Copyright: Copyright  1995 I.J. Smith


COMPANY
COMPANY     This file is primarily used for invoice and statement purposes.  You will need at least one record for your company.  Since the sales entry will always default to the company number 1, use this number for that purpose.  Of course, you can override the company number in the invoice header.

While you can have multiple company records, keep in mind that only one company record can be used for accounts receivable statements.  This application is not for multiple companies.  However, the use of multiple company records can be useful for some purposes where a different company header is desired.  You may find it useful for quotes as well.  However, you will be limited since you will not be able to process the sales.  But it could be used for that purpose also.

All company information is optional.  You can leave them blank as desired.  You may very well want to leave some lines blank when you adjust them for your invoices.  If you prefer to use your own letter head invoices and statements, leave all lines blank.  Try using uppercase for titles and company name..."INVOICE" "STATEMENT"  "QUOTE"  "ABC COMPANY", etc.

The two fields captioned as left and right are primarily intended for phone and fax numbers.  Try using your main number on the left and your fax number on the right.  Example:    Phone (444)333-2222          and            Fax(444)333-2232

If you prefer to have the program use your actual unit cost for the sales price, use the cost option.  Otherwise, leave the sales price as default.  Remember, you can always override the sales price at invoice time if desired.


Contents Page
EASY INVENTORY  Shareware Version 1.3

First time users, see Getting Started  for implementation.  It's very important that data files be built in an orderly way, or the program will be very confusing.  If you are familiar with the DOS version of the program, you should feel at home with this version.  Changes in data files of the DOS version will be explained with registration.

Some features  are only available with the registered version.  They are represented in the help file in order to give you an example of their capabilities.  Except for added features (summary reports, viewing reports on screen, etc), this version does not have limitations in any files.  Give it a good try out.  Give copies to anyone who may have need of it.

Once the files are created, I think you will find the program to be very easy and logical in use.

I. J. Smith            9795 Rustling Oaks         Baton Rouge, LA  70818

To learn how to use Help, press the F1 key.

Help File Copyright


Copyright
Help Builder Version 1.07 and refers to:

EASY INVENTORY for WINDOWS Version 1.1 / 09/08/96

Copyright 1993, 1994, 1995 G.Plowman


CUSTOMER
CUSTOMER     Most of the entries should be self explanatory...names, addresses, etc.  A discount and three sales tax fields are provided for each customer.

However, some entries need to be clarified and understood.  If you will not be using the Accounts Receivable, simply tag your customers with "N" at the receivables prompt.

If you will be using accounts receivable, you will be wanting to enter your balance forward amounts.  This amount represents the previous charges and payments and not current ones.  This amount is only updated when the receivables are processed and purged to start a new period and eliminate the statement line items.

Even if you do not need a customer file, consider the use of it to keep up with department disbursements.  If you have accounts receivables, the sales report could be very useful for further postings.  Simply create a "Cash Sale" customer for those sales not on account.

If a particular customer usually gets a 2% discount, simply enter  .0200 in the discount rate field.  You will also want to place DISCOUNT in the description field.  If a customer gets no discount, leave the fields blank and they will not print on the invoice.  Make sure you do not attempt to enter the discount rate as a minus, the program automatically subtracts the discount as is.

The three tax fields are used as described above for the discount field.  Taxes will only be calculated from the net sale amount after discounts (if any).  Be consistent with your taxes.  That is, use the same tax numbers throughout your customer records.  Should you have some customers that have different taxes, by all means describe them properly.  You will however, have to edit their amounts from the customer sales tax report generated.  At least you will have some way of keeping up with sales taxes.

Remember, if you do not have sales taxes for a particular customer, leave the description fields blank and the amounts zero...nothing will be printed on the invoices that way.


GETTING STARTED
GETTING STARTED  - INSTRUCTIONS

Data files need to be created in the order listed below.  Some files will be needed by others when entering new records.  Also see General Overview below for entry and  scheduled processing.

This program uses data file referential integrity.  Among other things, this means that  the program attempts to keep accidental record deletions from creating problems with other files which depend on them for data.  For example, you would not want to delete a customer which still has sales that have not been processed.

Views are used for viewing many records and locating others.  By typing the  beginning letter of record numbers (most allow the use of letters and numbers), the program will step to the first record  with that starting number for faster record locations from the tables.  To force the tables for selections when prompted for, simply press the Tab key or enter a single letter with the Tab key...when the record is not found, the program will popup the table.  Consider entering several of the beginning numbers and the program will zoom in closer to the desired selection.  Highlight the desired choice and click the SELECT button.  You can also add (INSERT) new records to the selection files at that time...no need to exit to enter a new record.

