VIDEOSOFT SYSTEMS Users Manual Version 4.0 (C)Copyright 1990 - 1994 VideoSoft Systems 2052 Blue Ridge Cres, Pickering, Ontario. L1X 2N5 (905)428-6070 WARRANTY AND OTHER INFORMATION The software described in this manual is protected by copyright laws. Information contained within is subject to change without notice and does not represent any commitment by Videosoft Systems. Videosoft Systems makes no warranty of any kind, express or implied, including without limitation, any warranties of merchantability and/or fitness for a particular purpose. Videosoft Systems shall not be liable for any damages, whether direct, indirect, special or consequential arising from a failure of this program to operate in the manner desired by the user. Videosoft Systems shall not be responsible for damage to data or property that may be caused directly or indirectly by use of the program. IN NO EVENT WILL VIDEOSOFT SYSTEMS BE LIABLE TO YOU FOR ANY DAMAGES, INCLUDING ANY LOST PROFITS, LOST SAVINGS OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF YOUR USE OR INABILITY TO USE THE PROGRAM, OR FOR ANY CLAIM BY ANY OTHER PARTY. Videosoft Systems at any time may make improvements and/or changes in this manual. This product could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein; these changes could be incorporated in new editions of the publication. dBase, dBaseIII, and dBaseIII PLUS are tradenames of Ashton-Tate Corporation. Clipper is a trade name of Computer Associates. Phone Numbers (905) 428-6070 Videosoft Systems H.Radford 2052 Blue Ridge Cres., Etobicoke, Ontario 9.00 A.M. to 5.00 P.M. Eastern Time Monday through Friday before you start --- INTRODUCTION GENERAL INFORMATION VIDEOSOFT is a specifically designed database manager for the application of rental store daily operations. It contains all the capabilities of Clipper 5.2 and is written with ease of use in mind. Your database files are compatible with dBase. This means that your databases can be viewed with dBase III PLUS commands. The index files are structured on the Clipper format. Any suggestions that you have for improving this program will be thoughtfully considered. At this time the program does not accept a Local Area Network (LAN) FEATURES Maintain Customer Data. Maintain Item data. Automatically Updates Item Rental Information. Rental rates for Weekend/ Weekday. Automatic Calculation for Provincial/State and GST/Federal/VAT Tax. Provides Rental reports from data. Allows for on screen editing of Accounts and Memo fields. Passwords for sensitive data entry and edit. Automatic calculation of Sales Totals for day, month and year. On screen reservation system. Automatic Late Charge System. Handles Sales and Rentals on same invoice The price of this software is $199.99. It compares with commercial item software packages of $1500.00. The original version of this product was built as an alternative to more sophisticated packages that were out of my price range. The software is currently installed in rental stores thoughout Canada, USA and the UK. It has the ability to handle 10,000 customers and 100,000 items. I feel that the price of the fully functional software covers only the time spent on development and coding. Please support the concept of Shareware distribution. This product can be only be copied in its complete form including documentation. Ordering Information Remit to: Videosoft Systems Harry Radford 2052 Blue Ridge Cres Pickering, ONTARIO Canada L1X 2N5 Please send: _____ Videosoft Disk (Current version) ..... @ $199.99 $ ______. __ (Includes registration, program and manual on disk) Specify type of disk 3 1/2 ____ 5 1/4 _____ LD/HD Subtotal $ ______. __ Please add applicable taxes for Tax $ ______.__ The state or province you live in Total $ ______.__ Name ___________________________________________________________________ Company ________________________________________________________________ Address ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ Day phone ________________________ Evening _____________________________ You may also order this program from the Public(software)Library with your MasterCard, Visa, American Express or Discover Credit Cards by calling 1-800-242-4PsL or from overseas to 713-524-6394 or by FAX to 713-524-6398 or to Compuserve to 71355,470. These numbers are for ordering only. Videosoft Systems can NOT be reached at those numbers. INSTALLING VIDEOSOFT The VIDEOSOFT system requires a hard disk with at least one megabyte of available disk space. The program was originally designed on a Panasonic printer and uses IBM graphic mode printer controls. To install VIDEOSOFT on your hard disk do the following: 1. Boot the computer in the normal fashion. You should see the DOS prompt before going any further 2. Ensure that there is at least 1 MB of available disk space on your hard disk. (Use the DOS DIR command to check.) 3. Place the VIDEOSOFT Program disk in the A drive. Make the A drive the default drive. 4. Install the program by typing COPY *.* C:\ and pressing (ENTER). 