The PC-SIG Library 10

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*** SEE ADDENDUM AT THE END OF MANUAL FOR NEW INFORMATION AND UPGRADES *** THE COMPLETE OFFICE PLEASE READ THE MANUAL FIRST-IT MAKES IT EASIER! INTRODUCTION CONGRATULATIONS! You have just saved yourself the time and The unnecessary bother of trying to get through stacks of paperwork each and every day while trying to service your business at the same time! Once you become accustomed to THE COMPLETE OFFICE it will save you many hours of sorting and handling forms and notes and puts them all together for you in simple, easy to understand, reports. You will find THE COMPLETE OFFICE a completely menu driven, fast, versatile program to handle your personal and business needs. This manual will explain the few simple steps it takes to become proficient in its use in just a short time. INSTALLATION Since THE COMPLETE OFFICE comes with it's own operating system, just a little installation is necessary. All you have to do to install the program, is to make a sub-directory on your hard disk, name it anything you like, and copy all the files on the floppies of THE COMPLETE OFFICE into it and you will be ready to use it. This manual will serve as a refresher and guide as you continue to use the program. Let's take it one feature at a time...... *** If the first screen you see when you select THE COMPLETE OFFICE is a password protection screen, then when the screen asks for a password type OFFICE exactly as you see it here. All capitol letters must be used and DO NOT PRESS [RET]. You will then be asked if you would like to change the password. This is your opportunity to use a custom word that you MUST REMEMBER for your own use. Remember, it must be typed in exactly the same every time, including the right upper and lower-case lettering. FOR YOUR CONVENIENCE THE PASSWORD HAS BEEN TURNED OFF. YOU MAY TURN IT BACK ON BY GOING TO THE UTILITY MENU AND SELECTING THE PASSWORD TOGGLE. TO START THE COMPLETE OFFICE PROGRAM TYPE "BEGIN" FOR FIRST TIME USE AFTER THE FIRST TIME, TYPE "START" FOR SUBSEQUENT USES. ** TO ORDER A REGISTERED COPY OF THIS PROGRAM, TYPE 'ORDER' AT THE DOS PROMPT THE COMPLETE OFFICE MAIN MENU QUICK OVERVIEW This main menu is not only used to go to other work areas of the program but as a quick shortcut to many often used functions. As you become more familiar with THE COMPLETE OFFICE you will use this menu often. As you can see, there are five main areas of different operations on this Menu. The upper left one is used for handling names and organizing your client or personal records. On the sides of the Main Menu are some of the more commonly used commands that are also included in the Main menu functions. These are for your convenience after you become better acquainted with the program. The Main Menu in the center is the navigator to all the functions that are available in THE COMPLETE OFFICE. Since the Main Menu contains all the main functions let's take it's five options and explain them one at a time. 0. Takes you out of The Complete office program and back to your operating system. *** VERY IMPORTANT *** THERE ARE TWO THINGS TO REMEMBER IN ORDER FOR THIS PROGRAM TO WORK PROPERLY: 1. YOUR PRINTER MUST BE ON AND READY BEFORE YOU PRINT! 2. YOU MUST EXIT THE COMPLETE OFFICE BY THE MAIN MENU - 0 - COMMAND OR THE INDEX FILES MIGHT LOSE THEIR PLACE AND YOU WILL HAVE TO RE-INDEX YOUR FILES! 3. IN ORDER TO GET PROPER RESULTS ON REPORTS AND SCREEN INFORMATION FUNCTIONS, YOU MUST RE-INDEX THE PROGRAM PRIOR TO THE INFORMATION REQUESTS. SOME INDEX FILES ARE NOT AUTOMATICALLY INDEXED AND MUST BE UPDATED SEPARATELY. THIS COULD BE DONE AT THE CLOSE OF A DAY AND THEN THE INFORMATION COULD BE GOTTEN THE NEXT DAY BEFORE MORE INFORMATION IS ENTERED. THIS APPLIES ESPECIALLY TO THE CODE FIELDS. *** ERROR MESSAGES *** IF YOU FIND YOURSELF ON A BLANK FIELD AND WANT TO ABORT WHAT YOU ARE DOING OR MAYBE YOU HAVE THE WRONG FIELD- DON'T PANIC- JUST PRESS [RET] AND THE MENU YOU STARTED WITH WILL RETURN. ALSO, IF YOU TYPE THE WRONG THING IN A FIELD JUST PRESS CTRL-U AND YOU WILL UNDELETE WHAT YOU HAVE TYPED OVER. IF THE PROGRAM SHOULD ISSUE AN ERROR MESSAGE DUE TO SOME KEYBOARD SLIP, AGAIN, DON'T WORRY, YOU HAVEN'T LOST ALL YOUR DATA OR SCRAMBLED THE RECORDS AROUND. SIMPLY HIT THE - Q - OPTION DISPLAYED ON THE TOP OF YOUR SCREEN AND START OVER BY PRESSING - START - AGAIN TO RESTART THE PROGRAM. THE MOST YOU WILL LOSE THIS WAY IS YOUR LAST ENTRY. NAME MENU This Menu is primarily used to handle all the changes,additions, look-ups and deletions of name files. 