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1. erate rom otat ion Here is a typical example The following guidelines must be considered with each option Normal Invoice All information is captured manually Generate From Quotation A valid quotation number must be entered The details will be filled in but can be changed A quotation can be reused for invoicing as many times as you require All transactions are defaulted to the POINT OF SALE TILL TOTAL customer However if you selected Yes on the POS Use Customer Code field under FEE on WORKSTATION SETUP for the workstation you are working then the you will have access to input any valid customer other than the default one All transactions are defaulted to the POINT OF SALE TILL TOTAL sales rep However if you selected Yes on the POS Use Sales Rep Code field under RAEN on WORKSTATION SETUP for the workstation you are working then the you will have access to input any valid sales rep other than the default one DEBTORS PAYMENT REVERSALS ENQUIRY DEBTORS MENU There are three sections of input 1 The customer information or Who am invoicing Invoice Number nvoice Date 2004 Customer Code a OINT OF SALE TILL TOTAL Sales Rep POINT OF SALE TILL TOTAL Invoice Date The date of invoice is defaulted to from the system date By pressing the EzZ key on the Customer Code field or on the highlighted customer on the scr
2. 143 POS CASH SALE PAYMENT REVERSAL DEBTORS MENU F A S T CASH SALE PAYMENTS This module is used to capture payments against CASH SALES transactions Say for example a customer paid for a cash sale transaction by cheque then the cheque had an RD You would then use the CASH SALE PAYMENT REVERSAL module to reflect this situation The cash sale transaction would then be reflected as either UNPAID PARTLY PAID or PAYMENT REVERSED The customer would then have to settle this outstanding balance Once this happens you would then use this module to capture this subsequent payment Multiple payment methods per transaction are available here as well EDDER PES H S POS PAYMENT INFORMATION MAINTENANCE 44421 76 DB L dil C Scro F3 save FS del Fe sort Esco back Fl menu Invoice Balance Paid Hmount Payment Date This date is defaulted from the system date Payment Amount Gets calculated by the payment details captured Total Payment POS CASH SALE PAYMENTS 144 F A S T DEBTORS MENU F A S T provides you with the facility to either do the following type of selections when capturing a payment from customers in order to offset invoices and customer balances If you select Automatic default then the oldest invoices from the specified customer are selected until the payment total is satisfied If the payment total does not equal the total of the invoices se
3. Payment Number Payment Date Customer Code Customer Name Payment Amount V A T Amount Status gt Report Sequence Date Of Payment Customer Code Payment Number Totals by Date Of Payment Grand Total Payment Number Payment Date Customer Code Customer Name Payment Amount V A T Amount Status DEBTORS REPORTS 152 F A S T DEBTORS MENU POINT OF SALE SUMMARY Customer Report This report extracts invoices captured in the CASH SALES module The following parameter selections appear Depending on what criteria you select here will determine the type of information that will get reported 2464 b1 H1 F H S 1 POINT OF SHLE SUMMARY REPORT 44421 7 8 DB Selection scroll Esc previous F19 menu Three types of Report Sequence extractions are possible Tag Selections are available on the Invoice Terms and Invoice Status so you can selectively choose specific types of records to report on You can also specify whether you would like to detail or just summary total information 153 DEBTORS REPORTS DEBTORS MENU F A S T gt Report Sequence Invoice Number gt Totals by Grand Total Invoice Number Invoice Date Customer Code Customer Name Invoice Amount Accumulated Discount Sub Total V A T Amount Total Paid To Date Credit Note Total Status gt Report Sequence Customer Code Date Of Invoice Invoice Number gt Headed by Customer Name gt Totals by Customer s
4. If you have a pole display device attached to the workstation details similar to the following will appear on the display showing the customer the payment total and change due All information will be saved and all other relevant information will be updated If you selected Yes on the Prompt To Print field for the POS Printer field under IEEE on WORKSTATION SETUP for the workstation you are working on then the following prompt will appear Otherwise the invoice will be printed automatically pt Y N To access an existing invoice simply type in the Invoice Number that was generated by F A S T or press the El key The following scroll list by Customer Code by Date and by Invoice Number will be displayed Invoice No Invoice Tot Notice the status On point Of Sale transactions F A S T does not allow payments for less than the invoice total The ESISIed8e de field helps you to quickly get to the customer you are looking for invoices for 137 POINT OF SALE CASH SALES DEBTORS MENU F A S T If you call up an existing invoice you then have the ability to VIEW All information on an invoice By pressing the key a total summary as the following will appear Quantity OF Pee tall Vay PRINT All information on an invoice The following INVOICE STATUS conditions are catered for Unpaid Partly Paid Payment Reversed Paid In Full Settled Early Cancelled POINT OF SAL
5. PRODUCT GROUP ITEM GROUP ITEM DETAIL An example of this would be RESALE BISCUITS BAKERS EET SUM MOR ORIGINAL Before you identify any item detail in F A S T you have to identify the item s main Product Group and Item Group Category This is the module where Product Groups are identified Product Groups need only be set up once in F A S T The standard enquiry and maintenance functions are available as they are in all other modules In addition if you select a Product Group Code that has any Item Group cross references F A S T will automatically switch to KAELA mode and allow you to change the description of the Product Group Description Otherwise F A S T will give you the option to PAG the selected Product Group This is helpful to correct any capturing errors 38BI ntroduction STOCK CONTROL F A S T ITEM GROUP DEFINITION MAINTENANCE 2bb4 b1 b1 F H S 7T ITEM GROUP DATH MAINTENANCE 46421 b DB 4 Product Group Code Fl scroll EscFi menu This is the module that you use to set up Item Group Codes that fall within Product Groups See previous section on Item Structure Many Item Groups can exist for one Product Group and Many Items can exist for each Item Group The standard enquiry and maintenance functions are available as they are in all other modules In addition if you select an Item Group Code that has any Item Code cross references F A S T will automatically swi
