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ICP Inventory Control Program USER'S GUIDE Spirit7 Software, Ltd. PO Box 777 Waynesboro, VA 22980 (703) 943-4635 THIS SOFTWARE AND DOCUMENTATION CONSTITUTE PROPRIETARY AND CONFI- DENTIAL INFORMATION OF SPIRIT7 SOFTWARE, LTD. AND AS SUCH IS PROTECTED BY INTERNATIONAL, FEDERAL, AND STATE LAW. Copyright (C) 1988,1989,1990,1991 Spirit7 Software, Ltd. Waynesboro, Virginia 22980 ALL RIGHTS RESERVED PREFACE BEFORE YOU BEGIN ================================================================= WARNING! IF YOU ARE UPGRADING FROM EARLIER VERSION OF THE ICP, YOU MAY LOSE DATA DURING INSTALLATION. THIS VERSION IS NOT 100% DOWNWARD COMPATIBLE. IF THIS IS A PROBLEM FOR YOU, PLEASE CONTACT S7S FOR ASSISTANCE. ================================================================= 1. Before proceeding, be sure you have read and consent to the terms and conditions of the Software License Agree- ment(Appendix B). 2. Make backup copies of the distribution diskettes provided with this package. Consult your MS DOS manual for specifics about the "diskcopy" command. 3. Read the appendices!!! 4. ALWAYS exit the program to DOS before turning off your computer!. Failure to exit properly may result in lost data. 5. Follow the instructions in the Readme.doc file to install the ICP on your hard disk. SCREENS All screens in the ICP system consist of a "Navigation Bar" and a "Command Bar". The Navigation Bar (top bar) on each screen will always indicate the function or menu choice currently selected. The Command Bar (bottom bar) will always indicate the possible choices or options available. The last option in a list of menu choices will usually be "RETURN" (to the previ- ous screen). By repeatedly selecting this option, you will progress backward in the screens until you finally return to the Main Menu. In contrast, the "CONTINUE" option will continue you to the next screen. The space between the Navigation Bar and the Command Bar is known as the "Information Window". This area of the screen will always display an inventory record. When you first enter the program, this will be the last record that you entered. The choices available on the Command Bar are represented with a numeric prefix. The ICP system is designed to use the numeric key pad to select the option of your choice. Thus, the system can be controlled with the fingers of one hand using the numeric key pad (except, of course, for adding or editing data). When you get used to this method of navigating the system, you will be able to move quickly and easily from one option to another. SETUP Setup is a separate program that enables you to configure your program by setting certain system parameters. It has been installed (or copied) along with all other program files into the directory you have selected for ICP. Setup is started by typing "setup" at the DOS prompt and pressing the "Enter" key. Setup allows you to set the following parameters: 1.0 IDENTIFICATION The Header Title will become the "title" to be displayed in the Navigation Bar at the top of the ICP Main Menu. The following five lines of information are used in certain system reports and forms (such as the purchase order) to identify your business. The first address group is your billing address and the second group is your shipping address (if different). 2.0 HARDWARE Set the hardware parameters for your system. 2.1 PRINTER This option selects the printer port used by your computer to communicate with the printer. Usually, this will be "lpt1" for a parallel printer and "com1" for a serial printer. 2.2 DISPLAY Select the type (color or monochrome) of display used by your computer. In most cases, the "color" option will provide satisfactory results regardless of the monitor/graphics card you are using. However, if you are not satisfied with the results, try the monochrome setting. This may be necessary with VGA paper white monitors. 3.0 SOFTWARE Set certain software parameters for your system. 3.1 SECURITY There are two levels of security in the ICP system. The "Read" code will enable access to the "read only" functions of the program (no data can be edited, added or deleted). The "Write" code grants access to all ICP functions (including those which add, edit or delete data). If you do not enter a code for either level, the security function of the ICP will be turned off. This is the default setting. You can change the codes to any alpha-numeric string of up to seven characters. If you enter a code for either read or write in the Setup Program, you will be prompted to enter a code when the ICP is started. If you logon with a read code, the system will permit access to read only functions. If you logon with a write code, the system will permit access to all functions. However, you can access the security system at any point in the program by press- ing the F6 key. Here, you may change from "read" to "write" and visa versa. 3.2 COSTING Determines the costing method that will be used when inven- tory is ordered and received at a cost different from the previ- ous order. 3.2.1 LIFO (last-in-first-out) This method causes the inventory record to be duplicated. The new record will carry the new cost and the original record will retain the original cost. The new item will be sold first and when the count reaches zero, the item will be deleted leaving only the first (original) item at the original cost. 3.2.2 FIFO (first-in-first-out) This method causes the inventory record to be duplicated. The new record will carry the new cost and the original record will retain the original cost. The original item will be sold first and when the count reaches zero, the item will be deleted leaving only the second item at the new cost. 3.2.3 Weighted average The weighted average will be computed and the cost will be replaced with this average. 3.2.4 NONE No repricing algorithm is employed. 3.3 LOCATIONS Select the location data base to use when the ICP program is started. The default is "all" locations. The location is determined by the first two numbers of the location code filed (LOC) in the inventory record. 3.4 DELETE Normally, when the quantity on hand (count) drops below the order level (minimum) set for the item, the item will be added to the order report with a suggested order of whatever quantity is necessary to bring the count to the maximum set for the item. If the maximum is set to zero, the item will be deleted rather than reordered when the count reaches zero. The option you select here will determine whether such items are to be deleted or retained when the count reaches zero. 3.5 SHOW COST The option you select here will determine whether the COST will be displayed by default for each inventory record. If the cost is hidden, the F5 key will cause it to be displayed. 