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║ <<<< PC-SIG Disk #3140 MAIL ORDER MANAGER >>>> ║
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║ To install the program, type: INSTALL (press Enter) ║
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║ To print the documentation, type: COPY OE.DOC PRN (press Enter) ║
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║ (c) Copyright 1993, PC-SIG Inc. ║
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OE.DOC
MAIL ORDER MANAGER
Version 1.02
Written By Kim G. Thornton
(C) Copyright 1992, Micro Methods, All Rights Reserved
Mail Order Manager is distributed and marketed through SHAREWARE.
This shareware disk is for evaluation purposes and gives you a
chance to "try before you buy". If you find this software useful
a registration fee is requested. Registered users will receive
the most recent version of the program (a serialized copy with
out the shareware messages), a users manual and phone support.
Thank you for supporting Shareware.
Kim G. Thornton
* MAIL ORDER MANAGER ORDER FORM *
COMPANY _______________________________________________________
NAME __________________________________________________________
ADDRESS _______________________________________________________
CITY, STATE & ZIP _____________________________________________
COUNTRY _______________________________________________________
PHONE (_______) ______________________________________________
MAIL ORDER MANAGER REGISTRATION FEE $79.00
INDIANA RESIDENTS ADD 5% ________
TOTAL ________
CIRCLE ONE:
CHECK MONEY ORDER VISA MASTER CARD
ACCT# ______________________________________ EXP DATE _________
SIGNATURE _____________________________________________________
PLEASE RETURN TO:
MICRO METHODS
C/O KIM G. THORNTON
P.O. BOX 2027
EVANSVILLE, IN. 47728
(812) 476-0999
LIMITED WARRANTY
The program is provided "as is" without warranty of any kind,
either expressed or implied. Micro Methods does not warrant that
the functions contained in the program will meet your
requirements or that the operations of the program will be
uninterrupted or error free. In no event will Micro Methods be
liable to you for any damages, including any lost profits, lost
savings or other incidental or consequential damages arising out
of the use or inability to use such program.
Any liability of seller or Micro Methods will be limited
exclusively to software replacement or refund of the purchase
price.
INTRODUCTION
Mail Order Manager is an easy to use order entry program which
combines invoicing, inventory control, and a salesperson file for
tracking commissions. Although designed for use in a mail order
type business, it can be used in any kind of business requiring
order entry management. Some of the many features are, abilities
to save all orders to disk which can be recalled by invoice
number, name, phone, or zip code. An inventory window which
allows you to search your files by number or description and
"paste" items to the invoice you are working on. A mailing list
which allows you to locate names and place on an invoice and is
automatically updated when new orders are entered.
Mail Order Manager will print invoices with address labels, or
can use preprinted forms if you wish. Some of the many printed
reports are inventory lists, items below reorder level, item
price list, sales personnel list, and customer mailing labels.
The program has file capacities of 65,000 inventory items, 65,000
names in the mailing list, and up to 65,000 orders on file.
HARDWARE REQUIREMENTS
The following hardware is required to use Mail Order Manager:
IBM PC, XT, AT or compatible computer with at least 256K of free
memory.
MSDOS 2.1 or higher.
1 5 1/4" or 3 1/2" floppy disk drive.
10 MEG. or higher hard disk drive.
80 column dot matrix printer.
INSTALLING MAIL ORDER MANAGER
To load Mail Order Manager on to the hard disk, insert the
program disk into your floppy drive and run INSTALL.COM
The installation screen will be displayed and you will then
answer questions on which drive and sub-directory you will
install the program into.
The default sub-directory is \OE and the data files have an
extension of .DTA If you use \OE as the sub-directory, to backup
your data files you would use the DOS command:
BACKUP C:\OE\*.DTA A:
It is important to back up your data on a regular basis. For
more information on backing up and restoring data from your hard
disk drive, refer to your MSDOS users manual.
STARTING MAIL ORDER MANAGER
To start Mail Order Manager, at the C:> prompt, type OE and press
[ENTER]. After the program loads The main menu will be
displayed.
