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Track-It 2.01 Introduction ..................................... 4 License Agreement ................................ 4 About Track-It ................................... 5 How to Contact Millennium Software ............... 6 Why Register? .................................... 6 How to Register .................................. 7 Hardware and Software Requirements ............... 8 What's New ....................................... 9 Installation ..................................... 10 Installing a Registered Copy ..................... 11 Installing an Upgrade ............................ 12 General Notes about Track-It ..................... 13 Getting Started .................................. 14 Adding Existing Inventory ................... 15 Adding Existing Serialized Inventory ........ 16 Program Customization ............................ 17 Printer Output ................................... 17 Opening Menu ..................................... 18 Sales Functions .................................. 19 Edit Order .................................. 19 Fill Order .................................. 20 Invoice ..................................... 21 Invoice Editing ............................. 24 Order Entry ................................. 25 Returns ..................................... 27 Inventory Functions .............................. 28 Change ...................................... 28 Delete ...................................... 29 Edit / New .................................. 29 Sort ........................................ 31 Purge ....................................... 31 Query ....................................... 31 Search ...................................... 32 Edit Serial Number .......................... 32 1 Track-It 2.01 Purchase Order Functions ......................... 33 Create ...................................... 34 Edit ........................................ 35 Print ....................................... 36 Receive ..................................... 36 View ........................................ 38 Vendor Functions ................................. 38 Add ......................................... 39 Edit ........................................ 39 Sort ........................................ 40 Purge ....................................... 40 Search ...................................... 40 Customer Functions ............................... 41 Add ......................................... 41 Edit ........................................ 42 Merge ....................................... 43 Sort ........................................ 43 Purge ....................................... 43 Search ...................................... 44 Reports .......................................... 44 Inventory Reports ........................... 44 Stock Report by Code ................... 44 Overstock Report ....................... 45 Price List ............................. 45 Reorder Report ......................... 45 Serialized Stock Report ................ 46 Selective Stock Report ................. 47 Query Report ........................... 47 Order Entry Reports ......................... 47 Outstanding Orders ..................... 48 Summary / Detailed Order History ....... 48 Reprint Order .......................... 49 Purchase Order Reports ...................... 49 Backorder Report ....................... 49 Summary / Detailed Purchase History .... 50 Reprint P.O. ........................... 51 Vendor Reports .............................. 51 Customer Reports ............................ 52 Customer Lists ......................... 52 Mailmerge List ......................... 52 Purchased .............................. 53 Zip Code Count ......................... 54 Sales Reports ............................... 54 Daily Sales ............................ 54 Month to Date Sales .................... 55 Daily Sales Summary .................... 55 Month to Date Summary .................. 56 Custom Sales Report .................... 56 Custom Summary Sales.................... 57 2 Track-It 2.01 Reprint Invoice ........................ 57 Options .......................................... 58 Batch Operations ............................ 58 Customization ............................... 58 Purge History ............................... 60 Sort & Index ................................ 60 Summary .......................................... 60 3 Track-It 2.01 Introduction Track-It is an inventory control/point of sale package intended for the small business which desires complete control over stock levels and sales tracking. Here are just some of its features: * Provides serialized and non-serialized tracking * Purchase Orders * Point of sale invoicing (sales and returns) * Order entry * Systemized filling of customer orders * Automatic stock adjustments through invoicing * Detailed and summary sales reports * Reorder and overstock reports * Selective customer mailing lists * On line Help This package of Track-It is a complete functional copy, with the exception that one function was not included for size considerations. Use of this copy of track it is authorized for the sole purpose of evaluation for a period of no more than 30 days, after which continued use without registration constitutes a violation of the software license. This package IS PROTECTED against unauthorized long term use past the evaluation period. License Agreement This copy of Track-It is NOT "Public Domain" and it is NOT "Freeware". Track-It is a copyrighted software product developed and owned by Millennium Software. Millennium Software grants you without charge the right to reproduce, distribute and use copies of this shareware version of Track-It, subject to the limitations specified below, and on the express condition that you do not receive any payment, commercial benefit, or other consideration for such reproduction or distribution, or change this license agreement or the following copyright notice which appears in the software, documentation, user interface, menus and magnetic media: (C) Copyright 1991 Millennium Software. All rights reserved worldwide. Limitations: You may make and keep one (1)back-up copy of this software for your personal use, provided that (i) you copy all the copyright, trademark, and other information indicated on the initial screen display (or on the diskette label, for the registered version disk) onto your backup diskette label, and (ii) you have registered. Also you may distribute copies of this 4 Track-It 2.01 shareware version to other persons, but solely for their evaluation (i.e., to decide whether to continue using the product and therefore register) and solely for evaluation by such other persons during that thirty (30) day period. No non- shareware copy of Track-It may ever be distributed. Track-It must NOT be sold or otherwise provided as part of a larger system, or as a part of a more inclusive product or service, without express written consent and licensing from Millennium Software. The rights to receive any such financial or other benefit, and to modify the product or employ its components in any kind of derivative work, are reserved exclusively by Millennium Software. THIS PRODUCT IS LICENSED "AS IS" WITHOUT ANY WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, PERFORMANCE, OR OTHERWISE; ALL WARRANTIES ARE EXPRESSLY DISCLAIMED. BY USING THE TRACK-IT PRODUCT, YOU AGREE THAT NEITHER MILLENNIUM SOFTWARE NOR ANY OFFICERS, DIRECTORS, EMPLOYEES, SHAREHOLDERS, AFFILIATES, OWNERS, OR OTHER RELATED PARTIES WILL BE LIABLE TO YOU OR ANY THIRD PARTY FOR ANY USE OF (OR INABILITY TO USE) OR PERFORMANCE OF THIS PRODUCT, OR FOR ANY DAMAGES, WHATSOEVER WHETHER BASED ON CONTRACT, TORT OR OTHERWISE. EVEN IF WE ARE NOTIFIED OF SUCH POSSIBILITY IN ADVANCE. (SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THE FOREGOING LIMITATION MAY NOT APPLY TO YOU.) You may not reverse-engineer, disassemble, modify, decompile or create derivative works of the product. You acknowledge that the product includes certain trade secrets and confidential information, all of which is the copyrighted property of Millennium Software. All rights are reserved worldwide. IBM, PC, XT, AT, PS/2 and Personal System/2 are registered trademarks of IBM Corporation. Turbo C and Turbo C++ are registered trademarks of Borland International, Inc. Wordstar is a registered trademark of MicroPro International Corporation, WordPerfect is a registered trademark of WordPerfect Corporation, Desqview 386 is a registered trademark of Quarterdeck Office Systems, Windows is a registered trademark of Microsoft Corporation. About Track-It This manual was written using Wordstar version 6.0. The Track-It program package was written entirely with Turbo C++ and Borland C++. Only because of the outstanding technical support provided by Borland International was Track-It made possible, and I express much gratitude to the technical support personnel for helping me out of the many messes that I had gotten myself into during this project. 5 Track-It 2.01 How to Contact Millennium Software You can reach Millennium Software for sales information or technical support at (510)828-5892. Prior to September 2, 1991, the area code for Millennium Software will be 415. The second way is through the U.S. mail at the following address: Millennium Software P.O. Box 2209 Dublin, Ca. 94568 The third way of contacting Millennium Software is through Compuserve. Our E-Mail box number is 72560,2466. Please feel free to contribute your ideas regarding desired additional product features and functionality through any of the above methods of contacting Millennium Software. Track-It version 2.01 has been in use and testing since January 1991. All attempts have been made to produce a bug free program, but some things just never show up on the programmers system. If you find a bug in Track-It, please contact Millennium Software and report the bug. When reporting a bug or problem, please supply the contents of your CONFIG.SYS and AUTOEXEC.BAT files, along with the type of system, (8088, 80286, 80386...), you are using, your DOS version, as well as steps to reproduce the problem. Why Register? Registering this software financially supports the author of Track-It, and encourages the enhancement of existing software, and the development of additional packages and features. Many authors of software distributed in the shareware fashion rely heavily on the registration of their software for their livelihood. Many countless hours of work have gone into the development and testing of this product to provide you with a high quality product at a cost far less than that of general market software. By supporting the authors of shareware software, you not only support the author, you also keep the shareware method or distribution alive. Shareware is one of the few methods of distribution that let the user try the software without any risk. If you like the software, purchase it. If you do not like the 6 Track-It 2.01 software and you do not use the package, you are out nothing but the time you spent evaluating the package. Registration also benefits you the user by allowing Millennium Software to notify you of product fixes, upgrades, and new products, or any changes in Millennium Software's address or phone number. It also entitles you to technical support if needed. If you do not register, how will Millennium Software be able to contact you, and if the author is not compensated for his or her time and effort, why bother writing the software? Planned add on packages for Track-It, which will use the existing data from Track-It, include a repair order package, as well as a rental package. A multi-user (network) version of Track-It at the time of this writing is in pre-development stages. If you find that this package satisfies your needs and you intend to use the software beyond the evaluation period, please help yourself and support the author by registering. Millennium Software also has a commission program for registered users. When you register, you will receive TWO copies of Track-It in the mail. The first is your legal copy with your personalized serial number. You MAY NOT distribute the legal copy of Track-It in any way, shape or form. This copy is for your use only. No commissions will be paid for registration of legal copies. The second copy is a shareware version of Track-It with your registered serial number included on the software. Reproduce as many copies of the shareware copy as you wish and distribute them at will through any legal method you choose. For every shareware copy of the software that is registered with your serial number, you will receive a check from Millennium Software in the amount of $20.00. So the more copies of the shareware version that you give away, the more money you can make. This is our way of saying thank you for helping us market our software. Commissions will be calculated and mailed the second week of each yearly quarter. How to Register Registration is a simple process. Simply print the file titled REGISTER.FRM, fill out the form in its entirety, and mail the form to Millennium Software along with the registration fee. To print REGISTER.FRM change to the directory that you have placed Track-It and type: COPY REGISTER.FRM PRN<ret> 7 Track-It 2.01 The name that you wish to register under can be either a personal or company name. If a company name is used for registration, please include an individuals name for Millennium Software to ask for when contacting your organization. The address to which you wish to have your registered copy shipped to must be complete with zip code and must be deliverable by the United Parcel Service, thus it must not be a Post Office Box. The phone number should be a number where you may be reached between 9am and 5pm pacific time. Shortly after receiving the order, Millennium Software will contact you to confirm the order and request the serial number of the package that you are currently using. The registration fee for Track-It version 2.0x is $149.00, plus any applicable sales tax and $5.00 shipping and handling, payable to Millennium Software in the form of a check, cashiers check, or money order. For your protection, please do not send cash. Please allow 4 to 6 weeks for delivery. Included in this registration fee is a complete legal registered copy of Track-It 2.0x, a registered shareware version of Track-It 2.0x, one year of free technical support, free minor upgrades, notification of new and updated products, and a reduced price for major upgrades. Hardware and Software Requirements Track it was designed to run on the IBM PC family of computers including the XT, AT, the PS/2 series, and IBM compatibles. All input and output of data from Track-It is performed through the system BIOS and DOS functions to allow the use of Track-It on less than 100% compatibles. It is recommended that Track-It be operated on an 80286 class system or higher simply for the consideration of speed. DOS 3.0 or higher is required, and at least 300K of available RAM after DOS and any TSR programs. Several of the functions in Track-It may operate faster with more RAM available. Track-It is compatable with DOS 5.0. Track-It will operate on any system with an 80 column monitor in either color or monochrome. A Hard disk with at least 1.5 Megabytes of free space is required. As additional information is added, more drive space may be required. At least 384K of disk caching is highly recommended to increase program throughput. Some reports generated by Track-It are disk intensive, and the presence of disk caching can greatly increase the speed of the reports, as well as reduce wear and tear on your hard drive. If you do not currently have any disk caching software, check with your local 8 Track-It 2.01 shareware distributor or contact Millennium Software about how to acquire a disk caching