4.0 INITIALIZE Use this option to delete the demo data base and reset the system before you begin entering your own data into the system. All values set in the Setup Program will remain in effect until specifically changed. After using the Setup Program to set your system parameters, it is a good idea to copy the setup.exe file to a storage diskette then delete the file from your working ICP directory. This prevents unauthorized access to the identity of your security codes and the initialization option. If you do need Setup again, simply recopy the setup.exe file back into the ICP directory. INVENTORY CONTROL PROGRAM If you entered a "read" or a "write" code in the Setup Program, you will be prompted for a log-on code before being granted access to the ICP. If the code you enter here matches the "read" code established in the Setup Program, you will be granted "read only" access to the ICP. If your code matches the "write" code, you will be granted full access to the ICP functions. If no codes were entered in the Setup Program, you will NOT be prompted for a log-on code. The "ICP Menu" presents the following options: 1. SOR (Sell, Order, Receive inventory) 2. ADD (Add records) 3. EDT (Edit records) 4. FND (Find records) 5. BRO (Browse records) 6. FTR (Filter data base) 7. ZOM (Zoom vendor file) 8. UTL (Utilities) 9. RPT (Report generator) NOTE: It is recommended that you begin by studying sections 2-9 and then return to section 1 for a discussion of the SOR function. Print an Inventory Summary Report by selecting option #9 (RPT), then select option #1 (REPORTS) and highlight the sum- mary report (I_summar) to print a full (ie. unfiltered) report of the demo inventory data base. This report will be useful in the sections that follow (see Section 9 for details). SPECIAL KEYS In addition to the numeric keys, certain other keys are important: PgUp (page up) and cursor up (arrow) keys will move to the previous record. PgDn (page down) and cursor down (arrow) keys will move to the next record. Ctrl+PgUp will move to the beginning (first record) of the file. If the record pointer is at the beginning of the file, "<bof>" will flash in the lower left corner of the screen. Ctrl+PgDn will move to the end (last record) of the file. If the record pointer is at the end of the file, "<eof>" will flash at in the lower left corner of the screen. The Del (delete) key toggles between deleting and undeleting a record. If a record is deleted, "<deleted>" will appear in the lower right corner of the screen. Notice that records marked for deletion must be "Packed" in order to remove them from the data- base (see section 8.2). The F1 (function) key is the help key for the system. Help is available for each option of the Main Menu, the Utility Menu (UTL), and the Report Menu (RPT). You may add/edit text by press- ing "Ctrl+w" to save or "Esc" to abort. The F6 key activates system security. Details of this func- tion are presented in the discussion of the Setup Program. The F7 key activates the memo processor. This function allows you to enter a memo for the displayed inventory item. The Memo Window is actually a mini word processor with word wrap and scrolling. To save a memo, press the Ctrl+"w" keys together. To abort, press the 'Esc' key. If a memo exists for the displayed item, the "MMO" flag will flash on the status line (see below). The F8 key accesses the calculator. The F9 key prints a bin/price label for the displayed item. The F10 key will cause a vendor mailing label to be printed for the displayed record. STATUS LINE The status line (bottom row on the screen) has several indicators which provide useful information about the operation of the ICP. The "fraction" in the left most position on the status line represents the record number of the displayed record (numerator) and the total record count for the data base (denominator). The active index (record sequence indicator) is displayed next. Refer to the discussion of the find (FND) function for details. The filter status is displayed next. You will see this indicator ONLY if a filter is active. The status of the NUM lock, CAPS lock, and INSert keys is displayed just right of the "CHOICE" box on the Command Bar. The deletion status indicator is next. The indicator will be visible ONLY if the displayed record is marked for deletion. Finally, if a memo exists for the displayed record, the "MMO" indicator will flash in the right most position on the status line. BACKUPS This version of the ICP system will backup the data files in a backup directory ("x:\icp\bak") on the hard drive only. If you desire to backup to floppy disks, exit the program and use the DOS backup utility to archive the ICP directory. DEMO DATA BASE ICP is shipped with a fifty record sample inventory data base. You will refer to this information while learning to use the system. When you are certain that you no longer need these records, use the "initialize" option in the Setup Program to delete this file so that you can begin entering your own inven- tory records. DEFINITIONS 1. DATA BASE: A data base is an organized collection of data and is composed of repeating "units" of information in some sorted order or sequence. An example would be a telephone direc- tory. 2. RECORD: A record is one of the repeating "units" of information mentioned above. In the example of the phone book, these "units" are composed of the last name, first name, address, and phone number. 3. FIELD: The last name, first name, address, phone number which make up the records in the phone book data base are "fields" of data and are common to all the records in the data base. 4. DATA STRING: The data contained in the fields of a record is known as a data string. For example, "Smith" would be a data string in the last name field. WARNING: Get in the habit of watching the screen. Menu driven programs such as this one require that you watch the screen carefully until you become familiar with the operation of the system and the flow of the program. You will save your- self much confusion and grief by heeding this suggestion! 