If this is your first time running Mail Order Manager you will
need to initialize the system by selecting option COMPANY SETUP.
This is where you enter information such as company name,
address, and how Mail Order Manager will be configured.
THE MAIN MENU
The main menu is the central control area of the program. It is
from this area you will access the different modules of Mail
Order Manager and you will always be returned here after exiting
any of the modules. The access the different menu selections,
move the bar and press [ENTER] at the appropriate line.
ORDER ENTRY
This is where orders are entered, viewed or changed. You can
also print orders, mailing labels, and close-out processed
orders.
The status of each order (which is displayed at the upper left of
the screen) can be one of the three:
1. ORDER PROCESSED, which means the inventory has been updated
and this order is ready to print.
2. ORDER PROCESSED and PRINTED, this order has been printed and
closed-out.
3. ORDER ON HOLD, which allows you to place a pending order
which can be processed or changed later.
The different areas of the order entry module are controlled by
function keys which are displayed on the bottom line of the
screen:
[F2] Add Orders
Use this function to enter a new order. The order entry screen
is composed of three parts the first is for entering the sold to
and ship to name addresses, the second part is for entering the
salesperson, shipped via, terms, FOB, PO#, and tax code. And the
third part is for entering the inventory items. You can easily
move between each of these areas by pressing the [PgUp] or [PgDn]
keys. To move the cursor and edit, use the Up and Down arrow
keys. While entering inventory items on the order you can move
the cursor to an existing item number with the up and down with
the arrow keys and press the [DEL] key to remove an item. You can
use the right and left arrow keys to change qty sold or price.
The [HOME] key will place the cursor at the first item and the
[END] key will place it at the last item.
To save a completed order, press the [F10] key to display the
Save Menu and choose the selection you want for this order,
PROCESS ORDER (saves the order for batch printing later, updates
inventory and accounting file), PROCESS and PRINT ORDER
(processes order and prints this order now), HOLD ORDER (places
order on hold, does not update inventory or accounting).
[F3] View Edit
This function is for viewing or changing existing orders. You
can search for an order by invoice#, company, name, zip code, or
phone number. Move the cursor with the arrow keys to the line to
search and enter the information you wish to find. The [PgUp]
and [PgDn] keys will display the previous or next order. To edit
an order press [F5] and use the [PgUp] and [PgDn] keys to move
between the different areas of the order and the up and down
arrow keys to move the cursor and edit. To save the changes,
press [F10].
[F4] Mail List
Mail Order Manager maintains a mailing list of all your
customers. Each time a new order is entered, that name is added
to the mailing list accept when the name is originally taken from
the list and placed on the order. You can also add names to your
list manually.
When entering a new order you have the option of using a name
from your mailing list, this is done by pressing the [F4] key.
After keying in and finding the name you wish, press the [F9] key
to "paste" the name on the order. You can also copy the Sold To
name and address to the Ship To by pressing the [F9] key again.
[F5] View Inventory
While entering items you have the option of viewing the inventory
file by using the [F5] View Inventory window. This option is used
for searching inventory items and can also "paste" the high
lighted item onto the order. To search for an item press the ?
(question mark) key. Then enter in all or part of the inventory
number or the description of the item. When searching by
description, the first character must be a ? I.E. to search
for WIDGET you could type in ?WID and the closest match would be
displayed. To place an item on the order press the [ENTER] key.
To exit the window with out choosing an item press the [ESC] key.
[F6] Print Orders
This is where you will print your orders, mailing labels, and
perform a close-out on processed orders. You can also preview or
list processed orders on the screen.
Print Processed Orders
After choosing this selection you will be prompted to press any
key to begin. Depending on which invoice option you selected in
the company setup, the standard and the standard with label will
print on 8 1/2" X 11" plain paper the NEBS 9040 will print on a
NEBS preprinted form #9040. All orders saved as PROCESSED will
be "batched" printed.
Print Labels For Processed Orders
This option will print labels on all PROCESSED orders. The size
required is 3 7/8" X 2 7/8".