6. Terms Terms of Payment This option will be the default when capturing invoices in the INVOICES ENQUIRY module Sett Discount Settlement Discount This percentage is used when calculating the amounts for early settlement type discounts Discount This is the blanket discount percentage provided to the customer Print Detail V A T Two options available e Included No separate V A T column when printing purchase confirmation Separate Default A separate V A T column is listed when printing purchase confirmation Statements This option tells F A S T how you would like to communicate statements automatically generated at month end to the customer CHANGE CUSTOMER INFORMATION This module is used to change information on a customer except the name and initials as they are cross referenced fields You either simply type in the Customer Code or press the EZ key and enquire on customers by name By pressing the first letter of the customer s name F A S T will close search for you Once selected all fields from Customer Type can be changed 97 CUSTOMER DATA MAINTENANCE DEBTORS MENU F A S T VIEW CUSTOMER INFORMATION To access a customer simply follow the steps as above Once the customer information is displayed F A S T gives you the option of pressing the EzZ key to view balances for that customer For example This option can be used to quickly view the fina
7. Your Company Name Your Company s Physical Address Your Company s Telephone Number Number of Packages Destination Address DEBTORS REPORTS 146 F A S T DEBTORS MENU Debtors Listing This report shows ageing balances per Customer gt Report Sequence Customer Code Name Phone Numbers FAX Number Over 120 Day Balance 120 Day Balance 90 Day Balance 60 Day Balance 30 Day Balance Current Balance Total Outstanding Discount Structure This report shows the discount structures of Item Groups per Customer gt Report Sequence Customer Code Item Group Customer Code Customer Name Item Group Code Discount Percentage 147 DEBTORS REPORTS DEBTORS MENU F A S T DEBTORS SALES SUMMARY Customer Report This report extracts invoices captured in the INVOICES ENQUIRY module The following parameter selections appear Depending on what criteria you select here will determine the type of information that will get reported ECCE EE F H S 1 SHLES SUMMHRY REPORT 46421 6 DB 4 Selection scroll Esc previous F10 menu Three types of Report Sequence extractions are possible Tag Selections are available on the Invoice Terms and Invoice Status so you can selectively choose specific types of records to report on You can also specify whether you would like to detail or just summary total information DEBTORS REPORTS 148 F A S T DEBTORS MENU gt Report Sequence Invoice
8. 3 How Much did the customer pay TEPIC CHIC Payment Method mMM Details Amount i F A S T caters for multiple payment methods per transaction In other words if two cheques and cash was given as payment towards a purchase the above is an example of this type of payment summary If then for example only one cheque has an RD only that entry can then be reversed the entire payment does not need to be reversed Payment Method Selected from those set up in the system Details Any details relative to the payment method Eg EFT No or cheque number Amount The amount of the payment method The decimal does not need to be captured The PHF key on the numeric pad on the left of the keyboard is used for a double zero 00 If the TENDERED amount is zero F A S T will automatically change the Payment Method to AWAITING INVOICES ENQUI RY 120 F A S T DEBTORS MENU 121 Once the payment summary information is captured simply press the TEI key to save the input F A S T does on line credit checking on account sale transactions and does not allow customers to exceed their credit limits set up in CUSTOMER DATA MAINTENANCE All information will be saved and all other relevant information will be updated If you selected Yes on the Prompt To Print field for the Invoice Printer field under IEEE on WORKSTATION SETUP for the workstation you are working on then th
9. 6009 7001 7002 7003 7004 7005 7006 7007 7008 7009 7010 7011 7012 7013 7014 7015 7016 7017 Invalid DSN name DSN already exists Specified DSN does not exist Invalid open mode for DSN Component not loaded The database files cannot be deleted because they are shared with another Client requires encryption Server requires encryption Orphan Found Invalid Column Foreign Key Not Found Column Not Nullable Invalid Data Type Invalid Index Number Too Many Segments Index Name Duplicate Invalid connection handle specified NULL pointer specified Buffer was too small A general failure occurred Invalid data type specified Setting value is out of range At least one selection item is invalid Invalid sequence number Data on open files is not available Client ID is invalid Insufficient access rights Named database already exists Named database does not exist DTI not initialized File not open Dictionary files already exist Dictionary path in use database Invalid Btrieve Security Policy No license obtained for the product A product has not been obtained Invalid character in the license string Illegal license type is defined Database Errors 192 F A S T CLEARING USERS 7108 7109 7110 7111 7112 7113 7115 7117 7118 License key length is too long No such license exists There is at least one temporary license that has already expired and t
10. A programming error occurred The MicroKernel encountered a record level conflict The MicroKernel encountered a lock error The MicroKernel lost positioning Database Errors 186 F A S T CLEARING USERS 187 The MicroKernel attempted to update or delete a record that was read outside the transaction The record or page is locked The file is locked The file table is full The handle table is full The application encountered an incompatible mode error A name error occurred The redirected device table is full The application encountered a server error The transaction table is full The record lock types are incompatible The application encountered a permission error The session is no longer valid A communications environment error occurred The data buffer is too small The MicroKernel detected an internal transaction error The Btrieve Requester is unable to access the NetWare Runtime server No cache buffers are available Insufficient operating system memory is available Insufficient stack space is available The chunk offset is too big The MicroKernel does not recognize the locale The file cannot be created with Variable tail Allocation Tables VATs The MicroKernel cannot perform a Get Next Chunk operation The application attempted to perform a chunk operation on a pre v6 0 file An unknown error was encountered either creating or accessing a semaphore Th
11. F A S T System QUALITY PRODUCTS PAGE 1 Sales Rep Data Listing 2004 01 01 21 48 22 Commission Code Sales Rep Name Rate POINT OF SALE TILL TOTAL 0 00 001 CASH SALES 0 00 END OF SALES REP DATA LISTING 49 ITEM PRICE LINK MAINTENANCE REFERENCE CODES F A S T 7 STOCK CONTROL Introduction This is the section of F A S T where item information is set up and can be changed or removed Items are categorised within Product Groups and Item Groups Information of all items such as cost and selling price or minimum reorder levels are all found and can be added or changed using these modules In addition to the product type being either a product or service F A S T gives you an additional parameter list for Additional Cost Codes for example Labour Transport etc There is a section to identify packages that do not require any cost information but only monitoring in terms of stock levels Within the reports menu listing can be generated that give you specific Information about stock for example a reorder listing to see what items are we running low on or What do we need to order Also what is the value of stock on hand REFERENCE CODES REPORTS 50 F A S T STOCK CONTROL ITEM PRODUCT GROUP MAINTENANCE 2bu4 H1 b1 F H S 7 PRODUCT GROUP DATH MAINTENANCE 46421 uz 4 Product Group Code Fl scroll EsosFlb menu 51 Items are identified within the following Item Structure in F A S T