package. Track-It does not require an 80x87 math co-processor chip. All header information for all reports and Invoices are printed by Track-It. This allows the use of two or three part blank carbonless paper to be used for invoices. Plain invoices may not be the most elegant invoices ever seen, but they are usually very easy to read and cost less than a tenth the cost of printed invoices. All reports and printout are designed for 8.5x11 inch continuous feed computer paper, or 8.5x11 cut sheets. Track-It has been tested for proper operation with many TSR programs including several disk caching packages, Sidekick, Sidekick Plus, and several Expanded memory managers. Track-It has also been tested under Windows 3.0 and with Desqview 386 without any problems. If you have a problem running Track-It with a TSR or another type of program, start Track-It from the command line as follows: TRACKIT NC<RET> The NC following the executable name instructs Track-It not to install the clock function. This reduces the number of interrupts that Track-It attaches to and increases the compatibility level of the package. What's New Version 2.0x of Track-It has added several functions to make the package more complete as well as enhancing the performance of existing functions. Some of the changes from Track-It version 1.5x are as follows: The addition of order entry to Track-It provides a method of tracking customer orders and ensuring that orders get filled as soon as possible. The inventory reorder report now takes into consideration both the quantity on order through the purchase order system as well as customer order. Because of the similarity of the order entry functions and the invoice functions, these functions and their associated functions have been moved to a new main menu selection entitled 'Sales'. New stock codes can now be added from the invoice and order entry segments of Track-It. The addition of sorting and indexing of data has reduced the retrieval time for stock code, customer, vendor, and individual 9 Track-It 2.01 serialized information to a fraction of that of version 1.5x. This increase in speed is also reflected in the length of time required for many of the reports. The ability to purge non-used stock codes, and non-current customers and vendors from the system will help reduce the space required on the hard drive, as well as help speed data retrieval. A new function under the P.O. section has been added to allow the viewing of old purchase orders without the need to print the order. Merging of duplicate customers is now possible through the customer segment of the program. By merging duplicate customers, the customer purchase reports will correctly reflect duplicate customers total purchases as one customer, as well as conserve disk space. There are now two methods of tracking the cost of an individual stock code. Under the customization option of the options menu, you can select cost tracking of stock codes by either the last cost or by cost averaging. In version 1.5x many of the reports and functions used the hard drive for temporary storage and sorting and required a great deal of disk access. Version 2.0x has been enhanced to use the system memory as much as possible for temporary storage and sorting. This change has greatly improved the overall speed of the package. The capability of multiple printer ports has been added. Along with this, Track-It now supports any printer that is compatible with any of the following printers; Epson FX or LQ series, HP Laserjet (series I, II, and III), and the IBM Proprinter. Installation Before you continue any further into the installation of the program, stop and make backups of you original diskettes. It is also HIGHLY recommended that the entire manual be read prior to the installation and use of the Track-It package. If you have existing serialized inventory that you wish to enter into the system, it is essential that you read the sections concerning purchase order creation and receiving prior to the installation. If you received this copy of Track-It from either a bulletin board, Compuserve, or a shareware distributor, the following installation procedure will not work. In general, installing a copy received from a bulletin board involves simply copying the compressed distribution files to the directory in which you wish to place Track-It and decompressing the distribution files using the correct de-archiving utility. Contact your shareware distributor or the bulletin board system operator if you have any questions regarding the correct decompression utility to use. 10 Track-It 2.01 If you are already using any version of Track-It below 2.0x and you wish to preserve any data that already exists, you MUST install the new copy of Track-It as an upgrade. If you do not wish to use the existing data, you must delete all *.DAT files prior to using the new version or data corruption will occur because of different file formats. Installation of first time installation of Track-It purchased directly from Millennium Software is a very simple process. The first step is to change to the drive that you wish to install Track-It. Use a utility program or the DOS MD command to create the subdirectory that is to contain Track-It. This can be done by typing the following: CD\<ret> MD TRACKIT<ret> CD\TRACKIT<ret> (NOTE: do not type the "<ret>" part of the lines, this simply means press the return or enter key.) Copy the programs from the master diskettes into the directory from which you wish to operate Track-It. The program files contained on the master diskettes are all self extracting archive files of the actual program, with the exception of file EXTRACT.BAT, which is the batch file which performs the extractions automatically. The program is distributed in this manner to reduce the number of diskettes required to distribute the entire package. To copy the files, type: COPY A:\*.*<ret> When all the files are in the correct directory, including EXTRACT.BAT, start the extraction by typing: EXTRACT<ret> EXTRACT.BAT will automatically decompress the program files, and erase the archived files when done. If no error messages appear, then you are ready to run Track-It. The file CONVERT.EXE can be deleted from the system as it has no function in a new installation. 11 Track-It 2.01 Installing a Registered Copy If you are installing a registered copy of Track-It onto a system that was operating a shareware version of Track-It, the installation process is only a little different. The first and most important step is to make two complete backups of all the data from the old version of Track-It as well as all of the program files. This will protect your data from any data loss if the installation is unsuccessful for any reason. Change to the drive and directory in which you wish to place the registered copy of Track-It. This is usually the same directory that you have been using. Next, copy all files from the disk(s) supplied by Millennium Software along with the file entitled EXTRACT.BAT. The third and final step is to execute the EXTRACT.BAT batch file to decompress the files. The extraction batch file will automatically take care of removing the old Track-It files, decompressing the new Track-It files, and removal of the archive files used for distribution. Installing an Upgrade If you are installing a copy of Track-It onto a system that was operating an older version of Track-It, or an upgrade and installing a registered copy simultaneously, the installation process is as follows: The first and most important step is to make two complete backups of all the data from the old version of Track-It as well as all of the program files. This will protect your data from any data loss if the installation is unsuccessful for any reason. Change to the drive and directory in which you wish to place the registered copy of Track-It. This is usually the same directory that you have been using. Next, copy all the files from the disk(s) supplied by Millennium Software along with the file entitled EXTRACT.BAT. The third step is to execute the EXTRACT.BAT batch file to decompress the files. The extraction batch file will automatically take care of removing the old Track-It files, decompressing the new Track-It files, and removal of the ZIP files used for distribution. The last step in the upgrade process is to execute the program designed to convert the existing data from version 1.xx 12 Track-It 2.01 to version 2.xx. To do this simply type CONVERT and press return. This conversion can take an extended period of time, ranging from minutes to hours depending on the number of invoices created under the earlier version, the speed of your system, and the presence of any disk caching. After the conversion process is complete, CONVERT.EXE can be deleted from the system. General notes about Track-It: Pressing the Esc key will generally back the program out of a function to the prior function. In some instances such as the invoicing function, Esc exits to the top function rather than stepping backwards. If you are entering data into a screen with multiple data fields available for edit, pressing the Enter key will only accept the field that you are currently editing. Pressing Ctrl- Enter or the F10 key will accept all fields as being complete and move the program to the next function. When editing multiple fields, using the cursor keys will allow you to move forwards and backwards through fields without changing them. Pressing enter will also move you through the fields, but only forward. When entering information into an individual field, Track-It will not allow you to enter in two consecutive blank spaces. This helps eliminate a common typing error. When prompted for a yes or no response like this [Y]/N, the default response is indicated by the square brackets. Pressing the enter key at this time is the same as pressing the 'Y' key. Help is generally available by pressing the F1 key anytime the program is waiting for keyboard input. Although there are a few locations where help is not available, these locations are generally limited to yes or no prompts. When using Track-It, it is imperative that the computer date and time be correct. If the date and time are not correct, it is possible to invalidate many of the reports that Track-It generates. It is also important that all invoice, purchase order, and order entry numbers be unique and constantly increasing. If any numbers are duplicated, or for any reason the number sequence decreases, most all of the Track-It reports will be invalid. If the number sequence for any of the functions is ever corrupted, please call Millennium Software for help. It is equally important that no stock numbers be duplicated. Even if you as a user of Track-It have no reason to use stock 13 Track-It 2.01 numbers, Track-It does. Track-It uses stock numbers to differentiate between serialized items. If you are not using stock numbers, Track-It will use them without any help from you the user. Remember to back up your sales and inventory data on a regular basis, preferably on a daily basis. The time and effort that you put into entering all your stock and sales information will pale compared to the frustration and pain caused by irretrievably lost data. If you have questions about back up procedures, please contact Millennium Software for assistance. The time and date displayed at the bottom right hand corner of the screen are made possible through the use of redirected system interrupts, and is updated every 18 clock ticks, (approximately once a second). Because the interrupt function used to update the clock is available only when there are no DOS functions being performed, the clock will not be updated while the program is either reading or writing to the hard drive. Thus during relatively long reports, the clock may not be updated, and should not be mistaken for a system lockup. A majority of the reports that may exhibit extended periods of this behavior have an rotating "paddle" to indicate that the system is still operating correctly. The paddle rotates for each cycle of the given function, and thus rotates at a different speed for different functions. Getting Started To start Track-It, change directories to the subdirectory which contains all the programs which make up Track-It. At the DOS prompt type: TRACKIT<ret> The Track-It inventory control/point of sale package is broken down into several segments into which a class of functions are available. Before going any further, a brief description of the program arrangement is in order. Each segment of the program has the following functions: 'Sales" contains all the necessary functions required to create invoices, create customer orders, initiate product returns, fill and edit orders, as well as edit invoice information. 'Inventory' contains all the functions required for inventory stock code maintenance, as well as search for individual serial numbers. 14 Track-It 2.01 'P.O.' contains all the functions required to create, maintain, view or print purchase orders and to receive stock ordered through the purchase order system. 'Vendor' contains functions to search for and edit existing vendors, purge old vendors, or add new vendors to the vendor list. 'Customer' contains functions to search for and edit existing customers, purge old customers, or add new customers for future sales. 'Reports' contains functions to create many different reports such as inventory count, daily or monthly sales, retrieve customer purchases, customer mailing lists, and backorder reports, order lists, and many more. 