Preview Processed Orders
This option will display the invoice number and name of each
PROCESSED order. You can use the [PgUp] and [PgDn] keys if
necessary to view all processed orders. To exit this area, press
the [F1] key.
Close-out Processed Orders
This procedure is done after you print your orders. You will be
prompted with "Print Summary Y/N? " The summary will print the
invoice #, date, name, payment type, order total, and it was
shipped. This list can be used for credit card verification as
the credit card numbers and expiration dates are also printed on
the list.
The purpose of closing out orders is to mark each PROCESSED order
as PROCESSED and PRINTED. It is very important to close-out the
orders after you print, if you skip this process these existing
processed orders will remain active and will print again with the
next batch of orders. If you have printed the orders and try to
exit the [F6] Print Orders area with out doing a close-out, you
will be reminded to do the close-out.
When the orders are closed-out the salesperson file totals and
commissions will be updated at that time.
To exit the Print Orders area, press the [F1] key and you will
return to the Order Entry screen.
INVENTORY ITEM FILE
Selection 2 from the main menu will allow you to maintain you
inventory items. You can add, change, view and delete items
here. Your options are A to add items, C to change items, V to
view, and D to delete. [F1] will return you to the main menu.
Guide lines for entering inventory items:
The item number can have a maximum of 15 characters and can be
alpha or numeric.
The category field can have up to 10 digits and can be alpha or
numeric. The category is important as you can print information
about you inventory sorted by category.
The description field can have a maximum of 25 characters.
Use only numbers or decimals in the qty on hand, reorder level,
cost, retail price, and mark up lines.
The mark up percent lines will automatically be calculated for
you using the retail prices.
If you enter a zero in the cost line, the retail price and mark
up lines will be by passed and during a transaction , you will be
prompted to key in the price manually. This feature could be
used for misc. sales.
The vendor line is used for the company name of the vendor or
supplier of the item. You can sort and print by vendor on some
of your printed reports. The vendor line will also be printed
on your inventory item lists.
The Taxable (Y/N) prompt is for identifying taxable and non
taxable items. Enter a Y or an N here.
Last update is the last time the item was received.
Last sold is the date it was last purchased.
Total sold, Item Revenue and Item Profit are automatically
updated at each transaction. You can enter amounts in here or
press [ENTER] at each of these lines to leave at zero.
Item Revenue is the total sales of the item and the Item Profit
is calculated by the selling price and the item cost.
To edit any of the lines use to up or down arrow key and re-type
the line. To save the information press the [F10] key.
To return to the Add, Change, View or Delete options, just press
the [F1] key.
When you enter C at the options you will be prompted to enter a
item number to change. Here you would key in the item number or
an ? and the description to search for and use the page up or
page down key to display your inventory items. After finding the
record you want, you may then used to arrow keys to edit and
press [F10] to save the changed information.
To return to the options, press the [F1] key.
The V option allows you to view any of the items. You can enter
the item number or ?description to view and page up or page down.
To delete an item you would enter a D at the options, and enter
in the item number or ?description to delete. To delete the item
displayed press the [Del] (DELETE) key.
Pressing [F1] at the options will return you to the main menu.
ADD RECEIVED INVENTORY
This selection of the main menu is used to add inventory
purchases to your item file.
You will be prompted for the inventory item number to update.
After keying in a valid number, the item description, quantity on
hand, last update, and current item cost will be displayed. You
can then enter the number of items received and at the "OK?"
prompt answer Y to write the information to the file or enter N
to re-enter the total amount received. If you enter in an L at
the "OK?" prompt you can print price labels for that item being
received. You can change the items wholesale cost by pressing
[F3] at the total received prompt. When changing the cost of an
item, you will be prompted to adjust the mark up percent or
retail price of the item.
Pressing [F2] here would erase the line and allow you to start
over. [F1] will return you to the main menu.
After adding received inventory the quantity on hand will be
adjusted and the last update will be changed to the current date.
f the item cost was changed then the markup or retail price will
also be changed.
The inventory window can also be accessed by pressing the [F5]
function key (for more information on this feature see
Inventory Window in the Order Entry section of this manual).
