Full Automotive Service Tracking - Version 2.1 USER REFERENCE This program documentation consists of the following sections: I General Information II Vehicles Menu III Expense Log Menu IV Reports Menu V Options Menu This file (FAST.TXT) may be viewed from within the program whenever "Information" is selected on the menu screen. Do not modify the file, or its on-line accessibility may be lost. Program and documentation contents are Copyright (C) 1992-95 by TBX Software. All rights are reserved. I GENERAL INFORMATION 1.1 REQUIREMENTS / INTRODUCTION FAST will run on IBM-compatible computers using DOS Version 2.1 or greater. Highly recommended are a color monitor and a hard disk drive. Without color, some features of the program may be lost. As with many programs, you should also find that performance is maximized using the highest processor speed available. In addition, as much memory as possible should be freed up beforehand. Running FAST with certain memory-resident programs or from DOS shells may cause unexpected errors or not leave enough memory for the program to run. FAST utilizes the following files: FAST.EXE: Executable program FAST.TXT: Program documentation FAST.CAR: Vehicle data FAST.LOG: Vehicle service history and expense data FAST.SYS: System set-up data FAST.IX1/.IX2: Log index files The first two files (program and text) comprise the actual software package. FAST is installed by simply copying these two files to any directory of your choice. To run the program, simply type FAST and then press . When the three data files (CAR, LOG, and SYS, above) are present in the directory where FAST is started, the file data will be accessed automatically. If any one or two of the three files are missing, FAST will fail to execute. When all three are absent, FAST will create and initialize the three data files, signifying the start of a new (empty) database. New data may then be entered into FAST. If you have initially entered test data in order to try out the program and would like to begin entering actual data, you can start a new database by pressing on the main menu screen, which will invoke a file initialization procedure. Two opportunities will be presented to cancel the operation if you so choose. Once executed, the old data will be replaced by initialized (empty) data files. Whenever files are initialized, the original data held by them is permanently erased, so you must be absolutely sure you no longer need this data before executing this procedure. One way to avoid losing important data under any circumstance is to regularly back-up your files. FAST data may be backed up simply by copying the files to another disk or directory, assuming enough space exists to contain the files. Otherwise, any backup program should suffice to save your files. Always remember that whenever you make a backup copy, it is absolutely essential that all three data files (FAST.CAR, FAST.LOG, and FAST.SYS) be copied or backed up together. These files function as a unit within FAST, and if they are not contemporaneous -- that is, they were not all present at the same time FAST was last run -- they will be rejected by the program the next time you try to run it with the files present. FAST checks for this file linkage every time to see that the files belong together before running, so do not mix files of different dates, even if the substitute files are of the same size and contain essentially the same information. If you fail to observe this rule, you will quite likely end up with a backup that will not work when you need it. Index files, on the other hand, do not require the same level of caution, as they can be rebuilt anytime within the program. The only drawback is a potential lengthy wait while the files rebuild, although this would only pertain to situations where the log file contains many records. If an index file is not present when you start FAST, you will be given an opportunity to rebuild it at that time, or you may quit without continuing. FAST, however, will not run until you choose to rebuild the missing index file(s). Refer to the "Re-Index Log" section under "Expense Log" for information about other situations which make rebuilding the index files necessary. (Note that the term "re-index log" is equivalent to the phrase "rebuild log index".) FAST has been designed to be as easy-to-use as possible. It permits the service tracking and record-keeping of all your vehicles, while keeping difficulty to a minimum. Apart from its automatic scheduled maintenance tracking features, FAST enables you to to check any past maintenance or repair expense record by using its selective history reporting capability. Proper vehicle maintenance, in conjunction with FAST, should save you significant time and money over the long run. Other advantages include the proper operation, safety, and improved resale value of your vehicle(s). Maintenance service information is usually provided along with the vehicle owner's manual. Whenever you have a vehicle serviced, you should retain copies of any receipts, as well as record an entry in the expense log. It will serve as a convenient reference whenever you need to check back, and will be used by FAST to remind you -- if a scheduled item -- when it's time to have service again performed. 