The DECUS Point-of-Sale System The DECUS Point-of-Sale System has undergone numerous changes since it was first developed. The following documentation should provide fairly concise information as to its use, however, several new functions that appear in various menus of the program have not yet been included in the documentation but should be intuitive as to their functionality. The POS System is a very customized program and was designed to meet a specific purpose. It is highly unlikely that the program can be used in its present state for general purpose point-of- sale and inventory applications without considerable modifica- tions. The intent of releasing this application into public domain is to provide a number of various dBASE III routines and procedures to assist you in developing your own applications. Please feel free to use any portion of these programs for your own development. Joe Tomas i P O S T A B L E O F C O N T E N T S 1. POS SYSTEM OVERVIEW...................................1 2. POS INSTALLATION......................................2 2.1. SYSTEM CONFIGURATION.............................2 2.1.1. Hardware..................................2 2.1.2. Software..................................2 2.1.3. Supplies..................................2 2.2. PROCEDURES.......................................2 3. USING THE POS SYSTEM..................................3 3.1. STARTING POS FOR THE FIRST TIME..................3 3.2. POS MAIN MENU....................................3 3.2.1 Getting Help...............................4 3.3. SYSTEM MANAGER FUNCTIONS.........................4 3.4. FILE MAINTENANCE.................................5 3.4.1. Creating a New Database...................5 3.4.2. Edit/Delete Existing Items................6 3.4.3. Beginning Inventory.......................7 3.4.4. Ending Inventory..........................7 3.4.5. Creating PRODUC file......................7 3.4.6. Setting Product Discounts.................8 3.5. SETTING SYSTEM PARAMETERS........................9 3.5.1. Transaction #.............................10 3.5.2. State Sales Tax...........................10 3.5.3. System Password...........................10 3.5.4. Valid Dates...............................10 3.5.6 Message Receipts..........................11 3.6. ORDER ENTRY......................................11 3.6.1. Forms Alignment...........................11 3.6.2. Order Entry Processing....................12 3.7. DAILY CASHOUT & BACKUP...........................16 3.7.1. Backup Procedures.........................17 3.7.2. Cashout Procedures........................17 4. AFTER DECUS - WHAT'S NEXT.............................18 4.1. CONSOLIDATE PRODUCT DATA FILES...................18 4.2. FINANCIAL REPORTS................................20 4.2.1. Price List................................20 4.2.2. Summary Product Status Report.............20 4.2.3. Financial Revenue Reports.................21 4.2.4. Inventory Worksheet.......................21 Š ii SUMMARY..................................................21 APPENDICES A FILE DESCRIPTIONS..................................A-1 A.1 Memory Files (*.MEM)...........................A-1 A.2 Database Files (*.DBF).........................A-1 A.3 Index Files (*.NDX)............................A-2 B DATA FILE STRUCTURES B.3.1 MASTER FILE (MASTER.DBF)..................B-81 B.3.2 PRODUC FILE (PRODUC.DBF)..................B-82 B.3.3 ORDERS FILE (ORDERS.DBF)..................B-83 B.3.4 HELP FILE (HELP.DBF)......................B-83 iii L I S T O F P O S S C R E E N S 3-1: POS MAIN MENU........................................3 3-2: SYSTEM MANAGER MENU..................................4 3-3: FILE MAINTENANCE MENU................................5 3-4: ADDING ITEMS TO DATA FILE............................6 3-5: ENTERING DISCOUNTS...................................9 3-6: SYSTEM PARAMETERS MENU...............................10 3-7: ORDER ENTRY SCREEN...................................12 3-8: CASHOUT/BACKUP SCREEN................................16 4-1: SYSTEM REPORTS MENU..................................20 DECUS POINT-OF-SALE SYSTEM 1. POS SYSTEM OVERVIEW The DECUS Point-of-Sale (POS) System, Version 4.2, is a real-time inventory control and order entry system. Developed to run under dBASE III V1.1, the POS System is designed to provide an efficient and reliable means of tracking product sales and rev- enues generated within the DECUS Bookstore. As orders are entered and processed, all database files are immediately updated to reflect changes in income revenue and quantities sold. A numbered sales receipt is printed with full details of the transaction. Sales transactions are categorized by the method of payment (i.e. cash, check, Visa, P.O., etc) and by taxable or tax-exempt sales. A number of various financial reports are printed by the system providing both detailed and summary information by all sales categories and payment types. A price list can be printed for use at the DECUS Symposium as well as a "Product Status Report" that can be printed for either the entire price file or a select- ed range of products. From the "System Manager Menu", the system manager can define various system-wide parameters such as password, valid DECUS dates, starting transaction number, sales tax percent and messages to be printed on the Decus Purchase Receipt. File maintenance facilities are availble to create, edit and delete items in the database file. Password protection is implemented where necessary to provide adequate security. Data entered at various prompts within the POS System is verified to help assure maximum integrity of the system. Error messages are displayed when an improper or invalid response is made. To assist in the daily reconciliation of the cash drawer, the POS system prints a detailed cashout report with a breakdown of each transaction by payment method with subtotals and totals. During the cashout procedures, a backup of the daily ORDERS and PRODUCT data files to floppy disk is forced to help assure complete integrity of the POS System. A "HELP" database facility has also been implemented to provide the user with "on-line" assistance to various menu options. A "HELP" screen will appear and briefly describe the selected option plus a reference to the section within this documentation that describes the function in greater detail. 