THE INVOICE STORE version 1.6 ============================== I. INTRODUCTION Welcome to The Invoice Store. The Invoice Store is an invoicing system targeted to any retail business. The program is very easy to enter invoices and to keep track of receivables. Supports customers, salesmen, inventory, invoices, payment history, allows credit lines, and provides many reports. The program can create its own invoices or the user can use any pre-printed forms (Custom forms can be created). The program can work in a single user or network environment. Invoices can be generated at time of sale or be batched for later printing. If you would like custom configurations of The Invoice Store or considering in having custom software, please feel free to contact the author at: Michael Colucci Tel: (516) 567-0093 Fax: (516) 567-5563 II. INSTALLATION The Invoice Store requires any IBM PC compatable computer with at least 512K of memory and a hard disk drive. Prior to installation, verify that the CONFIG.SYS file meets the following requirements: FILES=40 BUFFERS=40 To install The Invoice Store, just copy all of the files found on the floppy disk to any subdirectory on your hard disk. Refer to your DOS manual if this procedure is unfamiliar to the user. Type RUN followed by the ENTER key to run the program. III. EDITING DATA Editing data is very simple. When the mode of operation is in Editing Mode, the field to edit is highlighted. The cursor will flash under the character that may be edited. The following keys can be used while in editing mode: Left Arrow Moves the cursor one character to the left Right Arrow Moves the cursor one character to the right Up Arrow Edits the previous field Down Arrow Edit the next field Home Moves the cursor to the first character End Moves the cursor to the last character CTRL Home Edits the first field CTRL End Edits the last field CTRL Y Deletes from the cursor to the end of field CTRL U Restores all data to original values Ins Toggles insert mode to overstrike mode Esc Aborts operation Enter Edits the next field When done editing all of the desired data, the user can press ENTER until the editing session is complete. IV. THE MAIN MENU From the main menu, the user can enter any of the four modules of The Invoice Store. Each module has several sub catagories. To enter the desired sub catagory, the user must press the associated character followed by the ENTER key. A pop-up calendar is available from anywhere in The Invoice Store. To activate this calendar, the user must press ALT-C from any screen. A calendar will be displayed showing the current month. To return back to the application, the user must press the ESC key. V. MAINTENANCE SYSTEM MODULE The Maintenance System has the following sub catagories: Customer Maintenance Database Maintenance Inventory Maintenance Salesmen Maintenance Vendor Maintenance System Maintenance V.1. CUSTOMER MAINTENANCE Customer maintenance is used to store all information about customers. Each customer is identified by unique a customer number. A customer can have information changed from this module. ADDING A NEW CUSTOMER To add a new customer, the user must press the F1 key. The system will create a new customer number. The user can change this number if desired. If the user enters a customer number that already exists, the program will reject the addition of the new customer when the user attempts to save the data. The keys used for addition are the same as the editing keys. EDITING CURRENT CUSTOMER To edit the data of the current customer shown on the screen, the user must press the F2 key. The customer number cannot be changed. Only the current customer shown can be edited. DELETE CURRENT CUSTOMER To delete the current customer from the program, the user must press the F3 key. The program will prompt the user if this deletion should take place. When a customer is deleted all invoices associated with that customer will also be deleted. Once a customer is deleted, it cannot be restored. SEARCH FOR A CUSTOMER NAME To search for a customer name, the user must press the F4 key. The user will be prompted to enter the customer name. The system will attempt to find a close match of the name entered. If the customer entered is found then the customer will be displayed on the screen. VIEW ALL CUSTOMERS To view all customers, the user must press the F5 key. The user will see a short description of all the current customers. The user may scroll through the customers on the screen by pressing the up arrow or down arrow keys. To advance to the next screen the user must press the Pg Dn key. To advance to the previous screen the user must press the Pg Up key. To select the desired customer, the user must highlight the desired customer and press the ENTER key. If the user wishes to abort this operation, the user must press the ESC key. Once the desired customer has been selected, this will become the current customer displayed on the screen. This feature is very useful when trying to select a customer very quickly. PAGE THROUGH CUSTOMERS To view customers one screen at a time, the user must press the Pg Dn key or the Pg Up key. V.2. DATABASE MAINTENANCE Database maintenance (file maintenance) should NEVER be used. This feature has been provided in case of a hard disk failure or when available disk space is getting very low. V.2.1. REBUILD ALL DATABASES This feature should only be used after a hard disk crash. All of the database index files will be rebuilt. This feature may take some time. V.2.2 DELETE OLD PAID INVOICES This feature should only be used if available disk space is getting very low. This featur will allow the user to delete old paid