1. ADD NEW NAME-When you select this option, a screen form will appear. This form is filled out as follows..... Title field is for a title to be used in labels and mail-merging. (Eg. MR.- MRS.-MS.) First and Last Name fields are obvious. Organization is the name of a company or business. Address 1 is the main address. Address 2 could be used for dept. number or apt # so that the address does not become too long for the label. City is obvious and State could be used for Province as well and is imputed with the new two letter code. Country can be used for Country or Province. It need not be filled in. Zip is ten spaces long to accommodate foreign zip codes and P.O. Box extensions. Phone 1 and 2 can be entered just with the number and the program will automatically insert the proper format. Holiday field is used to indicate which Holiday greeting you would like to send to a particular person. Make a code list of Holidays and keep it with the program for reference and insert the proper name or number in this field when editing a record. Ex.1 for Christmas, 2 for Chanukah, etc. It can also be used as an alternate code field. (see Code) The Code list may be a name or number up to 10 characters long. Salutation is used to address a person in a letter or memo. A first name could be used but many people are addressed differently on a label and in a letter, Eg. a first name could be Franklyn on a label but you may prefer to address him as Frank. This field must be filled even if the Last Name or First Name are the same as the Salutation so that your merge letters can use the format "Dear &salut&" and it will print the correct Name. Comment and More fields are used for information that is pertinent to that person but will not be used for any mailing purpose. Ex. secretary name or name of spouse, best time of day to call etc. Code This entry serves a multitude of functions. It calls up records by categories. Eg. All New York accounts could be number 1, Friends could be 2, Relatives 3, Computer repair 4, or you could enter a name instead of a number. Eg. Friends could be friends and New York Accounts could be NY ACCT. etc. You have an unlimited choice of categories to choose from. Make a list of special groups you would like to send mail to or to view and enter that number or name into each record as you enter it. When You need it the program will find it for you! There are four more code fields as well that can be used in many different ways. If, for instance, you use the first code field and have all the New York accounts under number 1, you can further break that down to New York accounts weekly by using the second code field using number 1 again and you can break it down even further by using the third code field for first class mail and bulk rates by typing in bulk or first. The other two code fields could pinpoint your select group even further. You have a choice of coding your records thousands of different ways! If you didn't need the Birthday field it can be used as an alternate code word or number field. The same rule applies to the Holiday field. The possibilities are numerous and with some imagination you should find this feature very helpful. Please have your code lists near your computer when you work in order to properly sort your records as you need them. 2. EDIT OR DELETE does exactly what it says. When # 2 is pressed you will be asked for a Last Name. You need not enter the whole name. If you enter just the first letter it will give you all the names and record numbers under that letter, or, if you are looking, for example, for Jacobson and are not sure of the spelling you could just enter Jac and it will give you a list of all the names with Jac in them. All you do then is enter the appropriate record number and up comes Jacobson! 3. LIST BY FIELD works in a different manner. If you want to find all the records of people in a certain zip code you would enter zip at the first command and then enter the zip code you are looking for and the Office Program will either print the labels for all of them or list them for you. If you want a list by area code you must use this format: 1(num) . For example, if you want all in 818 area you would list it as 1(818) and press <R>. If you type "ALL" you will see all of the records in your database. You also have many print options for printing all the names in your database. 