STOCK MANUAL

When you first enter the program, key in the system password and acknowledge the system date. The main menu is displayed. The options as set out below reflect the options in the main menu and its associated sub menus.

Where the program specifies the option of the F1 key, pressing the F1 key brings up a window. It allows the user to browse the file. You may press the Page Down key to start at the top, and view the first 17 entries, or, you may enter a few significant characters to locate a more appropriate starting position. Pressing the enter key at any time returns you to the previous screen with the appropriate entry selected. Pressing the Esc key at any time simply returns you to the previous screen without any selection.

Browsing the file can be done using the up and down keys. Browsing the file in groups can be done using the page up and page down keys. An alphabetic legend running beside the group allows you to select an individual line.

Adding New Customers (Option 1.1). The system automatically allocates the next available account number when adding a new account, but this may be overrode by the operator.

Customers with a number 9000 and higher may be used to automatically send invoices out at the average cost price. These are assumed to be associated accounts. Simply set the Transfer option to Y in customer maintenance.

Amend Customers (Option 1.2). Use the F1 drop down window to locate the customer in alphabetic order if the account number is not known. If you wish to view archived customers("*" in the class field), press the '*' key. To view the last customers actually added, press the '\' key. To view customers in numerical order, press the '/' key. To view customers alphabetically within their major class (i.e. the first letter in the class field), press the '1' key.

Be aware that you must enter the letters DELETE to continue. Customers with outstanding balances, or sales in the past 2 financial years cannot be deleted.

We recommend the use of archiving, which is the entry of an asterisk in the class field. This hides the customer from drop down screens or reports. (Pressing the asterisk character when in an F1 lookup will unhide the archived customer temporarily).

If 9999 is entered as the account number, the system will allow a text search on part of a name, address, contact, postcode, phone, fax, email or bank a/c.

If 8888 is entered as the account number, the system will display the last 17 transactions (invoices,payments or journals) updated in the system (irrespective of customer). You may use the up or down keys to see previous entries (or page up or page down to view the entries in blocks of 17).

If 7777 is entered as the account number, the system will request an amount (or a range of amounts) and list any customers with an aged amount that equals this figure (or falls within the range of the 2 figures). If it needs to look further, it will then look for an invoice, payment or journal that equals this figure (or falls within the range of the 2 figures). Use this option if you receive an amount and don't know which customer it came from.

Charge to field. Enter the Head Office account number when adding branch accounts that require all statements to be sent to the Head Office for payment. Otherwise, leave as zero.

Region. Used to indicate the geographic region. If required, can be automatically updated by the program to reflect Australia Post's 2 character codes (based on the postcode). May be used to group and sort customers when printing a customer master list (Option 1.5.3). May also be used to specify when a group of customers received a visit by a salesman - date of last visit (Option 1.6). Used to provide a breakdown of sales YTD (Option 1.5.Y)

Discount Group field. Normally a space. If a character is entered, this will correspond to the appropriate customer discount group set up in the Discount groups file (Option 4.G).

There is room for a second contact, a second phone number, and a second address on every account.

To obtain a printout of the additional contacts, go to customer master list (option 1.5.3) and ask for the additional contacts listing (option 2).

Worksheet memo. Enter a memo that always must be printed at the top of every worksheet (but not the invoice). For example - "Use the XXXX company for freight purposes. "

A parcels address is useful if the main address is a Post Office Box. Leave blank if the same as the main address.

Tax Exempt field. It should always be N unless customer is GST exempt.

Back Order Priority Y/N. Normally "N". When limited quantities of stock (insufficient to cover all back orders) arrive, back orders are allocated based on the date they were initially entered. A customer can "jump the queue", in a manner of speaking, by the operator entering "Y" in this field.

Tape Club field. If set to Y (yes), the system will calculate the number of coupons to enclose with every delivery sent to this customer. These coupons may be attached by the shop to their product for sale to the end purchaser, and redeemed at no charge by any participating store.

Price Specials field. If set to Y (yes), this account will see price specials on the web page. Also, the account will be included when you do a bulk invoice run (Option 5.3) i.e. when sending out standing orders and/or a build up of back orders.

Print Reference Twice field. If set to Y (yes), the customer order reference is included when the system prints the delivery address on the packing slip section of the invoice. Useful for shops such as Koorong who wish to see the reference on the visible part of the packing slip.

Class field. Up to 12 letters can be entered for each customer in the class field. When doing a master list, labels, best selling stores list or customer statements (1.5.2), you can specify a single letter (e.g. S for Sunday Schools) to pick out a specific category of customer. Note that the * (asterisk) character is used in this field to archive (hide) the customer from F1 drop down screens and master file listings.

Internet. If set to Y (yes) instead of N (No), a unique ID is issued to the customer and displayed on the screen. The operator is then presented with the option of allowing the customer to see the quantities actually sold, on hand, on order and on back order for every product. Normally, this second 'see qty' option is left as "N".

Outstanding amounts. The figures are broken up into Current, 30 days, 60 days and 90 days and over. The operator may rearrange the figures as long as the total amount outstanding is not altered. If he/she changes the total accidentally, the program automatically resets the original breakdown.

Date of last 2 Visits. Normally updated through Option 1.6 (by specifying one or more geographic run codes), but the operator may override the date(s) here.

This sub-option calculates 2 totals:
1) Total sales to this customer in the past 12 months and
2) Total sales to this customer in the previous 12 months.
These figures differ from the YTD and Last YTD totals, as YTD refers only to sales since the start of the financial year.

(Categories 401 - 499)

These are used where a shop has an automatic standing order for a particular product range - perhaps a specific magazine that is being distributed.

Enter the category and the quantity required.

When finished, enter category 999 to end. A list of all standing orders is then automatically displayed.

To establish the standing order description, select Category Maintenance - option 4.1. Enter the standing order category number (401-499), category description (25 characters), retail price and discount percentage. Optionally, you can also enter a club heading letter (eg "A") and what it means (eg "ALBUM OF THE MONTH"). This will become the heading for the transaction line when printing the invoice.

To supply a standing order, select option 6.

Enter the standing order code (401-499) and product code (7 chars).

Accept or override the retail & wholesale amounts.