invoices. The user will be prompted for the invoice date range to delete. The user can press to abort this feature. V.2.3 DELETE BATCH OF INVOICES This feature should only be used if the user wishes to delete a batch of invoices that have not been printed. V.3 INVENTORY MAINTENANCE Inventory maintenance is used to store all information about inventory. Each inventory item is identified by a unique stock number. Inventory information can be changed from this module. The following information is entered into the inventory: STOCK # A unique stock number DESC The product description PRICE The selling price of the product COST The cost of the product STOCK The number of items currently in stock LOW STOCK The number of items required to reorder stock WEIGHT The weight of the item UPDATED The date when the last manual update has been made DETAIL A four line description of detail information ADDING A NEW INVENTORY ITEM To add a new inventory item, the user must press the F1 key. The system will create a new stock number. The user can change this number if desired.If the user enters a stock number that already exists, the program will reject the addition of the new inventory item when the user attempts to save the data. The keys used for addition are the same as the editing keys. EDITING CURRENT INVENTORY ITEM To edit the data of the current inventory item shown on the screen, the user must press the F2 key. The stock number cannot be changed. Only the current inventory item shown can be edited. DELETE CURRENT INVENTORY ITEM To delete the current inventory item from the program, the user must press the F3 key. The program will prompt the user if this deletion should take place. Once an inventory item is deleted, it cannot be restored. SEARCH FOR AN INVENTORY ITEM To search for an inventory item, the user must press the F4 key. The user will be prompted to enter the product description. The program will attempt to find the best match of an inventory item that fits the description. If the description entered is found then the inventory item will be displayed on the screen. VIEW ALL INVENTORY To view all inventory items, the user must press the F5 key. The user will see a short description of all the inventory items. The user may scroll through the inventory items on the screen by pressing the up arrow or down arrow keys. To advance to the next screen the user must press the Pg Dn key. To advance to the previous screen the user must press the Pg Up key. To select the desired inventory item, the user must highlight the desired inventory item and press the ENTER key. If the user wishes to abort this operation, the user must press the ESC key. Once the desired inventory item has been selected, this will become the inventory item displayed on the screen. This feature is very useful when trying to select an inventory item very quickly. PAGE THROUGH INVENTORY ITEMS To view inventory items one screen at a time, the user must press the Pg Dn key or the Pg Up key. V.4 SALESMAN MAINTENANCE Salesman maintenance is used to store all information about salesmen. Each salesman is identified by unique a salesman number. A salesman can have information changed from this module. ADDING A NEW SALESMAN To add a new salesman, the user must press the F1 key. The user will be prompted to enter a salesman number. If the user enters a salesman number that already exists, the program will reject the addition of the new salesman when the user attempts to save the data. The keys used for addition are the same as the editing keys. EDITING CURRENT SALESMAN To edit the data of the current salesman shown on the screen, the user must press the F2 key. The salesman number cannot be changed. Only the current salesman shown can be edited. DELETE CURRENT SALESMAN To delete the current salesman from the program, the user must press the F3 key. The program will prompt the user if this deletion should take place. Once a salesman is deleted, it cannot be restored. SEARCH FOR A SALESMAN To search for a salesman, the user must press the F4 key. The user will be prompted to enter the salesman number. The system will attempt to find a match of the number entered. If the salesman entered is found then the salesman will be displayed on the screen. VIEW ALL SALESMEN To view all salesmen, the user must press the F5 key. The user will see a short description of all the current salesmen. The user may scroll through the salesmen on the screen by pressing the up arrow or down arrow keys. To advance to the next screen the user must press the Pg Dn key. To advance to the previous screen the user must press the Pg Up key. To select the desired salesman, the user must highlight the desired salesman and press the ENTER key. If the user wishes to abort this operation, the user must press the ESC key. Once the desired salesman has been selected, this will become the current salesman displayed on the screen. This feature is very useful when trying to select a salesman very quickly. PAGE THROUGH SALESMEN To view salesmen one screen at a time, the user must press the Pg Dn key or the Pg Up key. V.5 VENDOR MAINTENANCE Salesman maintenance is used to store all information about vendors. Each vendor is identified by unique a vendor number. A vendor can have information changed from this module. ADDING A NEW VENDOR To add a new vendor, the user must press the F1 key. The user will be prompted to enter a vendor number. If the user enters a vendor number that already exists, the program will reject the addition of the new vendor when the user attempts to save the data. The keys used for addition are the same as the editing keys. EDITING CURRENT VENDOR To edit