2. POS INSTALLATION 2.1. SYSTEM CONFIGURATION Following is the recommended configuration for using the POS System: 2.1.1. Hardware Rainbow 100A/B/+ with 5 or 10Mb Winchester 320Kb of memory (minimum) Monochrome or color monitor LK-201 keyboard LA-50 printer with printer cable 2.1.2. Software MS-DOS V2.11 dBASE III V1.1 DECUS POS V4.2 SYSTEM "MASTER PROGRAM DISK" DECUS POS V4.2 SYSTEM "MASTER DATA DISK" 2.1.3. Supplies Paper, 9.5x11", fanfold - for printing reports 1 Box/10/system, RX-50 diskettes - for daily backups DECUS Purchase Receipts - for printing receipts Prior to performing the following steps, it is assumed that the Winchester hard disk system on the Rainbow has already been formatted and partitioned accordingly, and the MS-DOS operating system copied to the E: drive of the hard disk (if "booting" from the Winchester on a PC-100B/+). If you have not done this yet, refer to the Rainbow/Winchester "Getting Started" documentation before continuing. 2.2. PROCEDURES 1. Turn the Rainbow system on and log on to the E: drive where all the dBASE and POS files are to reside. 2. The DECUS POS SYSTEM is supplied on two diskettes. Insert the disk labeled "MASTER PROGRAM DISK" into disk drive A: and the disk labeled "MASTER DATA DISK" into drive B:. 3. At the MS-DOS "E:>" prompt, type the following: COPY A:*.* E: This will transfer all the program files to the hard disk. 4. When all the files from the "MASTER PROGRAM DISK" have been copied to the hard disk, type the following: COPY B:*.* E: This will transfer all the data files to the hard disk. 5. Remove the POS disks from the drives and insert the dBASE program disk into drive A: and type the following: COPY A:*.* E: This completes the POS installation procedure. Place the POS and dBASE diskettes back in their disk jackets and store them in a safe place. The above procedures and all following instructions must be performed for each POS system that is to be used at the DECUS Symposium. 3. USING THE POS SYSTEM 3.1. STARTING POS FOR THE FIRST TIME To start the POS System, at the E:> prompt, type: DBASE OPMENU 3.2. POS MAIN MENU After a few seconds, the "sign-on" screen will appear follow ed by the "POS MAIN MENU" screen. ---------------------------------- | *** POS MAIN MENU *** | | | | 1 Align Printer Forms | | 2 Enter Orders | | 3 System Manager Functions | | E Exit | | | | Selection: | | | | PRESS ?n FOR HELP | ---------------------------------- Table 3-1: POS MAIN MENU 3.2.1 GETTING HELP At the bottom of several of the POS Menu screens, you will see "PRESS ?n FOR HELP". If you enter "?" and the number of the menu selection, a HELP screen will appear, briefly describing that particular function. In the upper right corner of the HELP screen, a reference will be made to the section of this documentation that gives a detailed description of that function. If an invalid response is entered at any of these screens, a "HELP" screen will appear explaining how to use the "HELP" facilities. 3.2.2 Daily Totals Although it does not appear as an option from the Main POS Menu, if you press "DT" (Daily Total) as your selection, a running sales total will briefly appear on the screen to reflect the daily sales total for the day. 3.3. SYSTEM MANAGER FUNCTIONS The System Manager Functions provide the ability to maintain the data files used within the POS System, setting various system parameters, performing the daily cashout and data backup procedures and printing of various financial reports. Assuming you are starting the POS System for the first time, it will be necessary to create a new DECUS product data file. Actually, two product files are created by the system. The first is the MASTER data file where new items are entered into the system. After the MASTER file is completed a second data file called PRODUC is created as the working data file for the order entry functions. Creation of this file will be dicussed later. From the POS Main Menu, select Option 3 for System Manager Functions. You will be asked to enter the system password, simply PRESS THE KEY. Do not attempt to enter a password at this time. ------------------------------------------- | *** SYSTEM MANAGER FUNCTIONS *** | | | | 1 Data File Maintenance | | 2 Set System Parameters | | 3 Daily Cashout & Backup | | 4 Print System Summary Reports | | E Exit | | | | Selection: | | | | PRESS ?n FOR HELP | ------------------------------------------- Table 3-2: SYSTEM MANAGER MENU After the System Manager Functions menu appears, select Option 1 to select Data File Maintenance. 