If not all members of the club are to receive the product, enter the class letter of the customers who are to be selected. Leave blank if all club members are eligible.

If there is another standing order being supplied, enter its code, else enter code 999 to end. The system automatically adds each shop's standing order to the back-order file. This back-order file is accessed the next time an invoice is done for a shop, or you may do a Bulk Invoice Run - option 5.3.

To delete all the members of a club, enter 998. You will be prompted for the club whose members will be cancelled. Useful if restarting a club afresh.

BACK ORDERS - Sub-Option B

The operator may produce an internal report which displays all back orders on this customer. The operator is then given the option of printing the report.
Alternatively, an external file may be created on the desktop for emailing.

The operator is initially required to enter a product code. If left blank, the screen displays UNPOSTED invoices and payments with the expected balance outstanding after updating occurs. If a product code is entered, all unposted transaction lines for that product code are displayed. If ALL is entered, all unposted transaction lines for all products (and payments) are displayed.

Displays all transactions (invoices, payments) with the balance outstanding for the current month.

Displays all transactions (invoices, payments) from the starting date entered by the operator with a balance outstanding. You may display (and optionally print) an internal report (option I), produce an external file (option E) which is sent to the desktop for emailing, bring up a simple screen display (option S) or view a particular invoice (option V).
Another special option (option D), allows the operator to modify an incorrect date on the transaction history for this customer, by specifying the incorrect date as the starting date.

If this is a consignment customer, the consignment balances of each product are displayed/printed.

The operator has the following options:

1. Whether to View (V) or Print (P) the report.
2. Whether to print a summary (i.e. the current product balance on consignment) or print every delivery, return, and invoice issued.
3. Whether to print a specific invoice/consignment number, or all numbers.
4. Whether to print a specific product or all products.

This option displays sales of each product to this customer.

The operator has the following options:

1. Whether to look at sales for the current calendar year, a previous year or all years.
2. Whether to provide a summary (i.e. a total sales) for each product or show the sales for each product on every invoice and credit note issued.
3. Whether to show the sales on one customer order number, an order number prefix, or all orders.
4. Whether to show the sales on one invoice number or all invoices.
5. Whether to show the sales on products that were issued from one supplier number or all suppliers.
6. Whether to show the sales on one product code only or all products.

The system automatically displays the report and allows the operator the option of printing it.

You can hold unlimited notes on any customer by selecting sub-option N whilst amending a customer (Option 1.2) or by entering /N while in an invoice (Option 5.1).

Notes may be either permanent or temporary (reminders).

When you enter a note, it asks for a note date, the note description and number of repeat days.

Entering 9999 in the repeat days makes the note permanent. This is useful when entering significant dates for a specific customer.

Entering 0 in the repeat days means the note will be deleted after it passes the note date. Use this for reminders. The note will automatically come up on the screen when you go into the stock program as soon as the date comes around.

Entering some other figure in the repeat days (eg 90) also causes the note to come up on screen when the date comes around. Instead of deleting itself however, it then waits, (eg 90 days) before it pops back on the screen again. Use this feature for reminders that are needed regularly.

Notes that are not specific to a customer may be entered at the main menu by selecting option N.

Upcoming notes may be printed out by selecting Option 1.5.N. The program will ask for a date range and then produces a report of those notes that apply.

For reporting purposes, products are initially grouped into categories.

Each category holds the following:

a) Category number. This may be a number between 1 and 99 inclusive.

b) Category description.

c) Optional retail price.

d) Optional customer discount %.

e) Whether or not to upload products in this category to the web site Y/N

f) Which binding code is applicable to this category (leave blank if more than one applies)

g) Which Category Group this category is part of. Used in the Category Summary report as one of the sorting and totalling options.

h) Optional Lease royalty % (Music Companies).

i) Indicate whether stock is sorted (A) - alphabetically or (P) - by product code within each bin number when printing invoices.

j) Whether mechanical royalties are payable on sales Y/N (Music Companies)

k) When exporting the product file to a spreadsheet or word processing (Option 9.5), how to sort the category within each supplier: 1. By title then by author 2. By code only 3. By code then by title.

Suppliers are given a number between 101-399 inclusive.

One option is to set each supplier up with a bin (or bay) number, consisting of 3 digits (or,optionally, 3 digits with an alpha suffix) corresponding, to some degree, to where it is located in the warehouse. If you later change this location, rebuild the product file through option 4.5, sub-option 999. Note also, that when this option is used, it can be further modified by stipulating a location for a specific supplier and category through option 4.5.

Enter the supplier name, address and any comments.

If the supplier provides a set discount, enter in the discount field.

Enter the country code to be used for conversion rates. Note - The exchange rates may be entered and listed through Option 4.E.

If you are a music company and lease royalties are payable, enter a sort key if you wish suppliers to be printed in a set order. If not a music company, enter ZZ if you wish to flag all stock from this supplier as consignment stock only. Option 7 will produce a sales report on this supplier (by requesting a date range) for payment purposes. The amount paid per product will be the cost price (in overseas currency where applicable) less an optional discount percentage held against each product.

Enter the number of "holding months" of stock that is recommended. If you change the holding months on a supplier, enter category 999 to rebuild the product file with the latest holding months on that supplier. Alternatively, run option 4.5, sub-option 999.

Lastly, enter the number of days credit available before the account is due.

Subjects

There is also a 3 digit subject field on the product file (with an F1 window). Set up the subject numbers on the category file (Option 4.1) starting with category 501.

A new option locks in the publisher (3 characters) and Supplier number (101-399) against each product by examining the 3 character product code prefix. If no 3 character prefix has been set up on this product, it looks to see if a 2 character prefix has been set up. Failing that, it tests for the presence of a 1 character prefix.

An option available in the program is to allocate each supplier a bin (or bay) number, consisting of 4 characters corresponding, to some degree, to where the supplier is located in the warehouse.

With larger suppliers, there may be more than one bin, depending on the category. In this case, enter the category as well as the supplier when allocating the bin number. The bin numbers are used to sort invoices for printing. If you change the order of the bins in the warehouse, be sure to rebuild the product file by entering the special bin code of 999.