the data of the current vednor shown on the screen, the user must press the F2 key. The vendor number cannot be changed. Only the current vendor shown can be edited. DELETE CURRENT VENDOR To delete the current vendor from the program, the user must press the F3 key. The program will prompt the user if this deletion should take place. Once a vendor is deleted, it cannot be restored. SEARCH FOR A VENDOR To search for a vendor, the user must press the F4 key. The user will be prompted to enter the vendor number. The system will attempt to find a match of the number entered. If the vendor entered is found then the vendor will be displayed on the screen. VIEW ALL VENDORS To view all vendors, the user must press the F5 key. The user will see a short description of all the current vendor. The user may scroll through the vendors on the screen by pressing the up arrow or down arrow keys. To advance to the next screen the user must press the Pg Dn key. To advance to the previous screen the user must press the Pg Up key. To select the desired vendor, the user must highlight the desired vendor and press the ENTER key. If the user wishes to abort this operation, the user must press the ESC key. Once the desired vendor has been selected, this will become the current vendor displayed on the screen. This feature is very useful when trying to select a vendor very quickly. PAGE THROUGH VENDORS To view vendors one screen at a time, the user must press the Pg Dn key or the Pg Up key. V.6 SYSTEM MAINTENANCE System Maintenance is used to enter and display information about the user of The Invoice Store. The following information from this module will be entered: Company Name Company Address Company Phone Number Last Invoice Generated Last Customer Generated Last Inventory Generated Form Type The user must enter this information from this module. To edit any of this information, the user must press the F1 key. There are three form types available. They are GENERIC FORM, HP LASER-JET, and CUSTOM FORM. The GENERIC FORM is used if the user wishes to print invoices on a generic printer with pre-printed forms. Most of the users will use this type of form. The HP LASER-JET is used if the user has a HP LASER-JET printer. A special laser printer invoice will be automatically generated when an invoice is printed. If the user has a HP DESK-JET printer, the following sequence must be used: 1. Since the HP DESK-JET has its limitations, these steps must be followed. 2. A file named LASER.FRM is provided. The user must send this file to the printer. This can be done by use of the DOS command PRINT. The user may wish to print a number of copies of this file. This will be the pre-printed form be used with this printer. When ready to print invoices, the user must load this paper into the printer. 3. The user must select the CUSTOM FORM and leave all the default values. The CUSTOM FORM is used to work with pre-printed forms. The user can edit any of the field coordinates to match the coordinates on the pre-printed form. If the user wishes to omit any field, then the user must blank out the coordinate. This can be done by use of the DEL key. To exit this module, the user must press the ESC key. VI. INVOICING SYSTEM MODULE The Invoicing System has the following sub catagories: Enter New Invoices Print Batched Invoices View Open Invoices VI.1 ENTER NEW INVOICES This system is used to generate and recall invoices. Prior to using this system, the user should have entered customers and inventory in the previous modules. ENTERING A NEW INVOICE To enter a new invoice, the user must press the F1 key. The user will then be prompted for a customer number. If the customer number is known, the user can enter the customer number followed by the ENTER key. If the customer number is unknown, the user can press the ENTER key and a list of all customers will be displayed on the screen. The user can then scroll through the customers until the correct one is found. The view procedure was explained in detail in the customer and inventory modules. Once the customer number has been entered correctly, the name and address of the customer will be displayed at the top of the screen. The user is then prompted to enter the detail information of the invoice. The user is then prompted to enter the stock number of the inventory item. The Invoice Store accepts two types of items (Inventory Items and Misc Items). An inventory item is an item that is found in the store's inventory. A misc item is a non-inventory item and has no information associated with it. If the user wishes to enter a misc item, then the user must enter MISC followed by the ENTER key. If the user wishes to enter an inventory item, then the user must enter the stock number followed by the ENTER key or press the ENTER key to view all inventory items. The view procedure was explained in detail in the customer and inventory modules. Once the inventory item or misc item has been entered, the user is prompted for the quantity of items to be sold. The default quantity is one. The user may enter any amount that is being sold. The program will reject any quantity that is not currently in stock. Once the quantity has been entered, the user is prompted for the price. The default price is based on the information supplied by the inventory module for the inventory item. If a misc item is used, then the default price is zero. The user may enter a new price or keep the current price followed by the ENTER key. The program is now ready to accept a new stock number. This procedure will continue until the user presses the ESC key. A maximum of ten different items may be generated on a single invoice. Once