3.4. FILE MAINTENANCE This is the first step in creating a working POS System. The Data File Maintenance menu will appear as follows: --------------------------------------- | *** DATA FILE MAINTENANCE *** | | | | 1 Create/Add New Items | | 2 Edit/Delete Existing Items | | 3 Enter Beginning Inventory | | 4 Enter Ending Inventory | | 5 Enter Discount Percentages | | 6 Consolidate Product Data Files | | 7 Create PRODUC file from MASTER | | E Exit | | | | Selection: | | | | PRESS ?n FOR HELP | --------------------------------------- Table 3-3: FILE MAINTENANCE MENU 3.4.1. Creating a New Database From the File Maintenance Menu, select Option 1 to create or add new items to the MASTER data file. The screen will clear and you will be asked: "ARE YOU CREATING THE MASTER FILE FOR THE FIRST TIME? (Y/N)" If you respond with a "Y", any and all data in the MASTER and PRODUC data files will be destroyed. Be sure that you DO NOT attempt to perform this function after you have already entered items into the MASTER file. If you respond with a "N" for no, it is assumed that you have previously performed the above operation and have begun to enter new items into the data file. The system will then prompt you to enter the required information as shown below. ------------------------------------------- | LAST PRODUCT ENTERED WAS... | | 100 GOING ON LINE: COMM DEC RAINBO | | DECUS PRODUCT CODE... 101 | | DEC PART NUMBER...... ___________ | | ITEM DESCRIPTION..... _______________ | | DEC MLP.............. ___________ | | NEW ITEM (Y/N)....... __ | | | | OK TO ADD? (Y/N) _ | ------------------------------------------- Table 3-4: ADDING ITEMS TO DATA FILE Note that with the exception of the very first item entered into the data file, the DECUS Product Code will automatically be incremented by 1 to minimize keyboard entry. If the system generated code is not suitable, simply reenter a new code. Also, the last product code and item description will be displayed on the 2nd line to assist you in keeping track of the last item entered. Enter your information and press after completing each field. If you make a mistake, use the cursor arrow keys to move up or down to the appropriate field to make your correction. After all the data is correct, please respond with a "Y" to the screen prompt "OK TO ADD? (Y/N)". If you realize that there is a mistake after you have added the item to the data file, note the DECUS Product Code and you may use the Edit function to Š correct it. This function will be described shortly. The "NEW ITEM" field is designed to reflect whether you wish to have this part identified as a new product on the "PRICE LIST". Respond with either a "Y" or "N". When you are done entering new items to the MASTER file, type "END" into the DECUS Product Code field and press several times. You will then return to the File Maintenance Menu. 3.4.2. Edit/Delete Existing Items Should you need to make any edits or deletions to inventory items that exist in the MASTER file, select Option 2 from the File Maintenance menu. You will be prompted to enter the DECUS Product Code. If the code is invalid, an error message will tell you that the code is invalid and does not exist in the data base. After a valid code is entered, the product description for that item will be displayed to further verify that it is, in fact, the proper item desired. You will then be asked if you want to edit or delete the item. To delete the item, you must type "DEL", otherwise, any other entry will put you into the edit mode. In the edit mode, you now have the opportunity to change any of the information in the following fields: DEC part number, item description, MLP or whether you want the item listed as a "NEW" product on the price list. When all edits and deletions are completed, type "END" in the DECUS Product Code field and press . If there have been any item deletions, the data base file must be updated and a message will appear on the screen saying: "NOW UPDATING DATABASE...PLEASE WAIT" This process may take several minutes, so please do not interrupt the system. After updating has completed, you will return to the File Maintenance Menu. Š 3.4.3. Beginning Inventory After the MASTER file has been created, beginning inventory counts may be entered by selecting Option 3 from the File Maintenance Menu. This function may be used either prior to the DECUS Symposium or the inventory counts may be entered after the show from the Physical Inventory Worksheets. The only impact that the beginning and ending inventory counts have are in the financial reports. These counts are used against the consolidated quantities sold to help pinpoint shortages, overages or security issues. 3.4.4. Ending Inventory Ending inventory counts are entered by selecting Option 4 from the File Maintenance Menu. These counts, as with the entering of the beginning inventory, are taken from the Physical Inventory Worksheet and will usually be entered after returning from the DECUS Symposium. 3.4.5. Creating PRODUC file After the complete inventory product set has been entered into the MASTER file as previously described in the "Create and Add" section, it is necessary to create the PRODUC data file from the MASTER before order entry can be performed. This procedure simply copies the MASTER data file to the PRODUC data file and indexes the PRODUC file as needed by the system. DO NOT perform this function until the entire inventory has been entered, and DO NOT add any new items to the MASTER file after this procedure has been performed as the PRODUC file will not reflect those added items. When you are ready to create the PRODUC data file, select Option 7 from the File Maintenance Menu. The screen will clear and then display a warning message describing what will occur, essentially, what was explained in the previous paragraph. The following message will then display: "SHALL WE CREATE THE PRODUC FILE NOW ? (YES/NO)" You must respond with "YES", not "Y", in order to create the PRODUC file. Any other response will not create the PRODUC file and will return you to the File Maintenance Menu. If you respond with "YES", a message will appear indicating that the Š PRODUC file is being created and not to interrupt the process. Again, when the procedure has finished, the File Maintenance Menu will appear. 