu. This assures you that any
open files will be properly closed.

Once exited, TransAct 5.0 will return
you to the root directory. The system
will then instruct you to turn the
computer off or resume in your root
directory with DOS commands.


Registration:

As with any program, despite our
best efforts, a glitch may appear
somewhere.  We would greatly
appreciate TransAct 5.0 users to
report any problems by writing a short
summary of what happens that you think
shouldn't. We will correct any bugs,
and enhance later versions of TransAct.
Users must send enclosed registration.
to be on our mailing list or to be
helped by our customer service
department. So, please fill-out the
registration and mail it today.
*NEW PAGE*


                -50-

The Future:

DATA-LABS is dedicated to you the
PC business user. We will be
developing new utility programs for
TransAct 5.0. All registered users will
be notified. We also intend on adding
an accounts payable module to TransAct
5.0 in the near future which will be
integrated with TransAct 5.0 files and
provide payroll, checkbook, P&L and
other great features...  We now provide
customizing of TransAct 5.0.  For
example, you may need to use TransAct
with special pre-printed invoice or
statement forms. Call customer service
for price quotes. Any problems or
questions should be directed by mail to
our Customer Service Department.
Or Call - 215-331-8780 for anything
more urgent.  We will answer all
questions and try to solve your
problems,  but we urge you to review
this documentation thoroughly
before calling or writing.
If you call and get our answering
service, please leave your Name,
Address, and tel. number (including
area code), the reason for your call
and the best time to return your call
(We can call back in the evening if
desired).  When we callback,  you will
be instructed to call us immediately on
our NON-TOLL-FREE service line so that
we can help you. We regret that we
can't help you toll free.  But, our
time is free...
*NEW PAGE*















Thank You For Your Valued Patronage.

CLINT WAX
Chief Executive Officer
DATA-LABS
3021 Unruh Ave.
Philadelphia, Pa. 19149
[phone]






TransAct 5.0  (c) 1987-1992 DATA-LABS

ALL RIGHTS RESERVED.