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THE COMPLETE SALES AUTOMATION SYSTEM USER'S MANUAL Copyright 1988, 1989, 1990, 1991 SOFTWARE INNOVATIONS 18631 North 19th Avenue Suite #128-240 Phoenix, Arizona 85027 (602) 780-1956 Voice / Message / FAX ******************************************************************** WHAT IS THE COMPLETE SALES AUTOMATION SYSTEM? ******************************************************************** The Complete Sales Automation System (referred to in this documentation as SAS), is a computer software program beneficial to salespeople and business owners who need to maintain several different "sales related" database files. Specifically, SAS will allow you to maintain a client database, a product inventory database and a vendor database. It also has the ability to "merge your data files together" in a relational format to prepare sales quotations and invoices and store them in a database file as well. Storing quotations and invoices in database files enable you to utilize efficient search, update and report methods for lead tracking, follow up and summary reports. There are numerous reports available in SAS which allow you to print quotations, invoices, client lists, vendor lists, mailing labels, product inventory lists, product price lists, outstanding (unsold) quotations, sales tax reports, and month end sales summaries. System Hardware Requirements * SAS will operate on any IBM PC, XT, AT-286, AT-386 or 100% compatible computer system with 640K of RAM and a hard disk drive. * SAS is also compatible on many NETWORK systems. Those proven to be successful include Novell, 3COM, IBM Token Ring, Banyan, LANtastic, and PC/MOS. (On LANtastic, make SAS.EXE READ-ONLY) * A color monitor is also preferred but is not a requirement. ******************************************************************** SAS INSTALLATION ******************************************************************** The SAS50.EXE file contains all of the required program files. The files are supplied in a archived (compressed) format, and will self- extract when you execute this file. The installation procedure for SAS is fully explained when you run the SAS installation program and should be followed as it is outlined there. You will need approximately 800K of free disk space for these files. Modifications Required to the CONFIG.SYS file During the operation of SAS, many of the data files, key index files and some of the temporary files created during program operation will remain open to speed up the programs operation. For this reason, the line FILES=35 must appear in the CONFIG.SYS file that resides in the root directory of your boot disk (in most cases this will be your hard disk). If your system does not have this command present, a "TOO MANY FILES" error will occur when attempting to start SAS. Consult your DOS manual for instructions on creating, editing or adding commands to this file. SAS and TSR's Terminate and Stay Resident programs (like PC Tools, Sidekick, etc.) may occupy more RAM than SAS can afford to give up. If you attempt to run SAS and get an "OUT OF MEMORY" error, check to see if you have loaded any TSR programs that you can remove from RAM. Using SAS with WINDOWS or DESQVIEW The SAS program is "WINDOWS" & "DESQVIEW AWARE" and will function normally in a window smaller than the normal 80X25 full screen. ******************************************************************** Before You Begin... ******************************************************************** Before you begin the tutorial, take a moment to become familiar with some of the keyboard standards that are used throughout SAS. These keys are also defined in each help screen, but familiarizing yourself with them now will help you get a faster start. [F1] Will display a CONTEXT SENSITIVE Help Screen from anywhere in the program. [ENTER] Will accept data entry and/or move the cursor to the next field. [CTRL-ENTER] Will allow you to save information in a partially filled data entry screen without pressing the [ENTER] key to step through each field. [ESC] Will always take you BACKWARDS one screen, to the screen previously displayed. [CTRL-ESC] Exits from any data entry form procedure WITHOUT saving any of the edited information on that form. The [UP] and [DOWN] arrow keys are used to move the cursor from field to field. Note: A screen blanker will activate if 10 minutes pass without a keystroke. Pressing any key will restore the screen. This time can be adjusted by starting SAS with the command line SAS V=X where X is a number from 1 to 60 for the amount of minutes to wait before blanking the screen. To disable the screen blanker completely, start SAS with the command line SAS V=0. ******************************************************************** PRINTING ******************************************************************** You have a great deal of flexibility when printing reports from SAS. Whenever you issue a print command, you are given the option of printing to the screen (for previewing), to a disk file (for data transfer, i.e FAX cards), or to printer ports LPT1:, LPT2:, LPT3:, or LPT4:. You may also assign the number of copies to print. The entire print process is consistent and menu driven for each report. IMPORTANT! Some versions of the DOS command FASTOPEN are not compatible with the SAS print routines. To test your version, try to print a report to a disk file and then to the screen. If an ILLEGAL DOS HANDLE error occurs, remove FASTOPEN from your AUTOEXEC.BAT file. ******************************************************************** THE TUTORIAL ******************************************************************** Software programs today are much criticized for their "unfriendly" documentation. However, the SAS documentation is VERY FRIENDLY. It has been written to expose you to ALL the features of SAS, through a compact "tutorial" that is easily completed in a short time. You will find SAS so easy to learn and use that you may feel the tutorial is unnecessary; so please do not rush through or skip it, as you might miss out on a feature or function that is vital to your intended use. SAS will best be learned by using it. In order for you to begin using the program right away, some sample data has been included for you to experiment with. This sample data is based on the product line of an average retail computer store that carries a complete line of PC related products. You will be able to see how SAS would be used by a computer salesperson on a day to day basis to automate his workload. Note: The sample data provided is of a totally fictitious nature. Any resemblance to actual individuals, company names, or product part numbers is purely coincidental. The tutorial will NOT give direct references or instructions to any of the data in your sample files, but will give you a feature by feature tour through the SAS program. You are free to work with the sample data in any manner (add, delete, or modify records) as you experiment with the program. When you have finished the tutorial, you should execute the DELTUT.BAT batch file to delete the sample files. SAS will then automatically create new, empty data files for your personal use the next time you load it. ******************************************************************** THE MAIN MENU ******************************************************************** After loading the SAS program, you will see the Main Menu screen. There are nine possible menu selections from which to choose. Menus can be selected by either moving the highlight bar with the arrow keys, or by pressing the first letter of the menu title. Each of these menu selections will be discussed in detail on the following pages of this documentation. The current system date will always be displayed in the upper left corner of your screen, as will a prompt for the help screens [F1] in the upper right corner. Help Screens Throughout the entire SAS program, context sensitive help is available by pressing the [F1] key. Context sensitive means that the help screen you see will be directly related to the area of the program for which you are requesting help. This allows you to gain assistance quickly and easily for the area of SAS you are working in. The help screens will show you all of the possible keystroke functions available for the program area help was requested for. There are over 25 complete help screens in all, which will relieve you of referring to this manual (after completion of the tutorial). ******************************************************************** CLIENT DIRECTORY ******************************************************************** The first selection from the main menu screen is the Client Directory. All of the detailed information on your customers and prospects is maintained here. Select the Client Directory by positioning the highlight bar on that choice and pressing the [ENTER] key. Table View When first accessing the Client Directory, you will see a scrolling table list of existing clients and their phone numbers. Client names will be sorted in alphabetical order for easy location. Use the [UP] and [DOWN] arrow keys to move up and down the list to view client names not visible on the first screen. You can also use the [PGUP] and [PGDN] keys to move 14 client names at one time. Pressing the [CTRL-PGDN] and the [CTRL-PGUP] key combinations will take you to the last and first client on your table list respectively. Quick Find As your list of clients grows, you will need to find a client in a faster manner than using the [UP] and [DOWN] arrows or [PGDN] key. This is where the "Find Client" box at the top of the table is used. Notice that the cursor is actively blinking in this box at all times. You can begin typing the name of a client, and the scrolling list will automatically conduct a "Quick Find" on the criteria you type, moving you to the first client name that matches what you have typed. The search procedure is very intelligent, in that typing a "J" will take you to the first name beginning with "J", and then typing an "o" will take you to the first name beginning with "Jo" and so on. Searches are NOT case sensitive ("A" is the same as "a") and search time will be nearly instant, no matter how large your database grows. Form View When you have highlighted the client you wish to view (or edit) on the scrolling table list, press the [ENTER] key to activate the form view. The form view presents you with a data entry screen where the detailed information on each client is entered or updated. While most of the information on this screen will be straightforward, a few items will benefit from the additional instruction that follows. 1) The client name field is the only field on the form that is "required". You will not be able to move to the next field without making an entry here. Also, since the table list will eventually be sorted into alphabetical order, you should enter the last name first. 