'Options' allows customization of the header information on many of the reports, as well as perform batch operations for periodic management of the systems data. To select a segment of the program, either press the first letter of the selection or highlight the item with the cursor keys and press the enter key. Adding Existing Inventory Before Track-It can be used for invoicing, all existing inventory must be entered into the Track-It data base. The first step towards entering inventory into Track-It is selecting stock codes to represent individual products. Be very careful when selecting the codes that you wish to use and remember that a stock code can only be used once. Most manufacturers provide part numbers for replacement or optional parts for their products. It is recommended that these part numbers be used if possible. Sometimes two manufacturers use the same part number for two entirely different parts. If this situation arises, it is up to you to determine a method of assigning practical stock codes. Under the inventory segment of the program is a selection titled "New". Either highlight this selection and then press enter or press the letter "N" to initiate the "New" function. The screen will then display a set of stock code editing fields. The first field, stock code, will be in reverse video. Enter in a new stock and press Enter. The code will be checked against all existing codes to determine if it is already in use. If so, a warning stating so will be displayed towards the bottom of the screen and you will have to choose another code for the product or retype the code if it was incorrectly entered. The next field highlighted is the category. This field can 15 Track-It 2.01 be up to seven characters in length, and is used in the selection criteria for sales reports. The subcategory field is a three character extension of the category to further differentiate between categories of stock. Both numbers and letters can be used for the category and subcategory fields. By using both letters and digits, there are over 45,000 different subcategories possible. After the categories, enter in the items manufacturer, the model number, a description of the item, and the list price. The sale price field is provided so that item sale prices are easily available to sales people. When invoicing an item, the sale price of the item is automatically entered into the price field of the invoicing function. The minimum and maximum stock levels are very important. It is though the values that you set here that reorder requests and overstock reports are selected. When the quantity on hand of an item falls below the minimum stock level, it will automatically be included in the reorder report. The suggested reorder number is the quantity that will bring the on hand quantity after receiving the items to the midpoint of the maximum and minimum stock levels. Choose these values carefully. If you wish to track the sale of this item by serial number, set this option to "Y". If you only wish to track the quantity sold, set this option to "N". If the item is taxable set this option to "Y". If the item is not taxable, then set this option to "N". This option has no effect on invoices that are designated for resale, as no sales tax is applicable on items sold for resale. The cost field should be set to the cost of the last item purchased under this stock code. The current stock count field should only be edited when the item is not tagged for serialized tracking. If the item is set to have the serial numbers tracked, leave this field at zero or the stock count will be incorrect after the serialized items have been added to the system. The purchase order and invoice functions will automatically update the quantity on hand as needed. At this point if all the fields are correct, press the Ctrl- Enter or the F10 key to accept the new code. Repeat this process until all your current inventory stock codes are into the system. Adding Existing Serialized Inventory Adding existing serialized inventory into the system requires the use of the purchase order functions of Track-It. Please refer to the purchase order section of the manual for detailed instructions on purchase order creation. If you do not 16 Track-It 2.01 have existing serialized inventory or this is a new installation, skip to the next section of this manual. First group all the serialized items that are part of an individual stock code together or at least get a list of the serial numbers and the cost of each individual item. If another system was in use previously and assigned each item a stock number, a list of these will also be needed. Create a fictitious vendor name and code and create a purchase order containing a list of all the stock codes that you have that are serialized. There is a limit of 50 items on each purchase order, so if you have more than 50 serialized codes, you will have to create more than one purchase order. When all the purchase orders are created, you are ready to receive the items into inventory. Under the PO section of Track-It, there is a function called receiving. Highlight this option and press enter or press 'R'. A list of the outstanding purchase orders will be displayed. Highlight the first outstanding order and press Enter. A list of the individual items on the order will be displayed. Highlight each of the items in order and enter the serial numbers that are currently in stock for that item. Track-It will assign each item its own stock number when saved to disk. If you wish to use stock numbers other than those assigned by Track-It, you must manually change each items stock number using the 'edit serial #' function provided under the inventory segment of Track-It. Continue to add the serialized inventory until all the outstanding orders have been completed. After all the existing inventory is entered, you will be ready to start point of sale invoicing. Program Customization Several components of the Track-It package can be modified to your specific needs. These items include company info, printer specification, and cost calculation methods. Refer to the custiomization section under the options menu for more information. Printer Output 17 Track-It 2.01 Just prior to sending any output to the printer, regardless of the function sending the output, Track-It provides a means of directing the output to either LPT1 or LPT2. For functions that have no options, this selection will be a pop-up in the middle of your screen asking which printer to send the printout to. For functions that have multiple options, the printer port selection will be one of the options. This allows you to choose which printer your output will be printed on. If you have to printers attached to your system, use the printer setup under the options-custiomization menu to specify which type of printers you have attached. Opening Menu The Track-It inventory control/point of sale package is broken down into several segments into which a class of functions are available. Each segment of the program has the following function. For more details about the individual functions of each section, refer to the description of that function later in this manual. 'Sales' contains all the functions required to create and edit customer orders, create invoices, and initiate returns. It is through this segment of the program that all sales are conducted. 'Inventory' contains all the functions needed to add, edit, change, or delete stock codes, as well as search for serial numbers and query stock information. 'P.O.' contains all the functions required to create, maintain, view, or print purchase orders as well as inventory receiving. 'Vendor' contains functions to search for and edit existing vendors, or to add new vendors to the vendor list. 'Customer' contains functions to search, edit, or merge existing customers, or to add new customers for future sales. 'Reports' contains functions to create many different reports such as inventory lists, daily or monthly sales, customer purchases, customer mailing lists, backorder, and reorder reports. 'Options' allows customization of the header information on many of the reports, edit information on an individual serialized item, and edit invoice information. Also in the options section is a batch process for automated purging, sorting, and reports. To select a segment of the program, either press the first letter of the selection or highlight the item with the cursor keys and 18 Track-It 2.01 press the enter key. Sales Functions This section of the manual covers functions included under the sales segment of the program. Edit Order Upon initiating the order editing function, you will be presented with a list of outstanding customer orders. Orders that have been completed cannot be edited. Use the arrow and page keys to highlight the order that you wish to edit. Once the order is selected, Track-It will retrieve the information regarding this order and display it exactly as if this were the order creation function. Edit the order information as needed, and press Ctrl-Enter or F10 when all changes are made, or Esc to back out to the sales menu. Once the information is accepted, Track-It will retrieve information about the individual items on the order. Use the cursor keys to highlight the item that you wish to modify and press the enter key. Information on the individual item such as the stock code, quantity ordered, and price will be displayed in a format identical to that of the order creation. Edit the information for the stock code and press Ctrl-Enter or F10 when the information is correct. The stock code will be available for editing for the individual item only if no quantity has been shipped for this line item. The quantity ordered may be changed with the following restriction; the lowest number that may be entered into the quantity ordered field, is the number that has been previously shipped. Thus, if two items have already been invoiced and delivered to the customer, then the lowest number that will be accepted is 2.00. When the information about the individual item is correct, press Ctrl-Enter or F10 to temporarily accept the new data into memory. After all the changes have been made to the order, press Ctrl-Enter or F10 to make the changes permanent. After the confirmation, the order will be updated on the disk. If you do not wish to save the modifications, pressing Esc will back you out of the function. 19 Track-It 2.01 Fill Order The fill order function provides an intelligent method of filling orders in that orders are filled in the order that they are entered. When the fill order function is started, each outstanding order is checked to determine if there are items on the order that can either be shipped or set aside for future shipping. An item is considered for picking if there is sufficient quantity on hand to fill all orders for the individual item on prior customer orders plus any additional quantity for filling the current order. In other words, if there are two different orders for an individual part or item, Track-It fills the first order in it's entirety before any quantity can be applied to the second order. Only orders that have at least one pickable item will be displayed on this screen. A pickable item is any item that is currently in stock and available to be either set aside or shipped on a customer order. After all the items have been checked, all outstanding orders with pickable items will be listed. During the order creation, there was an option to ship partial orders or hold for the total order. An asterisk in the column immediately to the right of the order date indicates that there is at least one shippable item on an order tagged for partial shipments, or the order is shippable in its entirety. Depending on the ship partial status, you will be taken into either the order picking segment of Track-It, or the order shipping segment. Each segment is indicated in the upper right hand corner of the display field. Order picking indicates that the items are to be set aside for future shipping or delivery, while order shipping indicates that the items should be prepared for shipping. Order shipping also creates an invoice for all items shipped from the order being filled. Using the cursor keys, highlight an order and press enter. Track-It will retrieve the line items for that individual order, and display them. Although Track-It will allow you to select any order on the screen, filling the orders in numerical order is recommended. Again, Track-It will indicate which items are pickable/shippable on the displayed order by an asterisk in the far right hand column. Use the arrow keys to select any item that has an asterisk by it, and press enter. Track-It will not allow you to select an item that is not tagged as pickable. Just like the invoice function, Track-It will not allow you 20 Track-It 2.01 to enter the quantity of a serialized item during order shipping, but rather it counts the number of serial numbers entered on the following screen. Order picking does not require the entry of serial numbers. When shipping an order with items that have been previously set aside, Track-It assumes that the items that have been set aside are the first to be shipped, and thus reduces the quantity set aside as items are shipped. When all items have been either set aside or packaged for shipping, press Ctrl-Enter or F10. If you are completing an order picking session, Track-It will update the order data indicating the number set aside and return you to the order selection menu. If you are completing an order shipping session, an invoice is automatically printed prior to being returned to the order selection menu. A shipper can also be printed at this time. A shipper is simply a list of items and quantities being shipped, and contains no pricing information. Invoice The "Invoice" function will probably be one of the most often used functions of Track-It. The "Invoice" selection contains all functions necessary to invoice items to your patrons. The "Invoice" selection will automatically update stock count quantities and sales history. Upon selecting the invoice function, you will be prompted to enter the customers last name. If the exact last name is known or this is a new customer, enter in the entire last name. If the name is not known exactly, a search for the customers information can be performed with a partial name. Correctly enter as much of the name as possible and then add a "?" to the end of what you have entered. Press Enter to accept the entry. Track-It will compare the name entered against all existing customer names. If the last letter of the name entered is not a "?", Track-It will select only names that are exactly the same as the name entered. If the last letter is a "?", Track-It will select all names that exactly match the partial name before the question mark. If there are no matches, Track-It will assume that this is a new customer and initiate the functions associated with entering a new customer into the index. Refer to the section regarding new customer entry for more information about recording information about a customer. NOTE: If there are no matches, skip the next paragraph. The upper right hand corner of the edit window will show the 21 Track-It 2.01 number of matches and the number of the current match. The matches are not sorted in any way. Use the arrow keys to select the correct match, or Esc to reenter the customers' name. Once the correct name is displayed, press enter to select the name and continue to the next step in the invoicing process. The next step in invoicing is to enter information specific to this particular invoice. The first field to enter is the name or number of the salesperson who made the sale. It is up to the owner or manager of the business to determine how to differentiate between salespeople. Next, enter in the customers purchase order number if any. The reference field is provided to allow the referencing of repair orders, or any other reference information. Any credits produced through Track-It are in the form of a regular invoice with a negative balance. Track-It uses the reference field to indicate the original invoice number for returns. If the invoice is to a customer who is purchasing items for resale or are for some other reason exempt from sales tax, then enter "Y" in the field that asks if the items are for resale. If this field is set to "Y", no sales tax will be calculated on the invoice. If the items are to be shipped to an area that has a different sales tax percentage, enter the correct sales tax percentage for the destination in the field corresponding to the tax rate. Pressing Ctrl-Enter or F10 will accept all the information as being correct and move you to the next phase of invoicing. At this point, the screen will be cleared, and you will be prompted to enter in the stock code of the first item on the invoice. When prompted, enter in a stock code to order. If the code entered is not currently in use in the system, you will be asked if the code is for a new product. If the answer is "N" then you will again be prompted to enter a stock code. If the answer to the prompt is "Y", then Track-It will initiate the functions necessary to add the new stock code to the system. After the new stock code information is recorded, you can continue with the invoice. The quantity sold can be any number capable of fitting in the field provided, and can be a decimal value to the hundredths decimal place. Only positive quantities are allowed. If the item that you are invoicing is serialized, then this field will not be available for editing, but will automatically reflect the number of serial numbers entered for this stock code. The price that was entered in the sale price field when adding this stock code will be automatically entered into the price field upon the acceptance of the code. This number is entered automatically as a convenience and can be changed by 22 Track-It 2.01 typing in a different price. The number entered need not be a decimal, as Track-It will add the decimal point and trailing zeros to the number if needed. When all the fields are correct, press Ctrl-Enter or F10 to accept the data. If the code is not designated as being serialized, the code will be added to the list of codes included on the invoice, and displayed. If serialized, pressing