4. LIST BY CODE 1, 2,3,4, or 5: Input the number or name of your special coded records and this option will display all the records in it. Always keep a copy of your code handy when using The Office Program for your reference. You will find this option very useful with a little imagination. 5. DELETE BY NAME does exactly what it says. To delete by name you will be asked to give the persons last name (it need not be the whole name, same as the edit command) and you will be given all of the names that match your input. You then type the record number for the name you want to delete and it will be gone! 6. EDIT OR DELETE BY RECORD NUMBER is a quick way to refer to a record as long as you know that record number. It works the same as the edit or delete records function. 7. MULTIPLE CODE MENU This is probably the most versatile command in The Office Program. If your first code field is the name of a state, and your second code field is coded for different types of clients or friends and your third code field all their occupations, with this command you could find all your male friends that are now plumbers in Hawaii! You need not use all three codes all the time. You may fill in the first code (Eg. Hawaii) skip the second code and ask the third code for "plumbers" and you would get all the female plumbers in Hawaii as well. P. Takes you to the Print Menu. 0. Returns you to the Main Menu. 2. PRINT MENU BE SURE YOUR PRINTER IS ON AND READY! 1. Print by code will print all the records in a specific code number group that you have assigned to their records. Pick the code field you need from the Menu, then type in the appropriate code number or name. This field also has an option of printing one, two,or three labels across. If you select one label The Office Program has a built in alignment label so you can adjust your printer before starting. Two or three labels across will work with a plain label size or a size you designate with the Label command. 2. Print by Name will print 1 to 9000 labels of the same record. 3. Print an envelope will move a label address over to fit a standard size business envelope. 4. In order to use this program with Wordstar or an equivalent word processor your data must be made ready to merge specific information into each individual letter that you create. Chose the group that you want to send a letter to by your Code name or number, Holiday name or number, or by specific Field (see Field instructions for more on this) and The Office Program will assemble that information in ready to use form with a file name of your choice. This file will always end with .txt . All you do then is enter that file name in your mail-merge program when you set it up. 5. Print 4 x 6 cards will refer you back to your code and print the specific group as a mailing address in the center of a post card for continuous mailing. If you press X it will print all the names in your data base. Read # 6 for more information on this. You may adjust the size of the card by using the Label command. Don't forget to use continuous postcard forms. 6. Print Rolodex cards works the same as 4 x 6 cards. It will print Name, Address, phone 1 and 2. It will print on continuous Rolodex paper. To print one card simply use a code number not in use when entering a new name to your database, print the card, and then change the code number to its correct value using the edit mode. 0. Brings you back to the Mail Menu. REPEAT! *** VERY IMPORTANT *** REPEAT! THERE ARE TWO THINGS TO REMEMBER IN ORDER FOR THIS PROGRAM TO WORK PROPERLY: 1. YOUR PRINTER MUST BE ON AND READY BEFORE YOU PRINT! 2. YOU MUST EXIT THE COMPLETE OFFICE BY THE MAIN MENU - 0 - COMMAND OR THE INDEX FILES MIGHT LOSE THEIR PLACE AND YOU WILL HAVE TO RE-INDEX YOUR FILES! 3. IN ORDER TO GET PROPER RESULTS ON REPORTS AND SCREEN INFORMATION FUNCTIONS, YOU MUST RE-INDEX THE PROGRAM PRIOR TO THE INFORMATION REQUESTS. SOME INDEX FILES ARE NOT AUTOMATICALLY INDEXED AND MUST BE UPDATED SEPARATELY. THIS COULD BE DONE AT THE CLOSE OF A DAY AND THEN THE INFORMATION COULD BE GOTTEN THE NEXT DAY BEFORE MORE INFORMATION IS ENTERED. THIS APPLIES ESPECIALLY TO THE CODE FIELDS. *** ERROR MESSAGES *** IF THE PROGRAM SHOULD ISSUE AN ERROR MESSAGE DUE TO SOME KEYBOARD SLIP, DON'T WORRY, YOU HAVEN'T LOST ALL YOUR DATA OR SCRAMBLED THE RECORDS AROUND. SIMPLY HIT THE - Q - OPTION DISPLAYED ON THE TOP OF YOUR SCREEN AND START OVER BY TYPING - START - AGAIN TO RESTART THE PROGRAM. THE MOST YOU WILL LOSE THIS WAY IS YOUR LAST ENTRY. LABELS In this section we are going to change the sizes of