SALES PERSONNEL FILE
Selection 4 from the main menu will allow you to maintain you
sales personnel file. You can add, change, view and delete
salesmen here.
Guide lines for entering sales personnel:
The salesman number can have a maximum of 2 characters.
The name, address, and city state zip lines can have up to 25
characters. The phone and social security # lines can have 15
characters.
The comments line is for misc. information.
The commission % line is the amount of commission in a percent
the salesman will receive.
The commission on line can be G for gross sales made or P for
profit made on sales. The commission % is used with this
information to calculate the salesman's total commission.
The Micro Register will keep track of a salesman's commission and
total sales on a current or year-to-date basis. The totals are
updated at the time you do a close-out on the orders in the Print
Orders area of the program. These totals can be zeroed at any
time. This is done by pressing [F10] at the options, entering a
C for to zero current totals or a Y to zero year-to-date totals.
Before any totals are you are prompted to "... Verify (Y/N)?".
Here you would answer with a Y or a N.
Pressing [F1] will return you to the main menu.
ACCOUNTING INFORMATION
The Accounting Information tracks current and year-to-date totals
on taxable and tax exempt sales, and the 4 tax code totals.
These totals are updated each time an invoice is processed or
changed but you must manually zero the totals by pressing the
[F3] Clear Totals function. To print the totals, use the [F4]
Print Totals function.
PRINT REPORTS
Print Reports is where you will print all lists of inventory
items, sales personal lists, etc.
[F2] will return you to the print reports menu and [F1] will
return you to the main menu.
You can stop the printing process on any of the reports by
pressing the [ESC] key.
Inventory Item List
This list, which is sorted by the item numbers, includes current
information such as quantity on hand, last time sold, and revenue
produced. The vendor information line will also be printed.
You will be prompted for the category to print, here you would
enter up to a 10 digit category which was used in your inventory
item file or press [ENTER] to print all categories. You can
print this list by vendors if you wish by entering the vendor on
the next prompt. This vendor name must be present on line of the
inventory item file information. To print all vendors, press
[ENTER] here. It is suggested that you print by categories as
this will keep your list shorter and more organized.
After the list is sorted, it will be sent to the printer.
Items Below Reorder Level
This list will print all items that have quantity on hand levels
below the reorder level. It is sorted by item number. You will
have the option of printing categories or all of the inventory
items which have fallen below reorder level. This list can also
be printed by vendors if you wish.
Item Price Labels
The Micro Register will print price labels for your inventory.
You will be asked for the category. Here you would enter the
inventory category you wish to print or press [ENTER] for all
categories. The next prompt will be for the number of labels for
each item. After the list is sorted (which will be by item
number), you be prompted for test or alignment labels. Answering
Y would print the test labels and N would proceed to print the
price labels. You can print labels for one item by by pressing
[F3] at the Enter Category prompt. After pressing [F3], you must
enter the item number you wish to print and enter the number of
labels to print for that particular item.
Item Price List
The Item price list consist of the item number, description and
retail prices. This is a handy list to place in a book to use as
a reference. This list can be printed by category or a complete
inventory price can be printed.
Physical Inventory List
This list is used for taking inventory in your store. It consist
of the inventory number, description, quantity on hand, and a
blank line used to write in the actual inventory physically
counted. This list may then be used to correct the quantity on
hand totals for your inventory file. This list is double spaced
and may be printed by category.
Inventory Value & Analysis
This will give you your current inventory value determined by the
cost and profits or revenues of each item. After Selecting the
option, you will be prompted on which type of list. "C" would
list combined categories and "I" would list each item
individually. You then must chose "P" to print profit amounts or
"R" for total revenue amounts.
If you print the list by items you will also be prompted for
which category to print. For all categories press [ENTER] at
this prompt.
Sales Personnel List
Prints information on sales personnel, includes current and year-
to-date sales and commission earned. You have the option of
sorting this list by salesman number or name.