1.2 MENU CONTROLS / VEHICLE SELECTION LIST All program features are accessed off the main (menu) screen. Menus are selected by pressing the left/right arrows or the capitalized letters on the menu bar. Functions are selected by pressing the up/down arrows and then when the desired function is highlighted, or by pressing the corresponding, displayed function key. In order to perform certain functions, a vehicle must first be selected from a presented list of available vehicles. The functions which apply are "Modify", "View", and "Delete" on the "Vehicles" menu, and any new expense addition (the first three functions) on the "Expense Log" menu. Select a vehicle on the list screen by moving the ID# indicator (red highlight block surrounding ID#) to the vehicle of your choice. Use the vertical direction keys, , and to move the block, and then press to execute the function for the highlighted vehicle. On the list screen, two functions are available to help select a vehicle. can be used to instantly highlight a vehicle having a specific ID#, while will search for all or any vehicle having a specific phrase in its basic data. When a searched vehicle is found, the data can be viewed in its entirety. These search features are especially helpful if you have many vehicles on file. The remainder of this guide will concentrate on using the program's features, which you should find to be essentially straightforward. In FAST, can be used, almost universally, to terminate just about any procedure or step you are undertaking at the moment, or to exit the program. II VEHICLES MENU 2.1 ADD The "Add" function is the first step in using a new database, since a vehicle must be identified before services can be tracked or recorded for it. All new vehicles to be tracked by the program are entered via the "Add" function. New vehicles may be added only if the number of active vehicles is less than the total capacity of the system. Any data entered under "Add" can be later edited (added to, changed, or removed) by using the vehicle "Modify" feature. After pressing to add a new vehicle to the database, a data entry window will appear, into which you may enter the basic vehicle data. You will find that the direction keys, , , , , , , and all produce certain actions which facilitate the entry of data. Data fields may be left blank or words abbreviated as necessary. The "Description" field can be used to record additional identifying features about the vehicle. The Vehicle Identification Number, a serial number issued to all vehicles by the manufacturer for purposes of title and registration, may be entered in the field labeled "VIN". Use the "Misc" field to hold any other information that you would like to keep on file about a vehicle. You may enter the date and mileage of the vehicle when first obtained in the "Initial Date/Mileage" fields, and expiration dates for inspection and registration may be entered in their respective fields. The "VCode" field is used to assign an arbitrary identifier, up to 5 characters in length, which can be later used to restrict report output to only those vehicles with the VCode specified at that time. There can be a unique VCode assigned to each vehicle, or multiple vehicles may possess the same VCode. If you currently use your own identifying system, you may choose, as a matter of convenience, to use the VCode field for this purpose. When you arrive at the "Scheduled Maint(enance) Codes" field in the vehicle entry window, a maintenance service selection screen will appear, with items "A" through "Z" listed. Services must be entered and saved under the "Service Schedules" option before they will appear on the maintenance selection screen. Select (or remove codes) by moving the scroll bar to the desired choice (via , , , , or the code letter) and then by pressing or . Use to assign all codes to the vehicle. Press or when done making selections. For each vehicle, services must be individually assigned in the above manner before they will be tracked by FAST. This is useful because you may not desire to track all services for all vehicles, especially if certain services only pertain to some and not others. This is often the case when you have several varied types of vehicles (e.g., diesel/gas, turbo/non-turbo, automatic/manual, rear/front/all-wheel drive, etc.). The "Message" field may be used to place any reminder note or some other comment that may have particular importance at a later time. It can, for example, be used to remind of some pending service appointment, or about something vehicle-related which expires on a certain date. The date to which the message refers, if any, is entered in the "Due Date" field. You can, at any time, conveniently view existing messages for all vehicles by selecting "Messages" on the reports menu. Upcoming and past-due dates will also be displayed in such a manner as to alert you to messages as required. Refer to the "Messages" report section for information on how due dates are displayed. Press when you desire to terminate data entry. You then have the option of whether or not to save your data. If you choose "Y", the new vehicle will automatically be assigned to an ID# one consecutive number higher than the last vehicle added to the database. This is so even if the last vehicle added has been deleted and no longer appears within FAST. 2.2 