Discount Groups (Option 4.G)

Where a customer has been allocated a discount group, the rules of the group may be entered here.
Firstly, enter the discount group code (1-9 or A-W).
Secondly, you have 5 options. If more than 1 option applies in a given situation, the option closest to number 1 will be used:
Option 1: Enter a category of 0 and a product code, if there is a set discount on a single product.
Option 2: Enter the supplier number and category if there is a set discount on a category of a single supplier.
Option 3: Enter the supplier number if there is a set discount on a single supplier.
Option 4: Enter the category number, if there is a set discount on a single category.
Option 5: For a discount that applies in all other circumstances, enter category 999.
Thirdly, enter "H" if this will be the highest discount allowable to this discount group, or a space if this is the minimum discount available.
Lastly, enter the discount percentage.

2. Setting up new products (Option 3.1)

Each product has a unique 7 character account number. Create it here. Note, each product code has a special prefix (normally 2 characters, although the prefix can be 3 characters or 1 character). This prefix locks in the supplier number (101-399) and the publisher code (3 characters) held on the Product Prefix file.
Secondly, enter the product code used by your supplier. If you wish, the program will stop you entering a code that is not unique.
Thirdly, the program displays the details of the last product entered. It then asks if you wish to use this product as a template (option 1), whether to use a different product as a template (option 2), or whether to start with no template at all (i.e. empty fields) (Option 3)

If you know the product code, enter it here. Otherwise press F1 to go to a drop down window where you can view by 1. Title 2. Supplier Code 3. Product Code 4. ISBN 5. Last products entered 6. Category 7. Supplier Number

By pressing 7777777 and the enter key, you can also enter stock takes and run out specific product lines.
Firstly, specify whether to display all items (or just those items with stock on hand or sales YTD).
Secondly, specify whether or not to rebuild the bin index. This only needs to be done the first time, for any specific stocktake. A rebuild will also ensure that the quantities displayed on manufacture items have not been increased by the quantity of the main item involved in the manufacture (and will thus reconcile with a stocktake listing). Normally, if not doing a stocktake, the on hand qty that displays on the F1 drop down list always increases manufacture items by this quantity. Note, too, the system always subtracts committed stock (i.e. stock allocated in unposted worksheets and invoices) automatically.
Thirdly, enter the sorting method for the drop down screen. If working from a stocktake list, enter "6" for Bin order (Note - in normal conditions "6" would mean Category order>
Now, enter the stocktake directly with the key press of a single digit. If the quantity on hand is greater than 9 units, prefix your entry with the left arrow key, then press the down arrow when the correct number of digits have been entered.
Entering the letter R against any product changes the product to having a run out status.

By pressing 8888888 and the enter key, you can modify the status in the page down drop down window by pressing the letter "S", the product title/description by pressing the letter "T", and the expected date of arrival by pressing the letter "X".

If you are using the product amend option, and have the drop down screen open at any time, you may prepare the product for write off by entering the letter W against the appropriate code. This prepares the stock to be placed in the stock written off category.
Entering the letter W a second time against the same product cancels the preparation for the write off status.
To activate the write off, run option 9.W, and specify Y when asked whether to rebuild the product file (Y/N). This locks in the write off category, and if there is stock on hand, it allocates a status of "R" (Run Out). Otherwise it allocates a status of "O" (Out of Print)

When using 9999 to search for a text string, the system will request a product code prefix (2 characters) which, if known, speeds up the search significantly. If, instead of text, you wish to filter out all products that don't belong to a specific category, you can enter that category's code

When finished querying or amending a specific product (Option 3.2 and 3.4), typing option N for Next will automatically take you to the next product on the F1 drop down window.

Enter the letters DELETE to continue.

By selecting the F1 window, you can press the delete key directly against the product line. An asterisk is displayed. If you delete a line in error, press the insert key to restore it. To permanently delete the product, run option 9.1 Reindex files, or wait until the end of month when you run option 8.1.

When using 9999 to search for a text string, the system will request a product code prefix (2 characters) which, if known, speeds up the search significantly. If, instead of text, you wish to filter out all products that don't belong to a specific category, you can enter that category's code

Product Information includes:

a) A 7 character internal code. Generally it is recommended that operators use the 2 character publisher prefix and the last 4 characters of the ISBN. The 7th character defaults to a space but can be another character when necessary to make the title unique.
b) A 50 character title or description.
c) Author (20 characters)
d) A 3 character publisher code. This is automatically inserted by the product prefix control file.
e) A 2 character binding code (an F1 key enables the operator to select a CBAA recommended code. If the title is not to be sent to the CBAA, enter a special code of EX to exclude the title from the file that is sent). Note - If the binding code is left blank, and the binding code is present on the category file, it will be automatically inserted.
f) The ISBN number. When invoicing, the operator can enter either the internal code or the ISBN number, and while the internal code is always printed on the worksheet, it is the operator's entry that is printed on the invoice.
g) An optional 3 character subject number.(Press F1 for a drop down list)
h) The product category (must be entered).
i) Set retail. This overrides an optional retail on the product's category.
j) A packet quantity. (Normally 1.) When a standard category discount applies, the packet quantity is multiplied by the retail price, then the discount is applied, and this establishes the wholesale price.
k) Price Special Retail. A temporary lower retail, in place between 2 set dates (see notes n1,n2). If left as zero, normal retail applies.
k1) Price Special Class. Customer or Order class that must apply to receive price special on retail and wholesale. (if left blank all classes apply).
k2) Price Special Backorder Y/N. Whether or not to allow backorders at this price special rate.
l) Set wholesale. This overrides an optional discount on the product's category.
m) How sold. i.e. whether EA, PKT, BOX, etc. If packet quantity > 1, defaults to PKT, else EA.
n) Price Special Discount. A temporary discount, in place between 2 set dates (see next 2 fields).
n1) Special Date From. The starting date for the price special. If blank, starts immediately
n2) Special Date To. The expiry date for the price special.
o) Last cost price (in local currency).
p) Country code of last purchase.
q) Cost price (in overseas currency) of last purchase.
r) Average Cost Price. Note that the average price for every product can be rebuilt at any time (ignoring written off categories) by running option P.2 and typing REBUILD in the invoice number.
s) Quantity on hand at last update.
t) Normal supplier (3 digit number 101-399)(Use F1 for a drop down list) and an alternative supplier.
Note - If lease arrangements are in place, the first supplier field is used to indicate the company who owns the copyright. The second supplier field is then used for the company who provides the actual product.
u) The code used by the supplier to refer to the product (up to 13 characters)

v) Status. If the product is out of stock, the following status codes may be used:
O-Out of Print F-Forward Order I-In production. If left blank-Temporary out of stock
- Other status codes include R-Run Out line S-Available as Special Order only (i.e. Firm Sale Order)
v1) Status date:
If status is "O" - this is the date the product became out of print. If its previous status was "R", this date is automatically applied by the program.
If status is "r" (i.e. lower case "r") - this is the date the product will go on run out.
In all other cases where the quantity on hand is zero, the status date reflects the date the stock is expected to arrive.