12. Supplier Code is the supplier who is invoicing you and the Supplier Source is where the goods were collected or delivered from For example head office invoices you but the actual goods were collected from a branch of the group Purchase Date The date of purchase is defaulted to from the system date Terms Terms of payment This is defaulted from the option set up on the supplier data screen PURCHASES ENQUIRY 72 F A S T CREDITORS MENU Order Number This field must be filled in if the terms of payment is anything but Cash Purchase Order Date This date defaults to the system date but can be changed to for example the invoice date Invoice This is suppliers invoice number F A S T checks for duplicates on this once you have entered it This field appears on the supplier analysis as per the purchase 2 What items did purchase on this invoice urchase Date 2004 01 01 UuPHBR aaa IRKET MANUFACTURING UPMAR 66 UPMARKET MANUFACTURING 38 Days FES 7 lnport Local z P Purchase Number Supplier Code Supplier Source en ues c n ipt son a INEBPPLE amp CARROT 23 BML TROPICH ORANGE Bar Code This is where you capture the items quantities and cost price of the purchase If you selected Yes on the Bar Code Scanner field on WORKSTATION SETUP for the workstation you are working on the Bar Code field as above will b
13. T S T System QUALITY PRODUCTS PAGE 1 Programmable Scanner Stock Take Update Import Report 2004 01 01 17 23 53 Bar Code Item Description Quant ity Date Time Error Mesage 6009510800515 965 2004 01 01 15 32 52 Barcode Not On File 6009510800517 265 2004 01 01 15 32 01 Barcode Not On File Total Number Of Items Read 5 Total Number 0f Exceptions 2 Scanner was in use from 2004 01 01 15 22 52 To 2004 01 01 15 25 01 END OF STOCK IMPORT REPORT LISTING 59 ITEM DATA MAINTENANCE STOCK CONTROL F A S T ITEM INGREDIENTS RAW MATERIALS F A S T provides you with an easy to use way of setting up how an item is made up 2bb4 H1 b1 F H S 7T INGREDIENTS RAW MATERIALS MAINTENANCE 46421 uz 4 Main Code Fl scroll Eso Flb menu Basically all you have to do is specify the finished item in the Item Main Code Now specify the item that forms part of the finished item in the Item Sub Code and the quantity or how much of this sub item the finished item consists of Think of the sub items as bulk stock items For each finished item this process has to be followed for each item that goes in to making it up When you invoice an item the rules set up in this module are considered when F A S T updates the quantity in stock of an item ITEM DATA MAINTENANCE 60 F A S T STOCK CONTROL ADDITIONAL COSTS DATA MAINTENANCE Additional Cost Code Additional Cost Desc Cost U H T Percentage As mentione
14. This manual consists of two main components namely A System Overview This component describes the main features of F A S T briefly highlighting certain key aspects on the functionality of the system It will give you a general idea of what F A S T caters for and an Operating Manual This component is the detailed description of all aspects of F A S T For clarification it contains images on every single screen within the system and describes right down to the detail every significant field This is quite a comprehensive document in sequence to events and procedures that the system is designed to follow It is laid out in sections mainly according to menu items as they appear in F A S T It explains aspects surrounding the system in such a way that if you use it while performing certain functions it will guide you through the system It therefore gives you an idea of how to perform certain functions in the system F A S T SYSTEM OVERVIEW 2 SYSTEM OVERVIEW COMPANY INTRODUCTION Velocity Software Solutions has been in operation for around 18 years and is committed to the growth of business in terms of administration and efficiency We provide user friendly practical software solutions to different types of small to medium sized businesses that consider the aspects of computer illiteracy which still exists within our environment We therefore develop applications that are designed to provide information easily
15. This report show only user totals POINT OF SALE PAYMENT MAINTENANCE REPORT POINT OF SALE PAYMENT REVERSAL REPORT END OF DAY PROCESSING 160 F A S T PROCESSING REPORTS MENU Daily Takings WORKSTATION SUMMARY PER WORKSTATION Gross Takings Purchases Sales Cash Up Summary Float Opening Balance Payment Method Totals Refunds Float Closing Balance This report helps you to reconcile each workstation or till point It shows you what and how much each workstation or till point should have in it This is exceptionally useful if you have a physical cash drawer on each workstation WORKSTATION SUMMARY FOR ALL WORKSTATIONS Gross Takings Purchases Sales Cash Up Summary Float Opening Balance Payment Method Totals Refunds Float Closing Balance This report helps you to reconcile all workstations It shows you what and how much all workstation or till points collectively should have This is exceptionally useful when you are doing your bank deposit as it shows you a breakdown per payment method to help you to fill in the deposit slip All End Of Day and Month End reports are saved in a date stamped format Sometimes you might have a printer jam or the might lose your End Of Day reports If this happens just locate the report you wish to reprint in the C FAST DATA folder and send it to the printer 161 END OF DAY PROCESSING PROCESSING REPORTS MENU F A S T MONTH END PROCESSING In addition to the processi
16. supplied with the installation on the server in the FAST folder on the drive you installed F A S T on You can edit this template to format your company s letter head Make sure the this template file is in the C FAST folder on the machine that the F A S T Process Engine runs on Dot Matrix Printers Listings General Reports Will automatically be directed to the screen You will then have the facility to print a hard copy This output will be directed to printer port 1 or LPT1 Purchases Invoices POS Till Slips Will automatically be printed to the default printer port specified if you have selected No on the Prompt To Print field on the module WORKSTATION SETUP for the workstation you are working on Otherwise you have the option of printing these documents Again the output will be directed to default printer port specified on the module WORKSTATION SETUP for the workstation you are working on Payments Debit Notes Quotations Job Cards Sales Orders Credit Notes Point Of Sale Refunds End Of Day Reports Month End Reports Will automatically be directed to printer port 1 or LPT1 Printing Standards SYSTEM STANDARDS F A S T 5 ACCESSING THE SYSTEM LOGGING INTO WINDOWS Once you ve switched on the workstation Windows will prompt you for your User Name and Password Complete these fields with the allocated User Name and Password If you have problems logging in check with your designa