all of the items have been entered, the program will calculate the current subtotal. The user is then prompted for the discount, tax, and shipping charges. The total will then be displayed. If the user wishes to edit the detail information, the user must press the F1 key. Detail information can be edited the same as above. If the user wishes to add more items, then the user must press the F2 key. Items will be entered the same as above. If the user wishes to edit the quantity and price of an existing item, then the user must press the F4 key. The user will then be prompted for the correct stock number to edit. The user can scroll through the items by use of the cursor keys until the desired one is highlighted. To select the desired item, the user must press the ENTER key. The user may enter the new quantity and price. To cancel this operation, the user must press the ESC key. The new totals will be displayed on the screen. If the user wishes to delete an item, then the user must press the F5 key. The user will then be prompted for the correct stock number to delete. The user can scroll through the items by use of the cursor keys until the desired one is highlighted. To select the desired item, the user must press the ENTER key. The program will ask the user to confirm the delete. The new totals will be displayed on the screen. If the user is done with entering all items, the user must press the F3 key. The user will have a choice to print the invoice or to void the invoice. If the user wishes to print the invoice, there are two printing options. To print the invoice now, the user must press the F1 key. To print the invoice later, the user must press the F2 key. If the user wishes to void the invoice, the user must press the F3 key. If an invoice is voided, all items are returned to inventory. RECALL AN OLD INVOICE If the user wishes to recall an old invoice, then the user must press the F2 key. The user will be prompted for the invoice number. The user must enter the invoice number followed by the enter key. If the invoice is found, then the invoice will be displayed on the screen. The user would be able to print the invoice or to void the invoice. VI.2 PRINT BATCHED INVOICES This feature is used to print all batched invoices. Batched invoices are invoices that were selected to print later when the invoice was generated. After the batch is printed, the user is prompted to delete the batch. If the user does not delete the batch, the invoices will remain in the batch. VI.3 VIEW OPEN INVOICES This feature is used to view all open invoices. The user may page through the open invoices by pressing the Pg Dn and Pg Up keys. The user may also print or void the invoice. These features were explained in detail above. VII. REPORTING SYSTEM MODULE The Report System is used to generate different types of reports. Reports can be generated to the screen or to the printer. The following reports can be generated: Aging Report Summary Reports Detail Reports Listing Reports Salesman Sales Product List For Customer Customer List For Product Inventory List For Vendor Payment History VII.1 AGING REPORT The aging report is used for generating a report for all customers that have outstanding balances that are still due. To send the report to the printer the user must press the F1 key. To send the report to the screen the user must press the F2 key. To exit this report the user must press the key. In this report, the user is also able to print all invoices that are outstanding. This is done by pressing the F3 key. The invoices that would print are the same as all items that would be printed on the aging report. This is useful if the user wishes to print monthly statements. VII.2 SUMMARY REPORTS The following information will be generated on a summary report: Total Sales Collected This item will show all money collected on invoices. Total Sales Tax Collected This item will show all taxes collected on invoices. If an invoice is a partial payment, it is assumed that the entire tax was collected. Total Shipping Collected This item will show all shipping charges collected. If an invoice is a partial payment, it is assumed that the entire shipping charge was collected. Taxable Sales Collected This item will show all money collected on invoices that are not tax exempt. Non-Taxable Sales Collected This item will show all money collected on invoices that are tax exempt. The user can select one of the following reports summaries: End-Of-Day Summary Report End-Of-Week Summary Report End-Of-Month Summary Report End-Of-Year Summary Report Select Range for Summary Report To send the report to the printer the user must press the F1 key. To send the report to the screen the user must press the F2 key. To exit this report the user must press the key. VII.3 DETAIL REPORTS The following information will be generated on a detail report: Invoice Number Customer Number Invoice Date Invoice Terms Invoice Amount Amount Paid On Invoice Amount Due On Invoice The user can select one of the following reports summaries: End-Of-Day Summary Report End-Of-Week Summary Report End-Of-Month Summary Report End-Of-Year Summary Report Select Range for Summary Report To send the report to the printer the user must press the F1 key. To send the report to the screen the user must press the F2 key. To exit this report the user must press the key. VII.4 LISTING REPORTS The following listing reports can be generated: Low Stock Listing Customer Listing Inventory Listing Salesman Listing Vendor Listing VII.4.1 LOW STOCK LISTING The low stock listing report is used to generate all inventory items that are having their stock at a very low margin. This