6. If you do not already have a CONFIG.SYS file on your hard disk, type in the following on the root directory of your hard disk: CD\ (Enter) COPY CON CONFIG.SYS (Enter) FILES=40 (Enter) BUFFERS = 40 (Enter) After the last line press (F6) and a ^Z will appear. Now press (Enter) 7. Now reboot the computer so that the change to the configuration will take effect. USING THE VIDEOSOFT SYSTEM ************************************************************************* ****** THIS PROGRAM IS DEPENDANT ON THE CORRECT DATE BEING ENTERED ****** ****** IN THE COMPUTER. ANY USE OF THE PROGRAM WITH IMPROPER DATES ****** ****** ENTERED WILL SERIOUSLY AFFECT THE STORAGE OF DATA. PLEASE ****** ****** ENSURE THAT ANY STAFF USING THIS SYSTEM ARE AWARE OF THIS. ****** ************************************************************************* Start the VIDEOSOFT program by typing RENTAL The program will identify the time and date that the program is using. If either the time or date is wrong, by pressing "N", the system will drop to DOS and ask for time and date entry before starting. The default password for full access to the private areas is "1957". After entering this area, do a complete printout for both the customers and items registered to test different areas of the program. Default data has been entered to start the program. You will notice that information has been entered into the databases and justified to the left. IT IS IMPORTANT THAT THE FORMAT OF INFORMATION IS AS FOLLOWS: - 1. ALL INFORMATION ENTERED IN CAPITAL LETTERS 2. TELEPHONE NUMBERS, NAMES, CUSTOMER NUMBERS, ITEM NUMBERS AND ITEM NAMES BE JUSTIFIED TO THE LEFT. 3. CODE NAMES SHOULD BE LEFT JUSTIFIED 4. SALE ITEMS MUST BEGIN WITH A LETTER, RENTAL ITEMS CANNOT HAVE A LETTER IN THE FIRST SPACE !! (S001 is a sale item, 001 is a rental item) The Main Menu will have the following commands 1 - CHECK AVAILABILITY OF A ITEM The command will ask for a Number or failing that a Title of a particular item that you wish to check. If the item has been taken out already, the program will display the return date. If no Number or Title is entered, the main menu will return. 2 - CHANGE TO WEEKEND RATES This will set the rates for rentals to the weekend rate set up in the item database. The program will auto- matically set weekend rates on Friday, Saturday and Sunday, however, if the Monday is a holiday it will be necessary to change to weekend rates for the holiday. 3 - CHANGE TO WEEKDAY RATES This will have the reverse effect of command 2 4 - CHECK ITEM RENTERS This command will index the item database and then prompt the operator for a specific item number to produce a report for. 5 - WHO'S GOT WHAT This command will prompt the user for the following: 1 - FIND AN INDIVIDUAL ITEM After entering a item number, the program will display information about the status of the item, and if rented, the customer number and name. 2 - LIST ALL ITEMS THAT ARE OUT After being asked if a printout is required, The user will be given a complete list of those items registered as being rented and not returned. 3 - RETURN TO MAIN MENU Self explanatory 7 - INVOICING This command will initiate the invoice system. You will be prompted for a Telephone Number, of a Name, or lastly a Customer ID Number. If none of the fields are filled with any information, the program will return to the main menu. The program will then begin a search based on information provided and display information about the customer. If the customer cannot be found a message will be displayed to that effect and you will be asked if you wish to add the customer. At the side of the screen you will see other commands to deal with data displayed. A - Add/Zap This will blank out the memo field and allow the user to enter little pieces of information. The information will display flashing to attract attention. (I.E. Customer Cancelled Do not Rent) C - Continue (Default) This will continue to the next stage of invoicing E - Edit account This will allow the operator to add or delete money from the account balance.A negative balance will automatically signal the operator and flash as a late charge. P - To view past rentals This command will bring up the customers past rental information and whether the tape was returned late. Q - Quit This command will return you to the main screen S - Continue Search If the information presented does not match the customer, it is possible that there are two customers with the same search information. In this case, by pressing S the program will look for the next logical file and display that information. After verifying the information on the customer, the program will then prompt for the numbers of the items to be rented. (There will be a maximum limit of ten items or items per invoice.) As each number is entered, the program will verify that the title is in the database and display the title. If the title is not in the database or the title has been reserved for another customer that day, the program will advise the operator of this and reprompt for a valid number. If the first character of the item number is a letter, (i.e. S2334) the program will identify this as a sale item and will not register the item to be returned. In this manner, you can put sales and rentals on the same invoice. After this the program will ask how many days you wish to rent each item, or if the number is a sale item, how many you wish to sell. The program will then make a calculation and allow you to adjust the amount for each item rented. If a blank field has been entered, the program will now ask for any extra charges (such as late payments etc.) These will be added on the invoice. At this point, the program does automatic calculation for tax and totalling fields. It also updates the number of times the title has been rented and the last date of rental. Then the customer data is updated with the last rental date field and the amount spent by the customer being added to. Lastly, the program will print an invoice on 1/2 paper and return the operator to the main menu. 8 - CHECK ON A MEMBER You will be prompted for a Telephone Number, or a Name, or lastly a Customer ID Number. If none of the fields are filled with any information, the program will return to the main menu. Information on the customer will then be displayed similar to the invoicing screens. 