w) Status (2) - Indicates manufactured products and items, and packaged products and components
Entering M as the 2^nd status of a product allows you to enter the product items that make up that manufactured product by bringing up a Menu Option I at the bottom. Pressing I allows you to enter product codes and quantities. You can add quantities to the manufactured item through 3.1Q or P.2. The appropriate quantities are automatically subtracted from the individual product items.
However, if the quantity of a manufactured product is zero when an invoice update is done (Option 5.4), the program automatically reduces the quantities of the individual items, leaving the manufactured product quantity as zero.
Specify I as the 2^nd status of each product that goes in to manufactured product.
Similarly, you may have packaged product (2^nd status of P) with individual components (2^nd status of C).
Entering P as the 2^nd status of a product allows you to enter the product components that make up that packaged product by bringing up a Menu Option I at the bottom. Pressing I allows you to enter product codes and quantities. If the quantity of a component product is zero when an invoice update is done (Option 5.4), the program automatically reduces the quantities of the packaged product, updating the quantities of the individual components in the process.

y) Royalty % for products from suppliers who provide the product as consignment stock only. Used when establishing the Consignments payments report (Option 7)
z) Web cross reference. When exporting the file to the web, enter the web page where more information may be found.

When enquiring on purchase orders in 3.2 or 3.4, the system displays the Supplier name and E.T.A.

Filter Option 0: Sub-Option 1: All stock with a negative quantity on hand at last update
Filter Option 0: Sub-Option 2: All stock in minus after adding quantity on order and subtracting quantity on back order.
Filter Option 1: All stock with sales in the past month
Filter Option 2: Sub-Option 1: All stock with sales in the past year only
Filter Option 2: Sub-Option 2: All stock with quantity on hand other than zero at last update
Filter Option 2: Sub-Option 3: All stock with sales in the past year or with a quantity on hand or a quantity on back order or a quantity on order other than zero
Filter Option 3: All stock with zero sales in the past year
Filter Option 4: All records on file
Filter Option 5: All stock higher than a figure (entered by operator)when total back orders are subtracted from total quantity on hand.
Filter Option 6: All new release stock based on date first received (date range entered by the operator)
Filter Option 7: Understocked: Stock on Hand and on order is insufficient for the coming 3 months (based on this time last year) OR stock on hand and on order is less than sales for the current month and previous 2 months.

Supplier Number range:
Where a single supplier is requested, the operator may then stipulate whether to:
1. List, additionally, all manufactured items (Status M) if the supplier's items are used in manufacturing or
2. Print the manufactured product code beside the item code or
N. Neither of the above
If more than one supplier is requested, the operator can request that the report prints the supplier's code as part of the description
Note also, normally products with no supplier numbers are ignored. To obtain a list, call for Supplier 0 to Supplier 0.

a Category number range may be requested
If you select a write-off category, you can request that stock that was written off in a previous financial year be excluded from the report.

a Bin Location code range may be requested

a selection of status codes (one or more) may be requested

also, whether or not to include status "O" items.

The sort order is then requested:
1. By product code 2. By Alpha Description 3. By supplier number 4. By bin number 5. By Average Cost * Qty (i.e. Stock Value)
If sort option "3" is chosen, the following sort options are available within supplier number
(a) Back Orders then MTD sales descending (recommended for filter option 1)
(b) MTD sales descending (recommended for filter option 7)
(c) Alphabetically within each category, with writeoffs (Bin W) listed separately. Useful as an End of Year Report.
(d)Alphabetically within each category within each bin location. Useful when needing to locate all of a supplier's product within the warehouse.

What information to include in the report:
1. Product Code, Description, Author, Rec.Retail and, optionally, Wholesale Price
2. Product Code, ISBN, Description, Rec.Retail, Last Cost Price, Qty on hand, on Order and on Back Order
3. Product Code, Description, Qty on hand, on order, on back order, Average Cost, $ value on hand, Sales data
4. Product Code, Description, Sales past 12 months (Jan,Feb,Mar, etc)
5. Product Code, Description, Wholesale price, Average Cost price, Margin % difference.
6. 3 Months Sales Report. Designed to be used with Filter Option 7 (Understocked Product)
7. MTD Report. Designed to be used with Filter Option 1 (MTD Sales)
Note-If Option 5 is chosen, the operator can set a maximum margin to print all items where Wholesale minus the Average cost price is less than the entered percentage. It will ignore all items with a status of "O" or a wholesale of zero. If the operator enters a margin of 99.99%, all products will be listed (including those with a wholesale of zero), but it will still ignore items with an "O" status. Optionally, the operator can request that it also ignore items with an "R"-Runout status

Price Rounding (Option 3.6)

This option allows you to round all retail and wholesale prices to the nearest 5 cents. Also, you can choose whether to vary retail or wholesale or both by a fixed percentage (for a specific category).

A summary list of all purchase invoices received over a particular date range, sorted by date and showing a total for each invoice number.

Enter "T" for totals only, leave the invoice number blank (for all), and enter supplier 999 for all.

Enter the date range, and the report will follow.

When invoicing, back orders are automatically added to the back order file.

Back orders may be added or altered on the file by selecting option 2.1.

Enter a quantity of zero to cancel an individual back order.

