dClub Version 4.0 February 1993 ------------------------------------------------------------------------- Welcome to the dClub View Help option. This will assist you with some of the features of the program. ------------------------------------------------------------------------- What to do first: First, read this documentation, walk thru the tutorial under the Manual sub-menu, enter your users names, passwords and tag with "Y" the areas that you authorize the users to use. Enter your inventory and yours customers. Once this is done, you are ready to start doing invoices and work with the process of the program. Get familiar with the operation of the program in order to find the information you need. Standard Data Screen Menu Options Description --------------------------------------------- This are a brief description of the diferents options you will find at the data screens. All options work the same way at every data screen and work with the data file area selected. Add - By pressing this option you are able to Add a new record to the current database. Edit - By pressing this option you are able to Edit the current record at the screen of the current database. Previous - By pressing this option you are able to reach the previous record in the database by the order selected. Next - By pressing this option you are able to reach the next record in the database by the order selected. First - By pressing this option you are able to reach the first record at the database according to the order selected. Last - By pressing this option you are able to reach the last record at the database according to the order selected. Search - By pressing this option you are able to search a record by giving the search value according to the order selected. Browse - By pressing this option you are able to see the complete database file in a Browse Window Mode. Tag/Delete - By pressing this option you are able to Tag the current record in the screen as deleted to be removed later. The deleted records will be removed permanently when the Reindex option under Utilities Submenu is selected. To Untag the record just press this option again when the record is present at the screen. Change Search - By pressing this option you can change the diferents search condition available to the current data screen. ========================================================================= Databases Fields Description ========================================================================= Customer.DBF Customers Data Information ------------------------------------------------------------------------- Customer Number: Assing the customer a number of identification or membership. This can be Numeric or Alphanumeric. The lenght of this field is 6 spaces. Customer Last Name: Enter only the Last Name of the Customer. The lenght of this field is 15 spaces. Customer Type: This area specify the customer type restriction. This field is receive from a pick window selection from another database. The lenght of this field is 1 space. Main: Enter the name and initial of the main card holder. The lenght of this field is 15 spaces. Spouse: Enter the name of the spouse if is going to be authorize by the Main card holder to rent under his customer number. The lenght of this field is 15 spaces. C, D, E other: Enter the names of any other person that the customer main holder allow to rent under his number. The lenght of this field is 15 spaces. Birth: Enter the birth date of every person inserted under the names area. The computer use this to find the age of each member. Enter the date in two numeric digit, each corresponding to the Month/Day/Year. Address: Enter the address of the customer. The lenght of this field is 40 spaces divided on two lines. City: Enter the city where the customer live. The lenght of this field is 15 spaces. State: Enter the corresponding state in two digit. The lenght of this field is two spaces. Home Phone: Enter the customer home phone number. The lenght of this field is 10 numeric spaces. Work Phone: Enter the customer work phone number. The lenght of this field is 10 numeric spaces. Other Phone: Enter any other phone number of the customer. The lenght of this field is 10 numeric spaces. Special Date: Enter here any special date that you will like to consider on your rental process for your customers. Employed: Enter the name where the customer is employed. The lenght of this field is 30 spaces. Social Security No: Enter the customer social security number. The lenght of this field is 10 spaces. License Number: Enter the license number of the customer. The lenght of this field is 20 spaces. License State: Enter the state 2 digit that the license corresponde. The lenght of this field is 2 spaces. Bank Card: Enter Customer Credit Card name if any. The lenght of this field is 10 spaces. Card Number: Enter the number of the Customer Credit Card. The lenght of this field is 20 spaces. Expire: Enter the experation date of the credit card. This is a date field. Enter the date in two numeric digit, each corresponding to the Month/Day/Year. Last Rent: This is the date of the last time this customer rent an item given by the system invoice process. Counter: This is a numeric counter that number the amount of items rented. This is count by the invoice process. Rents $: This field is updated by the invoice process given the total amount of rent money generated by this customer. Unpaid: This is the Unpaid amount of the customer. Credits: This is the Credits accumulated by the customer. This field is updated by the invoice process and by the video credit counter limit under the system parameters. Comment: Enter any special comments that you want to give to that customer. The lenght of this field is 30 spaces. =========================================================================== Items.DBF Items Data Information --------------------------------------------------------------------------- Number: Assign a number to the item. The lenght of this field is 6 spaces. This is an alphanumeric field. Title: Enter the title or description of the item. The lenght of this field is 30 spaces. Quantity: Enter how many of this items you have with the same number. The lenght of this field is 6 spaces. Media: Enter the media type of the item. The lenght of this field is 15 spaces. Status: The status field come from a pick