1.0 SOR This is the SELL/ORDER/RECEIVE module of the ICP. It is designed primarily to enable you to order and receive inventory. Entering the inventory data base into the computer can be a time consuming and tedious process. To further complicate the situation, inventory sold must be subtracted from the inventory balance and inventory received must be added. We have included the SELL function so that the integrity of the data base can be maintained during the period of time required to "key-in" the inventory data base. This function is in no way a substitute for a point-of-sale system. It is simply a way to move inventory out of the data base until you are ready to "on line" with PICS. 1.1 SELL Selling inventory is easily accomplished by selecting option #1 (SOR) from the ICP Menu. Next, locate the item to sell using find (FND) or browse (BRO). Finally, select the "SELL" option and you will be prompted for the number to be sold. This amount will be subtracted from the count for this item and if the new count is less that the minimum (MIN) set for the item and if the maxi- mum (MAX) is greater than zero, the item will be flagged for reorder and added to the Order Report. If, however, the maximum is zero, the item will be deleted. This feature enables inventory items to be deleted when the count reaches zero if they are not to be restocked. In either case, the number sold will be added to the total sold (TL SOLD) field for this item. If you wish to retain such inventory items, this function can be defeated by selecting the Setup program as discussed previously. 1.2 ORDER Inventory orders are based upon the Order Report. This report lists all items where the count is less than the minimum (MIN) you have set for the item. 1.2.1 ORDER Inventory can be ordered either automatically (from the Order Report) or manually (item by item). 1.2.1.1 AUTO ORDER The auto order option will order (ie. add to Order Report) all inventory items where the count is less than the minimum (MIN) set for the item. The quantity ordered will be the quantity necessary to bring the count to the maximum (MAX) set for each item. The cost will be the cost entered in the inventory record for the item. 1.2.1.2 MANUAL ORDER The manual order option will allow you to order by the item. You will be able to order any item in any quantity. You can add to an existing PO or order under a new PO. Negative numbers can be used as order quantities to reduce or cancel an ordered item. In other words, you can use the manual order option to edit the Order Report. The manual order option will also enable you to enter a cost for the item entered. If the cost has changed since the last order, this is the option to use. If this cost differs from the cost entered for the item in the inventory data base, the item will be re-costed according to the method selected in the Setup Program. 1.2.2 PRINT REPORTS Two order reports are available. The Purchase Order Report and the Inventory Order Report. Both reports are available for the full data base, or for a filtered segment. The purchase order is also available here. 1.2.2.1 PURCHASE ORDER You will be prompted to enter the po number to print (Exam- ine the Purchase Order Report to determine the desired po number). After entering the po number, you will be prompted for the primary vendor. The items which will appear on the printed PO will be those on order under this primary vendor. Next, you may enter a substitute vendor. This will determine the vendor name and address which will print on the PO, however, the items which will appear on the PO will be those on order under the primary vendor for this PO. This may be any vendor for which an entry exists in the vendor data base (see Section 7.0 below). Next, supply the due date, ship via, FOB, and credit terms. You may also enter five lines of comments which will print at the bottom of the Purchase Order. 1.2.2.2 PURCHASE ORDER REPORT All inventory orders in the ICP require a purchase order. Purchase orders are used to "group" orders. In this way, when an order is received and verified (no backorders), all items on order under that purchase order can be automatically received into inventory in the quantities ordered and at the cost speci- fied when ordered. The Purchase Order Report lists active PO's and the invento- ry on order under that PO. 1.2.2.3 INVENTORY ORDER REPORT The Inventory Order Report lists all items where the count is less than the minimum set for the item. 1.2.3 INITIALIZE REPORTS This function will enable you to "reset" the Order Report. That is, all inventory orders and purchase orders will be ini- tialized (set to zero) for the entire data base or for a speci- fied range (filtered segment). 1.3 RECEIVE INVENTORY Just as ordering inventory is based upon the Inventory Order Report, so receiving inventory is based upon the Purchase Order. Inventory is received in much the same way as it is ordered, either automatically or manually. Inventory is received into the Purchase Order under which it was ordered. 1.3.1 AUTO RECEIVE Enter the Purchase Order number and the range and the rest is automatic! The quantity on order will be added to the count, the order cleared and the total received (TL RECD) field incre- mented. This is the option to use if all items on order under the PO are received in the quantities ordered (no backorders). If the cost for the item on the PO Report is different from the cost in the inventory data base, the item will be re-costed according to the method selected in the Setup Program. 1.3.2 MANUAL RECEIVE This option will allow you to enter backorders. Enter the PO to receive and you will be prompted to enter the quantity re- ceived and the quantity backordered for each item on order under that PO. If the cost on the PO report is different from the cost in the inventory data base, you will also be prompted to verify the cost. The item will then be re-costed according to the method selected in the Setup Program. 