MODIFY / VIEW / DELETE Use "Modify" whenever a vehicle's basic information requires updating. The same data fields as encountered in "Add" are accessible here. A vehicle's current mileage may be updated here, as well as any reminder message or DMV-related expiration dates. New services to track may be added, while other services may be disabled for the vehicle. When at the message field, the entire message can be removed quickly by pressing . It is important to update vehicle mileage often, especially when services are being tracked whose intervals are based partly or fully upon distance traveled. It is necessary for FAST to have accurate mileages on file so that you can be alerted at the proper time when service is due. Current vehicle mileages are updated automatically and as necessary when entries in the expense log are made. "View" displays the full vehicle data without the possibility of modifying the record inadvertently. "Delete" enables the "removal" of any vehicle from the database by making the record inactive. Inactive vehicles are no longer accessible to the program's features. ID#'s assigned by the program are permanent, and may not be reused even after the "deletion" of vehicles. "Deleted" vehicles can be reactivated by using on the main (menu) screen. III EXPENSE LOG MENU 3.1 UPDATE MAINTENANCE / ENTER REPAIR SERV(ICE) / ENTER MISC(ELLANEOUS) EXPENSE All repairs and scheduled maintenance services performed for vehicles are entered by using either of the first two menu functions. The third item accomodates expenses not covered by the first two. As explained earlier, prior to the logging of any expense item, the applicable vehicle must first be selected from the vehicle list screen. All repairs, maintenance updates, and miscellaneous expenses are recorded in a common expense log. Since FAST keeps expenses automatically arranged in order by date of expense, it is not necessary to log vehicle expense records in the order they occurred. Service records and other expenses may be entered in any order, including those which occurred prior to acquiring this program. When logging a scheduled maintenance service record via the "Update Maintenance" function, a window will appear showing the current status of all scheduled services that are being tracked for the vehicle. Due dates and/or mileages will appear in flashing red on service items that are past-due, solid red on those at the due date, yellow on those upcoming (within the number of days/miles specified in the "Set Advance Notice" option), and blue on items that are not yet due or upcoming. If there has been no prior log entry for a service, FAST will utilize the initial date and mileage saved in the basic vehicle data as the last time service was performed. (These will not appear, however, in the last date/mileage column.) Otherwise, if no initial date has been recorded for a vehicle, tracked services without any prior entry will appear with blank entries in both the last date/mileage and due date/mileage columns. Select a service to log by scrolling the highlight bar to the desired choice (via , , , or code letter) and by then pressing . A record entry window will appear above, into which you may enter the service date, mileage, expense amount, and a description of service. Defaults are assigned automatically to each of these fields, which you may modify as required. For purposes of tracking, the record will register as the performed service that is saved, regardless of what the description is modified to read. The same record entry window will appear when logging a repair or other expense for a vehicle. As is the case with maintenance entries, you may include in the description field anything else of possible importance, such as parts used, name of service facility, invoice number on bill, etc. If several services were performed at the same time, you may either elect to record each as a separate entry, or to combine them into one. Non-maintenance expense log entries are not tracked via a schedule by FAST, but do appear along with such service records in the vehicle history. Vehicle mileages entered with new log entries, or modified when editing the expense log (next section), will automatically be saved as the corresponding vehicle's current mileage if the new value is greater than the last current mileage value on record. 3.2 EDIT LOG / START NEW LOG Edit the expense log whenever an error or omission has been made in a prior record entry. The edit screen will display all records with dates equal to or more recent than any date you specify beforehand. The fields which can be modified are those of the description, mileage, or cost value. (Note that the description appears abbreviated here until you attempt to edit the field.) If, however, you would like to change the date, or the vehicle to which an expense entry belongs, you must first delete the record and then re-enter it fully as a new maintenance, repair, or other expense. Though the need to use it may never arise, the "Start New Log" function serves to replace an old log file that has grown to the point where processing has slowed considerably. This would be most noticeable when producing reports on services due and selective expense history. The procedure can be done on an arbitrary or regular (e.g., every year) basis, as you