2) The address #2 line should be used to enter building names, suite numbers, apartment numbers, etc.. 3) The Price Class for this client will be the default price class for each order you create for them. 4) Information you type in the "Comments" field at the bottom of the form will automatically word-wrap when words reach the end of a line. You can also use the [INS] and [DEL] keys to toggle insert and delete text. 5) The information you enter will be saved to disk when you: a) Press [ENTER] from the last line of the comments field, or b) Press [CTRL-ENTER] after entering data into any field. 6) You can exit the data entry process WITHOUT saving the data in the fields by pressing [CTRL-ESC]. Adding a New Client To add a new client to the client table list, press the [INS] key from the table view. A blank form view screen will appear, with the message "RECORD WILL BE ADDED" displayed at the top of the screen. Refer to the form view documentation for details on the different editing keys available. When you have completed the data entry for your new client, you will be returned to the table view, with the highlight bar positioned on their name (sorted in alphabetical order). Deleting an Existing Client To delete a client PERMANENTLY from your client table list, position the highlight bar on the client name you wish to delete (while in the table view) and press the [DEL] key. The form view screen will appear for that particular client with the message "PRESS [ENTER] TO DELETE" at the top of the screen. This process is a confirmation required before any records can be deleted. Pressing [ESC] will abort the deletion procedure. ******************************************************************** PRODUCT LISTING ******************************************************************** The second selection from the main menu is Product Listing. This is where the data for all your inventory items is maintained. Select the Product Listing database by positioning the highlight bar on that choice and pressing the [ENTER] key. Table View When you access the Product Listing selection, you will see a scrolling table list of your existing inventory part numbers, group names, product descriptions, and the sale prices you have designated for each item as "Class 1" (refer to the form view documentation later in this section for more information on price classes). The inventory items will be sorted in alphabetical order by their part number to allow for easy item location. Up to 14 items can be viewed on the screen at one time. Use the [UP] and [DOWN] arrow keys to move up and down the list to view items not visible on the first screen. You can also use the [PGUP] and [PGDN] keys to move 14 items at one time. Pressing [CTRL-PGDN] and [CTRL-PGUP] will take you to the last and first inventory item in your directory respectively. Quick Find As your product inventory list grows, you will need a way to find an item faster than using the arrows or [PGDN] key. This is where the "Find" box at the top of the table is used. Notice that the cursor is actively blinking in this box at all times. You can begin typing a part number for an item, and the scrolling list will automatically conduct a "Quick Find" on that criteria, taking you to the first item that matches what you type. Form View When you have highlighted the inventory item you wish to view or edit on the scrolling list, press [ENTER] to activate the form view. The form view presents you with a data entry screen for detailed information on this inventory item. A description of the data you may enter is listed below: PART NUMBER The part number you reference this item with. GROUP NAME The product sub-group you have assigned this item. DESCRIPTION A full description of the item. ITEM COST Enter the price you actually pay for this item. MFG RETAIL The manufacturers suggested retail price. TAXABLE? Select Yes or No if this item should have sales tax added to it during Order Entry. ADJUST STOCK? If this is a stocked item, select YES. Non-Stocked items (labor, shipping...) select NO. PRICE CLASS SAS allows you to maintain three individual price schedules. Although you are free to set these price classes up as you desire, a general rule to follow would be to use "Class 1" for your normal sale price and "Class 2 & 3" for volume discount prices. Note: Default selling price "suggestions" are given when you enter or change the item cost. These prices are based on the DEFAULT MARGIN percents you enter in the COMPANY INFORMATION file from the UTILITIES Menu. VENDOR NAME Enter the name of the vendor you purchase this item from regularly. Notice that this field does not accept direct data entry, but rather asks you to choose the name from a table list of the vendors in your vendor data file. Data for new vendors can be entered "on the fly". While you are viewing existing vendors from this table, you may press the [CTRL]-[ENTER] key to view or edit their respective information. See the "update vendor list" section of the utilities menu documentation for additional reference to vendor input. EXTENDED Use this area to enter free form text about this DESCRIPTION product's features, etc.. These comments will be printed on each invoice after the item description. NOTES OF Enter here lines of information that you may wish IMPORTANCE to note on this item that WILL NOT print on invoices. A common entry would be: "Check this items cost often" Pressing [F5] will take you to a second screen for this item, where inventory quantities can be edited. (Refer to the INVENTORY documentation for further information on this feature) More Notes on Data Entry Form: 1) Information entered will be saved to disk when you press [ENTER] from the last line of the comment field (unlike the client form, the inventory form will require data to be entered in the vendor reference field, and will stop there when [CTRL]-[ENTER] is pressed. 