Autologue User`s Manual – Getting Started Page i Table Of Contents
Contents
1. SET 1 Copy of the data files from the last month end During month end closing procedures a backup should be made before running Month End Processing Retire this backup copy to a safe fireproof place Copy of the data files for the last odd numbered business day Example March 19th March 21st March 23 4 etc This set will alternate with set 3 when performing a system backup at the close of each business day Copy of the data files for the last even numbered business day Example March 20th March 22nd March 24th etc This set will alternate with set 2 when performing a system backup at the close of each business day Autologue has found that each magnetic tape has a shelf life of between 30 60 backups Using the same backup cartridge tapes too long can cause severe problems should hard disk failure be experienced We suggest changing cartridge tapes every two or three months Autologue suggests keeping at least one spare backup cartridge tape on hand at all times just in case there is a problem backing up Additional cartridge tapes can be purchased from Autologue by contacting an Autologue Customer Service Representative If backing up onto CD R or CD RW at least five different sets of backups should be maintained to protect against information loss due to hard disk errors crashes or data errors SET 1 Consists of 4 CD s with each to be used for a month end backup During month end closing procedures a2. backup should be made before running Month End Processing Retire the backup copy to a safe fireproof place This will cover a quarter of the year SET 2 Consists of 7 CD s with each to be used for a specific business day of the week This set will used for the 1st week of the month SET 3 Consists of 7 CD s with each to be used for a specific business day of the week This set will used for the 27d week of the month SET 4 Consists of 7 CD s with each to be used for a specific business day of the week This set will used for the 3rd week of the month SET 5 Consists of 7 CD s with each to be used for a specific business day of the week This set will used for the 4th week of the month Autologue suggests keeping at least one spare set of backup CD R or CD RW s on hand at all times just in case there is a problem backing up Additional CD R or CD RW s can be purchased from Autologue by contacting an Autologue Customer Service Representative 2 3 2 Performing A System Backup A system backup should be performed at the end of each business day To perform a system backup follow the procedures below e From the Autologue Main Menu enter 5 System Backup do every day and press lt Return gt Autologue User s Manual Getting Started Page 5 The screen will display a list of users currently logged into the system as shown ACS Backup Program ckform One Monent Please 1 root is on ttyQ1 2 msc
3. of the basic system functions needed to successfully operate the Autologue Computer System Functions such as powering up the computer system logging on performing a backup of data files and general keyboard instructions will be reviewed In addition methods of entering items and customer s into the inventory and customer files will also be reviewed It is very important that these basic functions be mastered in order maintain the integrity of the computer system Please contact Autologue Customer Service for any questions or a more detailed explanation of any of these basic functions Autologue tm MAIN MENU Login adnin Point of Sale Printer 1 Inventory File Release 7 1 Custoner Vendor File Build 15 Counterman File System Backup tdo every day Transaction Register Purchasing Product Line File Lost Sale File Daily Sales Analysis Report Processing Month End Processing Systen Commands Miscellaneous Functions Mult i Store Functions W D Transmission Functions Shut System Doun Tracking Functions 1 3 4 5 6 7 8 Enter a number J Denonstration Software 2 1 Turning On The Computer System At the start of each business day we suggest that the computer system be turned on in the manner e Turn on all terminals and allow sufficient warm up time so system messages can be observed when the computer is turned on e Turn on all printers and make sure they are ON and ON LINE e Turn on the Unint
4. Autologue User s Manual Getting Started Page i Table Of Contents 2 Introduction Getting Started esesesosossssesesesesesesesesssossssosososososessesesesesosessesesesososssesssess 1 2 1 Turning On The Computer System sesesesessesereresesesesesesesrososeseseseosorososeseseeeesosesesesesesesese 1 PP NRO aA COD cutee icaeacn sucess agus aviv EA 2 2 3 System BaCku PpSssssssteosrisosinnsesesisiinoisiiairei isitoe iiid nassi adiis 3 2 3 1 Maintaining Different Backups sesseseseresereesososererercosososeseseseseseseseosorososerereesesesese 3 2 3 2 Performing A System Backup ssesesesesesesesesesrosososerereecosososeseseseseoseseseseseseseseesosososese 4 2 3 3 Troubleshooting The System Backup sesessorererereseosososeseseseseseseseorosososesercesesesese 6 2 4 Shutting Down The Computer System sesesseseresesesesesesesrosososeresercosososeseseseseseseesesososesese 7 2 5 Daily Closing Procedures aniier nsara e sasas siess 8 2 6 General Data Entry Instructions ssseseseressosereresesesessoseseseseseseeesrososososeserereososesesesesesesese 8 2 7 Entering Items Into The Inventory File eseseseseressoseseseseseseseseseososososesereeeososesesesesesesese 8 2 8 Entering Customer s Items Into The Customer Vendor File sessssesesesessososesesesesesese 9 Revision 8 04 Linux Version 7 1 Autologue User s Manual Getting Started Page 1 2 Introduction Getting Started This chapter of the User s Manual will discuss some