window database that allow to specify the current status of the item. You can access this database under the same menu of the items selection. Sale/Rent: Enter if the item if for Sale or Rent. Rent will come as a default. The lenght of this field is 4 spaces. Rent Code: The rent code field come from a pick window database that allow to specify the current rent code of the item. You can access this database under the same menu of the items selection. Bar Code: Enter the bar code assign to the item. The lenght of this field is 30 spaces. Rated: The Rated code field come from a pick window database that allow to specify the current rating of the item. You can access this database under the same menu of the items selection. Class: The Class field do not have to be inserted. This field is coming from the Rated database pick window. When a Rated field is specify, the class field will come with it. Purchase: Enter from where the item was bought. The lenght of this field is 25 spaces. Purchase Date: Enter the purchase date. This is a date field. Enter the date in two numeric digit, each corresponding to the Month/Day/Year. Purchase Price: Enter the cost of the item. Sale Price: If the item is for SALE, enter the Sale amount. If the item is for rent, leave this field empty. Rented: This field is updated from the Invoice process. It will count the times that the item have been rented. $$ Generated: This field is updated from the Invoice process. It will add the amount of money that the item is been rented for every time is rent. Last Rent: This field is updated from the Invoice process. It will show the last date when the item was rented. Last Renter: This field is updated from the Invoice process. It will show the number of the last customer that rent this item. =========================================================================== Week.DBF Rent System Parameters Information --------------------------------------------------------------------------- Code: Enter the Code letter that you want to use to specify the rent code parameter. Description: Enter the Code Description for the current rent parameter created. Days of the Week: You have all the days of the week display on the editor box. Days: For each day of the week, enter the amount of days that you want to rent the items for. Price: For each day of the week, enter the rental price that you want to rent the items for. =========================================================================== Returns.DBF Returns Information Area History.DBF Updated Transaction from Returns.DBF and Sales from Invoice Process. --------------------------------------------------------------------------- These Databases have the same structure but their use is diferent. Invoice Number: This is the invoice number generated by the invoice procedure. Date: The date when the invoice was created. Custumer Number: The number of the customer selected at invoice. Name: Customer Name Selected from customer number. Comment: Comments that belong to the customer selected. Age: Selected Customer Age calculated from birthdate at moment of invoice creation. Unpaid: Amount unpaid from customer. Home Phone: Customer Home Phone Number. Work Phone: Customer Work Phone Number. Item Number: Number of items selected. Title: Items Titles selected. Rent/Sale: Only items that are for RENT go to the Returns area, Sales items go to the History Database. Rate: Rate of title selected. Days Rented: Period of Day or days that the title was rented for. Return: The Date when the Title should be returned in. Charge: Amount charge for the Title selected. Returned: One Character field that tag "Y" if the title have been returned. Return Date: System will update this field with the date the title was returned. Recharge: If title return date is under returned date, the program will apply a recharge amount. The same is calculated by the rental charge by the days of diferents of the returned date. It will calculate the amount by the percentage given under the System Parameters option title Set Tax, % and Limit. Taxes: The system will add the corresponding Tax amount for the bottom of the return slip in the screen. =========================================================================== Under Items Maintenance You find 3 pick window selection. These are Rent Code, Status Code and Rating Code. =========================================================================== =========================================================================== Rentcode Same as WEEK.DBF file described above --------------------------------------------------------------------------- This Selection can be updated also under the Utility Bar pull down menu in the System Parameters Options. =========================================================================== Status.DBF Item Status Class Information --------------------------------------------------------------------------- Code: Enter the status code Letter. Description: Description of status code classification. =========================================================================== Rating.DBF Rating Video Class Information Area --------------------------------------------------------------------------- Rated: Enter the Video Rating classification. Classification: Enter the Classification Description. Age Limit: Enter the Age limit for this classification. =========================================================================== Tax.DBF Tax, Percentage and Credits limit --------------------------------------------------------------------------- Sales Tax: Establish Sales Tax Percentage. Rent Tax: Establish Rent Tax Percentage. Return Percent: Establish Recharge Percent for Late Charge Rent Price. Credit Limit: Establish Amount of Credit Limit for Customers. Video Credit: Establish the amount of rents that the customer need to get a rental credit. =========================================================================== Amount.DBF Database updated from the daily transactions table. --------------------------------------------------------------------------- Date: Date of Record process. Invoices: Total invoices generated for that date. Items Out: Total of Items rented. Items In: Total of items returned. Sales: Total amount on Sales for that date. Rents: Total amount of Rents for that date. Returns: Total amount of Recharge for that date.