2) You can exit the data entry process at any time without saving any changed fields by pressing [CTRL-ESC]. Adding a New Item to Your Product Listing To add a new item to the Product Listing file, press the [INS] key while in the table view. A blank form view screen will appear, with the message "RECORD WILL BE ADDED" displayed at the top. Refer to the "form view" documentation under product inventory for a complete description of the entry fields. When you have completed the data entry for the new item, you will be returned to the table view, with the highlight bar positioned on the new part number (sorted in alphabetical order). Deleting an Existing Item from Your Inventory To delete an item PERMANENTLY from your inventory file, position the highlight bar on the part number you wish to delete (while in the table view) and press the [DEL] key. The form view screen will appear for that particular item with the message "PRESS [ENTER] TO DELETE" at the top of the screen. This process is a confirmation required before any records can be deleted from the file. Pressing [ESC] will abort the procedure. Viewing the Extended Description on an Inventory Item Sometimes it will be desirable to view the extended description on an item while scrolling through the table list. You could simply highlight the item and press the [ENTER] key, but what if a client was also present with you and you did not want them to see the item cost? When you position the highlight bar on and item and press the [F3] key, the comments entered for that item will pop to the screen. Pressing [ESC] clears the display to the previous screen. Viewing the Notes of Importance on an Inventory Item For reasons noted above, this information can be displayed from the table list by pressing the [F4] key. ******************************************************************** ORDER ENTRY ******************************************************************** The Order Entry section of SAS is the area you will most likely utilize the most. It is the most powerful and integrated part of the entire SAS program. In fact, the entering of client names, inventory items, vendor names, payment methods and terms can even be performed through the order entry menu. This flexibility has been included in SAS to allow the entering of a NEW data "on the fly", while the order entry is in progress, rather than having to exit and switch to the appropriate menu selection. Order List Table When you access "Order Entry", you are first presented with a table view of all existing QUOTATIONS. The table is sorted in alphabetical order, by the name of the client the quotation is for. Also visible is a reference description line, followed by the quotation number and order date. The reference line will allow you to identify what a particular order is for. Quick Find As you have seen in the Client and Product Listing database files, a FIND box is displayed at the top of the table. When the list of orders in this database file has grown to a length larger than one screen can display, you will rely on this "quick find" box to locate order records by just beginning to type the client name. Adding a New Quote IMPORTANT!! All INVOICES must originate as QUOTATIONS. At print time, you may change them to invoices, and your inventory quantities will be adjusted. Then that order will only be accessible through the menu INVOICE RECORDS. Since INVOICES are LOCKED from further change, you should verify the accuracy of all items on a quote BEFORE tagging it as an INVOICE and saving it to disk. While in the table view of existing quotations, press the [INS] key to add a new quote to the table list. A window will pop up asking you for the following information: DATE The current system date will be the default entry, but may be changed if needed. CLIENT NAME When you reach this entry, your client table list will appear, allowing you to select the client name for this order. If the order is for a first time customer whose name does not appear in the table, you can enter their name and address "on-the-fly" into your client file by pressing the [INS] key from the client table list screen. REFERENCE This entry is optional, but is very much recommended. It will allow you to type a description of the order, that will display on the table list, assisting you in distinguishing it from other orders. PRICE CLASS The price class in the client master form will be the default, but you may change it if desired. Changing the price class affects THIS ORDER ONLY, not the client master form. TAX RATE The tax rate you enter in your COMPANY INFORMATION file will default here, but may be edited to the rate applicable to this order. After you have completed these fields, the order entry screen will briefly appear, and the table view of your inventory, with the associated price from the price class you designated will display. You are now ready to select the first item for the order. The Main ORDER ENTRY Screen When you have selected the first item for the order (every order must have at least one item), the main order entry screen will be displayed. This screen will show the client name, address, phone number and all pertinent information to the order. The ordered items will be listed in the center of the screen in a scrolling table. There is no limit to the number of items allowed for a given order. If necessary, you can use the [UP] and [DOWN] arrow keys to scroll to items out of view. The lower left corner of the screen will display the monthly payments based upon the finance rates that you enter in the COMPANY INFORMATION file. The