deem necessary. All tracked services are automatically updated in the new log. (These won't show up, though, in a listing of new history and cannot be edited.) When you start a new log, the old log file is considered to be an archived (non-active) history file, and is renamed on disk as FAST_???.HST, where "???" represents the next available, consecutive file number. Therefore, FAST_001.HST would denote the first archive file in the directory. Subsequent archive files would correspond to 002, 003, 004, etc. Archive files may only be used to produce reports, and may not be edited or added to. For this reason, you must be certain that an expense log is complete and error-free before you decide to terminate it and start a new one. (Archive files can be accessed for reports by utilizing the "Set Active History" option.) 3.3 RE-INDEX LOG Log index files (FAST.IX1 and FAST.IX2) are automatically maintained during the entry of new log records. Under most circumstances, there should be little or no reason to rebuild them (though it never hurts to do so). However, circumstances can arise that might make it necessary. For example, if your computer loses power or is turned off while it is in the process of saving an expense log entry, re-indexing is recommended. If, for any reason, records that otherwise have been entered do not appear in the log history, or the program freezes or fails outright during processing (at expense log service status window, or service status or history reporting), the log file should be re-indexed. If you have previously deleted many expense log records and/or have deleted one or more vehicles, re-indexing may speed up processing somewhat. And if you have since re-indexed after deleting a vehicle and then decide to undelete it ( on menu screen), you will need to re-index in order to again have access to the prior log records of the vehicle. Because index files only permit chronological accuracy to within one day, please be aware that multiple log entries on a single car for the same record date may not appear in the log in the order they were entered. Although they will appear properly grouped together for the record date, their ordering will be random. This could have an effect on proper service status information (in terms of last/due mileage) when two entries for the same service item are logged for the same date with differing mileages. Subsequent deletion of the false service record will correct this situation. IV REPORTS MENU 4.1 RUNNING REPORTS FAST may be instructed as to the format and scope of reports by changing the default prompt parameters, which are presented in succession before the report is run. Reports are printed according to the specification saved under the "Set Report Printer" option. If, when attempting to print a report, an "Output Error" message appears on the screen, check to see that the current report printer setting is valid. Otherwise, check your printer and paper. You will, however, have to start the report over once the problem is corrected. (See the "Set Report Printer" option for info on valid printer settings.) A report title may be included when sending output to a printer or file. A printer line width of at least 80 characters is required for the report to be formatted properly. Reports do not use margins. FAST utilizes a page length of 66 lines. If a report is made to a file, the file can then be viewed using a text file viewer/editor (e.g., word processor), the TYPE command (in DOS), or later printed using any similar means. Either of the following DOS commands can be easily used in the following way to output a file to a printer at LPT1: C:\>TYPE filename > LPT1 C:\>COPY filename LPT1 4.2 SERVICE STATUS Through the use of this feature, the status of all tracked services, or of only those upcoming, due, or overdue, may be checked for one or more vehicles on record. The report will be restricted to the vehicle whose ID# or all vehicles whose VCode you specify. A vehicle is considered to be due or overdue for service when either the due date or the due mileage, as determined by the service interval saved under "Service Schedules", has been reached or exceeded. A service is considered upcoming if it will become due within the number of days or miles specified under the "Set Advance Notice" option. Replying "D" to the "Show Due Only Or All Svcs?" prompt will restrict the report to those services that are presently only upcoming, due, or overdue. A reply of "A" will produce the status of all services, whether they are upcoming, due, overdue, or otherwise (not upcoming yet). If there has been no prior log entry for a service, FAST will utilize the initial date and mileage saved in the basic vehicle data as the last time service was performed. In this case, however, nothing will appear in the last date/mileage column. Otherwise, if no initial date has been recorded for a vehicle, tracked services without any prior entry will not appear on any service status report. Respond "S" to the "Arrange By Car Or Service?" prompt if you want to group together all vehicles needing a specific service. You may restrict the output to a particular service by then entering the respective code letter (A-Z). If output is to the screen, all applicable services will be produced, starting with the specified or lowest