Back Order Information includes:

d) 1. Promo/ 2. Forward Order/3. Standing Order Code.
1. A back order can be made no charge by entering a code of 55 here.

2. Entering a month number in the forward order field will reserve a back order until the month comes around. A list of forward orders, sorted by month, customer and product code may be listed under 5.F. Forward orders for a single shop can be changed to a different month by running 2.F. Enter the shop number, the current forward order month, and the month to change it to.
Incidentally, to specify that a back order is a forward order when doing an invoice, enter the back order as a negative quantity. The program will reverse the sign automatically, and then ask which month to supply the forward order on.

3. If a standing order has been omitted from an automatic orders allocation for a particular customer (Option 6), it may be added here.

Note: Back orders for all customers on a specific product may be viewed on the screen whilst amending or querying products (Option 3.2 and 3.4) or when entering a purchase order (Option P.1). These back orders can then all be cancelled by entering *** when prompted by the program. This is particularly useful for seasonal product.

Note - this *** option doesn't delete them immediately. There is a feature on the back order statement run (Option 2.6 or 2.7) which allows you to only print statements for customers where the stock is Out of Print, or where you have cancelled the back orders. Against the cancelled ones it prints 'Back order Cancelled - Reorder if still Needed'. The program only deletes the back orders once 6 months have passed from this cancellation date.

Note: When deleting all back orders for a single customer or a single product (Option 2.4 or 2.5), you must enter the characters DELETE to continue.

You can get a printout for a single customer.

Back order statements may be run for just those titles that are out of print (Status O) or where the back orders were cancelled.

1. Can be printed in Customer or Product order ("D" or "P")

If printing by product, you can choose
(i) Whether to show a summarized total or whether to print individual customers, and
(ii) Whether to sort the report (a) within supplier name, or (b) total back order quantity multiplied by normal wholesale price (i.e. by most popular product first).

Specify any categories you may wish to exclude.

Choose whether to print only those products where
(i)there is stock on hand,
(ii)there is no stock on hand,
(iii)both
(iv)there is restricted stock on hand (insufficient to cover all back orders)
(v)the titles are out of print (Status O) or the back orders were cancelled.

You can optionally select a specific supplier.

You can choose forward orders for a specific month (which ignores forward orders for a later month).

2.To obtain a summary list of the back order total for each supplier where there is insufficient stock on hand (the totals will be based on the last landed cost price):

Enter "T" for supplier totals.
Enter 999 for all suppliers.

3.To obtain a list of the products for a specific supplier where there is insufficient stock on hand.

Enter "O" for orders required.
Enter the specific supplier number (or 999 for all).

1. Enter whether this is an invoice or a credit note (Type I or Type N).

Worksheets (Type W) and Return authorizations (Type R) may also be entered along with invoices and credit notes. They are not posted when running option 5.4.

To convert a worksheet to an invoice, simply call up the same number using a Type 2. Note, the system allows you to modify the date when converting a worksheet to an invoice.

To convert a return authorization to a credit note, simply call up the same number using a Type 3.

To open up a transaction in its current format, call up the number using a Type 1.

Then enter your operator initials and whether special Customer class pricing applies to this order (e.g. in the case of a Trade Fair order, you may have special pricing set up for Cust.Class orders of "T")

2. Enter an optional message (e.g. Thank you for your order). This will be printed at the bottom of the invoice or credit.

3. Enter the date.

4. Enter the shop's order number.

Note- the program records total returns on each product. For this reason, when entering a credit note which is really a correction to an invoice (not a true return), the program will prefix the order reference with ERR to ensure the credit note quantities are not added to this field.

Option 5.5.R prints out the MTD returns.

Normally a credit note is applied against the Current outstanding balance field on the customer master record.

By typing /2, /3 or /4 as the first 2 characters of the customer order number, it causes the program to credit the 30 day, 60 day or 90 day fields instead.

5. Enter the shop number.

Note - When you enter more than one invoice against the same customer on the holding file, a warning message is displayed.

If the customer isn't on file, enter the control number 9991. This will allow you to add the customer and then continue from this step in the program.

If the customer is on file, but needs amending, enter the control number 9992.

If you don't know the number and the F1 drop down screen doesn't help, enter the control number 9999. This will allow you to enter an alpha string.

The system will then display a list of customers having the alpha string in their shop name or their contact name.

If you want to exit the program at this point, enter the control number 9993.

6. If the shop has an outstanding balance over 60 days, it will display that info and then pause to see if you wish to continue with this shop's order.

7. Enter whether or not the order is to be despatched to a different address and, if it is, the new address.

8. Enter a salesman code. (2 digits). Each salesman description may be entered (and listed) through Option 4.S. Use the F1 key for a drop down list. This code is used to generate a monthly sales dissection report.

9. Enter whether or not you wish to correct steps 3-8.

If there is a 2 line memo against this debtor, it is displayed with the facility to alter it. It is then displayed at the top of the invoice for the whole of the first page of entries.

The system now checks the back order file to see if any of the products are now in stock. It then displays those it finds line by line, asking you to key in the quantity to be supplied for each one.

If there is no retail price on the product file (and no 'NO CHARGE' phrase in the product description), the system prompts the operator to input a retail price (and if necessary a wholesale price) to the product file automatically.

If you ignore an amount outstanding on the back order file, and then decide you do want to supply it, key in -999 to relocate that backorder again.

After processing the back orders, the system asks for the actual order to be keyed in.

At the start of each line, you key in the product code.

You may enter an ISBN number instead of the product code. The system does a search on both indexes to find the correct product.

The ISBN number (if there is one) is always printed when doing invoices. Your own product code is printed when doing worksheets.

Alternatively, you may enter one of the following control codes:

/Q: This cancels the invoice/credit. When an invoice is cancelled, it is printed on the monthly transaction report (5.5.1) with a zero value.

/E: This closes the invoice/credit

/L: Each invoice/worksheet is sorted automatically by description (or by product code depending on the category) within each bin number. When you issue /L to list an invoice, it opens a window to allow you to scroll through the invoice in this sorted order. Pressing the delete key on a highlighted line will delete that line, pressing the insert key will reinstate it.

/U: Allows you to display and/or update the 2line memos.