2.0 ADD The methodology used to number and describe your inventory items is left entirely up to you. Nevertheless, there are a few things to keep in mind. All entries are converted to upper case in order to stand- ardize searches. You will not be able to use upper and lower case combinations in the ICP. The item number, description, make (manufacturer), and vendor are "searchable" fields. This means that records can be located and displayed by searching for information contained in these fields. Blank spaces before the character strings of these fields will effect the results of a search. That is, a string with a blank space preceding is not the same as the string with- out the leading blank space. In order to make the entry of data more efficient and rapid, the ICP is designed to use an existing record as a "template" for adding new records. If you are entering a succession of records where subsequent records have certain fields in common with previous records (for example, the same vendor and manufacturer), this process can save you much time. The only field that abso- lutely must be changed is the item number. You will not be al- lowed to have two records with the same item number. Beyond this, if you desire to retain the information in a given field, simply hit the 'Enter' key and go on to the next field. If you press any key other than the 'Enter' key, the data in the field will disap- pear and you will be able to enter new data. You may locate the desired template using the find (FND) or browse (BRO) options and then enter the new record over the top of the template displayed. 1. ITEM NUMBER: It is absolutely critical to the operation of the system that every distinct item be given a distinct item number! Numbers can be any alpha-numeric string of up to 27 characters. 2. SERIAL NUMBER: You may have multiple items with the same item number and different serial numbers. 3. DESCRIPTION: Descriptions should be consistent among like items. Alpha-numeric strings of up to 20 characters are permit- ted. 4. MAKE: is the manufacturer for the item. 5. MODEL: if applicable. 6. LOC: This is the location code for the displayed item. This information is useful because it enables the FND function to be used as an inventory locator. It is also beneficial when recounting the inventory because it forms the basis of the "Abstract Report". The location code consists of two numbers followed by five characters. The numbers (01-99) represent the store location and the five characters following represent the location of the item in the store. If you are using only one location, the codes should begin with the prefix "01". 7. STD PACKAGE: The "STD PACKAGE" is the number of items contained in the package identified by the item number. 8. COUNT: The current inventory level. 9. COST: This is the cost for the item. 10. RETAIL: The retail price level. 11. WHOLESALE: The wholesale price level. 12. MAX: The maximum inventory level is the amount that the system will "order to" when the count is below the minimum. If the maximum is set at zero, the item will be deleted when the count reaches zero. 13. TAX: The taxable field is used to indicate nontaxable items (such as labor). In the point-of-sale module, both the inventory "TAX" field and the customer "TAXABLE" fields must be set to "Y" in order for tax to be charged for any item. This field is for reference only in the ICP program. 14. MIN: The minimum is the "order point" for the item and the maximum is useful in determining the quantity to order. 15. VENDOR: The "source" for this item. The address, etc. for the vendor is entered using the ZOM function described below. 16. ALTERNATE: The ALTERNATE is the alternate vendor and is for reference only. 17. DEPARTMENT: This version of the ICP system will accumu- late totals for 14 departments. Key the inventory item to one of these departments if you wish to track department totals. Notice that you must enter a department other than "0" in order to progress to the next field.. 18. XREF: The CROSS-REFERENCE is the vendor item number if different from the item number above. 19. SUPR: If the item number has been superseded by another item number, enter the superseding number here. If a superseding number is present in this field, the system will automatically substitute the superseding in all search functions and, if found, will display this number as if it had been the target of the original search. 20. COMPOSITE: Composite inventory items are made up of other inventory items. If you enter a "Y" in this field, the item displayed may be linked to other items. See below for details. 19. LAST RECEIVED: This will be the data that the inventory item was last received into inventory. This date serves as the basis of the LIFO and FIFO costing method and is updated automat- ically when inventory is received in the SOR function. Always press the 'Enter' key after completing the entry for any field. If you fail to do this (ie. if you use the cursor keys to move to the next field), the data you entered will be lost. The cursor keys may be used to move to the next field (down arrow or right arrow keys) or to a previous field (up arrow or left arrow keys) but if changes are made, you must press 'Enter' before leaving the field. The bottom two rows of fields are "calculated fields" and as such are maintained automatically by the program. The first of these two rows contains the TL SOLD, TL RE- CEIVED, and TL RETURNED fields. These fields together comprise the "item history" for this item. The TL SOLD field is increment- ed automatically every time one of these items is sold. The TL RECEIVED field is a record of the number of these items received into inventory. The TL RETURNED field is incremented each time one of these items is returned by way of a merchandise return transaction in the POS. The Item History can be reset in the ICP utilities function. The bottom row of fields includes QTY ORDERED, QTY RECEIVED, and QTY BACKORDERED. This is the order status of the item. The QTY ORDERED is automatically incremented whenever the item is "ordered" in the SOR module. QTY RECEIVED is incremented when the item is received. If the quantity received is equal to the quan- tity ordered, the order status will be cleared and these three fields will be set to zero (0). The order status can be reset in the SOR function. After the record has been completed for this item, you will be able to enter a memo for the item. Memos may be added at any time hereafter in the Utility function. If you entered a "Y" in the COMPOSITE field for this item, you will now be able to link other inventory items to this one as composite members. In the pop up window, add the item number and quantity you wish to link. You may add as many composite members as you wish and when the composite is sold, the composite members will also be "sold" in the quantities indicated. If you enter a "COST" for each member, the composite report (I_compo1) will give you a total cost for each composite (assembly) 3.0 EDT The edit function (EDT) is used to change information in the record. After the field is