Ctrl-Enter or F10 will bring you to a screen that displays the code that you are entering, and a prompt for a serial number to invoice. Enter in a valid serial number and press enter. It is impossible to enter in a serial number for an item that is not in stock or does not exist. Even though a serial number may be valid, the serial number entered must be for an item with the same code as you are invoicing at the present time. In this way, it is impossible to incorrectly invoice a serial number for an item that is of a different stock code. Duplicate or blank serial numbers will not be accepted. When a correct serial number is entered, it will be listed with all other serial numbers for the current stock code. Pressing the insert key will allow the entry of additional serial numbers. To edit a serial number, press enter after highlighting the desired serial number. After all serial numbers have been entered correctly, pressing Ctrl-Enter or F10 will accept the listed serial numbers as being correct and return to the code entry screen. Track-It will count the number of serial numbers entered and place the value in the quantity field. Once returned to the stock code entry screen, there are several options. Pressing Esc will terminate the invoicing segment and return to the inventory menu. If an entry needs to be revised, highlight the entry and press enter. Correct the needed information and enter it as if it were the first time entering the code, with the exception that if the item is serialized, that the serial numbers will only need to be confirmed rather than reentered. To delete a code, highlight the code to be deleted and press the delete key. You will be prompted to confirm the deletion before it is performed. To enter additional codes, press the insert key and enter them as you entered the first stock code. Pressing Ctrl-Enter or F10 will accept all the stock codes displayed as well as all entered serial numbers, and move to the final step of the invoicing function. Enter in the terms of the invoice, (ie. CASH, VISA, NET 30), and the amount paid. Remember that Track-It performs no accounting, and the calculated balance on the invoice is simply to provide the invoice balance to the bookkeeper. When the terms and amount paid are correct, press Ctrl-Enter 23 Track-It 2.01 or F10 to update inventory levels and remove serialized inventory from stock. This is the last point for which the invoicing function can be terminated without adding the invoice to the system, and adjusting stock levels. When the first invoice is created with Track-It, or the INVNUM.DAT file is missing, Track-It will prompt you for the next available invoice number. Invoice number 1 is reserved for use by Track-It. If the number is known, enter the number and press Enter to continue with the invoicing function. If the number is not known, entering only a question mark in the field will cause Track-It to scan any sales history and automatically enter in the next invoice number. If the invoice number sequence ever needs to be changed, delete the INVNUM.DAT file from the Track-It directory. This will allow you to enter in the next invoice number during the creation of the next invoice. Track-It will automatically adjust stock levels, remove the correct serialized items from stock, and print an invoice. After the invoice is printed, you will be returned to the Sales selection menu. Invoice Editing Through the invoice editing function, information regarding an individual invoice can be changed. Only the sales information for the invoice can be modified, the actual items and quantities on the invoice cannot be changed. This function is considered to be one of the more dangerous functions in Track-It. Entering in invalid data during this function can invalidate many of the reports that Track-It generates. The actual customer under which the invoice was created cannot be changed through this function or any other function in Track-It. Once an invoice is created for a customer, it is permanently associated with that customer. Under very rare circumstances, the actual invoice number of an invoice must be changed. If the invoice number is changed, one must take great care not to duplicate an invoice number, or cause the invoice number sequence to progress backwards. By either duplicating an invoice number or reversing the sequence, a majority of the sales reports can be made erroneous. The date of the invoice is again another field that should very rarely change. If the invoice date must be changed, the date on the changed invoice must not be after the date of an invoice with a higher number. In other words, do not change the date of invoice number 101 to be 07/12/1990 and invoice number 24 Track-It 2.01 102 be invoiced on 07/11/1990. This error will again make many of the sales reports invalid. After verifying that the invoice number and invoice date, the following information can be edited to correct any mistakes or add forgotten information when the invoice was initially created: the invoice terms, the customers purchase order number, any reference desired, the salesperson taking credit for the sale, if the invoice was tagged for resale, the customers tax rate, or the amount paid. After all the information is correct, pressing Ctrl-Enter or F10 will update the invoice data file. Pressing Esc will abort any changes made and return you to the options menu. Order Entry The "Order Entry" selection contains all functions necessary to create and record customer orders. Upon selecting the order function, you will be prompted to enter the customers last name. If the exact last name is known or this is a new customer, enter in the entire last name. If the name is not known exactly, a search for the customers information can be performed with a partial name. Correctly enter as much of the name as possible and then add a "?" to the end of what you have entered. Press Enter to accept the entry. Track-It will compare the name entered against all existing customer names. If the last letter of the name entered is not a "?", Track-It will select only names that are exactly the same as the name entered. If the last letter is a "?", Track-It will select all names that exactly match the partial name before the question mark. If there are no matches, Track-It will assume that this is a new customer and initiate the functions associated with entering a new customer into the index. Refer to the section regarding new customer entry for more information about recording information about a customer. NOTE: If there are no matches, skip the next paragraph. The upper right hand corner of the edit window will show the number of matches and the number of the current match. The matches are not sorted in any way. Use the arrow keys to select the correct match, or Esc to reenter the customers' name. Once the correct name is displayed, press enter to select the name and continue to the next step in the invoicing process. The next step in order entry is to record information specific to this particular customer order. 25 Track-It 2.01 The first field to enter is the name or number of the salesperson who received the order, or the salesperson who is to be credited with the order. It is up to the owner or manager of the business to determine how to differentiate between salespeople. Next, enter in the customers purchase order number if any. The reference field is provided to allow the referencing of repair orders, or any other miscellaneous information. If the order is from a customer who is purchasing items for resale or are for some other reason exempt from sales tax, then enter "Y" in the field that asks if the items are for resale. If this field is set to "Y", no sales tax will be calculated on any invoice created in relation to this order. If the items are to be shipped to an area that has a different sales tax rate, enter the correct sales tax percentage for the destination in the field corresponding to the tax rate. The ship via field is provided to designate the shipping method desired when filling the order. If the order is to be held until all items are available for shipping as one shipment, the ship partial field should be set to 'N'. If the items on the order are to be shipped as they are received, enter a 'Y' in the field. If the order is prepaid, enter a 'Y' in the prepaid field. Track-It provides no means of tracking partial payments of orders, and thus it is advisable that orders be prepaid in full, or payable in full upon delivery. Pressing Ctrl-Enter or F10 will accept all the information as being correct and move you to the next phase of order entry. At this point, the screen will be cleared, and you will be prompted to enter in the stock code of the first item on the order. When prompted, enter in a stock code to order. If the code entered is not currently in use in the system, you will be asked if the code is for a new product. If the answer is "N" then you will again be prompted to enter a stock code. If the answer to the prompt is "Y", then Track-It will initiate the functions necessary to add the new stock code to the system. After the new stock code information is recorded, you can continue with the order. The quantity ordered can be any number capable of fitting in the field provided, and can be a decimal value to the hundredths decimal place. Only positive quantities are allowed. The price that was entered in the sale price field when adding this stock code will be automatically entered into the price field upon the acceptance of the code. This number is entered automatically as a convenience and can be changed by typing in a different price. The number entered need not be a decimal, as Track-It will add the decimal point and trailing zeros to the number if needed. 26 Track-It 2.01 When the information is correct, press Ctrl-Enter or F10 to accept the code and return to the main order entry screen. Once returned to the order entry screen, there are several options. Pressing Esc will terminate the order entry segment and return to the sales menu. If an entry needs to be revised, highlight the entry and press enter. Correct the needed information and enter it as if it were the first time entering the code. To delete a code, highlight the code to be deleted and press the delete key. You will be prompted to confirm the deletion before it is performed. To enter additional codes, press the insert key and enter them as you entered the first stock code. Pressing Ctrl-Enter or F10 will accept all the stock codes displayed, store the order, and print a customer order. When the first order is created with Track-It, or the ORDERNUM.DAT file is missing, Track-It will prompt you for the next available order number. If the number is known, enter the number and press Enter to continue with the order entry function. If the number is not known, entering only a question mark in the field will cause Track-It to scan any sales and order history and automatically enter in the next order number. If the order number sequence ever needs to be changed, delete the ORDERNUM.DAT file from the Track-It directory. This will allow you to enter in the next order number during the creation of the next order. Returns The "Returns" function provides a means of tracking and controlling customer returns. The "Returns" function is very similar to the invoicing function in many aspects, but with quite a few more restrictions which will be discussed as they appear. Upon entering the function, you will be prompted to enter the invoice number on which the items to be returned were originally sold on. It is imperative that the correct invoice number be entered, for without it nothing will be accepted for return. Only when a valid invoice number is entered will Track- It allow you to move to the next step. The name of the customer and the original invoice number will be displayed in the upper left hand corner of the working area of the screen. If this is incorrect, press Esc to reenter the correct invoice number. A prompt will appear requesting the stock code of the item to be returned. The code entered must be a valid stock code, and must also appear on the original invoice. Because the stock code 27 Track-It 2.01 to be returned must exactly match a code on the original invoice, it is recommended that the original invoice be required to accompany returns. Also, be aware that the stock codes on the invoice may have been changed by the part number change function. If needed, use the customer purchase report to determine the part number. After a code is accepted, enter in the quantity and the amount credited per item. Like the invoice function, if an item is serialized, the quantity equal to the number of serial numbers entered will be automatically entered by Track-It. If the item is serialized, enter in the serial numbers of the items to be returned. Each serialized item is checked when entered to verify that the serial number was on the original invoice. If not, the serial number is rejected. The steps for adding, editing, or deleting stock codes under the "Returns" function are identical to those in the "Invoice" functions of Track-It. Refer to the invoice section for more detail. Once all the items to be returned are entered, Ctrl-Enter or F10 will accept the information, and print an invoice. The amount paid is automatically set to 0, and the terms are set to "CREDIT". After the invoice is printed, you are returned to the Inventory Functions This section of the manual covers functions included under the inventory segment of the program. Change Part number change is available under the inventory selection menu as Change, and provides the means to change a stock code and ALL references to a NEW stock code. All information with respect to the original stock code will be transferred to the new stock code. Select the Change selection and enter in the code that you wish to change. The code will be accessed and a brief description will be displayed along with the items' manufacturer and model number. If the item displayed is the item that you wish to change, press "Y" or Enter at the prompt. Next, enter the new stock code. The entered target code will be checked against all existing codes for any exact matches. If the target code already exists, you will be asked to enter in 28 Track-It 2.01 another code that is unique. After a target code is accepted, you will be asked to confirm that both the source stock code and the target stock code are correct. If you answer "Y" to the prompt, the program will systematically replace all references to the original stock code with the target stock code. The only history that is not updated is the Query history. After the update is completed, you will be returned to the selection menu. Delete The delete selection provided a means of removing a stock code from the index of valid stock codes. Highlight the "Delete" selection and press Enter, or press the "D" key to initiate the function. Enter the stock code that you wish to remove from the system and press enter. A warning will be displayed if the code is in any way invalid. A code will be considered invalid for deletion if the quantity on hand is not exactly zero, or the item is on an outstanding customer order or purchase order. The products manufacturer, model, and a brief description of the item will be displayed, and you will be prompted to confirm that this is the item that you wish to delete. Pressing "Y" or Enter will delete the code from the index and return you to the selection menu. Pressing "N" will allow you to reenter the code if it was incorrect. Pressing Esc will return you to the selection menu. REMEMBER: there are NO checks on this function. Once a code is deleted, it can no longer be referenced by any section of the program, and any reports that contain the code may create an error. If the code was deleted by mistake, it must be recreated using the "New" function. It is advisable that a code be kept in the system for at least as long as there is valid sales history being retained, or at least as long as the warranty you provide to your customers for the product. Edit / New Under the inventory segment of the program there is a selection titled "New", and a selection entitled "Edit". Because these two selections are so similar in function, they will be discussed concurrently. Highlight either of the two selections and press enter, or press the capitalized letter of either selection to initiate the function. 