all the continuous or single printed material you need when you use The Office Program for a specific job. The program is set up primarily with average size, easily available type of labels and postcards and even Rolodex cards. If your business needs a different configuration to fit a special logo or letterhead, don't despair, you have on your disk a command that takes care of all that. It's called LABEL.EXE. There are several label files on your master disk and they all have a different function. Before I describe them to you let me explain what LABEL.EXE does. It is a command just like START and it is used to call up any of the Label files for editing. If, for instance, you typed LABEL TWO.LBL, on the screen, a form would appear with several entries asking for specific information about the size of the two across labels that you requested. (i.e. TWO.LBL) The second screen would ask if you wanted to make a change in the information that should be on that particular label. You simply supply the new data to the form and it is configured to your particular needs instantly. Let's have a look at our label files: LFIELD.LBL This is the main Label file for all of your one across labeling. TWO.LBL This is your Label file for two across labels. THREE.LBL This is your label file for three across labels. ENV.LBL This is used for envelopes NALIST.LBL This is used in the lists program in the office menu for the one across names and addresses. NADLISTS.LBL This is used in the ALL option in the fields selection to print one across name and address forms. It is also used in the code five menu as a second choice. TWOCODE.LBL This is used for printing lists that include telephone numbers or other field information you may want to include in your lists. LOGO.LBL This is an alternate one across choice if you have a company logo or address on a larger label. This larger size may be chosen as a menu alternate to Lfield.lbl. ROLO.LBL This is set for continuous rolodex cards. CARD.LBL This is used for postcards or index cards. Let's customize one file and the rest all work the same way. TYPE LABEL LFIELD Now you see in front of you a form with some questions on it about LFIELD.LBL. All of the measurements are made by counting characters. The width of the label is 31 characters long. Work your way down by pressing the [RET] key. The height is 6 characters high. In other words, there are 6 lines of type set for each Label before it moves on to the next one. The left margin is set at 5 so that your printer head can be aligned easily with the beginning of the label. All you do there is to reset your printer head to the far left and press the space bar 5 times. There is one line between Labels and no spaces and one label across. Easy enough? The comment line does not print and is there for your reference if you need to know what type of printing you are working on with that file. HIT THE [RET] KEY. Now you are into customizing what you would like to say on your label, postcard or Rolodex card. There are certain rules you must follow in order to make the label command work. First, when you enter anything on any of the lines there can be NO SPACES on the line until you are finished with that particular line. Second, you must use the EXACT FIELD NAMES as they are listed on your Field Menu. The first line starts with the word TRIM. That is there to tell the computer to not use all the 35 spaces allotted to the first name field but to "TRIM" all the unused space and print only what was originally entered in that record by you. The PLUS sign tells the computer that there is more to print on that line. The quote sign followed by a space and another quote is the only way to insert a blank space between the First and Second Name. The PLUS sign again indicates more to come and the LNAME is, of course, the field name for the last name. This need not be Trimmed since it is the last thing to be entered on that line. Number 2 is ORGAN which is the field name for organization or company name. If some labels have company names in them and some do not, don't worry, The Office Program will fill in the blanks. ADD1 and ADD2 are the same as you entered in the record fields. Again on line 5 you see the TRIM before CITY. That works the same as it did for FNAME. It takes out all the extra spaces. State and Zip need not be Trimmed since they do not vary. Country is the last field for this particular label. You can, however, fill up all 8 lines with data and change the fields around to suit your