changed, press the 'Enter' key to assure that the changes are permanent. When you have finished editing the record, press the "ESC" key if you wish to pass over any remaining fields. Use caution when changing the item number of the record because duplication may result from changing the item number to one that already exists. The system does not check for duplicates in the edit mode. 4.0 FND Locating a certain record can be accomplished most quickly with the FND function. You will be able to locate records by the item number, description, vendor, or manufacturer. The system will find the best match for the target data entered. For example, if you are attempting to find all records with "CARBURETOR" as the description, enter "CARB". The system will Find "CARB", "CARBURETOR", "CARB KIT", "CARBURETOR GASKET", etc. Notice that the field you search on (item, description, vendor, manufacturer) will determine the order of the records in the data base. For example, if you search on vendor, the records will be sequenced in order of the vendor name (alphabet- ic). If you search for a specific vendor and then browse (BRO) the data base, you will see that the records are in order by vendor. The order of the records will be indicated in the lower left corner of the screen by a single word (ITEM, DESC, VEND, MAKE) representing the index in use. This index will remain in use until changed. If, for example, you wish to return to a record sequence based upon the item number, search (FND) on item and simply hit the 'Enter' key when prompted for an item number to find. 5.0 BRO The browse function enables you to view a range of records. You may browse the entire data base or a restricted segment of the data. Browsing a certain range of records can be facilitated in one of two ways. You can set the filter to include only those records you wish to view or you can locate the first record in the data base containing that desired information (using the FND function) and then browse the range of records matching this criterion. The difference between these two methods lies in the fact that the filtered data base will give you an end-of-file ("<eof>")" signal at the end of the range and you will not be able to browse beyond this point. Alternately, if you used the FND function to locate the first record in the data base containing the desired data, you will be able to browse through the information you desire to view and on to the actual end of the file. Furthermore, a filter can be set for any field or combination of fields whereas the FND function only operates on the "searchable" fields. Notice that when you press the 'Enter' key while in the Browse Window, the highlighted record will be displayed in full- screen mode. Alternately, when you select Browse, the displayed record becomes the "starting point" for the Browse. 6.0 FTR The filter function is one of the most powerful and useful functions of the system. With this feature you will be able to cause the data base to act "as if" it contains only the desired range of records. You can set a simple filter isolating a single record or a complex filter including, excluding and relating fields by using the "and/or" logical operators. Once set a filter will remain in effect until you cancel or modify it. You will see the "<filtered>" message at the bottom left corner of the screen if a filter is in effect. Filters can be used to limit most ICP functions including viewing, browsing, ordering and receiving inventory, and report generation. The Filter function is "case sensitive" and you must pay attention to case in the target value. As an example of the use of filters, suppose we desire to view all records where the vendor is "Norva" AND the make is "Tec". Select the filter option from the Main Menu (option #6). Next, highlight the "Create New Filter" option. You will be presented with a field list from which to select the fields you wish to filter. Highlight the "Vendor" field and press the Enter key. Next, highlight the "Equals" option. Enter the vendor name "Norva" as the target value for the vendor. Highlight the "and" option because we desire to see all records where the vendor is Norva AND the make is Tec. Repeat the process outlined above for the make = "TEC" and select the "Done" option to filter the data base according to the criterion you just entered. 7.0 ZOM The Zoom (ZOM) function will allow you to view the vendor record associated with the displayed inventory record. The vendor record contains the vendor name, address, phone number, and contact person. If there is no vendor record for the displayed inventory item, you will see a blank record displayed in the "zoom window". You may add the vendor information by first pressing the 'Enter' key to retrieve the cursor. Type the vendor name and press the 'Enter' key again. The cursor will disappear and you will be able to use the cursor (right) key to move to the next field. Press the 'Enter' key again and repeat the process for each field of information. After Entering data in the last field, press the 'Enter' key to remove the cursor and then press Esc to exit the window. If you desire to delete a vendor, locate the desired vendor with the FND function, zoom on the vendor file and highlight the VENDOR field. Use the delete key to remove the VENDOR name and press the 'Enter' key once again to remove the cursor. Press the Esc key to exit the window and the vendor will be deleted. Remember, to make changes in the fields of the vendor file you must have a cursor present. To move from field to field, the cursor must be absent. If the VENDOR name is missing, the record will be deleted when you exit the window. 8.0 UTL The utility function includes Memo, Pack, Backup, index, Reprice, Initialize, and Deletion utilities. 8.1 PAK Packing the data base permanently removes the deleted re- cords from the data base. Therefore, before packing it is desira- ble to print a Deletion Report in order to verify the records to be removed. It is also a good idea to keep the Deletion Reports as a permanent hard copy record of all deletions. Prior to the actual packing of the data base, deleted re- cords can be recalled. In addition to the toggle feature in the delete key, you may specify a range to recall and "undelete" a large number of records all at once. 8.2 BKU The backup utility is provided here, in the Utility function of the CCP and at the logoff screen of the Main Menu. 8.3 IDX This is a general "housekeeping" utility that is provided as a means of repairing damaged or corrupted index files. If you are unable to locate a record that you have good reason to believe is in the data base... reindex! It is good data base management practice to reindex the data base periodically. 