29 Track-It 2.01 At this point in either function, you will be prompted to enter a stock code. If you are in the Edit function, the code entered must be that on an existing stock code. Entering in an unused stock code will display a message indicating that the code you entered is not in use, and ask you to reenter the code. If you are in the New function, the stock code entered must be a unique, unused stock code. Entering a currently used stock code will result in an error message indicating that the code is already in use, and prompt you to enter another stock code. The second field is the stock code category. This field can be up to seven characters in length, and is used in the selection criteria for sales reports. The subcategory field is a three character extension of the category to further differentiate between categories of stock. Both numbers and letters can be used for the category and subcategory fields. By using both letters and digits, there are over 45,000 different subcategories possible. After the categories, enter in the items manufacturer, the model number, a description of the item, the stock location, and the list price. The sale price field is provided so that item sale prices are easily available to sales people. When invoicing an item, the sale price of the item is automatically entered into the price field of the invoicing function. The minimum and maximum stock levels are very important. It is though the values that you set here that reorder requests and overstock reports are selected. When the quantity on hand of an item falls below the minimum stock level, it will automatically be included in the reorder report. The suggested reorder number is the quantity that will bring the on hand quantity after receiving the items to the midpoint of the maximum and minimum stock levels. Choose these values carefully. If you wish to track the sale of this item by serial number, set this option to "Y". If you only wish to track the quantity sold, set this option to "N". If the item is taxable set this option to "Y". If the item is not taxable, then set this option to "N". This option has no effect on invoices that are designated for resale, as no sales tax is applicable on items sold for resale. If you are entering in a new code, the cost field should be set to the cost of the last item purchased under this stock code, otherwise edit as necessary. The current stock count field should only be edited when the item is not tagged for serialized tracking. If the item is set to have the serial numbers tracked, leave this field at zero or the stock count will be incorrect after the serialized items have been added to the system. At this point if all the fields are correct, press the Ctrl- 30 Track-It 2.01 Enter or F10 to accept the displayed data. Pressing Esc will allow you to exit the function without saving any changes. Sort The sort function will sort all stock code and serialized information alpha-numerically and create an index file for improved response times for information retrieval. It is recommended that the sort function be executed on a regular basis or whenever information retrieval becomes sluggish. Purge 'Purge' tags all stock codes that have no stock on hand or any references in the sales, purchase order, or order history. While this function can take a considerable period of time to run, it preserves the items history while removing non-current part numbers. The items tagged will be purged during the next sort and index of the stock codes. Query The query function is a quick means of determining the list and sale price of an item along with the quantity currently on hand, on order, and on outstanding customer orders. To begin a query, after entering the inventory segment of the program, either press the letter "Q" or highlight the word "Query" and press enter. The program will then ask you to enter the stock code that you wish to inquire about. The code that you enter must be a valid stock code that is currently in use by the track it system. If an invalid code is entered, a message will indicate that the code was invalid and ask you to reenter the code. After a code is accepted, Track-It will search for information on the code that you entered. The stock code, a description, manufacturer, model number, list price, sale price, quantity on hand, and quantity on order will be displayed, along with the quantity that is currently allocated for customer orders. The quantity on hand does not take into consideration any quantity allocated for customers, and is simply the quantity that is currently in stock at the time of the query. Pressing any key will clear the information from the screen. If the quantity on hand is zero or less, you will be asked if you 31 Track-It 2.01 wish to save the query. If a sale would have been made given sufficient quantity on hand, answer yes to the prompt. If you are simply checking a price or getting information about a code, answer no to the prompt. By correctly tracking queries, you can determine which non- stocking items should be stocked. A list of queries for specific time periods can be printed under the reports segment. When all queries are completed, pressing Esc at the code prompt will return you to the inventory selection menu. Search The search function enables you to retrieve information about all serialized items that have serial numbers that match the entered criteria. To begin a search, after entering the inventory segment of the program, either press the letter "S" or highlight the word "Search" and press enter. You will be prompted to enter in the serial number that you wish to search for. The serial number can be any numeric number up to 10 characters in length. The program will retrieve and display information for all items that have serial numbers matching the criteria. If the exact serial number is not known, enter in as much of the serial number that is known and add a question mark. Track-It will locate and retrieve all serialized items that match the search criteria. The upper left hand of the screen will show the total number of matches along with the match number currently being displayed. If there is more than one match, pressing the up and down arrow keys will page through the selections. The selections are sorted by stock code, and then by serial number within the stock code. Pressing Enter when the desired item is displayed will display information as to who and when the item was sold. If the item is currently in stock, pressing enter will have no effect. Edit Serial Number The edit serial number option allows the editing of information specific to an individual serialized item. When using this option, remember that the information that is entered using this function MUST be correct. If you are not completely sure of what you are doing or the accuracy of the data you intend to enter, do not use this function. 32 Track-It 2.01 When prompted to enter in the serial number of the item to be changed, enter in the number as if you were performing a serial number search, (please refer to the search section of the manual previously discussed), and select the item from the list provided by pressing Enter when the desired item is displayed. Once the correct item is selected, the information specific to that item will be available for editing. The first field available is the items stock code. If the stock code is incorrect, enter in the new code. After the new code is entered, it will be checked against the list of valid stock codes to verify it's validity. Track-It will not allow you to enter an invalid stock code. The next available field available for editing is the serial number field. If the serial number is incorrect, enter in the correct serial number and press Enter to move to the next available field. The stock number field is very important to Track-It, even if you are not using stock numbers. If the stock number must be changed, be very sure that the stock number that you reassign the item is not duplicated in the system. Entering duplicate stock numbers can create big problems in the future. If the items' cost is incorrect, reenter the correct cost and press enter. The invoice number field is also another very important field. If the item is currently in stock, the number in the invoice number field should be zero. If the number is anything but zero, the item is not in stock. Track-It automatically reserves invoice number 1 to provide a invoice number to assign serialized items that are stolen, lost, or used internally to be able to remove them from the system. Thus to simply remove an item from the inventory, without removing the information, simply enter in 1 as the invoice number. If the invoice number is incorrect, enter in the correct invoice number. Be very careful when changing the invoice number. By entering in an incorrect invoice number, the item cannot be correctly traced to the correct customer, and all the effort made to track the item is wasted. When all the fields are correct, press Ctrl-Enter or F10 to save the changes, or press Esc to return to the menu without saving any changes. Purchase Order Functions 33 Track-It 2.01 This section of the manual covers functions under the P.O. segment of the Track-It program. Create The purchase order creation portion of Track-It provides an easy method of creating new purchase orders for products purchased from vendors or distributors. If no purchase orders have previously been entered, then you will be prompted to enter the next purchase order to use. Purchase order numbers created under Track-It consist of two parts; the calendar year the order is created, and the order number. The year segment of the order number is taken from the date provided by the system clock and cannot be modified. The user of Track-It only has control over the second half of the order number. Enter in the value for the next purchase order number and press Enter to continue the creation of the order. After the first purchase order is created, purchase order number selection is completely automated and cannot be changed by the user. Upon initiating the creation of a new purchase order, (other than the initial order), you will be prompted to enter the code for the vendor from which the items entered on the order will be purchased. If the vendor code is valid, then you will be prompted to enter the stock code of the first item ordered. If the vendor code is not in use, then you will be asked if the code entered is for a new vendor. If the answer is "N" then you will be prompted to reenter the vendor code. If the answer is "Y", Track-It will initiate the function for adding a new vendor to the system. Please refer to the "Add" selection under the Vendor segment of Track-It for more information regarding new vendors. When prompted, enter in a stock code to order. If the code entered is not currently in use in the system, you will be asked if the code is for a new product. If the answer is "N" then you will again be prompted to enter a stock code. If the answer to the prompt is "Y", then Track-It will initiate the functions necessary to add the new stock code to the system. After the new stock code information is recorded, you can continue with the purchase order. When a code is accepted, the description, manufacturer, and the current stock on hand values will be displayed in their respective fields. The quantity ordered can be any positive number capable of fitting within the field. 34 Track-It 2.01 The calculated cost for the stock code is automatically entered as a reference in the cost field. If the value is incorrect, simply type the correct value over the incorrect price. When the values are correct, pressing Ctrl-Enter or F10 will add the code to the list of items on the current purchase order. If an item needs to be changed, highlight the desired code and press enter. Edit the fields as needed and then press Ctrl- Enter or F10 to reaccept the code. When all items are entered, press Ctrl-Enter or F10 to accept the codes and update the purchase order history files. Edit The purchase order "Edit" function allows the revision of items entered on a purchase order. When you enter the "Edit" function, you will be presented with a list of purchase orders that have at least one item yet to be received. The outstanding purchase orders are listed in the order that they were created, and each is listed with the corresponding vendor code, vendor name, and the date on which the order was created. Highlight the purchase order that you wish to edit and press enter, or Esc to return to the P.O. selection menu. A listing of the items on the order will be displayed, along with a description, the number ordered, and the number received. Highlight the item that needs to be revised and press Enter. The item will be brought up into an editing structure very similar to that in the purchase order creation, with the exception that only three of the fields are available for editing. If any quantity of the item being edited has been received, then the code is considered to be correct, and limits the number of editing fields to two. If the stock code needs to be changed, enter the revised code in the stock code editing field. If the stock code is changed, a check will be performed to determine if the code is in use. If not, you will be prompted if the code is for a new product. If not, you will be returned to the stock code entry field to enter in a valid code. If it is a new code, then Track-It will initiate the addition of a new code into the system. The quantity ordered field is also available for revision. Note that you will not be able to enter a number for the quantity 35 Track-It 2.01 ordered that is lower than the number already received. If the cost of the item ordered has changed, type over the old cost with the new cost. When all the codes that require alteration have been changed, press Ctrl-Enter or F10 to update the purchase order history. The changes made can be aborted by pressing Esc and returning to the menu. Print The print function allows an individual purchase order to be reprinted. When prompted for the purchase order number to print, the number must be entered according to the following format. The first four digits of the purchase order must be the four digit calendar year in which the purchase order was created. The year must then be followed, (without any spaces), with a dash. The order number must immediately follow the dash. The following are examples of valid purchase order numbers to be reprinted: 1988-22 1990-89 1990-123456798 The following are examples of invalid purchase order numbers: 1990 - 78 1977- 100 90-78 Once a valid purchase order number is entered, the order number and the vendor will be displayed, and you will be prompted to confirm that the ordered number entered is correct. If the prompt is answer by a "N", you will be prompted to enter in another order number. If the answer is "Y", the purchase order information will be retrieved and then printed. After the order is printed, you will be returned to the P.O. selection menu. Receive The receive function provides a means of receiving items ordered under a purchase order. This function will automatically update all purchase order files and stock levels. 