usually means that the stock should be reordered. The following information is generated from this report: Product Number Product Description Selling Price Cost Price Current Stock Count Updated Date To send the report to the printer the user must press the F1 key. To send the report to the screen the user must press the F2 key. To exit this report the user must press the key. VII.4.2 CUSTOMER LISTING The customer listing report is used to generate all customers. The following information is generated from this report: Customer Number Company Name Company City Company State Company Zip Code Company Phone Number To send the report to the printer the user must press the F1 key. To send the report to the screen the user must press the F2 key. To exit this report the user must press the key. VII.4.3 INVENTORY LISTING The inventory listing report is used to generate all inventory. The following information is generated from this report: Product Number Product Description Selling Price Cost Price Current Stock Updated Date To send the report to the printer the user must press the F1 key. To send the report to the screen the user must press the F2 key. To exit this report the user must press the key. VII.4.4 SALESMAN LISTING The salesman listing report is used to generate all salesmen. The following information is generated from this report: Salesman Number Salesman Name Salesman City Salesman State Salesman Zip Code Salesman Telephone To send the report to the printer the user must press the F1 key. To send the report to the screen the user must press the F2 key. To exit this report the user must press the key. VII.4.5 VENDOR LISTING The vendor listing report is used to generate all vendor. The following information is generated from this report: Vendor Number Vendor Name Vendor City Vendor State Vendor Zip Code Vendor Telephone To send the report to the printer the user must press the F1 key. To send the report to the screen the user must press the F2 key. To exit this report the user must press the key. VII.5 SALESMAN SALES This report is used to generate all sales for a salesman. The user can specify all salesmen or a single salesmen. If the user wishes to generate the report on a single salesman then the user must press the F2 key and enter the salesman number. If the user wishes to generate the report on all salesmen then the user must press the F1 key. The following information will be generated: Salesman Number Salesman Name Invoice Number Invoice Date Invoice Amount To send the report to the printer the user must press the F1 key. To send the report to the screen the user must press the F2 key. To exit this report the user must press the key. VII.6 PRODUCT LIST FOR CUSTOMER This report is used to generate all products for a customer. The user can specify all customers or a single customer. If the user wishes to generate the report on a single customer then the user must press the F2 key and enter the customer number. If the user wishes to generate the report on all customers then the user must press the F1 key. The following information will be generated: Customer Number Invoice Number Stock Number Product Description To send the report to the printer the user must press the F1 key. To send the report to the screen the user must press the F2 key. To exit this report the user must press the key. VII.7 CUSTOMER LIST FOR PRODUCT This report is used to generate all customers for a product. The user can specify all products or a single product. If the user wishes to generate the report on a single product then the user must press the F2 key and enter the product number. If the user wishes to generate the report on all products then the user must press the F1 key. The following information will be generated: Customer Number Invoice Number Stock Number Product Description To send the report to the printer the user must press the F1 key. To send the report to the screen the user must press the F2 key. To exit this report the user must press the key. VII.8 INVENTORY LIST FOR VENDOR This report is used to generate all vendors for a product. The user can specify all vendors or a single vendor. If the user wishes to generate the report on a single vendor then the user must press the F2 key and enter the vendor number. If the user wishes to generate the report on all vendors then the user must press the F1 key. The following information will be generated: Vendor Number Vendor Name Stock Number Product Description To send the report to the printer the user must press the F1 key. To send the report to the screen the user must press the F2 key. To exit this report the user must press the key. VII.9 PAYMENT HISTORY This report is used to generate the payment history for a customer. The user can specify all customers or a single customer. If the user wishes to generate the report on a single customer then the user must press the F2 key and enter the customer number. If the user wishes to generate the report on all customers then the user must press the F1 key. The following information will be generated: Customer Number Invoice Number Payment Date Check Number Amount Paid Balance To send the report to the printer the user must press the F1 key. To send the report to the screen the user must press the F2 key. To exit this report the user must press the key. VIII. ACCOUNTS RECEIVABLE MODULE The accounts receivable is used for entering payments from customers. The user will be prompted for an invoice number. If the user does not know the invoice number, the user may press the ENTER key for a list of unpaid invoices. The following information can be entered: Check Number Amount Paid On Invoice