alphabetical code, in which case you may to the previous or next service or use to jump to any applicable service in the report. In a vehicle-arranged status report where no ID# has been specified (reply of "C"), the report will start with the lowest numerical ID# which applies. You may then or jump () as necessary to view the vehicles applicable to the report (screen output only). Due dates/mileages are coded in such a way so that you may be instantly alerted as to the correct service/vehicle status. On the screen, flashing red is used to indicate overdue, solid red for services exactly due, yellow for those upcoming, and blue for services not due yet. On printouts, these are in turn shown with the preceding symbols "***" for overdue, "**" for those at due date, "*" for upcoming, and none for otherwise. 4.3 EXPENSE HISTORY FAST's selective history features can be used to restrict the content of reports to only those items of interest at the moment. You have the option of whether or not to include cost information on the report. Reports can also be made consisting of cost information only. History used for a report is read from the file specified under the "Set Active History" option. Parameters which may be used to restrict the scope of the report include vehicle ID# or VCode, starting and ending dates, maintenance codes, and search phrases. If you provide a vehicle ID# or answer "Y" to the "Arrange History By Car?" prompt, history is grouped separately for each vehicle. Otherwise, another format is presented, which consists of a general two-line listing arranged chronologically by date of service/expense. If a specific vehicle ID# has not been named, and a report is then arranged by car, the report will start with the lowest numerical ID# which applies. You may then or jump () as necessary to other vehicles in the report (screen output only). The inclusion of cost information is determined by the letter entered in the "Incl(ude) Costs" field. Valid responses include "Y" to show on report, "N" to omit, or "O" for the report to consist of cost information only. When output is by vehicle, cost information consists of total cost, miles traveled, and cost per mile, abbreviated "CPM". Printed reports include an additional summary at the end of the report which indicates the number of vehicles in the report, the total miles traveled and cost for all vehicles, the overall cost per mile, and the average per vehicle cost. The "Codes" and "Search For" fields work together to produce a comprehensive listing of items for the report. In the "Codes" field, place the letter codes of all scheduled maintenance services to be included for the report. In the "Search For" fields, up to three separate phrases which might appear in any expense record description may be entered. Blank fields will produce all history unless at least one code or phrase is entered, in which case the report scope will then be restricted to just the specified codes and/or phrases. In the "Codes" field, may be used repeatedly to cycle the various options available to redefine the report scope. The options, with the corresponding restrictive effect of each, are as follows: "All (Codes Only)", to access scheduled maintenance history only; "None (Repairs Only)", to access expenses entered as repairs only; "None (Misc Only)", to access miscellaneous expenses only; and "All (W/Repairs Only)", to access scheduled maintenance and repair (non-miscellaneous) history only. 4.4 EXPIRATIONS / MESSAGES / VEHICLE LISTING Use "Expirations" when you want to check on expiring vehicle registrations or inspections. Expiration dates will first show up on a report when they are forthcoming within the number of days specified under the "Set Advance Notice" option. These dates are displayed on-screen in yellow. Solid red denotes expirations at the current date, while flashing red is used to signify those past expiration. On printed reports, the symbol "*" precedes upcoming expirations, "**" precedes those at the expiration date, and "***" precedes those already expired. Non-expired dates that are also not upcoming do not appear in the report. "Messages" can be used to produce a report for all vehicles which contain a message in the basic vehicle record. Messages can be especially useful as a vehicle-related reminder. A message will show up on a report regardless of whether it has an associated due date. Due dates are shown on-screen in the following manner: flashing red, message overdue; solid red, at due date; yellow, upcoming; and blue, not due yet. Printed reports use the following symbols to display the message status: "***", overdue; "**", at due date; "*", upcoming; and no symbol for not due yet. "Vehicle Listing" is used to display all information on record for each vehicle in a 3-line listing. Vehicle messages and due dates, however, do not appear, as such may be easily viewed by selecting "Messages". V OPTIONS MENU 5.1 SERVICE SCHEDULES Scheduled maintenance services, which are defined by the user, are set up using this feature. Each service must be entered in the table before it can be assigned to a vehicle for tracking. Entering a service consists of first selecting any available code (A-Z) by moving the highlight bar and then pressing to begin entering data. The following keys may be used to move