36 Track-It 2.01 Begin the receiving function by highlighting the word "Receive" and pressing enter, or by pressing the "R" key. A list of purchase orders with items outstanding will be displayed. Use the arrow keys to highlight the purchase order which contains the items you wish to receive. When the correct purchase order is highlighted, press enter to list the items ordered on the purchase order. All items ordered on the purchase order will be displayed in the order they were originally entered into the P.O., including items that have already been received. Each item will show its' stock code, a description of the item, manufacturer, quantity ordered, and the number previously received. Use the arrow keys to highlight the individual item that you wish to receive, and press enter. Please note that you cannot select an item for which the number of items previously received is equal to the number ordered. This program assumes that when all the items ordered have been received that any additional items that have been received with the same stock code are either part of another purchase order, or were mistakenly shipped from the vendor. At this time you can enter the number of items that you are actually receiving into stock. You can also adjust the cost of the item being received if it is incorrect or has changed since the time of the original purchase order creation. If the item that you are receiving is serialized, then you will not be able to edit the quantity received field. Instead, after pressing Ctrl-Enter or F10 to accept the edit fields, you will be prompted to enter the serial numbers of the items received. The total number of different serial numbers entered will be inserted into the quantity received field by Track-It. The serialized receiving section of Track-It was created to allow multiple serial numbers to be received at once. If for instance you receive a set of items of the same stock code with sequential serial numbers, enter the smallest serial number in the beginning field, and the largest of the series in the ending field, and then press Ctrl-Enter or F10. All serial numbers from the beginning to the ending serial numbers, will be added to the list of received serial numbers. Note that there are no checks to prevent receiving the same serial number twice. An incorrect serial number can be deleted by highlighting the incorrect number and pressing the delete key. After all the serial numbers have been entered, press Ctrl- Enter or F10 to accept them into the system. The first time that serialized data is received, an error will occur. You will be prompted to enter the next stock number to be used or enter a question mark to search for the next available number. If the next available number is not known for 37 Track-It 2.01 sure, using the question mark to search for it is ALWAYS a safe option. If you do not wish to track stock numbers, simply enter a blank field and let Track-It worry about tracking them. When the two edit fields are correct, press Ctrl-Enter or F10 to accept the fields into the system. Continue selecting and receiving individual stock codes from the purchase order until all stock codes from a single purchase order have been received. When all the items have been entered, press Ctrl-Enter or F10 to accept all the items that you have entered in this session. A prompt will verify that all items have been entered before exiting the function. If any items have been received, you will be asked if you wish to print a list of the items that you have just received. This is the only opportunity you will have to print a list of the actual quantities you have received in this session, so it is generally a good idea to answer "Y" to this prompt. After you are returned to the list of outstanding purchase orders, you have the opportunity to continue to receive items from the same or other purchase orders, or press Esc to return to the inventory selection menu. View This view function allows you to view the contents of any existing purchase order, regardless of its status, that has not been purged from the system. To select the purchase order to view, enter in the P.O. number you desire. The purchase order number is made up of two components, the year the P.O. was created and the number of the P.O. An example of a correct P.O. number to enter is "1990-23". A confirmation of the number and the vendor will appear. If there is no such P.O. number, then the last purchase order created will be displayed. If the confirmation is not the purchase order you desired, answer "N" to reenter in another number. An answer of "Y" will cause Track-It to retrieve the item information from the purchase order history. Once the information is retrieved, the items will be displayed in the exact order that they were originally entered into the system. When you are done viewing the order, press Esc to return to the menu. 38 Track-It 2.01 Vendor Functions This section of the manual covers the functions related to maintaining vendor information. Add The "Add" function of the vendor segment of Track-It permits the addition of new vendors to the list of vendors available for use in the creation of purchase orders. The first field available for information is the vendor code. The vendor code is a ten digit code comprised of both characters and numerics which is associated with all purchase orders for a given vendor. After a code is selected and entered, Track-It will check the code for originality. If the code is already in use, you will be prompted to enter in another code. After a code is accepted, enter in the information about the new vendor as prompted. A description of each field will not be given as the descriptions provided before each field provide a good idea of what information the field should contain. Two sets of fields are provided for addresses. The first is for a mailing address for regular correspondence and a shipping address to which product returns should be shipped. Two fields are given for the street address in each address to accommodate both a street number and a suite number. A field is provided to enter in the name of the primary contact at the company as well and the phone number for the sales, customer service, and technical support departments. At this time, the only field available under the other information heading is the terms under which you purchase items from this particular vendor. When all the information is entered, pressing Ctrl-Enter or F10 will accept the information and store it in the vendor information file on disk. Pressing Esc will abort the entry of the information and return you to the menu without saving any of the information entered. Edit 39 Track-It 2.01 The vendor "Edit" function is a combination of the vendor "Search" function and the vendor "Add" function providing a means of modifying vendor information if it changes. Enter in the name of the vendor that needs to be altered. A partial name can be entered just as in the vendor "Search" function. After all the matches have been located, the upper left hand of the working area will show the number of matches found, and the number of the match currently displayed. Use the arrow keys to display additional vendors. When the vendor that you wish to edit is displayed on the screen, press Enter. At this point, you will Track-It will initiate the editing portion of the function. All the information with the exception of the vendor code is available for editing. Edit any of the fields that need to be changed, and press Ctrl-Enter or F10 to accept the changes and update the vendor information file. If the vendor displayed on the edit screen is incorrect or you wish to abort the changes already made, press Esc. Sort The sort function will sort all vendors by name and create an index file for improved response times for information retrieval. It is recommended that the sort function be executed on a regular basis or whenever the system performance seems to be sluggish. Purge 'Purge' tags all vendors that have no references in the purchase order history. While this function can take a considerable period of time to run, it preserves the vendor history while removing non-current vendors. The tagged vendors will be purged during the next sort and index. Search The "Search" function provides a means by which vendor information can be retrieved. 40 Track-It 2.01 When the "Search" function is initiated, you will be prompted to enter in the name, not the code, of the vendor you are searching for. If the exact name of the vendor is not known, a search by partial name is possible. To search by partial name, enter in as much of the name as possible immediately followed by a question mark. An example of a valid name for a partial search is "TOY?". If this entry was used, all vendors that have the first three letters of TOY in their name would be considered matches and be displayed for viewing. If no selections are found, then reduce the number of letters before the question mark. This will allow more vendor names to match the search criteria. Entering only a question mark will cause all the vendor names to be displayed as a match. After all the matches have been located, the upper left hand of the working area will show the number of matches found, and the number of the match currently displayed. The matches are not sorted in any way. Use the arrow keys to display additional vendors. After the correct match is located and the information is no longer needed, pressing Esc will return you to the Vendor selection menu. Customer Functions This section of the manual covers the functions related to maintaining customer information. Add The "Add" function of the vendor segment of Track-It permits the addition of new customers to the Track-It customer data base without going through the invoice segment of the program. The first field available for information is the customers last name. If the customer is a business, enter in the complete name of the business in the last name field. It is by customer last name that all searches and invoicing is tracked. Enter all information available about the customer. If the shipping and billing address are the same, you only need enter information in the billing fields. A description of each field will not be given as the 41 Track-It 2.01 descriptions provided before each field provide a good idea of what information the field should contain. Two sets of fields are provided for addresses. The first is for a shipping address, and the second for a billing address if it is different from the shipping address. Two fields are given for the street address in each address to accommodate both a street number and a suite number. A field is provided to enter in the name of the primary contact at the company as well and the phone number of the customer. If the customer is able to purchase on special terms, enter the terms available in the terms field. This field is provided so that if a salesperson other than the designated sales representative is invoicing to this customer, that the terms authorized for this customer are readily available. If the customer is going to purchase items for resale, you must enter the customers resale number in the resale number field. If there is no resale number present in the field when an invoice for this particular customer is designated for resale, you will be prompted to enter the customers resale number. In fact, you will not be able to complete a resale invoice for this customer until the resale number is entered. When all the information is entered, pressing Ctrl-Enter or F10 will accept the information and store it in the customer database file on disk. Pressing Esc will abort the entry of the information and return you to the menu without saving any of the information entered. Edit The customer "Edit" function is a combination of the customer "Search" function and the customer "Add" function providing a means of modifying customer information if it changes. Enter in the name of the customer that needs to be altered. A partial name can be entered just as in the customer "Search" function. After all the matches have been located, the upper left hand of the working area will show the number of matches found, and the number of the match currently displayed. The matches are not sorted in any way. Use the arrow keys to display additional customers. When the customer that you wish to edit is displayed 42 Track-It 2.01 on the screen, press Enter. At this point, you will Track-It will initiate the editing portion of the function. Edit any of the fields that need to be changed, and press Ctrl-Enter or F10 to accept the changes and update the vendor information file. If the vendor displayed on the edit screen is incorrect or you wish to abort the changes already made, press Esc. Merge The customer merge function provides a means of merging the purchase history of one customer into another. The most common reason for using this function is when a customer is entered into the system twice under different names because of a misspelling. The first field available is for the name of the customer you wish to remove from the system. Enter the customer name just as if you were performing a search for the customer. Searches by partial name are allowed. Use the arrow or page keys to select the customer from the matches displayed. The second field is the target customer. This is the name of the customer that will remain in the system. Enter the name and select the customer just as you would for a customer search. Once the two customers are selected, and the names are confirmed, Track-It will merge the two customers. Sort The sort function will sort all customers by last name and create an index file for improved response times for information retrieval. It is recommended that the sort function be executed on a regular basis or whenever the system performance seems to be sluggish. Purge 'Purge' tags all customers that have no references in the sales or order entry history. While this function can take a considerable period of time to run, it preserves the customer history while removing non-active customers. The tagged vendors 43 Track-It 2.01 will be purged during the next sort and index. Search The "Search" function provides a means by which customer information can be quickly retrieved. When the "Search" function is initiated, you will be prompted to enter in the customers last name, or company name. If the exact name of the customer is not known, a search by partial name is possible. To search by partial name, enter in as much of the name as possible immediately followed by a question mark. An example of a valid name for a partial search is "MIL?". If "MIL?" was entered, all customers that have the first three letters of MIL in their last name would be considered matches and be displayed for viewing. If no selections are found, then reduce the number of letters before the question mark. This will allow more customers names to match the search criteria. Entering only a question mark will cause all customer names to be displayed as a match. After all the matches have been located, the upper left hand of the working area will show the number of matches found, and the number of the match currently displayed. The matches are not sorted in any way. Use the arrow keys to display additional customers other than the one currently displayed. After the correct match is located and the information is no longer needed, pressing Esc will return you to the customer selection menu. Reports The reports segment of Track-It provides an array of different reports for a variety of purposes. This section of the Track-It manual will briefly describe the output, options and operation of each of the reports available. The reports will be discussed in the order that they appear in their respective selection menu. Inventory Reports Stock Report by Code This report prints a complete listing of all stock codes in the system sorted by stock code. The report consists of each items stock code, a description, the manufacturer, category, 44 Track-It 2.01 subcategory, stock location, minimum and maximum stock levels, on hand