3.4.6. Setting Product Discounts At this point, if you need to establish any discounts for the product set, select Option 5 from the File Maintenance Menu. This function is performed AFTER the PRODUC data file is created as discount percentages are calculated against the MLP and entered in the PRODUC file, not the MASTER file, for use during order entry time. If you attempt to perform this function before creating the PRODUC file, a message will appear on the screen indicating as such and will not allow you to continue. Discounting can be performed at any time during the show, and may be performed for either a single product or a large range of products. For this reason, it is important that items entered into the inventory during the "Create/Add" function be entered in a logical and grouped sequence. It is important to remember that if any discounts are entered during the show, this procedure should be performed on all the POS Systems in use at the same time to maintain consistancy. After selecting Option 5, the following screen will appear: ------------------------------------------------------------- | *** ENTER DISCOUNT PERCENTAGES *** | | | | Enter the LOWER and UPPER range of product codes and the | | discount percentage to apply to that range. For a single | | line item change, use the same product code for BOTH the | | LOWER and UPPER range. | | | | ENTER LOWER RANGE.... ___ | | ENTER UPPER RANGE.... ___ | | ENTER DISCOUNT % .... ___ | ------------------------------------------------------------- Table 3-5: ENTERING DISCOUNTS Enter the LOWER and UPPER range as indicated and the discount percentage to apply to that range. An error message will be displayed if either the UPPER or LOWER range is invalid or the discount percentage is negative or greater than 100%. For example, to discount a product or product range by 25%, enter "25" and press . Do not enter ".25" as this will discount the products by only 1/4%. If the discount is, for example, 15.75%, then you will enter "15.75" as the discount. To return products to the original MLP, simply enter "00.00" as the discount percentage. To exit discounting, enter "END" into either the UPPER or LOWER range and press several times and you will return to the File Maintenance Menu. 3.5. SETTING SYSTEM PARAMETERS At this point, you are almost ready to start using the POS System. The last step to setting up the system is to establish certain system parameters used within the POS System during order entry time. There are four system parameters that can be set or reset from the "Set System Parameters" menu, the starting transaction number, the state sales tax percentage, the system password, and the valid starting and ending dates for the DECUS show. Š ------------------------------------ | *** SET SYSTEM PARAMETERS *** | | | | 1 Set/Reset Transaction # | | 2 Set/Reset Sales Tax % | | 3 Set/Reset Password | | 4 Set/Reset DECUS Dates | | 5 Set/Reset Receipt Messages | | E Exit | | | | Selection: | | | | PRESS ?n FOR HELP | ------------------------------------ Table 3-6: SYSTEM PARAMETERS MENU 3.5.1. Transaction # Selecting Option 1 allows you to set or reset the starting transaction number. This transaction number will be displayed on the order entry screen as well as printed on the sales receipt. The Cashout Report also prints this number to provide detail for reconciliation purposes. It is suggested that each system used start with its own sequence of numbers in groups of 1000. (i.e. system # 1 starts with 1001, system # 2 with 2001, etc.) 3.5.2. State Sales Tax Option 2 allows you to establish the applicable state sales tax percentage. Simply enter the proper rate when prompted to "Enter New Sales Tax %". 3.5.3. System Password Option 3 sets the system password that is required to perform any System Manager functions. When prompted, enter your password. The password may be any combination of upper-case letters or numbers but should not exceed 8 characters in length. PLEASE REMEMBER IT! If you forget the password, you will not be allowed access to the System Manager functions. Contact the author of this program for a "skeleton key" password to gain access. 3.5.4. Valid Dates Option #4 allows you to set the starting and ending dates for the DECUS Symposium. The purpose of this is to help minimize date entry errors at order entry time by requiring the current date to be within a specified range. 3.5.5 Message Receipts The last available option allows you to create up to three message lines of text that will be printed at the lower left portion of the DECUS Purchase Receipt. These messages may be changed at any time. Press "E" to exit this menu after all system parameters have been set or reset. You will be returned to the System Manager Functions menu. At this point, all databases and system parameters have been established for a working POS System. You should now exit the POS System and create several master data disks with the appropriate data, index and system parameter files to be used to load the POS systems at DECUS. From the POS Main Menu, select "E" to exit to the MS- DOS operating system. You should have several blank, formatted disks before proceeding with the following instructions. Insert a blank disk into drive A: and type each of the following command lines successively, waiting for the MS-DOS prompt to appear before typing the next. COPY E:*.DBF A: COPY E:*.NDX A: COPY E:*.MEM A: These commands will copy the appropriate files to the disk. After you have completed the first disk, remove it and replace it with another blank formatted disk and repeat the above steps as many times as necessary for each POS systems to be used. Be sure to label these disks as "DECUS MASTER DATA DISK - STARTUP". They must be loaded onto each POS system to be used at the DECUS Symposium. 