17. used to gauge profitability per user and or per workstation gt Report Sequence Date by Workstation I D by User by Item Group by Item Totals by User Workstation ID Transaction Date Grand Total Item Group Description Item Code Item Description Quantity Sold Total Including V A T Turnover at Cost Turnover at Retail Gross Profit Markup G P Percentage 167 GENERAL REPORTS PROCESSING REPORTS MENU F A S T V A T Split Report This is a summary report per Product Group that shows the turnover between V A T able and non V A T able items Report Sequence Product Group Totals by Product Group Grand Total Product Group Description No V A T With V A T Total GENERAL REPORTS 168 F A S T PROCESSING REPORTS MENU V A T REPORT You can draw a V A T Report between any date range The following date range option is available for reporting V A T within a period Report Date From SR To 2664 61 61 V A T Reports are automatically generated during the MONTH END PROCESSING module The transactions selected for this automatic one are for a single month only You would typically find that your bookkeeper or accountant would request V A T Reporting for a two month period You can use this module to extract such information To view a typical example of a V A T Report see the following section USING THE SYSTEM PROCESSING REPORTS MENU MONTH END PROCESSING General 169 GENERAL R
18. 2343 3000 3001 3002 3003 3004 3005 3006 Not allowed to change data dictionary location and change name at the same time Not allowed to bind database and change name at the same time Not allowed to unbind database and change name at the same time Not allowed to create a data dictionary files and change name at the same time Not allowed to change data locations and change name at the same time Not allowed to change data dictionary location and bind database at the same time Not allowed to change data dictionary location and unbind database at the same time Not allowed to change the dictionary location and create dictionary files at the same time Not allowed to create data dictionary files and bind database at the same time Not allowed to create data dictionary and unbind database at the same time Not allowed to bind database and change data locations at the same time Not allowed to unbind database and change data locations at the same time Named database general error The MicroKernel router encountered a memory allocation error Local access is unavailable to the MicroKernel router The MicroKernel router resource DLL is unavailable The MicroKernel router detected an incompatible network component The MicroKernel is not responding to the MicroKernel router The MicroKernel router encountered an operating system error The MicroKernel router detected an invalid session Invalid configuration for MicroKernel router
19. 46 F A S T REFERENCE CODES ITEM PRICE LINK MAINTENANCE MAINTAIN LINK DESCRIPTIONS Item Price Link Code M Item Price Link Desc Items are grouped in categories within F A S T In order to set up a common link for items that belong to different categories F A S T provides you with a Price Link Code This Price Link Code can be included when setting up an item This allows you to then automatically do price changes across the board for just that Price Link Code A typical example of this is say you import certain goods from another country You can set up a price Link Code as being a common code for the currency of that country even if the types of items belong to different categories When the exchange rate moves and you need to increase or decrease the current pricing of all goods imported from that country you can then select the MAINTAIN LINK RATES module and easily do price changes Once you have entered an Item Price Link Code that already exists the system will automatically switch to PAZE mode and allow you to change the description of the Item Price Link If you have typed in an Item Price Link Code that does not exist the system will automatically switch to PEZI mode The mode switch will appear in the data section of the screen To obtain a list by Item Price Links on file simply press the GI key on the Item Price Link Code field This list can now be enquired upon alphabetically 47
20. CommandLine at the top of the screen under the header the system requires confirmation by pressing Y If you are not satisfied with the details simply press N or hit the Esc key to go back and re enter F H S l Initialisat ion Are all detalls correct Yles or Niol Esc tleld back Fil menu The system will now proceed to set up it s environment Allow this process to complete normally without interruption as it is critical for F A S T to operate successfully Installing F A S T on the Server 18 F A S T INSTALLATION 19 Workstation Setup The following screen will appear and allows you to set up the way F A S T will handle certain hardware devices and options for the workstation you are running it on F H S T Work Stat io 4 Workstation I D Esc back Fil menu TERMINAL Printer 1 Printer 2 PURCHHSES e Enter 1 for This Workstation s I D Zeros will be automatically padded in the front of the input e Select Yes for Bar Code Scanner This allows you to use the Bar Scan Code field for easy item look up even if you do not use a physical bar code scanner attached to the workstation Printer 1 is for printer port LPT1 Select the appropriate printer attached to this port If you have selected a dot matrix type printer select the appropriate printer type from the list If you have selected a Windows Laser Ink Jet type in the workstation number you intend
21. F A S T will list items alphanumerically for selection and give you a RIENA field to easily find items While scrolling through items if you press the EzZT key the following item additional details window will appear showing you the price including otal Inc As you select items if you have a pole display device attached to the workstation details similar to the following will appear on the display showing the customer the item description quantity and amount Quantity Of Units How many did the customer purchase Price Per ltem This is the selling price of the item either excluding or including V A T Up to four decimal places can be captured for the price It is defaulted in the following sequence 1 Retail Price 2 Pricing Structure If you enter a price that is below cost F A S T will warn you accordingly Depending on your system configuration you will either not be allowed to sell for below cost or allowed to but warned POINT OF SALE CASH SALES 134 F A S T DEBTORS MENU Discount Percentage This percentage is defaulted in the following sequence 1 Customer blanket discount percentage 2 Customer Item Group Discount percentage 3 Item Pricing Structure Discount percentage Extended Price This is the line total calculated excl V A T Line Total This is the line total calculated incl V A T To void an item simply press the fj key Unlike the INVOICE