quantity, last cost, and extended value. There are no options for this report. Overstock Report The overstock report provides a list of stock codes which have an on hand quantity greater than the set maximum stock level. The overstock report has no options and begins printing almost immediately. The function scans the purchase order and customer order history, and then reads straight through the stock code data file and determines if the code is overstock. The overstock report takes into consideration the quantities of items on outstanding purchase orders and customer orders when determining if the item should be included in the report. If the item is overstocked, the code is printed along with a description, the manufacturer, the category and subcategory, minimum and maximum stock levels, the quantity on order, the quantity allocated to customer orders, and the number of items over the maximum stock level. When the report is finished, you are returned to the inventory reports selection menu. The overstock report will probably not be the most useful of reports to most businesses, but to those who have a large parts inventory to track, it can be a good way to determine which items should be included on the next clearance sale. Remember that having too much stock can sometimes be a greater detriment than having too little stock because it ties up working capital that could otherwise be used for more popular items. Price List The price list report is just that, a price list. When prompted, enter the criteria for which you wish to print a price list. Only items that fit within the entered criteria will be included on the list. When the criteria is entered, press Ctrl-Enter or F10 to initiate the report. Reorder Report When each new stock code was entered into the system, minimum and maximum stock levels for each code were either set by 45 Track-It 2.01 the user or defaulted to zero. By properly setting the max and min stock levels combined with this reorder report, an adequate stock level for all items can be maintained. There are no options for the reorder report, thus the report starts almost immediately. The function scans the purchase order and customer order history, and then reads straight through the stock code data file and determines if the item should be on the reorder report. The quantity on hand for each item is adjusted up for any quantity on order in the purchase order system, and down for any quantity allocated for customer purchase. If the resulting stock on hand value for an item is greater than the set minimum stock level it is not printed. The stock codes are not sorted prior to printing the report. If the resulting quantity on hand is lower than the minimum stock level, the item is included on the reorder report along with a suggested reorder quantity. The reorder quantity printed is the number of items that when received will place the on hand quantity, (after receiving outstanding po's and filling customer orders), at the mid point between the minimum and maximum stock levels for that stock code. For example, if you have a resulting quantity on hand of 4 for the stock code "XYZ" and the minimum and maximum stock levels are 10 and 20 respectively, the reorder quantity if determined as follows: add the quantity required to bring the stock level up to the minimum level, (6), plus one half of the difference between the minimum and maximum stock levels, (5). Thus the suggested minimum reorder number for stock code "XYZ" would be 11. The printout for each line item consists of the stock code, a description, the manufacturer, model number, category, subcategory, minimum and maximum stock levels, the quantity on order, the quantity on customer orders, the on hand quantity, last cost, and the suggested reorder quantity. After the printout is complete, you will be returned to the inventory reports selection menu. Serialized Stock Report This report prints a selective listing of serialized items currently in stock. When prompted, enter the criteria for the current report. All fields will be handled as partial searches. If a list of all serialized items is desired, leave all the fields blank. The printout consists of the following information: the stock code for each line item, the individual serial number, its respective stock number, a description, the manufacturer, the category and subcategory, date received, and the individual items 46 Track-It 2.01 cost. After each set of items for a given stock code, the number of items on hand for that code and the total value on hand for the stock code is printed. Selective Stock Report The selective stock report is very similar to the stock by code report, with the exception that the items included on the report can be designated by the user. Upon initiating the function, you will be prompted to enter in the criteria for the report. All fields will be treated as partial search criteria, and thus any items that fit within the parameters entered will be included in the report. When the criteria is entered correctly, press Ctrl-Enter or F10 to start the report. Pressing Esc will return you to the menu. Query Report The query report prints a list of items contained in the query data file for a user determined period of time. The query report compiles the query information for the requested period of time and prints a list of the items, sorted by stock number, and the number of recorded queries. The only variables available in the query report for the user to define are the beginning and ending dates. The beginning date is automatically set to the first day of the month for the month six months prior to the current month. The ending date is automatically set to the current date. If the dates are correct, press Ctrl-Enter or F10 to begin the report. If the dates are incorrect, enter in the correct dates and press Ctrl-Enter or F10. Pressing Esc will return you to the menu. The following information will be printed for each line item of the report: the stock code, a description, the manufacturer, the category and subcategory, minimum and maximum stock levels, the quantity currently on hand, the last cost, and the number of queries. Order Entry Reports 47 Track-It 2.01 This section covers the reports available under the order entry section of available reports. Outstanding Orders The outstanding order report prints a list of items ordered by customers but have not been delivered. The outstanding order report reads straight through the order entry data files to locate items still on order. For each item still on order, the following information is printed: the stock code, the order number it was ordered on, a partial customer name, the date the order was created, a description, the manufacturer, quantity ordered, quantity shipped, and the quoted price. After the report is finished, you will be returned to the menu. Summary / Detailed Order History The summary and detailed order history reports are very similar in function except for the way that the format in which the information is printed. The summary report prints a list of items and the quantity of each item ordered that matches the selection criteria. Each line item is printed only once, and the quantities ordered and shipped are the total quantities for the entire period rather than for one customer order. Because the report is a summary, no price values are printed. The detailed report prints a complete list of items exactly as they appeared on individual customer orders. The quantities printed are for that item on the individual order being examined. Thus a stock code can appear many times on one report. The detailed report also contains the prices at which each item was quoted for a given customer order. All of the selection criteria fields, with the exception of the date fields, are treated as partial searches. For example, if the beginning customer name was entered as "MA" and the ending code entered as "TECH", then all customers that have last names between "MA" and "TECH" will be included in the reports. The longer the data entered in each field, the more specific the report. Depending the information entered into each field, the report produced can be very specific or very comprehensive. The selection criteria ranges available are the customer name, date of order creation, stock code, product category, and product subcategory. Each of which range can be as detailed or as broad as desired. 48 Track-It 2.01 If an field is left blank, then all data compared against that field will be considered a match. This allows open ended search criteria. If both the beginning and ending field for a given criteria set are blank, then that criteria will not be checked during the sorting of the data. Enter in the criteria desired and press Ctrl-Enter or F10 to accept the data and begin the report. A report will be printed even if no data was found to match the criteria. NOTE: The search criteria fields are not checked for invalid ranges. If an ending field is entered that is lower than the beginning field, or visa versa, then no data will fit the criteria, and thus no information will be included in the report. Reprint Order The print function allows an individual customer order to be reprinted. When prompted for the order number to print, the number entered must correspond to an order that is currently in the order history. Entering an invalid order number will cause the field to be cleared, and you will again be prompted to enter in another order number. Once a valid order number is entered, the order number, customer name, and the order date will be displayed, and you will be prompted to confirm that the order number entered is correct. If the prompt is answer by a "N", you will be prompted to enter in another order number. If the answer is "Y", the order information will be retrieved and then printed. After the order is printed, you will be returned to the P.O. reports menu. Purchase Order Reports This section covers the reports available under the purchase order section of available reports. Backorder Report The backorder report prints a list of items ordered but not received. 49 Track-It 2.01 The backorder report reads straight through the purchase order data files to locate items still on order. For each item still on order, the following information is printed: the stock code, the purchase order it was ordered on, the vendor order from, the date the order was created, a description, the manufacturer, category and subcategory, quantity ordered, quantity received, and the items unit cost. After the report is finished, you will be returned to the menu. Summary / Detailed Purchase History The summary and detailed purchase history reports are very similar in function except for the way that the format in which the information is printed. The summary report prints a list of items and the quantity of each item purchased that matches the selection criteria. Each line item is printed only once, and the quantities ordered and received are the total quantities for the entire period rather than for one purchase order. Because the report is a summary, no price values are printed. The detailed report prints a complete list of items exactly as they appeared on individual purchase orders. The quantities printed are for that item on the individual purchase order being examined. Thus a stock code can appear many times on one report. The detailed report also contains the prices at which each item was purchased for a given purchase order. All of the selection criteria fields, with the exception of the date fields, are treated as partial searches. For example, if the vendor beginning code was entered as "MA" and the ending code entered as "TECH", then all vendors that have assigned codes between "MA" and "TECH" will be included in the reports. The longer the data entered in each field, the more specific the report. Depending the information entered into each field, the report produced can be very specific or very comprehensive. The selection criteria ranges available are the vendor code, date of purchase order creation, stock code, product category, and product subcategory. Each of which range can be as detailed or as broad as desired. If an field is left blank, then all data compared against that field will be considered a match. This allows open ended search criteria. If both the beginning and ending field for a given criteria set are blank, then that criteria will not be checked during the sorting of the data. Enter in the criteria desired and press Ctrl-Enter or F10 to accept the data and begin the report. A report will be printed 50 Track-It 2.01 even if no data was found to match the criteria. NOTE: The search criteria fields are not checked for invalid ranges. If an ending field is entered that is lower than the beginning field, or visa versa, then no data will fit the criteria, and thus no information will be included in the report. Reprint P.O. The print function allows an individual purchase order to be reprinted. When prompted for the purchase order number to print, the number must be entered according to the following format. The first four digits of the purchase order must be the four digit calendar year in which the purchase order was created. The year must then be followed, (without any spaces), with a dash. The order number must immediately follow the dash. The following are examples of valid purchase order numbers to be reprinted: 1988-22 1990-89 1990-123456798 The following are examples of invalid purchase order numbers: 1990 - 78 1977- 100 90-78 Once a valid purchase order number is entered, the order number and the vendor will be displayed, and you will be prompted to confirm that the order number entered is correct. If the prompt is answer by a "N", you will be prompted to enter in another order number. If the answer is "Y", the purchase order information will be retrieved and then printed. After the order is printed, you will be returned to the P.O. reports menu. Vendor Reports There are two vendor reports available; selection and sorting by vendor name, and selection and sorting by vendor code. Upon entering either report, you will be prompted to enter 51 Track-It 2.01 the range of vendors you wish to print, either by code or name. Enter the vendor range and press Ctrl-Enter or F10. Pressing Esc will back you out of the report and return you to the menu. Customer Reports This section of the manual covers all the functions related to reports pertaining to customer information. Customer Lists Track-It provides two customer list functions; one sorted by last name, and one sorted by the customer's zip code. There are no options for this report other than the ability to designate the beginning and last name for the report by name, or the beginning and ending zip codes for the report by zip code. The names and zip codes entered will be compared as partial criteria, thus if the beginning name entered is "MA", then all names that begin with the letters "MA" will be included in the report. The same approach is taken for the zip codes. By selecting the desired report, the customer list will be printed sorted either by the last name, or by the zip code in which the customer resides. Note that the customer list that is sorted by zip code is not sorted by name within a given zip code. Mailmerge List This report is a report that is printed directly to disk in the same directory as the Track-It data files under the file name of MAIL.LST. The report is a selective list of customers along with their purchases in a format compatible with Wordstar or WordPerfect mailmerge formats. This list can be very helpful for contacting customers that have purchased similar equipment or purchased within a specific time frame. The merge list can be as specific or as diverse as you prefer. Enter in the prompted information in the fields presented to you. Remember that all the fields will be treated as partial name and code searches. When all the information