3.6. ORDER ENTRY After the MASTER and PRODUC data files have been created, system parameters established, and any discounts made, you are now ready to start processing orders into the system. If the POS Main Menu is not displayed on the screen, continue pressing "E" for exit until the POS Main Menu appears on the screen. Before processing orders, however, you must be certain that the DECUS Purchase Receipts are loaded into the LA-50 printer and properly aligned. From the POS Main Menu, select Option 1 to align the forms. 3.6.1. Forms Alignment A message will appear on the screen asking you if you want to align another form. Respond with a "Y" until you are satisfied that the forms are properly aligned in the printer. The form alignment utility will print a number of "X's" on the purchase receipt at locations where information will be printed during order entry. When the forms are aligned, respond with "N" to return to the POS Main Menu. 3.6.2. Order Entry Processing Select Option 2 from the POS Main Menu to start order processing. The screen will then ask you to enter the operators initials, the current date and time (using military time standards). This information is not only required, but the date entered must be within the valid DECUS Symposium date range previously established by the Set System Parameters function. If any invalid dates are entered or the operators initials are ommitted, the system will display an error message and the user will have to reenter valid data. After the operator's initials, a valid date and the time have been entered, press and the Order Entry screen will appear. ORDER ENTRY TX # : 1001 ______________________________________________________________________________ |Customer ............................. | | ** PAYMENT METHOD ==> __ | |Address ............................. | | CA = Cash VI = Visa | |Address Line 2 ............................. | | CK = Check MC = MstrCrd | |City State Zip ...................... .. .. | | PO = P.O.'s EX = EXIT | |Attention ............................. | |____________________________| |Tax Exempt # .................. | | PO # ............... | |_____________________________________________| |____________________________| Qty Code Part Number Decription Price Total ______________________________________________________________________________ | 1 ... ... ...................................... ......... ...... | | 2 ... ... ...................................... ......... ...... | | 3 ... ... ...................................... ......... ...... | | 4 ... ... ...................................... ......... ...... | | 5 ... ... ...................................... ......... ...... | | 6 ... ... ...................................... ......... ...... | | 7 ... ... ...................................... ......... ...... | | 8 ... ... ...................................... ......... ...... | | 9 ... ... ...................................... ......... ...... | |____________________________________________________________________________| | Subtotal ...... | | Sales Tax ...... | | TOTAL ...... | _______________________ Table 3-7: ORDER ENTRY SCREEN In the upper right corner of the screen, you will notice a transaction number. This number will increment by one after every transaction has completed and will be recorded in the ORDERS data file. The first field to be entered is the method of payment. The valid payment codes are CA, CK, PO, VI, and MC. Any other entry will result in an error message displayed in the lower left corner of the screen. If the payment type is a purchase order, a purchase order number must be entered, otherwise, an error message will display indicating that it is required. After entering the above information, the cursor will then move to the "Customer" field. Enter the infor- mation as needed and press when each data field is completed. The cursor will automatically move to the next field if the entire field is filled. The last field in the upper portion of the screen is the "Tax Exemption #". If the customer gives you a tax exempt number, enter Š it here. An entry of six characters or less will result in an error message and will not allow you to continue until a valid tax number has been entered. The sales tax percentage will then be set to zero (00.00) and the transaction will not be taxed. When you start entering a new order, you should ask the customer for the method of payment and whether the sale is tax exempt. If the sale is no tax exempt, and after entering the method of payment, you may press or the key to accept the information in the upper portion of the screen. After completing the upper portion of the screen, the system will perform a validation on some of the critical fields. Any errors or invalid data will present an error message and you will be required to correct the data before proceeding. Assuming the first part of the order entry screen is valid, the cursor will move to the first line item "QTY" field. Enter the quantity amount and press the key. If you need to make a correction in the "QTY" field after pressing the key, simply press the left-arrow key " <- " to move back. The order entry screen can also be used to "return" or refund items from the customer. The only difference in the order processing procedure is that a NEGATIVE quantity is entered in the "QTY" field. If there was a price override on the original transaction, override the price accordingly. The extended line total will display a negative dollar amount based on the quantity and price. The next field required is the DECUS Product Code. This field is a 3-digit, numeric only field. After the DECUS Product Code has been entered, the system will locate the item within its data base and display the item description and DECUS price. If the product code cannot be found, an