lower right corner of the screen will maintain a running subtotal, sales tax and order total each time you add or delete items from the order list. Adding a New Line Item To add a new item to the order, press [INS] from the main order entry screen. Your product list will appear. You can locate items in the same manner you did in the PRODUCT LISTING section. You can even enter a new item "on the fly" by pressing [INS] when the table is displayed. Once the desired item has been highlighted, press [ENTER] to select it, and a new window will appear, asking you to enter the quantity and optionally to change the line item price. If you choose to change the price, it will apply to this order only and not the change price in the master inventory file. When you accept the price, the new line item will appear at the bottom of your order entry item table display, with all totals, taxes and payments updated as well. NOTE: When prompted to edit the price, you may press ALT-F1 to change the item price to Price Class 1, ALT-F2 for Price Class 2, and ALT-F3 for Price Class 3. This saves you from having to look at the complete Inventory Detail Form for discount pricing. Viewing Item Comments Since order entry is occasionally done in the presence of the client, a facility has been provided to allow viewing the item comments. Press [F3] while the desired item is highlighted and the comments window will appear. If you need to access the entire data entry form for an item, you may do so by positioning the highlight bar on that item and pressing [CTRL]-[ENTER]. Be aware, however, that this will display the confidential information on that item. Deleting a Line Item To delete an item from the displayed order, position the highlight bar on the desired line item and press [DEL]. You will be asked to press [ENTER] for confirmation of the deletion. Changing a Line Item To change an item on the displayed order (either item, quantity, or price), position the highlight bar on the desired item to be changed and press [ENTER]. You will be returned to the inventory table, with the highlight bar positioned on the default item. You may select a new item, or just press [ENTER] again to change the quantity or price. Viewing the Order Cost One of the features most lacking in invoicing and quotation software, is the ability to know the cost of an order at the time it is being prepared. Without this knowledge, giving a discount or reducing a line item price is a blind proposition at best. SAS solves that dilemma! Just press [ALT]-[C] to display a pop up window over your order entry screen, and the cost, profit and margin percentage will be displayed. Press the [ESC] key to remove the window from display. The Order Detail Screen The Order Detail Screen is accessed by pressing [F2] from the order entry screen. It is here that final order data is entered or updated before the invoices, packing slips, and order detail tickets are printed. Data may be entered without printing the invoice or order detail ticket, allowing you to maintain the most current information on a quote. The following is a list of each item requested on the order detail screen, along with a description of that item: QUOTATION/ Make your selection from the selection bar for the INVOICE type classification on this order. IMPORTANT!! If you change a quote to an INVOICE, all inventory quantities will be adjusted when the invoice is saved to disk. Also, the invoice will only be accessible through the menu INVOICE RECORDS. Since INVOICES are LOCKED from further change, you should verify the accuracy of all items on a quote BEFORE tagging it as an INVOICE and saving it to disk. A UNIQUE invoice number will be created in sequence for all invoices. This will NOT coincide with the quotation number. ORDER DATE This will default to the date you entered when the order was created. You may optionally change it here, if the date you are printing differs from the date the order was originally prepared. Since this date is also the date which displays on the order list table, it could alternately be used to track a "last contact date" on a quotation. SALES TAX PCT The percentage of sales tax to be added to the subtotal. You will have already entered this percentage when the order was created and is only presented here for an optional change that may be required. SALESPERSON Enter the full name of the salesperson responsible for this order. TABLE REFERENCE This entry will allow you to edit a previously entered description of the order that displays on the order list table. METHOD OF When you reach this field, a table list will PAYMENT allowing you to select the method of payment this client will use. Adding a new method here can be accomplished "on the fly" on from the UTILITIES MENU, which will be discussed later. PAYMENT TERMS Following the identical procedure as "method of payment", select the terms your company will offer the client on this order. PURCHASE ORDER# If applicable, enter the purchase order number for the order. Note, however, that alpha and numeric characters are both allowed. CREDIT CARD # Following the identical procedure as above, enter the credit card number, if applicable. AUTHORIZATION The credit card authorization number, if applicable. EXPIRATION DATE If a credit card was used on this order, the expiration date should be entered here. SURCHARGE This field is provided to allow those companies who "charge back" the surcharge, credit card companies charge them, to their clients, to enter that percentage here. The percentage you enter will be multiplied by the order subtotal and then added to the order (this amount is also subject to sales tax calculation). COMMENTS Any free form comments that need to be printed on the invoice are entered here. They will also display at the bottom of the order entry screen. SHIP TO ADDRESS When you first enter the ORDER DETAIL screen, this field will default to the same name and address the order is made out to. It can be edited if necessary. You can save the information entered without printing by either pressing [CTRL]-[ENTER] from a field after the terms field, or pressing [ENTER] through each individual field on the screen. Printing a Quotation/Invoice To print an order on your printer, press the [F2] key while the order detail screen is displayed (be sure you have updated all of the necessary information on this screen first). Printing a Packing Slip A Packing Slip can be printed by pressing the [F8] key. This will resemble the actual invoice, but will BLANK all price information. Printing an Order Detail Ticket The order detail ticket will be of great benefit to the person responsible for acquiring all of the items on that particular order. When it is printed (by pressing [F7] from the order detail screen), a page with the following information will be printed: 1) Client name. 2) Client phone number. 3) Salesperson. 4) Individual line items on the order. 5) The associated vendor source name. 6) The associated vendor phone number. 7) An order summary that shows the estimated total profit. Deleting an Existing Quotation To delete a quote PERMANENTLY from your files, place the highlight bar on the quote desired in the quotation list table, and press the [DEL] key. A window will appear asking you to press [ENTER] to confirm the deletion. Be certain that this is what you want to do BEFORE you do it, as deleted orders are NOT recoverable. Maximums for Order Entry The Order Entry module can accept quantities sold up to 999,999. The maximum amount for any line item total (as well as the total order) is $999,999.00 ******************************************************************** INVENTORY ******************************************************************** The INVENTORY selection from the main menu displays each item from your product listing along with the following quantities: Quantity On Hand : Total units in stock Quantity On Order : Total units on order Minimum Quantity : The minimum number of units you want to maintain in stock at all times. This number is used to determine re-order time and quantities in inventory reports. You can locate an item in the same manner as the PRODUCT LISTING database, and press [ENTER] to manually change the quantities. These quantities are AUTOMATICALLY ADJUSTED when Quotations become INVOICES. ******************************************************************** INVOICE RECORDS ******************************************************************** The INVOICE RECORDS selection from the main menu will allow you to VIEW Invoices that have been processed. When a QUOTATION is changed to an invoice (from the ORDER DETAIL screen) and the detail information is SAVED TO DISK AS AN INVOICE, 3 things will happen. 1) A unique sequential INVOICE NUMBER will be created. 2) All inventory quantities will be adjusted. 3) The quotation is moved to the INVOICE RECORDS section. When a quotation becomes an invoice, the data that pertains to that order is PERMANENTLY LOCKED. This will insure accuracy in reporting on invoice summary reports. You may however, access the detail information in the same manner you do in ORDER ENTRY by pressing [F2] from the "ORDER ENTRY" screen. This information is only available for viewing history. The invoice, detail ticket, and packing slip may be re-printed from here. ******************************************************************** VENDOR DIRECTORY ******************************************************************** The functionality of the VENDOR DIRECTORY is identical to that of the CLIENT DIRECTORY with one exception: VENDORS are automatically assigned a vendor number when added to your database files. ******************************************************************** UTILITIES ******************************************************************** The Utilities Menu provides access to data files used as look-up items in other areas of SAS, as well as other "housekeeping" tasks. A list of the menu selections available and their functions follow: Pack Order Files When you delete records from order entry, the data still resides on disk, but it is marked in such a way that SAS cannot retrieve or display it. PACKING the order files will allow you to physically remove the records from the disk and regain the disk space for optimal use in other areas. You should execute the "PACK ORDER FILES" menu selection in relative proportion to the amount of orders you delete. There is no limit to the size your data files may grow to (other than the limit of your hard disk size), so be sure to keep as much free space on your disk drive as possible. Update Company Information The company information screen is where you tell SAS about your own company and system default preferences. This information will be used in report and invoice generation to identify your company name, address, applicable finance payments, etc.. If you would like to print your orders on your own company letterhead, leave the fields for company name, address, and phone BLANK. Most of the data on this screen is self-explanatory, but a few items require special mention. SALES TAX PCT Enter the sales tax percentage applicable to retail sales in your area. While you will have the ability to change this