is entered and correct press Ctrl-Enter or F10. After entering in the search criteria, you will be prompted to enter the format of the merge. At the prompt, enter "WS" to 52 Track-It 2.01 produce the report in a "Wordstar" compatible format, enter "WP" to produce a report in a "WordPerfect" compatible format. The order and maximum length of the merge fields is as follows: Last name [30] First name [20] Street address [25] 2nd line of street address [20] City [15] State [2] Zip code [5] Item purchased [20] Date of purchase [10] The mail list report can take a great deal of time, and is best run when the system is not needed for an extended period of time. Purchases The customer "Purchases" report is a non-printing report, thus no printer output is produced. When the customer purchases function is initiated, you will be prompted to enter in the customers last name, or company name. If the exact name of the customer is not known, a search by partial name is possible. To search by partial name, enter in as much of the name as possible immediately followed by a question mark. An example of a valid name for a partial search is "MIL?". If "MIL?" was entered, all customers that have the first three letters of MIL in their last name would be considered matches and be displayed for viewing. If no selections are found, then reduce the number of letters before the question mark. This will allow more customers names to match the search criteria. Entering only a question mark will cause all customer names to be displayed as a match. After all the matches have been located, the upper left hand of the working area will show the number of matches found, and the number of the match currently displayed. The matches are sorted by last name. Use the arrow keys to display additional customers other than the one currently displayed. After the correct customer match is located and displayed, press Enter to retrieve the customer's purchase history, or Esc to enter in another customer name. Each line item invoiced for the customer is displayed in the order that it appeared on the invoice. Each item will show the 53 Track-It 2.01 date of purchase, the invoice number it was purchased on, the items stock code, quantity purchased, and the price. Use the page up, page down, and arrow keys to display additional items. To display the serial numbers of a serialized line item, highlight the desired item and press enter. The serial numbers and the corresponding stock numbers will be displayed. Pressing Esc when the serial numbers are displayed will return you to the list of items purchased. Press Esc to return to the menu. Zip Code Count The zip code count provides a list of the zip codes in the customer data file. This report was included in Track-It to provide a rough geographical impression of where your customers are coming from. This will allow you to determine where your advertising and sales efforts are working, and where they need to be intensified. For each zip code that has more than one customer, the following information is printed; the number of customers residing in that zip code, the percentage of your customers in that zip code, the zip code, city, and state which that zip code is in. The last line of the report shows the number of customers that do not reside in a valid zip code or they were the only customer in the zip code. A customer whose zip code was left blank at the time of being entered into the system will be counted as invalid zip codes. Because the value printed for the percentage of customers in an individual zip code is rounded, the total percentage of customers included in the report may not equal exactly 100 percent. Sales Reports This section of the Track-It manual covers all sales reports provided by Track-It. Daily Sales 54 Track-It 2.01 The daily sales report prints a list of all items sold on the date entered. There are no options for this report other than to change the date of the report. After the date is entered, Track-It will compile all available sales information for the date entered. The printed report will list each line item for all invoices created on the desired date in the order in which they were entered on the invoice. Each line item will show the stock code of the item, a description, the items manufacturer, the invoice number, the per unit price, the quantity, calculated tax, the per item cost, and the profit for the line item. If the stock code is designated as serialized, each serial number currently associated with the stock code and invoice will also be printed. The cost of each serial number along with the profit for each serial number will be printed instead of an overall cost and profit for the line item. The totals of each column for all serialized items will be calculated and printed. Under the serialized totals will be the column totals of all items sold regardless of their serialized status. It is highly recommended that a daily sales report be run each night after closing to provide a secondary method of tracing sales history. Month to Date Sales The month to date sales report is almost identical to that of the daily sales report with the exception that it deals with a larger time period. When the function is started, you will be prompted to confirm the displayed month or enter a different month. Press enter to accept the current month. If the month entered is already completed, such as the prior calender month, then all sales within that month will be printed. If the current month is selected, all sales within the current month will be included up to the current date. If a date is entered that is in the future, the report will simply print that there were no sales and return as normal. Daily Sales Summary 55 Track-It 2.01 The daily sales summary report is identical in operation to the daily sales report, but only displays the total sales volume information on the monitor. The daily and month to date summary reports were included to allow easy retrieval of sales information without an extensive use of paper printouts. The displayed data from the daily sales summary report is simply the totals that would be printed at the end of the detailed daily sales report. No information about specific invoices or items is displayed. When the information is no longer needed, press any key to clear the screen and return to the sales report menu. Month to Date Summary The month to date summary report is identical in function to the detailed month to date report except in the amount of detail. The only information that is produced is simply the sales totals that would be printed at the end of the detailed month to date sales report. No information about specific invoices or items is displayed. When the displayed information is no longer needed, press any key to clear the screen and return to the sales report menu. Custom Sales Report The custom sales report provides a means of determining the quantity of specific items sold within a given period of time. The first two edit fields allow you to enter the beginning and ending names of the customers that you wish to include in the report. All invoices that do not have customer names within the range entered will be excluded from this report. The second pair of edit field available to modify is the beginning date of the report. This field is automatically set to January first of the current year, and the ending field is automatically set to the current date. If the beginning or ending date is incorrect, enter in the desired dates. Track-It will not allow an invalid date to be entered. If a comprehensive report including all items sold within the entered period of time, press Ctrl-Enter or F10 with all blank fields to begin the report. If only a specific group of items is desired, they can be selected by the stock code, the 56 Track-It 2.01 product category, the product subcategory, or an combination of the three criteria. A pair of fields for a range is provided to allow the selection of items to be linked to a range of salespeople. Open ended criteria is also possible by leaving either the beginning or ending fields blank. For instance, if the beginning stock code is entered as "SX", and the ending field is left blank, all items with the a stock code starting with the letters "SX" through "XXXXXXXXXXXXXXX" will be included in the report. Each line item on the report will include the stock code, a brief description, the manufacturer, model number, the product category, subcategory, and the quantity sold within the designated period of time. After the report is complete, you will have the opportunity to reprint another copy of the report. If another copy is not desired, you will be returned to the selection menu. Custom Summary Sales The custom summary sales report is similar to that of the custom sales report with the exception that the data is summarized. The selection criteria available is identical to that of the custom sales report. Each line of the report includes the stock code, a description of the item, the manufacturer, the category and sub- category, the total quantity ordered, and the total quantity shipped for all items that fit the criteria. After the report is finished, you will be returned to the reports selection menu. Reprint Invoice This report is simply a means by which an invoice can be recreated if lost by the customer, or reprint if a mistake was made when entering in the sales information. When prompted, enter in the number of the invoice to be reprinted. An invoice number that does not correspond to an invoice in the current sales history will be rejected. After the invoice is located, the last name of the customer, and the date of purchase will be displayed. If the information is correct, then answer "Y" to the prompt or press enter. The 57 Track-It 2.01 invoice will be reprinted. If the invoice information is not correct, then answer "N" to the prompt and reenter the correct invoice number. After the invoice is printed, you will be returned to the report selection menu. Options This segment of the Track-It manual covers the functions available under the options menu. Batch Operations This function allows the user to run several functions from each of the programs segments. Most of these functions can take extended periods of time, and thus have been included in the batch option to allow them to run without user input whenever time allows or after normal business hours. Use the cursor keys to highlight each item in the batch list and edit as necessary. Every function that is followed by a 'Y' will be run in the order that they appear on the screen. The only user input required after confirming the start of the batch, is to confirm or enter in the correct month for the MTD sales report. It is recommended that the entire batch be run at the end of each calendar month. For more information about the individual functions called from the batch function, refer to the owners manual. Customization Several items printed on reports and invoices are set by you the user to allow customization of the program for your particular store. These items can be specified under this selection, as well as choosing the method of cost tracking. To change this information, highlight the Options selection at the opening screen and press Enter or type the letter "O" to enter the options menu. When the Options menu is displayed, highlight the option of Customization and press Enter or "C" to enter the function. 58 Track-It 2.01 Highlight the Cost calculation selection and press enter. The current method of calculation will be displayed along with a prompt to enter in the new method of calculation. Pressing Enter or Esc will return you to the menu selection without changing the option. Choosing the last cost method will cause Track-It to track only the last cost of a stock code. Choosing cost averaging will cause Track-It to calculate and track the average cost of a stock code. Highlight the Edit Store Information and press enter. Enter the information for your store in the corresponding fields exactly as you would like to have it printed on the invoices that you provide to your customers. Enter in all fields flush with the left hand side of the editing field. Track-It will take care of any centering or modification that are needed before printing any reports. Being a point of sale package, a majority of the sales will be taxable. To save you the trouble of entering the tax rate on each invoice, enter your local tax rate here. This tax rate will be the default value for all invoices, but can be changed easily for individual invoiced when they are created. When all the fields are correct, press Ctrl-Enter or F10 to temporarily save the changes. Highlight the Invoice Disclaimer, Line 1 option and press Enter. Edit the field to contain the first line of your invoice disclaimer. Do not press return to move to the 2nd line, but rather type through the wrapping as if both lines were on the same line. You have up to 132 characters on the first line of your disclaimer. Press Enter when you are done. Highlight the Invoice Disclaimer, Line 2 option and press Enter. Edit the field to contain the second line of your invoice disclaimer. Do not press return to move to the 2nd line, but rather type through the wrapping as if both lines were on the same line. You again have up to 132 characters on the second line of your disclaimer. Press Enter when you are done. Highlight the Printer setup option to select the printers installed on your system. Once you enter the function, press the printer port that you wish to change, (1 for LPT1 or 2 for LPT2), and then select the correct printer selection. If the printer you use is not compatable with any of the printers listed, selecting USER DEFINED will allow you to enter in the setup strings for the printer. Press 'D' to change the default printer port. When all is entered correctly, press 'S' at the port selection screen to save the setup, or Esc to exit without saving the changes. If all the information is correct, highlight Save & Quit and press Enter. The information is now permanently stored in the 59 Track-It 2.01 system for future use. Any time the information changes, you can use the same procedure to enter the changes. Purge History This segment of the Track-It allows the user to remove outdated sales, purchase order, or order entry history from the system to both recover drive space and increase the performance of Track-It. After selecting the data that you wish to purge, you will be asked to enter the purge date. All history for the data that you have selected that is dated earlier than the date you enter will be removed from the system. All the selections are the same as far as the date option, with one exception. The sales purge function asks if you want to retain serialized history. If you answer yes to this prompt, only invoices that do not contain a serialized item can be purged. This will preserve the sales history of serialized items while removing non-tracable items. The changes made by these functions are permenant, as Track- It has no way to recover items once they have been purged. Please make a backup prior to running any of these functions. Sort & Index This function provides a quick method or sorting all the indexed information stored by Track-It and re-indexing without having to initiate each sort and index individually for each index. All items tagged for purging will be removed during this process. If you have made it this far, you know most everything there is to know about Track-It and how to operate it. We at Millennium Software hope that this manual has been of some help and worth your time to read it. If you have found part of this manual to be incorrect or simply not clear enough, please contact us, and we will attempt to make any necessary changes. If you have any problems, questions, or suggestions, we would very much like to hear about them. We wish you good fortune and prosperity in your business. 60