error message will display indicating the item code is invalid and to try again. Š The system will then calculate the extended total for the current item line based on the quantity and price and display a "running" subtotal and total in the lower right portion of the screen. The cursor will then move to the next line for entry of the next item. Continue this process until all items have been entered, or, the maximum of nine (9) line items per order has been entered. If the customer has more than nine items, you will need to process another order for those products. If there are fewer than nine items to enter, simply press twice at the "QTY" and "CODE" fields to end product entry. At this point, the system will display the following message in the lower left of the screen: "ANY LINE ITEM EDITS (Y/N)" If you need to make corrections to either the product code, quantities, or prices, or would like to add additional items to the order (not to exceed 9), respond with "Y" at the prompt. You will then be asked to enter the line number to edit. After entering the line item, the cursor will move to the "QTY" field for the requested line. Either re-enter the quantity amount if it has changed, or press to move to the "Code" field. If the "Code" field is wrong, simply type in the new DECUS code. The system will then find the product requested and the cursor will move to the price field. You may enter a new price if you wish to override the existing price, other- wise, simply press the key to accept the displayed value. To delete an item from the order, simply edit that particular line item and enter zeros (000) for BOTH the quantity and DECUS code. That line will then be cleared and the order totals updated. After all line item edits are completed, or, if there are none, the system will then ask: "OK? (Y/N/CANCEL)" Š If the order is not "OK" or information is incomplete in the upper portion of the screen, reply with "N". After a few seconds, the cursor will move to "Payment Method" in the upper right of the screen and you may change any of the data as needed. Repeat all the steps as discussed previously to this point. Note that by responding with "N", the entire order must be re-entered, including all product line items. This will slow the entire order processing time considerably and should be avoided if possible. For that reason, it is important that you be certain that the information entered is correct the first time! If, for any reason, the customer changes their mind and decides not to purchase, the entire order may be cancelled by typing "CANCEL" at the prompt. The screen will then be cleared for a new transaction and the transaction number will not be incremented. Data files will not be updated. If everything is acceptable, type "Y" to proceed with the transaction. If the payment method selected was "CA" for cash, the system will ask you for the amount of money tendered to you by the customer. Enter this amount exactly, and the correct change due to the customer will display on the screen and will also be printed on the purchase receipt. This prompt will not appear for any other payment method. The purchase receipt will now start printing and the ORDERS and PRODUC data files will be updated accordingly. After the receipt has printed, carefully tear the receipt along the perforation and give the customer the top, original copy (white). The yellow copy should then be filed as the bookstore copy and should be kept in numerical sequence. The order entry screen will now clear all data from the previous transaction, increment the transaction number and be ready to procces the next order. To exit the order entry mode, type "EX" in the "Payment Method" field and press . You will then return to the POS Main Menu. Š 3.7. DAILY CASHOUT & BACKUP The Daily Cashout & Backup utility is used at the close of each day for cash drawer reconciliation and is performed on each POS System in use. This function MUST be performed before any additional order processing on following days can occur. The Cashout & Backup utility does the following: 1. Creates a backup diskette of the ORDERS and PRODUC data files. The system will instruct you as to the procedure to follow. 2. Prints a Cashout Report that details all the transactions that were recorded, by transaction number, payment method and tax amount. Subtotals of tax collected by payment method and grand totals are printed. The system date is also printed. From the POS Main Menu, select System Manager Functions, enter your password, and from the System Manager menu, select Option 3. The Cashout & Backup screen will appear. If you respond "N" to the prompt below, you will be returned to the System Manager menu. -------------------------------------------------------------- | *** CASHOUT & BACKUP UTILITY *** | | | | You must have a formatted blank disk to perform the data | | file backups BEFORE cashing out. Also, replace the sales | | forms with blank paper for the cashout report. | | | | CONTINUE (Y/N)? | -------------------------------------------------------------- Table 3-8: CASHOUT/BACKUP SCREEN 3.7.1. Backup Procedures By responding with "Y" at the above screen, the Disk Backup screen will display. You will then be prompted as follows: "INSERT A FORMATTED DISK INTO DRIVE A: AND PRESS TO CONTINUE." Insert a blank, formatted diskette into drive A:, close the drive door and press the key. A message will appear telling you that the backup is in progress and not to interrupt the procedure. Š When the backup has completed, you are then instructed to label the disk with the appropriate date and system number. Remove the diskette and place it in its protective jacket. IMPORTANT: It is highly recommended that you make a SECOND backup of the diskette using the