Customer Mailing Labels
This Selection will allow you to print mailing labels from your
customer account file. A label size of 3 1/2" X 15/16" - 1
across is required. Before the labels are printed you must tell
Mail Order Manager which range (by zip code) to print. You will
be prompted with a "FROM" and a "THRU". "FROM" is the staring
range and "THRU" would be the end of the range. If you wish to
print all names, you would press [ENTER] for "FROM" and [ENTER]
for "THRU".
While the labels are printing you can abort the process by
pressing the [ESC] key.
COMPANY SETUP
The company setup is where you enter information about your
business. The company name, address, city, state, and zip will
appear on the invoices and labels printed.
You have the option of printing 3 different invoices:
1) Prints invoice on 8 1/2" X 11" paper. 2) Prints invoice
on 8 1/2" X 11" paper also prints mailing label on bottom of
invoice. 3) Prints on a preprinted form available from NEBS
(form #9040).
The 4 different tax codes are used when entering an invoice. You
can use 1 code on an invoice or a combination of all 4 codes.
The next invoice number can be changed at any time such as at the
first of the year.
The printer codes are used to make your printer print condensed
or normal type. Many printers use the EPSON codes which would be
27 15 for condensed print and 18 for normal or to release
condensed print. If these codes do not make your printer print
on condensed format then refer to your printers owners manual for
the proper codes and enter then here.
The password is used to protect the accounting information and
will also protect the company setup. If you do not want to use a
password then leave the password line blank. To remove or blank
out an existing password just move the cursor to the password
line and press [ENTER].
EXITING MAIL ORDER MANAGER
Selection EXIT PROGRAM on the main menu will exit the program and
return you to the C prompt of the computers operating system.
Even though Mail Order Manager protects your data in the event of
a power failure, always exit the program properly before shutting
down your computer.
Directory of PC-SIG Library Disk #3140
Volume in drive A has no label
Directory of A:\
OE COM 20608 4-29-92 5:14p
INSTALL COM 22912 5-04-92 8:30p
ACCOUNT CHN 6784 4-29-92 5:07p
INV CHN 23936 4-29-92 5:07p
LABELS CHN 17152 4-29-92 5:07p
MENU CHN 11264 9-11-92 2:49p
ML CHN 20352 8-28-92 11:42a
OE CHN 44928 7-26-92 10:01p
PRNTORD CHN 28800 4-29-92 5:10p
RECINV CHN 24576 4-29-92 5:12p
REPORTS CHN 40960 5-26-92 3:29p
SALESPRS CHN 20992 4-29-92 5:13p
SALESRPT CHN 12672 4-29-92 5:14p
SETUP CHN 6528 4-29-92 5:14p
COMP NDX 640 3-15-92 1:01p
NAME NDX 640 3-15-92 1:01p
INVOICE NDX 640 3-15-92 1:01p
INVDATE NDX 640 3-15-92 1:01p
INVSTAT NDX 640 3-15-92 1:01p
PHONE NDX 640 3-15-92 1:01p
ORDZIP NDX 640 3-15-92 1:01p
MLCOMP NDX 640 3-15-92 1:02p
MLNAME NDX 640 3-15-92 1:02p
MLZIP NDX 640 3-15-92 1:02p
INVNO NDX 640 3-15-92 1:04p
INVDESC NDX 640 3-15-92 1:04p
SALESNO NDX 640 3-15-92 1:04p
SALESNAM NDX 640 3-15-92 1:04p
MLPHONE NDX 640 4-26-92 9:07p
INV DTA 256 3-15-92 1:04p
SALESMEN DTA 128 3-15-92 1:04p
ML DTA 128 9-01-91 9:35p
ORDERS DTA 128 5-04-92 11:43a
DEFAULTS DTA 640 8-29-92 10:18p
TRANS DTA 128 9-01-91 9:40p
ACCOUNT DTA 384 4-26-92 4:53p
OE DOC 26852 5-04-92 9:15p
READ ME 439 5-04-92 8:27p
GO BAT 31 6-04-92 2:25a
GO TXT 847 12-04-92 4:51p
40 file(s) 342025 bytes
1024 bytes free