5. errupted Power Supply The power switch for the UPS is located on the front e Turn on the computer system by pressing the power switch located on the front or back of the computer Autologue User s Manual Getting Started Page 2 The management terminal will display a series of messages as it is booting up It will then prompt the user to enter the time and date or press lt Return gt if the time and date are correct e Enter both the time and date in the specified format and press lt Return gt Below are the meanings for the format codes yy year mm month dd day hh hour mm minute The login prompt will be displayed on all terminals 2 2 Logging On When the login prompt is displayed on the screen the system is waiting for the user to enter a login name Each login provides a different level of program and file availability Additional logins may be set up through the System Commands Menu e To log onto the Autologue system enter a login name at the login prompt and press lt Return gt Note The login name MUST BE entered in lower case letters Logging in with upper case letters will cause the screen to display a screen full of gibberish Should this come up just type 17 and press lt Return gt to get back to the login prompt If a password has been setup for the entered login name the screen will display a Password prompt Enter the password and press lt Return gt Note that the password typed wil
6. l not be displayed on the screen Autologue User s Manual Getting Started Page 3 login admin Password The screen will display a menu with all programs available to the enter login name If counter is entered as the login name the screen will go directly into point of sale Signing off will return the screen from the Autologue Main Menu back to the login prompt To sign off enter 17 at the Autologue Main Menu and press lt Return gt To sign off from the counter login press the lt F11 gt key 2 3 System Backups A system backup is a copy of all the data files information on the computer system System backup s MUST be performed EVERY night The backup information can be setup to be copied onto a magnetic tape cartridge or to CD ROM CD R or CD RW Creating a backup copy of the data files is accomplished by selecting the 5 System Backup do every day menu option from the Autologue Main Menu Backing up the data files each night protects users from the loss of information money and time in the event of hardware problems When performing a backup report any error messages displayed immediately to an Autologue Customer Support Representative 2 3 1 Maintaining Different Backups If backing up onto magnetic tape at least three different sets of backups should be maintained to protect against information loss due to hard disk errors crashes or data errors Autologue User s Manual Getting Started Page 4
7. r alphabetically by manufacturer Between each group of product lines for a manufacturer leave one or more blank product line numbers This allows room for adding new lines easily later The system can track 256 product lines numbered from 0 to 255 Autologue User s Manual Getting Started Page 9 Product Line Number Manufacturer Description 1 AC Delco Batteries 2 AC Delco Spark Plugs 3 4 Arrow Fuel Pumps 5 Arrow Power Steering Pumps 6 7 Bendix Hydraulics Brake Parts Do not use the following product line numbers 0 250 251 252 253 254 and 255 when numbering product lines These product lines are normally reserved for special orders labor discount and miscellaneous product lines The maximum number of part numbers that can be tracked for one store is 999 983 Four programs other than Inventory Update that can be of a great assistance when loading the inventory file are e Automatic Price Adjustment e Price Updating e Duplicate Inventory Fields e Quick Inventory Data Entry Manufacturer s loadpacks are available from Autologue s Parts Genie CD ROM to quickly and easily load part numbers descriptions popularity codes unit pack quantities and prices into the inventory file 2 8 Entering Customer s Items Into The Customer Vendor File The entering of the customer file is a very important and time consuming part of going live on the computer system Careful thought should be given to pricing matrix and sales analysi
8. r is on ttypo 3 root is on ttupl Press RETURN to continue e With the cursor positioned at the Press RETURN to continue prompt press lt Return gt If the system is setup to backup onto CD ROM the screen will display the following Autologue Backup Program ckforn PUT CD ROM IN DRIVE AND TYPE y TO PROCEED Place the CD ROM into the drive Autologue User s Manual Getting Started Page 6 With the cursor positioned at the PUT CD ROM IN DRIVE AND TYPE y TO PROCEED prompt enter y and press lt Return gt to begin a system backup When the backup is complete the screen will display either a backup failed or backup successful message It will then prompt to press lt Return gt to return to the Autologue Main Menu If the system is setup to backup onto tape the screen will display the following ACS Backup Program ckforn PUT TAPE IN DRIVE AND TYPE y TO PROCEED I Place the tape into the drive With the cursor positioned at the PUT TAPE IN DRIVE AND TYPE y TO PROCEED prompt enter y and press lt Return gt to begin a system backup If additional backup tapes are required a tar please insert next tape disk then type y lt return gt prompt will be displayed Insert the next cartridge tape into the drive and enter y and press lt Return gt to continue with the system backup When the backup is complete the screen will prompt to press lt Return gt to re