22. For example if the original invoice quantity was say 100 and you then captured a credit note for 70 then again tried to capture a credit note for 40 you will be unable to capture the last 40 2 What items am I crediting Fi Fe Gty Fs save Fd Amt FS del Fo Draw Fre Disc uL T NNI Item No Uescr tpt Lon Wuantity OF Units Line Total Scroll facilities are available here The item must exist on the invoice The quantity cannot be more than what was originally invoiced and the total amount for the item cannot exceed the total invoiced amount for that item The amount and discount percentage that is defaulted for the item is what was captured on the invoice These can be changed though A Credit Note is printed once this information is saved POINT OF SALE REFUNDS 140 F A S T DEBTORS MENU F A S T will display the following window showing you how much to refund the customer in terms of a Cash Back payment If you are doing a price credit and it would be necessary to either use this amount shown as payment if it is less than or equal to the new amount or to refund the customer the difference if it is greater than the new amount HAND If you call up an existing Credit Note you then have the ability to CHANGE Providing it has not been CANCELLED You can change anything on a credit note even the invoice number and the system will perform the necessary updates to Get Everyth
23. Number gt Totals by Grand Total Invoice Number Invoice Date Customer Code Customer Name Invoice Amount Accumulated Discount Sub Total V A T Amount Total Paid To Date Credit Note Total Status gt Report Sequence Customer Code Date Of Invoice Invoice Number gt Headed by Customer Name gt Totals by Customer showing Total Payment Due Grand Total Invoice Number Invoice Date Total Paid To Date Credit Note Total Status 149 DEBTORS REPORTS DEBTORS MENU F A S T gt Report Sequence Date Of Invoice Customer Code Invoice Number gt Totals by Date Grand Total Invoice Number Invoice Date Customer Code Customer Name Invoice Amount Accumulated Discount Sub Total V A T Amount Total Paid To Date Credit Note Total Status Item Report This report extracts invoices captured in the INVOICES ENQUIRY module and credit notes captured in the CREDIT NOTES REFUNDS module against items It gives you an indication of selling prices of items by Item Group by Item by Date by Customer The following parameter selections appear Depending on what criteria you select here will determine the type of information that will get reported You can specify all Customers by simply leaving Customer Code blank or you can specify a Customer to report on You can specify all Items by simply leaving Item Code blank or you can specify an Item to report on A scroll window listing items by description is availa
24. Of Sale One of the following gt Save data that was input Save Store Update gt Store the data that was selected for multiple input selections gt Update Quantity In Stock One of the following More Price gt View more information on item gt Input Price on Point Of Sale Delete Delete the current line of input Open Drawer Open Till Drawer Sort Sort the data that was input Automatically fill in the payment Full Payment Seine Calculate a total for the batch data Tora that was input Return to the menu from whatever F10 Menu field the cursor is currently on Quick Return n b The Esc and Enter keys are available throughout the system whereas keys F1 through F10 are shown only when available on the current field Alpha Numeric Fields Data Standards F A S T SYSTEM STANDARDS Think of this as being alphabetic and numeric data In other words all letters and numbers on the keyboard This data is displayed exactly as it was entered All alphabetic characters input are automatically converted to uppercase So it does not really matter whether you have set the Caps Lock key on or off These inputs are also referred to as alpha in this manual Numeric Fields If a particular field is numeric only the system will not accept any data but numeric or a decimal point or minus sign if allowed on that field If you try to input an alphabetic character on a numeric only input field the system will beep and no
25. Our support people are also well versed on all operating systems so that we can extend support not only to the package but also solve most network problems telephonically In the instances that require further investigation we dispatch our well trained support people to your premises in order to action a solution 13 INSTALLATION F A S T 3 INSTALLATION The installation of F A S T comprises of two components The installation of Pervasive and the installation of the F A S T modules These procedures are inseparable and work in conjunction with each other INSTALLING PERVASIVE On each machine F A S T is to be run on insert the Pervasive CD and follow the Pervasive Installation instructions Once installed the following icon will be activated on startup If you are running on a Windows 98 machine copy the following icon from the Pervasive SQL Other Utilities program Group to the Startup program group Installing F A S T on the Server 14 F A S T INSTALLATION INSTALLING F A S T Installing F A S T on the Server 1 Click Start 2 Click Programs 3 For Windows 98 Click MS DOS Prompt For Windows XP 2000 NT ME Click Accessories Click Command Prompt 4 Insert the CD into the drive If the CD drive is D type in D and press ENTER 5 Type in FINSTALL C and press ENTER The following screen will appear Insert F A S T CD into CD Drive Press any key to continue Press
26. SALES REP DATA MAINTENANCE REFERENCE CODES F A S T MAINTAIN LINK RATES 2bb4 b1 b1 F H S 7 ITEM PRICE LINK DATH MAINTENANCE 46421 b DB 4 Price Link Code Fl scroll Esc Flu menu To do an automatic price change on any item that is linked to a specific Price Link Code simply select the Price Link using this module and enter the percentage you want F A S T to either increase or decrease for the Price Link Once you have confirmed the input F A S T will automatically go through all items linked to the selected Price Link Code and adjust the pricing relatively To obtain a list by Item Price Links on file simply press the PEA key on the Item Price Link Code field This list can now be enquired upon alphabetically ITEM PRICE LINK MAINTENANCE 48 F A S T REFERENCE CODES REFERENCE CODES REPORTS The following reports are available on this menu PAYMENT METHOD DATA LISTING This is a list of Payment Methods on File gt Report Sequence Payment Method Description Payment Method Code Payment Method Code F A S T System QUALITY PRODUCTS PAGE 1 Payment Method Data Listing 2004 01 01 21 43 19 Code Payment Method Description AWAITING AWAITING PAYMENT BANK TRANS BANK TRANSFER CASH CASH CHEQUE CHEQUE CREDITCARD CREDIT CARD END OF PAYMENT METHOD DATA LISTING SALES REP DATA LISTING This is a list of Sales Reps on File Report Sequence Sales Rep Name Sales Rep Code Sales Rep Name