8.4 REP Repricing inventory is accomplished by entering a formula which will be used to replace the specified price level. For example, if you wish to replace the list field with cost+35%, enter the formula as "cost*1.35". You will be prompted for the price level to replace with the formula and, in this case, specify the LIST field. The result will be that the contents of the LIST field will be replaced with the contents of the cost field + 35% (of the cost). Only the COST, RETAIL, and WHOLESALE fields and mathematical expressions acting on these fields are permitted in the formula. 8.5 INI This function will reset the Sales History for the specified range. The Sales History consists of the total number sold (TL SOLD), received (TL RECEIVED), and the total returned (TL RE- TURNED). 8.6 DEL The (global) deletion utility is provided so that a range of records can be deleted at one time. This is the function to use when you are finished with the demo data base provided with the ICP system. Remember... you must "PACK" the data base to actually remove records marked for deletion (section 8.2). 8.7 IMP This option contains the import/export/upload functions for the system. 8.7.1 IMPORT This function will append previously exported data to the inventory data base. If item numbers being imported are located in the existing data base, the record will be updated. If the item number is not located, it will be added to the data base being imported to. 8.7.2 EXPORT There are two export functions. 8.7.2.1 BARCODE FILE This option will create a comma delimited ASCII file con- taining the item number, description and minimum quantity only. This file will serve as the source file for printing bar codes with the optional barcode module. If you desire more information about the optional bar code module, please contact S7S. 8.7.2.2 INVENTORY FILE This option will export the "inven.dbf" file and the associ- ated "inven.dbt" file (memos for the inventory items) to a floppy disk. The exported filenames will be "xinven.dbf" and "xinven.dbt" respectively. 8.7.3 UPLOAD This option is used to update the inventory data base with input from a remote scanner (tri-corder) attached to the serial port. If you desire more information about the optional bar code module, please contact S7S. Without the bar code module, this option can be used to enter item number and count only. to exit the function, enter a string of zeros (0) in the item number field. 9.0 REPORTS The ICP Report Generator currently includes 15 different reports. The registered version of the ICP includes a separate program which will enable you to modify these reports and to create additional ones of your own design. To print a report, select the "RPT" option (#9) from the Main Menu. You will see a list of reports in the window. High- light the desired report and press the "Enter" key. Next, you will be given the opportunity to enter a filter, to proceed, or to abort the printing process and return to the Main Menu. Following the filter option, you will be asked to enter a "Key Expression" for the report. This is the index key and will determine the sequencing of the records in the report. The de- fault for most ICP reports is "vendor+item". This means that the reports will appear in vendor order with item numbers in order within each vendor. You may index the reports on any field or combination of fields. For example, the Abstract Report in order of "Aisle" (location)+item because this report is used for taking inventory and it is desirable for the records to be in order of location for this purpose. 9.1 I_ABSTRA The Inventory Abstract is provided to assist the re-counting of inventory. The report is arranged in order of item location code and then by item number. It will be of great help when taking inventory. 9.2 I_BACKOR The Back Order Report is available for the full data base, a single vendor or for a single manufacturer. It is a listing of all items which have been back ordered from the vendor. 9.3 I_COMPOS This report lists all composites and their associated com- posite members. 9.4 I_DELETI The inventory Deletion Report is a list of all inventory items which have been marked for deletion. 9.5 I_INVORD The Inventory Order Report is a listing of all items where the count is less thast the min (ie ord_status = "y"). 9.6 I_PRICEB This is a price list including both retail and wholesale price levels. 9.7 I_PRICER This is a price list including only the retail price level. 9.8 I_PRICEW This price list includes the wholesale price level only. 9.9 I_PUROR1 This is the Purchase Order Report. 9.10 REPORT This is a list of all ICP reports and their definitions. 9.11 I_REPRI1 This is the Pre-repricing Report. 9.12 I_REPRI2 This is the Post-Repricing Report. 9.13 I_SALEHX This is the Sales History Report. 9.14 I_SKVAL1 This is the Stock Value Report. 9.15 I_SKVAL2 This is the Stock Value Summary Report. 9.16 I_SUMMAR This is the Inventory Summary Report. 9.17 I_VENLST This is the vendor mailing list. 10.0 LABELS The bin label and vendor mailing label are included here as example. You can use the RL program furnished at no additional cost with the registered version of the ICP program to modify these labels or to create you own from scratch. 10.1 I_BINLBL This is a bin/price label. This label is also available by pressing the F9 key. 10.2 I_VENLBL The vendor mailing label is also available by pressing the F10 key. APPENDICES A. Shareware Defined B Software License Agreement C. Disclaimer D. Registration/Invoice E. Software Support F. PICS (point-of-sale software) APPENDIX A DEFINITION OF SHAREWARE Shareware distribution gives users a chance to try software before buying it. If you try a Shareware program and continue using it, you are expected to register. Individual programs differ on details -- some request registration while others require it, some specify a maximum trial period. With registra- tion, you get anything from the simple right to continue using the software to an updated program with printed manual. Copyright laws apply to both Shareware and commercial soft- ware, and the copyright holder retains all rights, with a few specific exceptions as stated below. Shareware authors are accom- plished programmers, just