needs. Just remember to adjust your sizes if you add or subtract lines from your data fields. HAVE FUN! 3. OFFICE MENU This menu is used primarily for office functions. Let's take it one number at a time. 1. ENTER A PETTY CASH ITEM The petty cash system that was devised for THE COMPLETE OFFICE may not be the one you are using now, but, a computer can only do things a certain way and this system we found to be the best and most accurate for record keeping. This system is used to purchase any item or items the Office would need that would cost up to an amount you specify or any one-time expenditure that is inconsistent with normal supplies or expenditures. Any item that costs more than your specified amount would have to be entered into the Inventory System. When you press 1 on the Office Menu a screen will appear and ask for several pieces of information. First: The Name of the Office. Second: The Dept. needing to use Petty Cash. Once again, you may not have divided the Office into Depts. but, you could, for instance, make the cafeteria one Dept. and transportation another, office another, etc. To enter the Dept. in this field it would be necessary to code or shorten the Dept. name Eg. Transportation could be entered as TR1, or office as OF1. Third: Date is obvious Fourth: Allotment date: This field will come up on it's own once an Allotment figure is entered for the first time. Fifth: Amount is the amount needed. Sixth: No. may be used if there is a part number or code connected to the petty cash item purchased. Seventh: Charge to Acct: This simply means again the Dept code number of The purchaser. This serves to double check that the purchaser is buying for that Dept. or could be buying for another Dept. Eighth: Allotment remaining: This field keeps track of all past expenditures plus the current one and gives you an amount of cash remaining in your acct. If you go over your budget it will ask you to put more money in your acct. before you can spend any more. Ninth: Cash given by: Name of purchaser 2. MONTHLY DEPT. PETTY CASH REPORT The Menu Selection is exactly what it says. It will give you a report on the activities of all the Petty Cash expenditures for any given month. When you select this item the program will ask you for a DEPT. Enter the dept. code and the you will be asked for a month. When entering the month you must place a 0 in front of a single digit month. Eg: January would be 01. 3. TOTAL PETTY CASH REPORT BY DATE This is a date range report that encompasses all the Depts., and reports all the expenditures of Petty Cash for a given period. It is written this way so you can get a quarterly report or even a yearly report of total expenses to keep track of, for instance, your most frequent expenditures. REPEAT! *** VERY IMPORTANT *** REPEAT! THERE ARE TWO THINGS TO REMEMBER IN ORDER FOR THIS PROGRAM TO WORK PROPERLY: 1. YOUR PRINTER MUST BE ON AND READY BEFORE YOU PRINT! 2.YOU MUST EXIT THE COMPLETE OFFICE BY THE MAIN MENU - 0 - COMMAND OR THE INDEX FILES MIGHT LOSE THEIR PLACE AND YOU WILL HAVE TO RE-INDEX YOUR FILES! 3. IN ORDER TO GET PROPER RESULTS ON REPORTS AND SCREEN INFORMATION FUNCTIONS, YOU MUST RE-INDEX THE PROGRAM PRIOR TO THE INFORMATION REQUESTS. SOME INDEX FILES ARE NOT AUTOMATICALLY INDEXED AND MUST BE UPDATED SEPARATELY. THIS COULD BE DONE AT THE CLOSE OF A DAY AND THEN THE INFORMATION COULD BE GOTTEN THE NEXT DAY BEFORE MORE INFORMATION IS ENTERED. THIS APPLIES ESPECIALLY TO THE CODE FIELDS. *** ERROR MESSAGES *** IF THE PROGRAM SHOULD ISSUE AN ERROR MESSAGE DUE TO SOME KEYBOARD SLIP, DON'T WORRY, YOU HAVEN'T LOST ALL YOUR DATA OR SCRAMBLED THE RECORDS AROUND. SIMPLY HIT THE - Q - OPTION DISPLAYED ON THE TOP OF YOUR SCREEN AND START OVER BY TYPING - START - AGAIN TO RESTART THE PROGRAM. THE MOST YOU WILL LOSE THIS WAY IS YOUR LAST ENTRY. ALSO, IF YOU TYPE THE WRONG THING IN A FIELD JUST PRESS CTRL-U AND YOU WILL UNDELETE WHAT YOU HAVE TYPED OVER. 4. INVENTORY MENU A very important part of any business is it's ability to keep track of it's inventory. Everything should be included into the inventory system. By everything I mean aside from the building itself, everything in it should be recorded. Eg: desks, chairs,books, pens, pencils, water cooler, etc. When you go to The Inventory Menu there will be another Menu. This Menu walks you through the Inventory System. This is quite an extensive operation, so we will take it one selection at a time. Press 4 and go to the Inventory Main Menu. 1. ENTER A NEW ITEM When