percentage on any order you create, the number you enter here will be used as the default percentage when an order is added to your files. COMMENTS Use this area (three individual lines) to enter promotional statements about your company. Each line will be centered and printed on the bottom of your invoice page. Entering data such as your business hours and up-coming sales would prove to be most beneficial. DEFAULT MARGINS Enter here the profit margin percentage you normally would wish to maintain for each price class. FINANCE RATES The numbers you will enter here are the RATE FACTORS (not the APR rates) that will be used to calculate the monthly payments that appear on the order entry screen. Describe the TERM length as well in the field just prior. Check with the finance company you use if you are uncertain about the particular rate factor. PRINTER Select either IBM or EPSON emulation for your EMULATION installed printer. Basically the difference will be in the line drawing capabilities available with IBM emulation. ******************************************************************** REPORT GENERATION ******************************************************************** The following is a list of the Report Generation menu titles and their report functions: -------------------------------------------------------------------- SALES REPORTS -------------------------------------------------------------------- TOTAL INVOICES FOR ALL SALESPEOPLE Generates a report for all salespeople for a defined date range totaling ALL invoices with cost and profit margin. TOTAL INVOICES BY SALESPERSON Generates a report for individual salespeople for a defined date range totaling ALL invoices with cost and profit margin. Ideal for commission reports. TOTAL INVOICES BY CLIENT NAME Generates a report for a given client for a defined date range totaling ALL invoices with cost and profit margin. Ideal for client history. TOTAL QUOTATIONS FOR ALL SALESPEOPLE Generates a report for all salespeople for a defined date range totaling ALL quotations with cost and profit margin. Ideal for follow up. TOTAL QUOTATIONS BY SALESPERSON Generates a report for individual salespeople for a defined date range totaling ALL quotations with cost and profit margin. Ideal for follow up. INVOICE SALES TAX REPORT Generates a report for a given date range showing the taxable and non-taxable sale amount, along with the amount of sales tax collected. Ideal for month end. -------------------------------------------------------------------- CLIENT REPORTS -------------------------------------------------------------------- CLIENT LIST W/O COMMENTS This report will print your entire client list, on a six client per page report format. CLIENT LIST WITH COMMENTS Identical to above with comments included. CLIENT MAILING LABELS Prints client labels in zip code order for standard 6 line mailing labels. -------------------------------------------------------------------- VENDOR REPORTS -------------------------------------------------------------------- VENDOR LIST W/O COMMENTS Identical to the client report, printing data for your vendors. VENDOR LIST WITH COMMENTS Identical to client list. VENDOR MAILING LABELS Prints vendor labels in zip code order for standard 6 line mailing labels. -------------------------------------------------------------------- INVENTORY REPORTS -------------------------------------------------------------------- INVENTORY BELOW MINIMUM BY VENDOR Generates a report showing all items in inventory that are currently BELOW the minimum quantity level, sorted by vendor. Ideal for calling in orders to that vendor. INVENTORY BELOW MINIMUM BY GROUP Generates a report showing all items in inventory that are currently BELOW the minimum quantity level, sorted by group. COMPLETE INVENTORY PRICE LIST This report will print your entire inventory list showing all associated price classes (including cost). CLASS 1 INVENTORY PRICE LIST This report will be useful for companies who wish to distribute a price list to their clients. It will list the part number, description, manufacturers retail price and your Class 1 price for every item. CLASS 2 INVENTORY PRICE LIST Identical to the report on Class 1 pricing, with the exception that Class 2 is substituted for Class 1. CLASS 3 INVENTORY PRICE LIST Identical to the report on Class 2 pricing, with the exception that Class 3 is substituted for Class 2. COST OF INVENTORY ON HAND Produces a report that totals the cost of all inventory items in stock by group, followed by the grand total. ******************************************************************** EXIT TO DOS ******************************************************************** Highlight this menu selection and press the [ENTER] key to exit SAS and return to DOS. To insure data security, be sure to back up your files on a regular basis! ******************************************************************** IF THE "OUT OF MEMORY" ERROR OCCURS ******************************************************************** If your data files grow to a size larger that your computers memory can handle, an "OUT OF MEMORY" error will occur. This problem can be solved by adding extended or expanded memory to your computer and assigning it to a RAM drive. RAM drives are set up with the VDISK or RAMDRIVE utilities that are supplied through DOS. Consult your DOS manual for setting up a RAM drive before making the following additional change. Add this line to your AUTOEXEC.BAT file so that SAS will recognize and use the additional memory: SET CLAVM0=path,size,M Where: path = the drive and directory path