like commercial authors, and the pro- grams are of comparable quality. (In both cases, there are good Programs and bad ones!) The main difference is in the method of distribution. The author specifically grants the right to copy and distribute the software, either to all and sundry or to a specific group. For example, some authors require written permis- sion before a commercial disk vendor may copy their Shareware. Shareware is a distribution method, not a type of software. You should find software that suits your needs and pocketbook, whether it's commercial or Shareware. The Shareware system makes fitting your needs easier, because you can try before you buy. And because the overhead is low, prices are low also. Shareware has the ultimate money-back guarantee -- if you don't use the product, you don't pay for it. ICP is a "shareware program" and is provided at no charge to the user for evaluation. Feel free to share it with your friends, but please do not give it away altered or as part of another system. The essence of "user-supported" software is to provide personal computer users with quality software without high prices, and yet to provide incentive for programmers to continue to develop new products. If you find this program useful and continue to use ICP after sixty (60) days, you must make a registration payment of $65.00 to Spirit7 Software, Ltd.. The $65.00 registration fee will license one copy for use on any one computer at any one time. You must treat this software just like a book. An example is that this software may be used by any number of people and may be freely moved from one computer location to another, so long as there is no possibility of it being used at one location while it's being used at another. Just as a book cannot be read by two different persons at the same time. Commercial users of ICP must register and pay for their copies of ICP within 30 days of first use or their license is withdrawn. Site-License arrangements may be made by contacting Spirit7 Software, Ltd.. Anyone distributing ICP for any kind of remuneration must first contact Spirit7 Software, Ltd. at the address below for authorization. This authorization will be automatically granted to distributors recognized by the (ASP) as adhering to its guide- lines for shareware distributors, and such distributors may begin offering ICP immediately (However Spirit7 Software, Ltd. must still be advised so that the distributor can be kept up-to-date with the latest version of ICP.). You are encouraged to pass a copy of ICP along to your friends for evaluation. Please encourage them to register their copy if they find that they can use it. All registered users will receive a copy of the latest version of the ICP system. APPENDIX B SOFTWARE LICENSE AGREEMENT Spirit7 Software, Ltd. grants you a conditional license to use this software for a period of thirty (60) days for the purpose of evaluation. If you decide to continue to use the product beyond this period or if you use it for purposes other than evaluation, you must register your copy. To register send your name, address, and a check in the amount of $65.00 to Spirit7 Software, Ltd. APPENDIX C DISCLAIMER - AGREEMENT Users of ICP must accept this disclaimer of warranty: "ICP is supplied as is. The author disclaims all warranties, ex- pressed or implied, including, without limitation, the warranties of merchantability and of fitness for any purpose. The author assumes no liability for damages, direct or consequential, which may result from the use of ICP." APPENDIX D REGISTRATION/INVOICE ================================================================= NOTICE! You may now register your software directly by contacting our 24 hour support BBS at (703) 949-4464. Simply follow the prompts as you logon to the system. ================================================================= Thank you for the opportunity to demonstrate the ICP system. If you decide to use this software beyond the evaluation period (60 days), you must register your copy with Spirit7 Software, Ltd. The registration fee is $65.00 FOR EACH COPY IN USE. You may call or write Spirit7 with any questions you may have regarding the installation or operation of this software. Please follow the instructions in the README.DOC file for installation of the software (COPY A:README.DOC PRN). These are the benefits of registering the software... 1. You will receive a published manual (enhanced). 2. You will receive TWO additional utility programs free... a. You will receive the RL program which will enable you to create or modify ICP reports and labels. This program will enable you to add a custom report heading (identifying your company, dept, etc.). You will be able to change (or eliminate) grouping (currently, most ICP reports are grouped by vendor); add, change, or eliminate any field in any report; add calculated fields for special purposes; create special reports form scratch. b. You will receive a very powerful interactive data base utility which will enable you to append data to your ICP data base from any other "dbf" file or from ascii files. The utility also includes many other useful functions to enable you to work with your data and index files. 3. You will receive a registered copy of the LATEST version of the ICP system and you will be added to our mailing list so that you are assured of receiving upgrades, revisions, and new product information. 4. The registered version does not include the opening screen which requires you to enter a random number access code. 5. You will become eligable to receive unlimited FREE telephone support as outlined in the appendix to the Manual (Manual.doc). 6. We will make custom changes to registered software. See the "Custom.doc" file for details. 7. If you discover a "bug" or anomaly in the software, we will attempt to resolve the problem within 5 days from the date that we receive the notice of the bug. 8. You may upgrade to the PICS point-of sale package for $330.00.Please refer to PICS.DOC or appendix F of MANUAL.DOC for details. REGISTRATION/INVOICE Please complete this form and return to the address below. Enclose an check in the amount indicated on the completed in- voice. YOUR NAME:_______________________________________________________ BUSINESS NAME:___________________________________________________ ADDRESS:_________________________________________________________ CITY:________________________________ ST:______ ZIP:_____________ PHONE:_______________________________ NAME OF PRODUCT:__________ SERIAL NUMBER:_090193___VERSION:_9.5_ WHERE DID YOU OBTAIN YOUR COPY OF THIS SOFTWARE?:________________ _________________________________________________________________ PLEASE INDICATE THE DISKETTE SIZE REQUIRED: ____3 1/2 ____ 5 1/4 ========================== INVOICE ============================== ____ ICP software registration.......... $65.00 ea $_____________ (includes latest version of ICP and document- ation.) ____ ICP Multi-User Version.............