BACKUP utility from the File Maintenance Menu. Label the second backup accordingly and store both diskettes in a SAFE PLACE. Treat them with care as they contain valuable data. 3.7.2. Cashout Procedures When the Disk Backup Utility has completed, the Daily Cashout Report screen will display and instruct you to: "Make sure printer is turned on and blank paper loaded." When you are ready to print the report, press . The report will start printing and a message will display telling you not to interrupt the process. After the report has completed, another message will appear: WARNING: The next process will DELETE today's ORDERS file to prepare for tomorrow's new orders. Please be sure that everything is OK. If all is OK, respond with "DELETE" at the prompt. Otherwise, respond with "N", return to the Main Menu and repeat this process. CONTINUE? TYPE OR You must type the complete word "DELETE". Any other response will not delete the ORDERS file and will return you to the System Manager menu. If you DO NOT "DELETE" the ORDERS file as prompted, the system will know this and will not allow you to process orders the next day until this function has been performed. The entire Cashout & Backup procedure must then be done again before you can proceed. The purpose of this function is to eliminate any possibilty of duplicating or appending orders into the ORDERS data file from the previous day. This would result in an inaccurate Cashout Report. After both Backup and Cashout have completed, you may exit the POS System and reconcile the cash drawer. 4. AFTER DECUS - WHAT'S NEXT When the DECUS Symposium is over, a physical inventory must be taken and recorded on the Physical Inventory Worksheet. After returning to your office, several steps must be performed. First, both the beginning and ending inventory counts must be entered into the POS System. Next, and perhaps one of the most important steps within the entire POS System, the backup data disks must be consolidated from each of the systems that were in use during the show. 4.1. CONSOLIDATE PRODUCT DATA FILES This function is used AFTER the end of the show and will generally be performed after you have returned to your office. The purpose of this function is to consolidate all the PRODUC data files from each system used at the show back into the MASTER file from which the financial Š reports are printed. This procedure is not only critical to maintaining complete accuracy to the entire system, the financial reports cannot be printed until this procedure has been performed. Further, the integrity and accuracy of the reports is dependant upon performing this function properly. To consolidate the PRODUC data files, you MUST have the LAST day's data disk from each system used. If one POS System is used only for the first two days, then the backup data disk created from the Cashout procedures on the second day is the disk required for that system. It is extremely important that all backup data disks be labeled to reflect both the date and the system number that created it. To start the consolidation function, select Option 6 from the File Maintenance Menu. The screen will clear and you will be asked if you want to continue. This is your opportunity to change your mind by entering an "N" for no, so be sure that you have all the required data disks to complete this function. Responding with a "Y" at the prompt, you will see the following appear on the screen: "HOW MANY DATA DISKS DO YOU HAVE?" Enter the total number of disks. This number should be the same as the total number of POS Systems used at the show, regardless of the number of days they were in use. After entering that number, you will be asked to confirm the number by entering it again. The system will then ask you to place the first disk in drive A: and press to start the updating. When the disk has been updated to the MASTER file, you will then be asked to replace the updated disk with another back-up disk. Should you accidentally insert a data disk that has already been updated, an error message will appear indicating that the disk has been updated and to replace it with another, thus avoiding any duplication of data. After all back-up data disks have been updated, a message will appear as follows and you will be returned to the File Maintenance Menu. "UPDATES ARE NOW COMPLETE. You may now print financial reports." After the consolidation has been performed, the final step is to print the Financial Reports. These reports will provide accurate summary information by product, revenues, quantities sold and inventory discrepancies. Reports are also printed by the various methods of payment. 4.2. FINANCIAL REPORTS From the System Manager Menu, select Option 4 for the System Reports Menu. -------------------------------------------------- | *** SYSTEM REPORTS MENU *** | | | | 1 Print Price List | | 2 Print Summary Product Status Report | | 3 Print Cash Sales (Taxable) Report | | 4 Print Cash Sales (Tax Exempt) Report | | 5 Print Credit Card (Taxable) Report | | 6 Print Credit Card (Tax Exempt) Report | | 7 Print Purchase Order (Taxable) Report | | 8 Print Purchase Order (Tax Exempt) Report | | 9 Print Physical Inventory Worksheet | | E Exit | | | | Selection: | -------------------------------------------------- Table 4-1: SYSTEM REPORTS MENU The System Reports Menu allows you to print a number of various forms or reports. Remember, however, that the financial reports cannot be printed until the consolidation procedure has been performed. Sample reports can be found in Appendix A for each of the available reports. 