27. You have been unexpectedly disconnected from the server 10039 You have been unexpectedly disconnected from the server 10040 You have been unexpectedly disconnected from the server 10041 You have been unexpectedly disconnected from the server 10042 You have been unexpectedly disconnected from the server 10043 You have been unexpectedly disconnected from the server 10044 You have been unexpectedly disconnected from the server 10045 You have been unexpectedly disconnected from the server 195 Database Errors HOW TO EXIT THE SYSTEM 10046 10047 10048 10049 10050 10051 10052 10053 10054 10055 10056 10057 10058 10059 10060 10061 10062 10063 10064 10065 You have been unexpectedly disconnected from the server You have been unexpectedly disconnected from the server You have been unexpectedly disconnected from the server You have been unexpectedly disconnected from the server You have been unexpectedly disconnected from the server You have been unexpectedly disconnected from the server You have been unexpectedly disconnected from the server You have been unexpectedly disconnected from the server You have been unexpectedly disconnected from the server You have been unexpectedly disconnected from the server You have been unexpectedly disconnected from the server You have been unexpectedly disconnected from the server You have been unexpectedly disconnected from the server You have been unexpectedly disconnected
28. an asterisk gt Report Sequence Item Group Code by Item Code Item Group Description Bin Location Item Code Item Description Minimum Reorder Quantity Quantity In Stock Price List This is a price list of all items on file Items with low stock levels are denoted by an asterisk This report is available only to SUPERVISOR type users gt Report Sequence Item Group Code by Item Code Item Group Description Item Code Item Description Quantity In Stock Retail Price Excluding V A T Retail Price Including V A T STOCK CONTROL REPORTS 64 F A S T STOCK CONTROL Reorder Listing This is a list of all items on file that have stock levels lower than The minimum reorder quantity gt Report Sequence Item Group Code by Item Code Item Group Description Bin Location Item Code Item Description Minimum Reorder Quantity Quantity In Stock Stock Take Listing This is a list of all items on file without headers gt Report Sequence Item Group Code by Item Code Item Group Description Bin Location Item Code Item Description Minimum Reorder Quantity Quantity In Stock Print Labels The following input screen allows you to print labels for either all items a specific one or a specific Item Group Item Group Code tel Code m Iten roup Description tem Description Report Sequence Item Group Code by Item Code Item Group Code Item Code Item Group Description Item Description 65 STO
29. and quickly to the user in order to make effective business decisions SYSTEM INTRODUCTION It has become apparent that in order to strengthen the business skills of the entrepreneur and effectively strengthen business as a whole not only within the continent tools are required Along with the tools utilised for the production and marketing of items in the market place administrative tools are also required to help the business owner to keep in touch with the financial aspects of the venture F A S T has therefore been developed in consideration to these aspects to help the business owner to quickly and efficiently attain key information about the business in order to in turn manage the concern without having to go through lengthy excercises in terms of data input and retrieving information We always say that The manager of a business is not an accountant or bookkeeper so do not try and make them that Provide them with an easy to use solution to help them to run the business F A S T consists of many technical components These components operating in combination with each other in a common environment help to make F A S T a business management system that is user friendly efficient performance oriented and capable of handling large volumes of data with full history on line All updates are real time so the instance you save some information it is stored in the database It is a practical solution that helps you to run y
30. appear listing all payments by customer allowing you to select one INTER bbH 2bu4 b1 bi1 SH bel Search Criteria 129 DEBTORS PAYMENT REVERSALS ENQUIRY DEBTORS MENU F A S T The payment information will then appear and give you the following options If you select Reverse the following window will appear and allow you to capture a description that would appear on the customer s statement The following payment summary that was originally captured will appear and allow you to select one or more payment details if any By simply pressing the PAZE on the payment detail you can select and de select the detail for reversal Under the column a if you see an R next to any entry it means that payment detail has already been Reversed Method Details CHSH DEBTORS PAYMENT REVERSALS ENQUIRY 130 F A S T DEBTORS MENU 131 POINT OF SALE CASH SALES This is the module where you capture point of sale transactions If you have a pole display device attached to the workstation your company name will scroll across the display until you start entering items To generate a new invoice all you have to do is press the Efl key on the Invoice Number field F A S T will automatically generate an invoice number at the end of input when you save the information With a new invoice the following window will pop up allowing you to select one of the following options to generate the invoice from
31. attaching this printer to As for Printer 2 set up the parameters for printer port LPT2 If no printer is attached to this port duplicate the parameters from Printer 1 e If a Pole Display will be used for this workstation select Yes then select the communications port it is attached to Installing F A S T on the Server INSTALLATION F A S T If a Till Drawer is attached to this workstation select the appropriate option available and if necessary the attached port For your invoice printing select the appropriate printer port to print to If you would like the system to prompt the user whether to print select Yes The same option is available for Point Of Sale printing To record sales rep codes and customer codes on Point Of Sale transactions select Yes for these options When capturing purchases from suppliers you can also set up the prompt to print option On completing the details of the workstation the following screen will appear and F A S T will be ready to use F A S T has been successfully installed on your hard disk It is advisable to restart your machine using the syste Thank you for your suppo Press any key to continue If you are using a dot matrix serial port printer interface the following statement must be inserted mode com1 lpt1 Windows 98 c autoexec bat Windows 2000 XP ME NT c windows system32 autoexec nt Restart t