you select this option another screen will appear asking for information. The first thing you must do is give the new entry an item number. The last item number it shown right above it so you can merely number the new item one more than that. The date is automatic and the item name is a BRIEF description of what the item is. Eg.desk. Quantity in stock is the number of those items you are currently using and unit cost is the amount a unit of that item costs. In the case of a desk it would be one piece in one unit. In the case of a case of paper there would be several packages of paper in one box , but the box cost would still be considered one unit.Reorder or item number is another identifying number besides the item number entered at the beginning of the form. This number would be more specific and able to identify just one particular item. EG. A Panasonic Typewriter might have a serial number for further identification. The reorder point is the number of items that must remain in stock so that you don't run out before a re-order can reach the center. The location is simply that. The location where the new item is in relation to the Office so you can find it when you need it. Vendor name and address is the name and address of the company you would write to for reordering that particular item. 2. ENTER A DEPT. ITEM ORDER Now that all the inventory has been entered into the computer system it can be distributed. When someone takes something out of inventory they have to be responsible for that item in the sense that the computer knows where it went and if it should be deducted from inventory and when to replace it. We have already discussed dividing the Office into Depts. with the Petty Cash Menu. Now we need to do it again for inventory, keeping the same names, of course. When you select this option, the Dept. Supply Menu will appear. It will ask for the Item number or name. The name need not be entered fully. eg. If you are asking for a desk you just have to type DE and the computer will try to find all the items beginning with DE for you! If you don't know that number or name you must go back and get a list of inventory items from the main Inventory Menu. The best way to do it if you're not sure of the name or number is to select # 5 from the Main Menu and then # 2 from the View Inventory Menu and you will get an alphabetical listing of all inventory items. Once you have the number or name and it appears on the form you can fill in the rest of it. The date and description and cost will be supplied by the system and need not be entered. What the Inventory system is looking for is the number of those particular items you need, a serial number if applicable, a Dept. code and if it should be deducted from the main inventory file. Also, it needs to know the type of item it is. Books are obvious, durable goods are things that are not disposable, like desks, adding machines, etc.. Supplies are paper, pens, paper, etc.. 3. EDIT AN ITEM RECORD This selection lets you edit existing records, one at a time, if there should be some change to that record. An example of this would be a box of paper. If, in March, a box of paper cost $15.00 and now it's $17.00 and instead of 20 packs to a box there are only 19, then those changes must be registered in it's record so re-ordering can be done without problems. The form you will see is exactly the form you used to enter the item. 4. DELETE AN ITEM RECORD This selection lets you get rid of old inventory records of items no longer in stock. When you select this option you will be asked, once again, for a name or number, then will display that item and you must type 'DELETE' at the prompt or it will not delete the item. 5. VIEW ITEM RECORDS This option takes you to an individual item with selection 1 or it will display, or print, in alphabetical order, all the items in inventory with selection 2. 