of the RAM drive. size = the maximum number of KB to allocate. If you are confronted with this error BEFORE you have installed additional memory in your system, you may allocate free hard disk space as VIRTUAL memory. In this case add this line to your AUTOEXEC.BAT file instead: SET CLAVM0=C:\VIRTUAL,512 ******************************************************************** IF THE "INVALID KEY" OR "INVALID DATA FILE" ERROR OCCURS ******************************************************************** If you receive one of the above error messages at any time while using SAS, your data and index files have been damaged and will need to be repaired. This problem is usually due to a power failure during program operations where the files were not properly closed. The repair process is done for you automatically from a batch file called REPAIR.BAT which can be found in your SAS directory. Note: If you are using SAS on a network, ALL users MUST EXIT SAS BEFORE attempting to run the REPAIR.BAT file. If not, a "NETWORK FILE IN USE" error will occur. ******************************************************************** Note: References made to other company or product names in this documentation, are in consideration of their respective trademarks. ******************************************************************** ******************************************************************** LICENSE AGREEMENT ******************************************************************** SAS is Copyright (C) 1989, 1990, 1991 by Software Innovations. SAS is not, nor has ever been, public domain or free software. SAS is distributed under the SHAREWARE software concept. Non-registered users of SAS are granted a limited license to use SAS for an evaluation period (not more than 30 days), in order to determine if it will suit their needs. Any other use of SAS or use past this evaluation period requires registration. A registered copy of SAS must be treated like a book, in that the same registered copy of SAS may not be used in more than one computer at the same time. All users are granted a limited license to copy the SHAREWARE VERSION of SAS only for the purpose of allowing others to try it, subject to the above restrictions as well as: SAS must be distributed in absolutely unmodified form, including ALL program, documentation, and other files. (This is can be accomplished by distributing the SAS40.EXE self-extracting SHAREWARE installation file.) Bulletin Board system operators may post SAS on their BBS for downloading by their users without written permission only if the above condition is met (or a ZIP'ed version of the same), and only if no special fee is necessary to access the SAS file (a general fee to access the BBS is permitted). Software Innovations grants no warranties, expressed or implied, regarding SAS's fitness for any purpose. The liability of Software Innovations shall be limited to the amount paid by the customer for the program. In no event shall Software Innovations be liable for any special, consequential, or other damages for breach of warranty. REGISTRATION AND ORDERING INFORMATION Registering SAS allows you to use the product after the evaluation period. Registered SAS users will receive the latest version of SAS (with all SHAREWARE screens removed), access to our telephone support line, and notification of all program updates and enhancements by First Class mail. Most importantly, registered users know they are helping to make sure that high quality software like SAS continues to be sold in this low-cost way. The SAS registration fee is $69.00 (U.S. Funds). We accept Checks, Money Orders, MasterCard and Visa. An evaluation disk with the current copy of SAS on it is available for $12. This is to be used to try out SAS, and does not include registration. The fee covers the cost of postage, diskette(s), and handling. ******************************************************************** SAS REGISTRATION FORM Remit to: Software Innovations 18631 N. 19th Avenue Suite #128-240 Phoenix, Arizona 85027 ******************************************************************** Qty Item Price Total _____ SAS Registration................... @ $69 ea. $________ (includes registration, latest disk(s), phone support, and update information) _____ SAS evaluation disk(s)............. @ $12 ea. $________ (includes SHAREWARE program and manual on disk, but not registration) PAYMENTS FROM OUTSIDE THE UNITED STATES MUST BE IN U.S. FUNDS! Sub-Total $________ Arizona residents add 6.7% Sales Tax $________ Shipping and Handling $ FREE Total Registration Fee $________ ******************************************************************** Payment by: ( )Check ( )Money Order ( )MasterCard ( )Visa Name: ____________________________________________________________________ Company: ____________________________________________________________________ Address: ____________________________________________________________________ Day Phone: (______)____________________ Eve Phone: (______)____________________ FAX Phone: (______)____________________ Credit Card #: ____________________________________________________________________ Exp. Date: ____________________________________________________________________ Signature: ____________________________________________________________________ ******************************************************************** Where did you obtain SAS? ____________________________________________________________________ Comments or suggestions: ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ********************************************************************