the highlight to the code of your choice: , , , , or the code letter itself. Specified for each code must be a description of the service and its associated interval, which indicates exactly how frequently the service should be performed. The interval period can be configured on time, distance, or both. In the latter case, a vehicle is considered officially due for service when it becomes due first by either parameter. Valid service interval values are as follows: 1 to 120 for months, 1 to 900 for days, and 1 to 99999 for distance traveled. Time/distance parameters that have a value of zero are not used for tracking. A service must have a description and at least one interval parameter defined before it is can be used for purposes of tracking. If a service is later changed (redefined in terms of description or interval), all vehicles which are tracked for the particular service will be affected accordingly, i.e., they will all in turn adhere to the new scheduling information. A maximum of twenty-six anticipated scheduled maintenance services for all vehicles on record may be entered in the table. As mentioned under the section on adding vehicles, due to differences in service recommendations by vehicle type and how each vehicle is operated, you need only assign to a vehicle those services in the table which apply. If you are not sure what services should be tracked and how often for your vehicle(s), refer to the owner's literature for each vehicle of a particular year, make, and model. Otherwise, a dealership or other service facility can often provide the necesssary information. It is also possible, of course, to design a service schedule to fit your needs, accomodating whatever items you would like to have performed on a routine basis. Services need not imply actual work to be performed, since some are closer to the nature of a regular check or inspection of certain items. Examples of commonly tracked services include the following: Months Miles Oil And Filter Change 3 3000 Spark Plug Replacement 20 20000 Air Filter Replacement 24 24000 Fuel Filter Replacement 12 12000 Cooling System Check 12 Coolant Flush And Replace 24 24000 PCV Valve Replacement 20 20000 Crankcase Filter Replacement 24 24000 Drive Belts Check And Adjust 10 10000 Transmission Fluid Check 12 12000 Steering/Suspension Lubrication 15 15000 Power Steering Fluid Check 12 Brake System Check/Replace Linings 30 30000 Front Wheel Bearing Repacking 30 30000 Exhaust System Inspection 6 Tire Tread Wear Check 6 Tire Pressure Check 1 Exterior Lamps Check 1 5.2 PROGRAM SETTINGS The "Set Advance Notice" option can be used to set the number of days and/or miles in advance when an expiration, message, or scheduled service will first be considered upcoming by FAST and be indicated as such on a report. Values from 1 to 999 are permitted for days, 1 to 9999 for miles. If a value of zero is entered, expirations and services will not appear on an expired/due report until the actual date of expiration or due date or due mileage is reached. The "Set Heading/Colors" option is used to save a heading, which may consist of a name or anything else you may want to display at the top of the screen. The heading also appears at the top of all printed reports. Screen colors which can be set using this option include the menu highlight bar, menu background, and menu screen background. Colors are selected by using the keys and then when the desired color is displayed. FAST normally uses the expense log file FAST.LOG to produce history reports. If you have expense history in non-active (archive) files, "Set Active History" can be used to change the file to be accessed for history reports. FAST will check to see if any files are available, and if found, will display the corresponding file numbers. You must then enter the archive number of the file. For example, the archive number would be 1 to access an existing file FAST_001.HST. The "Start New Log" section contains additional information relating to history files. The "Set Report Printer" option enables you to change the output specification for printed reports. You may specify printers attached to the first, second, or third parallel port (if so equipped), or a filename with an optional drive and pathname. If you specify a file which already exists on disk, the file will be overwritten when the report is made. Valid settings also include printers specified as filenames. If you receive an output error when a line printer (LPTx) is specified, and cannot otherwise find anything wrong, try specifying the printer port as a filename. For example, if the normal LPT1 setting won't work, enter LPT1 as a filename and attempt to re-run the report. If you happen to have a printer connected to a serial port, specify it as a filename according to the following format: COMx:[speed][,parity][,data][,stop] (Items in brackets are optional -- see printer manual for correct values; x is port number.) For example, if you have a serial printer connected to COM1 with a speed of 4800 bps (bits per second), no parity, 8 data bits, and one stop bit, you would specify COM1:4800,N,8,1 as the filename to use. (The filenames LPTx and COMx, when specified without the colon, route the output commands through DOS, and will adhere to the settings (if any) specified in the DOS MODE command.)