6. VIEW ITEMS NEEDING REORDER This option gives you a list of all the items that are in inventory that are below minimum levels and are due for re-ordering. You may use this if you know the local vendor and want to place a telephone order, but, if you want to order by mail, the Order form option is what you should use. 7. CHANGE ITEM STATUS This option is used for taking items from inventory that have not been used, but damaged, sold, stolen or otherwise made unusable and out of stock. This option is used mainly for reimbursement and deductions. Answer N to the first question when selecting this option and fill in the form as it appears on the screen. Fill in the condition if it has not been sold, otherwise fill in the disposition. Eg. condition- stolen Disposition- Sold to Art Fair. 8. REPORTS MENU Let's go to this next. REPORTS MENU The Reports Menu is used primarily for obtaining periodic reports on Inventory and Petty Cash. It is also used to re-order inventory that is getting below minimum with it's own order form. Let's go through it now. 1. ORDER FORMS This option will display all items, one at a time, that need re-ordering and ask you how many of each you want to order at this time. It also tells you how many you have now, the cost, and how many are needed for minimum supply. Once you have supplied all the information, order forms will be printed for each of the Vendors who supply the items. 2. TOTAL INVENTORY REPORT This option will display or print a summary report of all inventory items to date. 3. CURRENT MONTHLY CONSUMPTION BY DEPT. This option will display or print all the items used by one Dept. for any requested month. 4. TOTAL MONTHLY EXPENDITURE REPORT A sum total of all monies spent on Inventory and Petty Cash for any requested month. 5. REPORT ON DISPOSED OR DISCARDED ITEMS This option will print or display all items that have been damaged, stolen, sold or discarded to date. 6. PETTY CASH EXPENDITURE MONTHLY REPORT This option will print or display all items and monies spent for any requested month with Petty Cash. 7. INDIVIDUAL REPORT ON BOOKS-DURABLE GOODS-SUPPLIES This option will give you a summary of the monies spent for all Inventory items and divide them by their classifications. 5. DIAL A MEMBER This option does exactly what it says. If you have a modem connected to your computer system, all you have to do is ask for a last name, same as for edit, and once it is on the screen, you press [RET] and the computer will dial that number. When you are finished, press the space bar and it will disconnect and your back to your Office Menu. 6. APPOINTMENT CALENDAR This option is used for daily and future appointment handling. When an appointment comes up, you select this option and enter the date for that appointment and it will retain it for a period of sixty days. You may make multiple appointments for the same day and edit as you need to. Just enter the date you want and THE COMPLETE OFFICE will keep them for you. 7. CREATE SELECTIVE MEMBER LISTS This option creates reports or lists of names that have a temporary assignment or are on a special committee, or being honored, etc. First type in the name of the Office, title your report, then name your first list. A Code Menu will appear. It is the same Code Menu as the Main Menu. Chose your code and wait for the first list to finish and it will ask again if you need another list. This goes on until you tell the program that you are done. 4. UTILITY MENU 1. Set the printer for the size best suited for your work. All labels can be any size you want, but the menu limits you to two different sizes that can vary as often as you wish in height and length to accommodate company logos or return addresses. Look on the Label page for instructions on how to change Label sizes. They also can be changed to one, two, three, or four across. 2. When files have been deleted or changed it is often necessary to re-index those files to include those changes. It is recommended that you do this at the end of the day or on a work break, as it may take some time. A data base with 1000 records on it will take about 4to 5 minutes to re-index. It is not necessary, however, to re-index if your program is running correctly. If it should start to lose its place or not find a record you know is on the disk, don't panic, just re-index. 3. When records are deleted they still reside in memory but are not used in any list. However, they still take up valuable memory space. Press this key to permanently delete them. You should wait until you have deleted about 30 or 40 records before doing this, as this procedure is also rather time consuming. A 1000 record data base will take about 4 to 5 minutes. 4. If any changes have been made to your data base, it is a good habit to back up your data base at the end of an editing session. Since you have a hard disk, place a formatted floppy in drive A and press 4 and your files will back up automatically. 5. If you have a printer set up on a second parallel port and it is dedicated to labels, this command will save you time when mail-merging. Your labels will be sent to that printer and your mail-merge letters can go to your letter printer. 