9. ready to shutdown the system prompt enter y and press lt Return gt When a Normal System Shutdown message is displayed on the management screen turn off the computer system and all terminals and printers Note Each night The Transaction Register and Daily Sales Analysis reports should be run and a system backup made before performing a system shutdown Autologue User s Manual Getting Started Page 8 2 5 Daily Closing Procedures Listed below are the recommended daily closing procedures steps System Backup do every day Perform a backup of the data files and retire it for safekeeping Daily Sales Analysis Print a Daily Sales Analysis report for counterman codes A 9 Transaction Register Print and then clear the Transaction Register file Shut System Down Perform a Normal System Shutdown then power down the computer system 2 6 General Data Entry Instructions Many basic data entry instructions and procedures are consistent with all programs described in this manual Mastering such instructions allows user s to quickly learn and use the Autologue software suite with minimum difficulty e End every selection and entry by pressing the lt Return gt or lt Enter gt key In this manual the RETURN key is denoted by lt Return gt in all examples given Note The lt Return gt key does not have to be pressed when using a function key e The lt F11 gt function key will always exit from the present program and
10. return to the last menu In this manual the F11 function key is denoted by lt F11 gt in all examples given e The UP ARROW key denoted by will return the cursor to the previous prompt or field during all file update programs and report screens e Function keys reduce the number of key strokes required to perform routine functions such as entering new records moving the cursor from field to field and writing changes made Each section of the user s manual will discuss the specific function keys available in each program 2 7 Entering Items Into The Inventory File Building the inventory file is a very important and time consuming part of going live on the computer system Before beginning careful thought should be given to pricing matrix sales analysis report processing and purchasing needs in order to intelligently decide how to group and divide part numbers into product lines The recommended method of establishing product lines is to first list alphabetically by manufacturer all products presently stocked Next review the list deciding how to subdivide a manufacturer s products into product lines By dividing a manufacturer s products into many product lines the ability to price track and purchase and print reports for such parts is increased After dividing the inventory into different product lines begin assigning product line numbers and manufacturer codes Begin numbering product lines at 1 grouping lines togethe
11. s needs in order to intelligently decide how to group and number the customers Normally the customer file is numbered according to the guidelines below Customer Range Description 0 Company name and address information 1 9 Cash walk in taxable accounts retail 10 19 Cash walk in dealer non taxable accounts retail 20 29 Cash walk in dealer taxable accounts retail 30 199 Vendor records 200 Cash or charge customers with tracking of core eligibility and banking Last 50 Reserved for creating new customer records on the fly within point of sale The maximum number of customers and vendors that can be tracked for one store is 65 535 Two programs other than Customer Vendor Update can be of a great assistance when loading the customer vendor file are e Change Customers e Duplicate Customer Fields
12. turn to the Autologue Main Menu Report any and all error messages to an Autologue Customer Service Representative 2 3 3 Troubleshooting The System Backup If any problems are experienced while performing a system backup using a magnetic tape please check the following before calling an Autologue Customer Service Representative The cartridge tape is not write protected The black arrow tab needs to be pointed away from the word SAFE on the cartridge tape Autologue User s Manual Getting Started Page 7 The cartridge tape is properly inserted and the drive door latch is closed If any problems are experienced while performing a system backup using CD ROM please check the following before calling an Autologue Customer Service Representative There are no finger prints on the top or bottom of the disk If necessary use a soft cloth to wipe clean The CD ROM is properly inserted and seated within the drive and the drive door is closed 2 4 Shutting Down The Computer System Outlined below is the proper procedure for shutting down the computer system Sign off all terminals back to the login prompt except for the management screen From the Autologue Main Menu enter 18 Shut System Down and press lt Return gt The following screen will be displayed System Shutdown Current Users 1 All terminals are logged off Are you ready to shutdown the system E With the cursor positioned at the Are you
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