32. in either including or excluding V A T again if including the excluding price will automatically be calculated Item Searching There are one of three ways to access existing Items for editing On the Item Group Code field you can press the EzZ l key and the system will display the following pop up input windows to allow you to either scan the Bar Scan Code in with a hand held scanner or enter it in 55 ITEM DATA MAINTENANCE STOCK CONTROL F A S T On the Item Group Code field you can also press the Ez key and the following selection pick list will appear prompting you how you would like to sort items for searching a egory When searching for items Alphabetically as you press each key F A S T will start close matching your keystrokes and home in on what you are searching for by the Item Description field For example if the item you were searching for is COKE 340ML CAN and as you typed in C OK E with each keystroke F A S T will search accordingly and show you the search criteria Here is a screen example Retail Stk Level co DOODO mn BeCOCOCOCO T T T T OD 40 aun au 2 348 5a RSH AMA PS Si LO COLGHERSS 322000000000 20000000000 COO CO Coco Co cocco Ji rimi mM EC Irrro 4AJrro Notice the Search criteria in the bottom left corner as you type in When searching for items by Category a scroll window listed by category will firstly appear once you have select
33. menu Three types of Report Sequence extractions are possible Tag Selections are available on the Purchase Terms and Purchase Status so you can selectively choose specific types of records to report on You can also specify whether you would like to detail or just summary total information CREDITORS REPORTS 88 F A S T 89 CREDITORS MENU Report Sequence Purchase Number Totals by Grand Total Purchase Number Supplier Invoice Number Purchase Date Supplier Code Supplier Name Purchase Amount Accumulated Discount Sub Total V A T Amount Total Paid To Date Credit Note Total Status Report Sequence Supplier Code Date Of Purchase Purchase Number gt Headed by Supplier Name Totals by Supplier showing Total Payment Due Grand Total Purchase Number Supplier Invoice Number Purchase Date Total Paid To Date Credit Note Total Status CREDITORS REPORTS CREDITORS MENU F A S T gt Report Sequence Date Of Purchase Supplier Code Purchase Number Totals by Date Grand Total Purchase Number Supplier Invoice Number Purchase Date Supplier Code Supplier Name Purchase Amount Accumulated Discount Sub Total V A T Amount Total Paid To Date Credit Note Total Status Item Report This report extracts purchases and debits notes against items captured into F A S T It gives you an indication of costing of items by Item Group by Item by Date by Supplier The following paramet
34. module if you select an item that already exists on the invoice a new entry will be generated Once you have pressed the I key to save the information on the invoice the following screen will appear 3 How Much did the customer pay Esc back Fi menu CHEQUE 135 POINT OF SALE CASH SALES DEBTORS MENU F A S T If you have a pole display device attached to the workstation details similar to the following will appear on the display showing the customer the sale total F A S T caters for multiple payment methods per transaction In other words if two cheques and cash was given as payment towards a purchase the above is an example of this type of payment summary If then for example only one cheque has an RD only that entry can then be reversed the entire payment does not need to be reversed Payment Method Selected from those set up in the system Details Any details relative to the payment method Eg EFT No or cheque number Amount The amount of the payment method The decimal does not need to be captured The PHF key on the numeric pad on the left of the keyboard is used for a double zero 00 If the TENDERED amount is zero F A S T will automatically change the Payment Method to AWAITING Once the payment summary information is captured simply press the TEI key to save the input POINT OF SALE CASH SALES 136 F A S T DEBTORS MENU
35. users to ensure that someone using an Access D is not allowed to use the same Access D on another workstation at the same time This function prevents someone from performing critical data maintenance under someone else s Access D The system allows users control to terminate other users from using the system by clearing their Access I D As this is done when the user who has been terminated returns back to the menu the system displays an error message and immediately terminates that user from the system F A S T prevents a user from entering to typing in their passwords three times incorrectly Access to the system and the initialisation of critical data maintenance and critical processes are controlled within the system where users are informed by messages as to what they are allowed to perform For example if access to the system was attempted while an End Of Day Process is busy running the following error message will appear Module Access Levels Access levels are set up per user and per module within the system This means that certain users can be allocated levels of access to certain modules and different access rights to other modules These access rights are maintained by the designated system administrator in the LOGIN MAINTENANCE module Security Standards SYSTEM STANDARDS F A S T There are three main access levels incorporated for users within the system The following lists these levels with a description of
36. will appear and allow you to select one or more payment details if any By simply pressing the PAZE on the payment detail you can select and de select the entry for reversal Under the column a if you see an R next to any entry it means that payment detail has already been Reversed Method Details CREDITORS PAYMENT REVERSALS ENQUIRY 86 F A S T CREDITORS MENU CREDITORS REPORTS The following reports are available on this menu SUPPLIER DATA LISTING Normal Supplier Listing This report lists all suppliers in a labelled format so that you use this use this information to label your supplier files gt Report Sequence Supplier Name by Supplier Initials Name Initials Code Physical Address Phone Numbers FAX Number V A T Registration Number Creditors Listing This report shows ageing balances per Supplier gt Report Sequence Supplier Code Name Phone Numbers FAX Number Over 120 Day Balance 120 Day Balance 90 Day Balance 60 Day Balance 30 Day Balance Current Balance Total Outstanding 87 CREDITORS REPORTS CREDITORS MENU F A S T CREDITORS PURCHASE SUMMARY Supplier Report This report extracts purchases captured into F A S T The following parameter selections appear Depending on what criteria you select here will determine the type of information that will get reported 2bb4 b1 b1 EE PEPPER PURCHHSE SUMMARY REPORT 44421 76 06 4 Selection scroll Esc previous F16
37. will appear for input Quantity Per Unit Pack size Defaulted from item set up Quantity Of Units How many did you use The following fields are not accessible for input on the job card but are stored in the background Price Per Item Defaulted in the following sequence and can be changed when invoiced 3 Retail Price 4 Pricing Structure Discount Percentage Defaulted in the following sequence and can be changed when invoiced 4 Customer blanket discount percentage 5 Customer Item Group Discount percentage 6 Item Pricing Structure Discount percentage Extended Price The line total calculated excl V A T Line Total The line total calculated incl V A T To void an item simply press the R key If you select an item that already exists on the job card detail you will automatically be taken to that line where the item is and to the Quantity Of Units field SALES ADMIN JOB CARDS DEBTORS MENU F A S T Once the item detail is captured simply press the grey key to save the input All information will be saved and all other relevant information will be updated The job card will be printed automatically The detail on the printed format of a job card will show all raw materials ingredients beneath the main item if any exist To access an existing job card simply type in the Job Card Number that was generated by F A S T or press the Rf