Where not identified otherwise, the INSERT button option is used in most table views to add new records.

                Reports can be viewed on screen prior to printing.  Notice the options at the top of the print screens.  Use the "ZOOM IN" option to view reports (REGISTERED VERSION).  Make sure to try the other options such as the "Next Page", "Previous Page", and "Jump!".  These options make it extra easy to move thru larger reports.  To send the report to the printer, click the "Print" option on the left.

It's unfortunate that some of the older printers will simply not perform properly with Window's programs...they cannot use the standard Window's fonts properly and just not designed for graphics.  They may be very slow, not maintain proper rows of items, and numeric data may not be properly aligned, etc.  Some reports can be viewed on screen as described above.  Look at their appearance against your printer's output if you have problems.  This program was tested using an inkjet printer.  Since this program generates invoices and statements, you obviously want great print outs and the program uses standard enhanced printing fonts furnished with Windows.

The inventory is updated when purchases and sales have been processed and purged.  Basically, inventory is added from purchases and removed from sales.  In this program, both are done by invoice entries.  Of course, only the sales invoices are printed.  Since most purchases are from invoices, it would only seem natural to enter them in a similar fashion also.  Use the reports to balance the entries.  These are found in the top menu option selections.

Sales and purchases information is maintained for Periods and Year.  These periods are controlled by the user with the RESETS option.  Various sales and purchase data can be reset to zero in different files as desired.

ORDER OF RECORD ENTRIES:

COMPANY       Entry for this file is found under the top main menu "Views>Company"This file contains your company name and address to be used for invoice purposes.  Entries in most fields are designed to be centered for better displays.  You will probably change this information later after testing invoice and statement printings.  NOTE:  You do not have to enter any data if you prefer to use your own invoice letterheads.  However, you must establish a record.  Use number 1 for the first and main record since it is the defaulting number used in sale entries.

CUSTOMER     Use the customer button to access this file.  Obviously, you need customers to enter sales during invoice entries.  If you will not be using invoicing, simply create one record and name it Cash Sales.  Each account can have a discount and three sales tax fields.  If you will not be using these, simply leave the descriptions blank and they will not print on the invoices.  Be consistent with the sales taxes (if used) by using Tax1, Tax2 and Tax3 the same throughout all customers.  A customer sales tax report may be printed for periods of your choice and each tax field will be totaled.  If you will be using accounts receivable, you will also need to have your beginning balances entered.  See Statements for receivables for further in depth help.

LOCATIONS     Used in the inventory records for each product.  Keep in mind that most inventory reports will allow for choices of single (or range) locations to print...making for much shorter reports.  These locations need not be physical locations and can be excellent ways to group various inventories together.  Locations can be entered from the Views>Locations on the top menu.

SUPPLIERS     Again, this file will be used in inventory records.  The supplier records are also used for purchase entries.

INVENTORY     Enter your product inventory.  You have a choice of establishing your inventory from these record entries or simply creating the product records and then entering them through the purchase transactions.  You must have the last unit cost for each item entered.  It's used for cost purposes in case of sales without inventory costs due to errors, etc.  Each item must have a supplier and location.

For many, the accounts receivable will be the newest and  the biggest change from the DOS version.  You may want to click on the receivable caption and print the help assosiated with it.  You may also need to check the STATEMENTS help screen.

If you have been using the DOS version of this program, you should not have any problems since the concepts remain basically the same.  Of course, several things have been added such as invoices, customer files, unlimited phone numbers for customers and suppliers...

OVERVIEW  (GENERAL USAGE)

After files have been established, purchases and sales can then be entered.  Purchases need to be entered and processed prior to processing the sales...this is mandatory if you have sold some of those products.  It's the only way your costs will be accurate for projected profits, etc.

You need to get acquainted with the top menu options.  They are in the normal processing order.  In sales for example;  invoices need to be printed, sales reports printed for record keeping, and then processed and purged.  Purchases are done in similar fashion.

When processed;  inventory, customers, receivables, sales, etc., are then updated.

Depending on your needs, the various customer, supplier and inventory reports can then be generated.

At the end of the period (month), statements need to be printed and statement reports printed for record purposes.  Receivables are then processed and purged for the next monthly customer's balance forward...in other words, starting a new period.

You will then need to print the various inventory and other reports as needed for the various sales reports, etc.

After all reports have been generated, the  RESET  option is used to zero out the various sales data for that period in order to start a new period cycle.  If end of year, you may also want to reset the year to start a new year's cycle.

NOTE:  Periods can be any time period desired.  The usual period for receivables is a month of course, but some may prefer to have inventory reports reflect sales information for quarters, etc.  Use the RESET according to your particular needs.