9 - COMPANY DATA For this part of the program, you will be required to know a password to allow access to sensitive data. Please note however, that this will not protect you data from individuals who wish to destroy information, and that you should always have a reliable backup of your data kept in another location to protect yourself. After entering the correct password, the operator will be given another screen for manipulating the information. The default password for original startup is "1957 " A - RETURNS After entering this part of the program, the user will be requested for numbers of items being returned to the store. The program will verify that the item had indeed been registered out and if not, display a message to that effect. If the item is found in the database, it will attach a return date to the file and prompt the operator for the next item number. (There will be a maximum of 19 items returned at one time). If the number field is returned blank, the program will return to the main menu. If there any late items, the program will identify them and charge their account. In the Identification module, a feature will allow the operator to manually add to the customers account,whereupon you will be presented with the customers late records and allowed to decide if they should be charged. B - CHECK OLD INFORMATION 1 - CHECK A MEMBER This program will prompt the user for a customer number to check. If the customer is not in the database, the operator will be informed. Then the program will ask if a printout is required. The program will list off the items that the customer had previously rented. 2 - CHECK A ITEM This program will prompt the operator for a item number to check. If the number is not in the database, the operator will be informed. Then the program will ask if a printout is required. The program will list off the customers that have previously rented the item. C - LIST RETURNS TODAY After prompting for a printout, this program will list off the items returned today. D - WHAT'S DUE BACK TODAY This program will print out a list of those items that are due back in today or any previous date. E - WHAT WENT OUT TODAY This program will, after prompting for a printout, give the operator a list of the items that were rented today and a total number of items rented. F - RESERVATIONS 1 - MAKE A RESERVATION This part of the program will ask the user for a telephone number, name or Customer number. After identifying the customer, information about the customer will be displayed as in rental or sales. You can see if the customer has any outstanding late charges before continuing. You will then be prompted for a item number or item title. The program will store this information to be called up later. 2 - LIST RESERVATIONS This part of the program will allow the operator to list reservations for a specific date. It can recall the information to the screen or print out the information. 3 - DELETE RESERVATIONS This program will allow the user to delete past reservation data. The operator will be given all the reservation dates available for deletion. After entering a specific date, the program will delete all reservations for that date. Q - QUIT PROGRAM At the end of the day the program will automatically remove all returned items from the active files and update the old returns database. The program will print out a sales recap for the day and zero out the totals. At the end of the month, total figures will also be printed if requested and similarly at the end of the year. If the program is being stopped in the middle of the day, the operator will be given the opportunity to quit without removing data or updating databases. COMPANY DATA SCREEN After entering the correct password, the operator will be given access to the company data. The screen will enable the user to edit and/or enter data into both the customer and title databases. There are four levels of security with each level having an increasing ability to change data. The following commands are available: 1 - ENTER/EDIT ITEM DATA (All levels) 1 - ENTER ITEM DATA Upon entering a number, the program will automatically verify that the number has not been already entered in the records. The operator will then be given a screen to enter data into the database. There are spaces for two different rates. At the end of the entry the program will ask the user to verify the data and then enter the information. (ON UNREGISTERED COPIES THIS FUNCTION IS NOT INSTALLED) 2 - EDIT ITEM DATA After entering a number, the program will verify that the number exists. You will then be provided with all the information on the number. You can change any of the information and again be prompted for verification. 3 - RETURN TO COMPANY DATA MENU After entry or edit sessions this will return you to the company data menu. 2 - ITEM DATA REPORTS (No Employee Access) 1 - ITEM LIST BY TITLE This will provide the operator with a complete list of items in the database sorted by title. 2 - ITEM LIST BY NUMBER 1 - COMPLETE LIST This will provide the operator with a complete list of items in the database sorted by number. 