Note: You may print all the 2 line memos by selecting Option 1.7 and entering shop 9999.

/B allows a bulk discount to be used on all subsequent entries. To switch it off, enter /B a second time and change the override to zero. To generate a zero discount on an invoice, enter the bulk discount as 0.01.

/D entered at the start of an invoice, specifies a drop shipment invoice. It will ask for the conversion rate equivalent to $1 AU.

The system will also request the discount to be used when calculating the wholesale price.

For every product then entered, the system will bring up a retail price equal to the overseas price divided by the conversion rate.

At the end the system will prompt the operator for an additional customs amount.

Entering /M sets a bulk mark up based on your last landed cost.

If (for example) 35% is entered and a product cost $1.00, it will set the wholesale price at $1.54 (i.e. $1.00/0.65).

Entering /1 in an invoice allows customer file amendments.

Entering /2 in an invoice allows customer backorder file enquiries.

It will show whether b/orders have been committed through a worksheet or an invoice not yet updated.

Entering /3 in an invoice allows product file amendments.

<Enter> by itself allows a comment.

Prefixing the product code with /Z designates this line as a promotion (no charge).

Prefixing the product code with /F designates the product as having a fixed or overriding discount. The system will request this discount %.

Using this /F option will also fix the retail price and discount/wholesale price of a back order for a customer. If a later back order is entered for this customer without the use of /F, it will set up a separate back order for the customer where the retail and discount/wholesale price is not fixed. Normally, back orders for the same product for the same customer have their quantities combined to make one transaction while showing the separate customer reference numbers.

To fix the discount on a back order (but not the retail price), use /F and ensure the retail price that is entered is zero.

Entering a control product code of 9991 allows you to add a product that isn't currently on file.

Once the product code is established, the system asks for the quantity to supply.

Next, the system asks for the quantity to back-order.

Then, you may accept or override the standard product description.

Then, you may accept or override the retail price.

Then, you may accept or override the wholesale price.

If there is no retail price on the product file (and no 'NO CHARGE' phrase in the product description), the system prompts the operator to input a retail price (and if necessary a wholesale price) to the product file automatically.

Finally the operator is asked to accept or re-enter the entire line Yes/No/Text/Bottom line comment (Y/N/T/Z).

At this point, entering T allows extra text to be printed after the line.

Comments are normally sorted to the top of the invoice. Entering Z at this point will print a comment at the bottom.

Having finished the first line, enter the rest of the order line by line.

When more than one page is entered on an invoice, the system scrolls up half a page instead of clearing the page.

When finished, enter /E to close the invoice.

If the customer is in the Tape Club (optional), the system then counts the number of non-promo products in the Tape Club categories as set up in the System Parameters E.g. cassettes & redeemed coupons (categories 1 & 30). If the customer has a standing order for CD's (category 62), the system will also add the non-promo CD's (category 17). It then uses the product code CLUB to generate an entry for the number of coupons to include with this order. (CD customers will be shown on the invoice with an '*')

The system then requests the freight amount.

Then whether or not the optional message (if there is one) is to be printed.

Next, the system requests the despatch method.

If adding an invoice/worksheet, it may be viewed or printed.

If amending an invoice/worksheet it always prints.

Use the V option at the start if you simply wish to view it.

Note: A special 3 line message may be printed by setting it up in System

Parameters (Option 9.4)

The system then asks if you require another invoice/credit or if the invoice/credit just printed needs to be reprinted.

Enter N to exit this program.

No GST is payable on consignments until an invoice is raised.

1. Doing a consignment (Option 5.1)

Type C for consignment.

Similar to an invoice, but no debit takes place. Can be set up with a lower discount, through option 4.G, or by entering /B at the start of the transaction lines. Enter a negative quantity if stock is being returned (no sale).

2. Doing an invoice (Option 5.1)

Type I for invoice.

The operator needs to specify that the invoice be made out for stock previously sent out on consignment by entering the word CONSIGNED against the customer reference. Program will automatically pick up last consignment retail and wholesale prices. Note - where there was a change in retail price and customers were consigned stock at both prices, it is up to the customer to ensure that the earlier stock (if any is left) now reflects the latest retail price.

If you then need to do a credit note (you invoiced something that was not yet ready to be invoiced as it hadn't yet been sold), enter the word CONSIGNED against the customer reference and the system will know that the credit note refers to an invoice on stock previously sent out on consignment.

3. Reports: 1. Summary of stock held by all customers. When printing the consignments report (5.5.8), you can print out a customer summary. When printing the whole list, the system ignores zero quantities.

Step 1. Enter whether this is a payment, a journal, or a direct credit at the bank (P/J/D).

2. Accept or override the reference number. Enter /E to end.
If looking for a customer where you only know the invoice number, enter 88888 and enter the invoice number, The system will locate the customer number and display it.
If looking for a customer based on the amount received, enter 77777 and enter the amount (or a range of amounts). The system will display any customers with that amount in their aged column, or optionally, any invoice for that amount.

3. Enter the customer account. Enter 9999 to end.

4. Enter a comment.

5. Enter the date.

6. Enter the amount.
If this is a payment, you can specify how it was received (1-Cash 2-Cheque and enter the cheque details 3-Credit Card and enter the credit card details)

7. Enter whether or not to correct steps 1 - 6.

8. Return to step 1.

You may list a batch to the screen (and cancel) payments and journals prior to an update by entering option L. You may total your payments by option T. When finishing a payments batch, you may print (or reprint) a Banking summary by selecting option B.

Note - normally payments are posted to the oldest period first and so on down to the current period (i.e. in the order 90, 60, 30, Current). Journals are normally posted against the current period.

To override this, enter the period to be posted in the comment field with a "/" prefix i.e. enter the 1st 2 characters as /1 to post the current period

/2 to post to 30 days period

/3 to post to 60 days period

/4 to post to 90 days period

Use this facility to do a bulk worksheet run for backorders for a single product, a single supplier, a number of suppliers, or all suppliers where the stock has now come in, in the chronological order that the back orders were placed.