Once familiar with the above routines, you should find this program very easy to use.  If you are not sure in the proper setting up of the above files, try to get a friend or someone familiar with data processing to help set it all up for you.

I know of no reason the program could not be used for other purposes besides inventory...biling for services, etc.  Consider using the product quantities on hand as your projected service sales along with associated costs.  The reports could then help you monitor your projections, etc.

DISCLAIMER:  USER ASSUMES ALL LIABILITIES IN THE USE OF THIS APPLICATION.  DUE TO THE NATURE OF THIS PROGRAM AND THE MANY VARIOUS COMPUTERS AND OPERATING SYSTEMS BEING USED, IT IS THE USER'S RESPONSIBILITY TO INSURE THE FITNESS OF THE PROGRAM FOR IT'S INTENDED PURPOSE.  ALTHOUGH THE APPLICATION HAS BEEN TESTED, IT IS STILL THE USER'S RESPONSIBILITY TO UNDERSTAND AND USE IT PROPERLY.  NO WARRANTIES ARE EXPRESSED OR IMPLIED.  AS WITH ALL COMPUTERS, BACKUPS OF ALL IMPORTANT DATA FILES SHOULD BE MADE ON A REGULAR BASIS TO INSURE AGAINST MAJOR DATA LOSSES.


IN-HOUSE
IN-HOUSE     For companies needing an easy to use program to maintain various inventory items, make sure to use the cost option in the Company record.  This will allow the program to use the actual unit cost as the price when entering sales, making it much easier and faster for data entries.


INVENTORY
INVENTORY     Most of the inventory fields should be self explanatory for setting up your inventory items.  You will need inventory item numbers, descriptions, unit descriptions, last unit cost, main supplier and location for each item.  Of course you can enter the onhand quantities and total cost at this time also or choose the purchases option to enter them.

Make sure to try and use beginning letters in your inventory numbers...they do not have to be numbers only.  The use of letters will make it much easier to find your products if you use them with this in mind.  HATS1000001, HATS1000020, etc. could make finding the HATS much easier, especially during lookups during purchase and sales entries.

Make sure you understand the use of locations for your products.  They do not have to be physical only.  These are an excellent way to group inventory items together for the various inventory reports.  For example; you could have many kinds of filters and by using a location "FILTERS", you could easily print reports to monitor the sales information on just the "FILTERS".

The minimum should represent the quantity you consider the minimum you should have on hand at all times.  The inventory re-order report will only print those products whose quantities on hand are less then this minimum quantity.

Make sure you understand the unit description.  Use this for the normal unit of sale of the product;   Each, Doz, Lb, Ton, Oz, Acre, etc.

The second part of the product entry is maintained by the program.  However, if you want to attempt to bring the information to date...that's what they are for.  I suggest setting up the inventory and then entering purchases and sales at a good starting time and let the program keep them up.


INVOICE
INVOICES     Sales invoices can be printed at time of entry (single invoice) or printing them all later.  Use the upper Sales Menu option to print all the invoices.  Once printed and the Sales report printed for record keeping, the sales should be processed to the inventory and transactions purged (deleted).

The invoice header information is maintained with the company file and customers file.

See Sales for more information in data entries for invoicing.


LOCATIONS
LOCATIONS     Locations can be very useful tools in grouping inventory items together.  They do not have to be physical locations only, consider using combination letters and numbers for various location groupings.

Enter locations from the top menu  Views>Locations.  The table will display and use the Insert button to add locations.

When printing inventory reports, most of them will prompt for the beginning and ending locations.  Use the same numbers for a single location.  This can cut down the amount of printing considerably, along with the benefit of being able to monitor only groups of choice...HATSRACK1, HATSRACK50, SHOVELSLANE1, etc.

Make sure you understand the use of the data entry fields when presented for choices.  If you do not know or want to select your choice from the location table, simply enter a single letter and TAB.  The program is designed to check your entry, and if not found will present the table for choices.  Find the location desired and click on the SELECT button.

Remember, you can find items quicker if you know the first few letters.  Try typing in a few letters to see the action.  The program will step closer to the record as each keystroke is entered.


PROFITS
PROFIT AND CASH FLOW     Profits and cash flow can be monitored most effectively from the Inventory Summary Reports.

These reports can be printed daily after all sales and purchases have been entered and processed (perhaps next day processes).  Keeping this one page report allows for easy monitoring of profits, cash flows, sales, purchases and inventory values from this single report.

You may want to make extensive use of the periods you would like reported.  These are easily restarted with the RESETS inventory option.  Although most will want to reset the period sales and purchase data monthly, your needs may be different...perhaps weekly.