0. Returns you to the main menu. 5. OCCASION MENU 1. HOLIDAY MENU This Menu is used to call up the members whose Holiday Code field, as explained earlier, was filled with your particular code. 2. BIRTHDAYS AND ANNIVERSARIES This option takes you to an Occasion Menu in which you can enter birthdays or anniversaries of members and employees. When you select this option a Menu will appear asking if you want to view an Occasion, add an Occasion, or delete one. All you do is fill in what you need to retain and exit. For help or more information on The Office Program please call THE WRITE STUFF 1(818) 891-0203 ADDENDUM SINCE THE MANUAL WAS PRINTED SOME NEW FEATURES HAVE BEEN ADDED TO THE COMPLETE OFFICE. WE CONSTANTLY UPDATE OUR SOFTWARE TO MAKE IT EASIER TO USE AND MORE VERSATILE FOR OFFICE WORK. ON THE OPENING MENU YOU WILL NOTICE A QUICK EDIT MENU FUNCTION. THIS FUNCTION IS USED FOR A QUICK REFERENCE TO A DATA RECORD. IF YOU NEED INFORMATION OR WANT TO MAKE A QUICK CHANGE IN A RECORD, THIS MENU PROVIDES A FAST AND SIMPLE WAY TO FIND AND CHANGE IT. THERE IS EVEN A HELP SCREEN AVAILABLE BY PRESSING THE LETTER H . YOU CAN BROWSE, EDIT, AND FIND A RECORD EASILY WHEN YOU NEED SOME INFORMATION FROM A SPECIFIC RECORD. FOR MORE DETAILED INFORMATION AND EDITING YOU MUST USE THE NAME MENU. THE UTILITY MENU HAS ALSO BEEN ADDED TO. IF YOU HAVE PROBLEMS WITH SNOW(FUZZY WHITE STREAKS WHEN SCREENS CHANGE) YOU CAN CORRECT THIS BY PRESSING S AND IT WILL HELP. ON THIS SAME MENU, YOU NOW HAVE THE OPTION OF ELIMINATING THE PASSWORD FUNCTION. YOUR OFFICE MAY NOT REQUIRE IT, SO YOU CAN REMOVE IT BY USING THE OPTION ON THE UTILITY MENU. WE ARE NOW WORKING ON A POINT OF SALE MODULE TO ADD TO THE PROGRAM WITH A CUSTOMER TRACKING LIST. WE WILL KEEP YOU INFORMED OF CHANGES AS THEY ARE MADE. IF YOU HAVE ANY SUGGESTIONS PLEASE LET US KNOW SO THEY CAN BE INCORPORATED IN OUR FUTURE UPDATES. THANK YOU AND ENJOY THE PROGRAM! THIS LICENSE AGREEMENT IS A COPY THAT IS SENT TO YOU WHEN YOU REGISTER FOR THE PROGRAM, THE MANUAL, UPGRADES AND SUPPORT. TO APPLY FOR ALL THIS, SEND $35.00 AND TYPE ORDER.BAT AT THE DOS PROMPT IN THE OFFICE DIRECTORY FOR THE FORM TO FILL OUT FOR OUR INFORMATION. LICENSE AGREEMENT The Office Program is licensed for use on a single computer. The Write Stuff, the Publisher, provides the registered owner,listed below, with the right to make back up copies for the purpose of convenience and protection against loss or damage of the licensed software. The registered owner agrees not to provide others with copies of the software, not to copy the software, or allow the software to be copied for use on any other systems, and agrees to take precautions preventing the unauthorized copying and/or use of this software on any other systems, by any means. The laws of the United States and the State of California regarding copyright, computer software, trade secrets, and larceny shall govern the terms and conditions under which this software is provided by the publisher to the licensee. Execution of this software on a microcomputer by the possessor shall constitute acceptance of this license by the owner of the microcomputer, and/or the registered owner is liable for the applicable license fees and penalties, as provided by law, for unauthorized use of this software. This software is provided as is. While the publisher has attempted to provide a quality product, the nature of microcomputers is such that the publisher cannot be responsible for any errors or loss of data, etc., that might occur, and be related to, or be perceived as related to, the software provided under this license. Completion and return of this registration and license agreement is required for the registered owner to receive any future upgrades or support. Registered owner:____________________________________________ Company:_____________________________________________________ Address:_____________________________________________________ City:___________________________________State:_____Zip:______ Phone #________________Computer:_____________________________ Word Processor:______________________________________________ Registration #:______________________________________________ I agree to the terms and conditions stated above, regarding The Office Program Software published by The Write Stuff. Signature: __________________________________ Date:_________ Please return this form to : THE WRITE STUFF 13152 DEVONSHIRE ST. MISSION HILLS, CA. 91345