$105.00 ea $_____________ (includes latest version of ICP and document- ation.) ____ PICS demo package...................$65.00 ea $_____________ (includes ICP.) ____ PICS package (complete)............$395.00 ea $_____________ (Includes ICP.) ____ PICS Multi-User Version............$595.00 ea $_____________ (Includes ICP.) ____ BBS Extended Support (1st year).....$75.00 ea $_____________ Virginia residents add .045% sales tax ............$_____________ Overseas orders add $10.00 shipping and handling...$_____________ COD add $5.00......................................$_____________ TOTAL DUE:.(US Funds only, please).................$_____________ REMIT TO: Spirit7 Software, Ltd. PO Box 777 Waynesboro, Va 22980 (703) 943-4635 APPENDIX E SOFTWARE SUPPORT You must register your program with S7S to be eligible for technical support! If you purchased your program directly from S7S, you are automatically registered. If you purchased it from any other source, you must send us the completed registration/invoice form provided with this package in order to become registered. STANDARD PRODUCT SUPPORT Standard Product Support is unlimited and free of charge to the registered user. You may contact or support department with questions regarding the operation of the program or with any other difficulty you may encounter with its use. Support is available through any of the five channels listed below. EXTENDED SUPPORT Extended Support is available for an annual fee of $75.00 and includes access to the Extended Support Libraries in our new support BBS. This library includes continuously updated versions of our software and associated documentation and assures you of the latest in terms of both features and bug fixes. SUPPORT CHANNELS 1. Telephone: (703) 943-4635 Telephone support is available from 9:00 am to 4:30 pm (est). It is unlikely that we will return calls for tech support, however, we are available during the hours listed above and you should have no difficulty reaching us. 2. Mail: Spirit7 Software, Ltd. Po Box 777 Waynesboro, VA 22980 3. Compuserve e-mail PPN # 73530,3234 4. BBS: (703) 949-4464 We now have a 24 hr. BBS where you can obtain support. In addi- tion, the BBS offers the following services: 1. The latest program updates will be available free of charge to registered users who subscribe to Extended Support (see above). 2. New products released for beta testing will be available. 3. Custom programs and other special files can be immediate- ly downloaded. 4. Extensive Shareware libraries are available. 5. Fax: (703) 943-4635 APPENDIX F PICS The Inventory Control Program (ICP) is a module of a full featured point-of-sale inventory control program called PICS. PICS (Positive Inventory Control System) was first intro- duced in the summer of 1987 and has undergone many significant revisions in response to the suggestions of our users and the continued research of Spirit7 Software. This revision repre- sents several thousand hours of research, development and test- ing. PICS will transform your computer into a modern electronic cash register with all of the features and functions you would expect; such as sales (cash, credit, account), received on ac- count, paid-out, merchandise return and many others. Your inven- tory is automatically updated as the transactions occur and over 40 different reports are instantly available to provide an analy- sis of important aspects of your business. The PIC System tracks inventory, customers, sales, orders, backorders, purchase orders, customer history, item history, sales history, vendors, receivables, and payables. The software package will operate on any IBM or compatible computer with the following MINIMUM configuration: * MS or PC Dos version 3.0 or higher * 640 KB RAM (1 MEG recommended) * hard disk * 80 column printer (optional) * PC compatible cash drawer (optional) The Inventory Control Program (ICP) is available separately or as part of the full system and is a good place to start the process of gaining computer control of your inventory. It is easy to learn, easy to use and can be upgraded to the full PICS package. Here are a few of the features of the PIC system... * Locate or add customer info at the time and point of sale. * Maintain inventory and customer data base automatically. * Supports cash, credit card, store account, or split sales * Ability to store and recall an invoice (work-in-progress). * Produces estimates. * Unlimited department categories. * Supports retail or wholesale transactions. * Edit the price of any item sold. * Discount by the item, by the invoice or by combination. * Issue a custom (personalized) invoice. * Instant price look-up. * Maintain precise daily journal of all transactions. * Maintain register totals for all departments. * Maintains a customer history file. * Issues statements aged from the invoice date. MORE THAN 40 REPORTS GENERATED BY PICS INCLUDING * INVENTORY SUMMARY * STOCK VALUE * JOURNAL * INVENTORY REPRICING * PRICE LISTS * ITEM HISTORY * INVENTORY ORDER * ABSTRACT * SYSTEM LOG * INVENTORY ANALYSIS * SALES HISTORY * CUSTOMER LISTS * INVENTORY BACKORDER * TAX SUMMARY * CUSTOMER BACKORDER * INVENTORY DELETION * REGISTERS * CUSTOMER DELETION * PURCHASE ORDER * STATEMENTS * CUSTOMER HISTORY The PICS package is available for $395.00. Registered users of the ICP may upgrade for $330.00. A fully functional demo version is available for $65.00. This program is produced by a member of the Association of Shareware Professionals (ASP). ASP wants to make sure that the shareware principle works for you. If you are unable to resolve a shareware related problem with an ASP member by con- tacting the member directly, ASP may be able to help. The ASP Ombudsman can help you resolve a dispute or problem with an ASP member, but does not provide technical support for members' products. Please write to the ASP Ombudsman at 545 Grover Road, Muskegon, MI 49442 or send a Compuserve message via easyplex to ASP Ombudsman 70007,3536