The operator entries are as follows:
1. Date that will get entered on all the worksheets.
2. Reference remark on all the worksheets (e.g. Backorders)
3. Supplier number options:
(a) Enter the word INVOICE if selecting a specific product. The program will then prompt you for the product code.
(b) Enter a supplier number
(c) Enter more than one number separated by commas
(d) Enter ALL if processing all suppliers
(e) Enter NONE if restarting a bulk reprint.

4. Overdue Balances to exclude:
Whether to exclude 1. Customers on 60 days 2. Customers on 90 days 3. No Customers
The default is 2: Customers on 90 days.

5. Minimum worksheet value: This defaults to zero. If you enter a figure such as 10.00, it will remove worksheets with a total value of less than $10.00.

After bulk generating the worksheets, the program then prints them out.

If any worksheets were removed, due to not reaching a minimum value, the system still records the back order as having been supplied until you next do an update (Option 5.4). If you know this has happened, it is advisble to do an update as soon as possible. Otherwise, the customer may have a real order just waiting to be processed, and the system won't bring up the back order that the customer is entitled to.

As invoices, credits, payments and journals are entered, they are placed in a temporary holding file until the update is run.

This procedure updates the customer accounts, the back order file and the product sales history before removing these transactions from the temporary file.

Lastly, the program clears all F statuses where the first product shipment has sold out and a second shipment has encountered sales.

Note: If this program is interrupted for any reason (e.g. a power fail), the system will automatically restore the status of the system immediately prior to the update.

Then you may rerun the update.

You can create products on the fly by entering 9991 on any line.

You can also alter a product code by entering 9993 on any line.

When doing a purchase order, an E.T.A. comment line may be added. This will then be displayed when looking at outstanding orders (option O) within a product enquiry.

You may view the back orders (if there are any) by entering -1 as the quantity. These may then be tagged for cancellation (see back orders notes above).

Should the E.T.A. change, Option P.1E will allow one (or more than 1) order numbers to be updated.

When amending a purchase order, the system will not alter the purchase date of the amended lines, but will keep the original date.

The system has the ability to record the overseas retail price, and calculate the actual cost price.

To implement this feature, enter the conversion rate and the supplier discount. After you have entered this once, the system remembers it for next time. To add on a fixed oncost enter the percentage required/P>

Then, as you enter each line, the supplier's list price, the discount, an optional add-on percentage (may be plus or minus), the system calculates your local cost price.

Where stock has been sold and the file updated prior to a cost price being entered, the YTD cost will be automatically recalculated when the cost price is entered and the system updated again.

You can search the orders file for this supplier by entering code 9992 into the product code field.
You can then specify whether to view just the products with quantities supplied (option S), search for a text string in the order description or the supplier code or product code, or simply view all orders with this supplier. You can delete individual order lines by pressing the delete key, or reinsert them by pressing the insert key.

If, instead of deleting the lines, you wish to change the quantities supplied on this invoice to zero, type /Q to cancel

You can also add products and alter product codes by entering 9991 and 9993 respectively into the product code field.

You may update the status for stock that is now out of print (Status O) or is being reprinted/in production (Status I). Simply enter 9994 into the product code field, and then enter the product code. The program will prompt you with the product description in order that "O/P" may be inserted for the out of print items.
Any outstanding orders will then be deleted for that product item.
If the product is in production (Status I), an expected date of release may be entered.

You can prevent purchase orders received from being updated by leaving the stock received date blank.
If you type /L (either against the invoice number at the top, or when entering product codes) the program lists entries on the screen, either a specific date received, a specific supplier, a specific invoice, or every stock in transit line awaiting finalization.
When stock for a specific batch is received in the warehouse, you enter the stock received date by running option P.2 and typing /R when asked for the invoice number. Enter the supplier and/or the invoice number and the date received.

To correct previous rates, enter /C against the invoice number. The program asks for the invoice number being corrected, the date of the invoice, whether the correction relates to (1)the discount (2) the add on (3) the conversion rate or (4) the oncost. It then asks if the invoice is still in the orders file, or whether it has been updated and is now in the purchases history file. Lastly it asks for the old rate and the new rate and whether to now make the correction Y/N. If Y, the correction is applied against that invoice.

If there is now a need to rebuild the average cost price, enter REBUILD against the invoice number. The program ignores the written off categories and processes every other product with a quantity on hand greater than zero, checking the average cost price and correcting it where necessary.

This step may be done here, or it can be done with the standard daily update (Option 5.4)

a. Print in order number order, either all the order lines or a summary total for each order. (One, some, or all orders may be printed like this).

b. Print in product code order, either all the product lines or a summary total for each product. (One, some, or all products may be printed like this).

c. Print or Display in Supplier number order, the supplier name, the order number and the date.

Finally, when starting a purchase order (Option P.1), you normally stipulate bestseller status as a memory aid to the operator. Then, when the operator enters each line, he/she may use the F1 key to obtain a drop down list of the supplier's titles. Products that require reordering will display a legend on the right side of the window.

The legend is as follows:
(a)$ - Indicates all products with a negative quantity on hand, or more back orders than have been accounted for with purchase orders, except for products in (c) below.
(b)* - Indicates a product low in quantity (based on last 12 months sales).
(c)1,2,3,4,5,6,7,8,9,O,N,D - Indicates a product with a status of "F","I" or "S" with back orders and no orders placed that has a future intended date. The number/letter indicates the month.
(d) a tick - Indicates a product not needing ordering.

When an item is selected, a recommended quantity will be displayed.
The formula is as follows:

1. (B/O qty + un-posted worksheets and invoices + 12 months sales qty) * Holding Months divided by 12

Add to this figure the back order quantity and subtract the quantity on hand and on order.

Note - where the stock has been released less than 12 months, the actual number of months is substituted for the 12.

To summarize:

a. The system firstly tags every product that requires ordering. (Using the formula above)

b. It places tagged products that have back orders ("$" tags) first.

c. It places low quantity products ("*" tags) (sorted on sales over past 12 months) next.

d. It places stock with forward order months (month number tag) next.

e. Ticked products are listed last (sorted on sales over past 12 months).

The end of month reports (Option 5.5.1) produces a list of all invoices and credits, split into 2 columns: Normal sales and GST exempt. The second column is for overseas sales (and any invoices written to an internal account e.g. Samples).