PURCHASES
PURCHASES     Inventory purchases are entered in an invoice format.  This should make it easy to match supplier invoices with the purchase transaction reports.

If you prefer to choose the inventory item from the inventory table, simply press the Enter key.  The program is designed to present the table when a non-existent number is entered.  To find a product quicker, start entering a few beginning numbers and the program will step closer to the desired number.  Note:  The use of letters in the inventory numbering system can really help for this purpose...see Inventory for more discussion.

You will notice also that you are allowed to change the existing sales price.  Your current cost is displayed and you may need to change it due to the changing purchase price.

You can also specify that the entered quantity be used as the on-order quantities.  If you do have quantities on order and these quantities do not apply, you will want to answer No to applying them.  Otherwise, simply leave the default since the program will only use the quantities up to a zero on-order quantity.

Should you need to do a reverse entry (returns), use a minus quantity.  It will then generate a minus amount.

When balanced and ready to update to the inventory, choose the process and purge option.  Make sure you have a final purchase report for your records prior to purging the records.


FILE REBUILDER
Data file rebuilding program.

Should you get a program halt message due to a corrupted file or index key, this program is designed to rebuild the data files.  Make sure to get the name of the file when the error message appears.

Remember to make periodic backups of all your data.  It's no fun when the hard disk crashes and all data is lost.  No program can rebuild a file that no longer exists.  Something like a good tape back up system is a must for business uses.

NOTE:  This program is only furnished with registered version.


RECEIVABLES
RECEIVABLES     With the easy to use concepts of Easy Inventory, the accounts receivables was also primarily designed for ease of use.

The program uses a simple concept.  Current charges and payments will be itemized on the statements in the form of Invoices or Payments.  At the end of the month, print the statements (only those with balances are printed).  Afterwards, print the necessary report for a more compact printout...some may prefer to simply print additional copies of invoices for their files.

When completed, the process and purge from the top receivable menu will remove the detail records and post their contents to the customer's record balance for the next billing cycle.

The Accts Rec  button is primarily intended for payment entries.  However, you are free to make changes to any previous invoices that have been processed.  This allows you to correct errors if necessary...you will have to manually make corrections in other files that are affected by the changes also.  Although you could enter charges also, it is not recommended since you will be bypassing some program safeguards.

The detailed records are in the order of customer and dates.  Don't forget, you can also type in beginning customer numbers for faster locations of records.

Do not enter payments as negatives, the program expects them to be in the Credit column and will subtract them automatically.

When entering payments, you will have to enter some identifying number for the credit reference.  Letters and numbers are allowed.  You may want to enter "Check", etc.    Use the comment field for descriptions such as "Payment Thank you.".


REPORTS
REPORTS  (INVENTORY)     Where appropriate, most inventory reports have the option of locations to print.  This makes monitoring sales, profits, etc. for each location very easy.  It also makes for shorter reports with only what's needed, many times you only want to monitor how certain groups of products are doing.

For a single location report, simply use the same beginning and ending locations for the prompts.

Only you can determine which reports you need.  Make sure to try them all before resetting the periods.

               The Summary Report (registered version) will probably be the most used since it summarizes sales, purchases, profits, cash flows, inventory values, etc.  By printing this report daily or whatever period you want to monitor, the report can be compared with previous ones to determine the newest period information.  The registered version also allows the option of viewing reports on screen.

It's inevitable that some reports will be lengthy for this type of program.  Inventories are expected to grow, so make good use of the locations as much as possible.  Many reports have sub-totals at the bottom of the reports.  They represent the totals through that particular page number.

The Price List allows you to not only choose locations to print, but also allow changing the prices by percent factors.  If you would like to take 10% off your standard inventory prices, enter  .90  as the factor to use.  Remember, the program will use the factor you enter times the price.  You could double your prices by entering  2.00  if so desired.  To avoid errors, program will not accept over 2.00 or less then  .25 (75%) off.

The Re-Order report will print products whose quantities on-hand are less then the minimum you specified for the product.  This is a way of flagging to re-order.  The report will also display any quantities on order to avoid duplicating orders, you may also want to check on the existing orders.  The main supplier number will also display to make it easier to order.

Other inventory reports such as purchases, sales, and general on-hand inventory reports can be printed by choice of locations also.

Make sure to try all reports to see which ones you need for your records.


RESETS
RESETS     Use the RESETS option when needing to start new periods of sales and purchases information.  This option will reset various sales and purchases information to zero in order to start a new period of accumulating information.

The inventory files contain sales and purchases information on a product basis.  Inventory reports reflect this information in the period and year columns.