4.2.1. Price List The "DECUS Bookstore Price List" can be printed after the MASTER and PRODUC files have been completed. The price list uses the PRODUC file as any discounts entered into the system are entered into the PRODUC file (not the MASTER file) and reflect the price at which the products will be sold. This price list can be used as a master from which copies can be made for distribution at the DECUS Symposium. Therefore, it is suggested that a fresh printer ribbon be installed in the LA50 printer. The price list can be printed for the entire product set, or you may select an upper and lower range. The procedure for selecting the ranges is the same as for entering discounts into the POS System. 4.2.2. Summary Product Status Report This report summarizes each product and prints totals for quantities sold, revenues collected, allowances and inventory discrepancies. Again, this report can be printed for selected product ranges. 4.2.3. Financial Revenue Reports There are six financial revenue reports printed by the system. They are categorized by the method of payment (cash, credit cards & purchase orders) and taxable and tax-exempt sales. Examples of these reports can be found in Appendix A. (Note: these sample reports are not included in the public domain release.) 4.2.4. Inventory Worksheet The Physical Inventory Worksheet should be printed by selected product ranges according to the product set sequences as entered into the MASTER data file. Two sets of worksheets should be printed for each range, one for beginning inventory count and one for the ending. Š5. SUMMARY DECUS POS SYSTEM, V4.2 has been designed to provide a fast and accurate method of tracking product sales within the DECUS Bookstore. Version 4.2 has had numerous modifications and improvements made over previous versions to help assure more accurate tracking of data. Considerable effort has gone into this version to provide enhanced ease-of-use, increase speed within the order entry function and still maintain a high level of data integrity. Any problems or suggested enhancements to the POS System should be forwarded to the author. B - 1 APPENDIX B B.1 FILE DESCRIPTIONS B.1.1 *.MEM Files DATES.MEM Stores beginning and ending DECUS dates for Order Entry verification. Created from SETPARMS.PRG. TAXPCT.MEM Stores local sales tax percentage. Created from SETPARMS.PRG. OE-OK.MEM Memory file created from MAKEPROD.PRG that creates the working PRODUC.DBF data file. If it is not created, order entry cannot be performed. TRANSNUM.MEM Stores the last transaction number used in the order entry file, NEWORDER.PRG. It may be set or reset from SETPARMS.PRG. PSWD.MEM Stores the system password. It may be changed from SETPARMS.PRG. The password is a when first used. OK.MEM Memory file created after the data consolidation function has been performed. Used as a "flag" when attempting to print reports. If it is not present, then consolidation has not been performed. Created from CONSOL.PRG. MESSAGES.MEM Stores 3 lines of text messages to be printed on the DECUS Purchase Receipt. B.1.2 *.DBF Files MASTER.DBF The main or "master" data file created from DECUSINV.PRG. All new items are entered into this file during startup. PRODUC.DBF This file is the same structure as the MASTER data file, and is created from MAKEPROD.P af data entry into the MASTER file is complete. Any product discounts are made into this file and all product updating from order entry affects this file only and not the MASTER file. HELP.DBF Data file for on-line HELP facilities. ORDERS.DBF This data file stores the daily order entry transaction information. The Cashout Report uses the data from this file. The data is purged after it is backed up to disk on a daily basis. Š B.1.3 *.NDX Index Files MASTER.NDX Index file for MASTER.DBF. Index is on the "PROCOD" field. PRODUC.NDX Index file for PRODUC.DBF. Index is on the "PROCOD" field. HELP.NDX Index file for HELP.DBF. B.2 PROGRAM SOURCE CODE (not included) B.3 DATA FILE STRUCTURES B.3.1 MASTER FILE STRUCTURE FOR FILE: F:MASTER .DBF NUMBER OF RECORDS: 00000 DATE OF LAST UPDATE: 00/00/00 INDEXED ON PROCOD FLD NAME TYPE WIDTH DEC 001 PROCOD C 003 002 PARTNO C 011 003 DESCRI C 030 004 MLP N 007 002 005 PRICE N 007 002 006 DISC N 004 002 007 STARTCNT N 004 008 ENDCNT N 004 009 CATQTY N 004 010 CATNET N 008 002 011 CATEQTY N 004 012 CATENET N 008 002 013 CCTQTY N 004 014 CCTNET N 008 002 015 CCTEQTY N 004 016 CCTENET N 008 002 017 POTQTY N 004 018 POTNET N 008 002 019 POTEQTY N 004 020 POTENET N 008 002 021 NEW C 003 ** TOTAL ** 00146 B.3.2 PRODUC FILE STRUCTURE FOR FILE: F:PRODUC .DBF NUMBER OF RECORDS: 00000 DATE OF LAST UPDATE: 00/00/00 INDEXED ON PROCOD FLD NAME TYPE WIDTH DEC 001 PROCOD C 003 002 PARTNO C 011 003 DESCRI C 030 004 MLP N 007 002 005 PRICE N 007 002 006 DISC N 004 002 007 STARTCNT N 004 008 ENDCNT N 004 009 CATQTY N 004 010 CATNET N 008 002 011 CATEQTY N 004 012 CATENET N 008 002 013 CCTQTY N 004 014 CCTNET N 008 002 015 CCTEQTY N 004 016 CCTENET N 008 002 017 POTQTY N 004 018 POTNET N 008 002 019 POTEQTY N 004 020 POTENET N 008 002 021 NEW C 003 ** TOTAL ** 00146 B.3.3 ORDER FILE STRUCTURE FOR FILE: F:ORDERS .DBF NUMBER OF RECORDS: 00000 DATE OF LAST UPDATE: 00/00/00 NO INDEXED FIELD FLD NAME TYPE WIDTH DEC 001 INVNUM N 004 002 CONTAC C 030 003 COMPAN C 030 004 ADDRES C 030 005 ADDRE2 C 030 006 CITY C 020 007 STATE C 002 008 ZIP C 005 009 PAYTYP C 002 010 ITEM01 C 013 011 ITEM02 C 013 012 ITEM03 C 013 013 ITEM04 C 013 014 ITEM05 C 013 015 ITEM06 C 013 016 ITEM07 C 013 017 ITEM08 C 013 018 ITEM09 C 013 019 OPERAT C 003 020 ORDDAT C 006 021 EXEMPT C 020 022 SUBAMT N 008 002 023 TAXAMT N 007 002 ** TOTAL ** 00315 B.3.4 HELP FILE STRUCTURE FOR FILE: F:HELP .DBF NUMBER OF RECORDS: 00000 DATE OF LAST UPDATE: 00/00/00 INDEX FIELD IS KEY FLD NAME TYPE WIDTH DEC 001 KEY C 002 002 FUNCTION C 034 003 PAGE C 006 004 T1 C 068 005 T2 C 068 006 T3 C 068 007 T4 C 068 008 T5 C 068 ** TOTAL ** 00383