The first column total is then recorded on your business activity statement with 1/11 being the GST liability.

Other monthly reports

Top Sellers (MTD) and Top Sellers (YTD)

Options include:

1. Whether to use $ amount or quantity for the sort.

2. Whether to pick a specific supplier

3. How many to list.

4. Whether to choose particular categories (separated with commas). To pick all products that have a valid ISBN, type the letters ISBN against the category entry.

Category Summary (MTD)

Note - you may sort the suppliers alphabetically rather than numerically.

This may help when looking for (or needing to group) a number of suppliers.

1. Allows the operator to target old back orders for cancellation that are more than a year old. If you choose this option, the system will first list them and then ask you to confirm that you want to go ahead. Deletion of these back orders occurs automatically 6 months from this date.

2. Clears all monthly figures back to zero and ages customer accounts. Deletes the customer's monthly transactions file.

If you need to enquire on, or list monthly reports or customer files from a previous month, e.g. February 2001, use the "PREV" option in System Maintenance (Option 9.G.2) and call for FEB 2001. This will access the files held in that month's folder.

There is another folder in option 9.G.3, the LMTH folder, which offers the following 3 facilities.

Facility 1. The ability to enter the end of year stock take figures in the LMTH folder when the main system has had the end of month and end of year run. You can then obtain a Final stock take listing in the LMTH folder at any time during the first month of the new year (Option 3 sub-option 5). Call for filter option 2 (YTD-On Hand), Report option 3 ($ values).

This includes stock with YTD sales or non-zero quantities on hand.

The entries you make automatically update the main system when you either

(1) Run option 5.4 in the LMTH folder or

(2) Run end of month for the first month of the new year in the main system.

Facility 2. The ability (Option 9.W) to write off old product in the LMTH folder when the main system is in the new year (or at any time) i.e. give the old product a write-off category number and changes its status to "R" for run out or "O" if the quantity on hand is zero.

These entries automatically update the main system when you rebuild at the end of the option. There is also the option to run a rebuild at the start of the option. If you want a listing of potential write-offs, enter a write-off category of zero at the start of the option, and enter a date since which there has been no sales of the product.

When you have completed the write-offs, you can then obtain a write-off listing in the LMTH folder, (Option 3 sub-option 5). Call for filter option 2 (YTD-OH), Report option 3 ($ values), specifying the write-off category.

Lastly, you return to the main system and run Option 3.6 calling for that category (all suppliers) and specifying the write-off option (i.e. that the average price be changed to zero) for that category.

Clears all year to date totals.

Removes all stock history transactions prior to the 1st January creating an archive file for the previous calendar year. This file is named after the year just gone, e.g. "1989.DBF".

After you have run this option, use the ability to access the last month (LMTH) folder to enter your stock take and your write off category.

Reindex files 9.1

Alter passwords 9.2

Fix an Out of Balance Account 9.3

Change parameters 9.4

(a) Each product category (books, videos, jewellery, etc) has a text file creation key as follows:

Key 1: Output the category twice, firstly sorted on supplier and description, secondly on author. Use this for books.

Key 2: Output the category once, sorted on supplier and product code.

Key 3: Output the category twice, firstly sorted on supplier and product code, secondly on description.

Enter the correct key for each category through option 4.1.

(b) When creating the word processing file (option 9.5) the options are as follows.

1. Which supplier (99 for all)

2. Which category (99 for all)

3. Which author (leave blank for all)

The text file is then created.

If there is more than 1 category, the file is sorted by category no.

The following fields are output:

1. Category description

2. Category number

3. A blank column if the category is only output once, otherwise the letter A for the first time the category is output, then the letter B for the second time the category is output.

4. Supplier name

5. Supplier number

6. ISBN Number

7. Product code

8. Product description

9. Author

10. Binding

11. Publisher

12. Retail price

Sub-options:

1. You may create a file of all titles with a valid ISBN.

Note - To exclude an item that has a valid ISBN, ensure there is an EX in the binding code. Note that the system will also exclude items with a status of "O" (Out of Print), or a retail price of zero.

2. You may print the file, sorted into alphabetic order.

3. You may print any product with a missing ISBN that has a category number that you stipulate.

This option automatically places the 'S' status against all products with zero quantity, no stock on order, and no activity since a set date (normally date of last sale would precede today's date by 12 months minimum and date of last purchase/operator entry by 24 months minimum).

1. Write Off Option (9.W) allows the write off category to be entered while displaying the old one. Can choose a specific supplier. Will ignore products with a zero average cost or a zero quantity on hand.

The products are then displayed from the oldest to the newest.

Press <Enter> to allocate the category, "C" to cancel the write off category if you press <Enter> against a line in error.

If satisfied at the end, reindex the file. This replaces the old category.

Note - A lot of records end up on file with a zero quantity and zero average cost, many times because the product code is added but no quantity ever comes in.

To allocate a write off category using the drop down screen, there is a special option at the start of the write off program to choose all products with this zero average cost, and to ignore products with status "O" or "S" or ones that have been already allocated the write-off category.

The new ones are not to be written off. They will have a zero average cost, as these are products for which a first shipment is about to come in.

Press <Enter> to allocate the category, "C" to cancel the write off category if you press <Enter> against a line in error.

If satisfied at the end, reindex the file.

2. Alter Categories (Option 9.C) allows entry of a new category while displaying the old one. Replaces the old category when you reindex at the end.

3. Alter Retail Price (Option 9.Z) allows entry of a new retail price while displaying the quantity on hand, the overseas retail and last cost price.

4. Alter Carton Size (Option 9.S) allows entry of a carton size.

5. Alter Topic (subject) (Option 9.T) allows entry of a subject number.

Brings up a calendar.

If the CBAA files are installed, allows an enquiry by ISBN, Title, Author or Publisher. Also shows who are distributing specific publishers and which publishers are available through a specific distributor.

When enquiring on CBAA, entering the '-' sign will skip back a page.

This option is also available in 5.1 by typing CBAA at the start of a line

This will bring up a pop up calculator. Enter the calculation using +, -, * to multiply and / to divide.

When finished, press enter to see the result.

To send the result back to where you were, press K and enter, otherwise just press enter a second time.

** End of Manual