Customer sales information is maintained on a customer basis.  Not only is this useful for sales information, it can also be useful for sales tax reports.  The sales tax report option should be printed as needed.

The Suppliers file contain purchase amounts for each supplier.  Use this information as needed.

With the accounts receivable option, you may find that after the statements have been processed is an excellent time to print final period reports...and then use the resets for starting the new period.


SALES
SALES     Inventory disbursements are done by invoices.  Invoices require information from the company and customer files.  However, if you only use one company format and it's number one, the program uses it as the default and you will probably never have to enter or change it.

Upon entering the sales invoicing procedure, two data tables are presented.  The top table represents the invoices and the bottom table displays the invoice items sold (inventory items) for the highlighted invoice.  This feature allows for fast quick scans of items sold, etc.

To add an invoice, click on the NEW INVOICE button.  You will then be prompted for the date, invoice number, customer and company number.  The program defaults to the current date but will also default to the date changed for new invoices.  The invoice number will automatically increment for each new invoice also.

If you prefer to choose the customer from the customer table, simply press the Tab key.  The program is designed for the table to popup when a non-existing customer number is entered.  Your choice, as to whether your situation is better by entering the numbers or using the selection method.

Once the customer is chosen, some defaults are set for the invoice...customer discounts, etc.  Notice the option from the customer record:  On Account?   -    The customer's receivable status from the record will display to inform you of the account.

Note also the invoice product sales amount.  This amount is the sales amount and not the invoice amount with taxes applied.  However, it does include any discounts taken.

If you have to issue a credit (returned goods), use a minus quantity.  It will then gnerate a credit amount.

You should refrain from deleting invoices.  Consider deleting the items only.  This gives you an audit trail of seeing the invoice number in your sales report with no amount, and serves as a voided sales invoice.

When the above information has been entered, you are now ready to enter the products sold.  Use the NEW ITEM button for each product sold.  A popup form will display for the product, quantity and prices.

As stated above, if you prefer to scan the inventory for products, simply press the Enter key.  Program will step to items as you enter letters/numbers to make it quicker to find the product.  Once highlighted, use the SELECT button.

You will notice that information concerning that product will appear on screen.  You will have to enter the quantity sold; but unless you want to change the price, discount or other data, you can now click the OK button.  You are now ready to enter the next new item or end the invoice entry.

When returned to the opening invoice screen, the PRINT INVOICE will allow you to print the invoice.  Of course, you will be prompted for the invoice number to print and could print any outstanding invoices if necessary.  However, the number will default to the last invoice number used.

Try the features out.  Remember, you can override the discount for that item should it be necessary.  You may have a product that you want to discount 50%.  Simply enter the  .5000 in the discount rate for the item.  It will be reflected in the invoice for that specific item.

Remember, the inventory is not updated until sales have been processed and purged from the top menu Sales option.  Make sure you have printed all needed reports since the sales transactions will be purged.

The Sales by Products report also displays the costs and gross profits.  These costs are based on the costs in the inventory file at the time the report is printed.  Keep in mind that these costs may change if purchases are processed before the sales, since some inventory products may have changed costs.


STATEMENTS
STATEMENTS     Company information for the statement headers are found in the company file.

Just prior to printing the statements, you will be prompted for the Company number to use.  You must enter a company number.  You will also be prompted for the date to be used for the statements.

Statements will be printed for all customers whose balances are not zero.

As with the invoices, if you prefer to use printed company statements, leave company fields blank in the company file so as not to print on the statements.

Also like the invoices, statements are designed for standard window sized envelopes.  You will need to get a sample from your printer and match it against a standard sized window  envelope...try size nine to start.

NOTE:  Due to internal initialization, the first statement will always be a blank one...simply discard it.

SPECIAL NOTE:  The registered version uses a special option which allows you to view the statements on screen and print single pages as desired.  If necessary, this allows for the printing of single statements, etc.


SUPPLIER
SUPPLIERS     The supplier file is used to maintain inventory records with the primary supplier along with entries in the purchase transactions.  Purchase ransaction entries are done in the form of an invoice so as to make it easier to check entries with the invoice.

Supplier numbers allow for letters and numbers.  Try to use beginning letters in your numbering system so they will be easier to keep in order.  This will also help finding them when entering purchases since you will have to select them for your invoice headers.

Typing their beginning numbers will make it easier to find when the table view is presented.

Besides the main phone number, you will notice a small data entry view at the bottom right of the entry screen.  Use the insert key to add as many as needed...very handy for faxes, sales people, etc.


DOS VERSIONS

Changes in data files between versions will be explained with registration.