2 - SELECTED LIST After proving starting and ending numbers, the program will print out a list for those items. 3 - ITEM LIST BY CATEGORY This will provide the operator with a complete list of items by category. You will asked for a category to print and only those meeting that criteria will be printed. 4 - ITEM RENTAL REPORT After being prompted for a starting item number and an ending moving number, the operator will be provided with data on how well the items have been renting. This is invaluable to keep track of which items are good renters and those that should be removed from the store. 3 - CUSTOMER DATA REPORTS (No Employee Access) 1 - CUSTOMER LIST BY NAME Entering this module will provide a complete Customer printout by name. It will take up to one hour to print depending on the speed of your printer. Make sure that you can do this without interruption. 2 - CUSTOMER LIST BY NUMBER 1 - COMPLETE LIST This will provide a complete list of customers in numerical order. Again, this could take some time to do without interruption. 2 - SELECTED LIST After entering a start and ending number, the program will provide a list of those customers. 4 - ACCOUNTING MODULE (Owner Access Only) The program automatically saves information on the sales and rental totals for tax calculation purposes. You could view sales figures saved by the following categories. 1 - DAILY SALES TOTALS 2 - MONTHLY SALES TOTALS 3 - YEARLY SALES TOTALS 5 - DELETE MEMBERS/ITEMS RECORDS /RESERVS ( No Employee or Assistant Manager Access) This part of the program will enable the user to delete any of the customers, items or old data stored in the databases. It is advisable to delete old data that is automatically stored by the program at least once every six months and to go back six months before that. This way you always have at least six month's information stored on disk. After the records have been deleted, the databases will be packed and reindexed. This may take up to ten minutes on an XT computer, so make sure there won't be any interruptions when you do it. 6 - PRINT LABELS This part of the program will print labels for customer addresses and also for item titles. 1 - MEMBER LABELS 1 - ADDRESS LABELS This will print address labels for blocks of customers. The operator will be prompted for a starting customer number and also a finishing customer number. If only one customer label is required, the operator can put in the next highest number and the program will stop after one label. 2 - CUSTOMER CARD LABEL This will print out Customer card labels for blocks of customers. Once again the operator will be prompted for a starting and finishing customer number. Information will be formatted for making customer cards. 2 - ITEM LABELS 1 - LABELS FOR TAGS This program will print information for tags. It will include the number, title, category of the item. 2 - LABELS FOR CASSETTES This program will print information for the cassette. It will include the number, title and category of the item. Both of these programs will again prompt the operator for a starting and an ending item number to print. 7 - INFORMATION MODULE (Owner Access Only) This module will identify the store name and address that print on the invoices. It also stores information on the messages that print on invoices, the passwords to enter the data menus, tax rates for federal and provincial or state tax and in cases where an invoice is not required for rentals, the invoice print option. It also controls the type of monitor display and security levels for employees. In the section for Late Charges, there are four separate classes for weekday and also weekend late rates. (The Item Add module decides what class of item it is for Late Charges). Ther are also switches for whether you wish to charge lates and also if you want the program to do this automatically. 8 - BACKUP MENU This program will allow the operator to backup the various databases to removable disks. The only valid drives are A or B. 9 - ENTER/EDIT CUSTOMER DATA 1 - ENTER CUSTOMER DATA After providing the system with a number, the number will be checked against the database to ensure that there is no other matching number existing already. Then the system will provide an entry screen for data to be placed in the database. At the end of an entry, the system will prompt the operator to ensure that the data is correct. If any of the information is incorrect, the operator can escape from the entry at this point. After this, the system will update the files and indexes for the new customer. 2 - EDIT EXISTING CUSTOMER DATA After being given a number, the system will check for a match in the database. If there is no match to the number entered, the system will inform the operator. If the number exists, the edit screen will appear with all of the inform- ation on the customer. The operator will be allowed to change everything entered except for the Customer number. Once again the system will prompt for correctness and then replace all of the old information with new information 3 - RETURN TO PRIVATE MENU This command will return the operator to the private menu screen. A - REMOVE DELETED DATA This will enable the user to remove those records marked for deletion B - REINDEX DATABASE From time to time, it may be necessary to reindex the databases. dBase occasionally loses the index or in the event of a power failure while adding records may lose an index. This will rebuild all of the indexes. C - RETURN TO MAIN MENU