38. 1 All information on a debit note DEBIT NOTES GOODS RETURNED CREDITORS MENU F A S T CREDITORS PAYMENTS CREDITORS PAYMENT MAINTENANCE This is the module where payments to suppliers are captured Multiple payment methods per transaction are available here as well EDDIE E H S PHYMENT INFORMATION MAINTENANCE 44421 H DB q fo scro F3 save FS del Fe sort Esco back Fl menu Total Purchase No Purchase Balance Paid Hmount Payment Date This date is defaulted from the system date Payment Type The following options are available and if Early Settlement is selected F A S T will automatically calculate the Sett Disc Tot ure Payment Amount Gets calculated by the payment details captured CHEQUE C6 60 Total Payment 54 4 CREDITORS PAYMENTS 82 F A S T CREDITORS MENU F A S T provides you with the facility to either do the following type of selections when capturing a payment to suppliers in order to offset purchases and supplier balances m ton If you select Automatic default then the oldest purchases from the specified supplier are selected until the payment total is satisfied If the payment total does not equal the total of the purchases selected exactly then the last purchase listed will be specified as Partly Paid You can also capture part payments towards purchases Once selected the Paid Amount per in
39. 2 Select the defaults 3 Once Set Up is complete copy this icon from the F A S T Process Engine Program Group into the Startup Program Group Run the F STPROC icon Ensure that on the Data Path tab Scan Location is set to the server s drive Also ensure that Select A Path points to the path of where F A S T s data is So if the Server drive is mapped to F on the Workstation where the Printer is attached and F A S T s data folder is FASTIDATA the full path the green field should read F FAST DATA 6 Ensure that on the Printer tab Printer Font To Be Used you have selected Courier New 7 Under Number Of Copies For select the desired number of copies to print Click on Save once complete 9 Restart this machine now 10 Ensure that when you restart the process engine automatically Starts up and that it appears as the following Z Process Mii x File Setup indows Print Engine Only CAFASTIDATA a Congratulations you have successfully set up the F A S T process Engine If more are required follow th me pr 23 Installing F A S T on the Client Workstation SYSTEM STANDARDS F A S T 4 SYSTEM STANDARDS Introduction Once you have identified what the different areas are used for in terms of representation and capturing of data within the system as well as the formats of how data is captured and displayed it will become easier for you to actually use the sy
40. 74 F A S T UTILITIES CASH REGISTER CONFIGURATIONS Once a cash register has been set up you can add or change the control sequences of it by selecting the cash register and then the type of sequence you require to set for it The following configuration options are available for each cash register m Once this is done just type in the ASCII value for each parameter for each configuration option You should find these values in the technical documentation that is supplied with your cash register under the Programming Guide section ECCLE EE F H S 1 SET CHSH REGISTER DEFHULIS 44421 6 DB 4 number of parameters to save Esc previous FiO menu Hdd To save the parameters press the Eze key and type in the number of parameters you require to save for the configuration option 175 CASH REGISTER DATA SETUP UTILITIES F A S T USER FILE MENU USER FILE MAINTENANCE This is where the maintenance of all configurations of user Access I D s are performed This module comprises of two input screens namely gt Login File Maintenance gt User Access Rights Maintenance It caters for the functionality of for example setting up new and removing users or changing specific details pertaining to a user Even maintaining a user s access rights within the system All these functions are performed by utilising this module Login File Maintenance ECCE ai F H S 7T U
41. 98789 Order Date 28004 1 ied Number Ship From Ship Uia AOLVAOL SOWWSOW DZ ADS Comments Once selected the following window will appear and allow you to capture a description that would appear on the supplier analysis report CREDITORS PAYMENTS 84 F A S T CREDITORS MENU The following payment summary that was originally captured will appear and allow you to select one or more payment details if any By simply pressing the ESeEIS ysEid on the payment detail you can select and de select the entry for reversal Under the column p if you see an R next to any entry it means that payment detail has already been Reversed CHEQUE 59793 1 566 bb 1 566 bb Once you have selected all payment details that you need to reverse simply press the Es amp key to save the information Account Purchase Payment The following scroll window will appear listing all payments by supplier allowing you to select one ECCE ai F H S 7 3 PHYMENT REVERSHLS 46421 uz q scroll Esc cancel Fill exit UPHBRI ada EDDIE PE Search Criteria 85 CREDITORS PAYMENT REVERSALS ENQUIRY CREDITORS MENU F A S T The payment information will then appear and give you the following options If you select Reverse the following window will appear and allow you to capture a description that would appear on the supplier analysis report The following payment summary that was originally captured
42. CK CONTROL REPORTS STOCK CONTROL F A S T Export To Website This option produces SQL type scripts for you to supply your service provider as input into your website gt Item Group Export Sequence Item Group Description Item Group Description gt Item Export Sequence Item Group Code by Item Code Item Code Item Description Item Group Description Retail Price Excluding V A T Number Per Sale Unit Item Make Up This is a list of all items on file that are made up from other items in specific quantities Report Sequence Main Item Code by Sub Item Code Main Item Code Main Item Description Sub Item Code Sub Item Description Quantity ITEM STOCK VALUE REPORT This report gives you a value of stock on hand by category based on last cost price of items and gives you totals per category and a grand total at the end gt Report Sequence Item Group Code by Item Code Totals by Item Group Code Grand Total Item Group Description Item Code Item Description Quantity In Stock Last Cost Price Stock Value STOCK CONTROL REPORTS 66 67 F A S T STOCK CONTROL ADDITIONAL COSTS DATA LISTING This is a list of all Additional Costs on file gt Report Sequence Additional Cost Description Additional Cost Code Additional Cost Description Price V A T Percentage PACKAGE DATA LISTING This is a list of all Packages on file gt Report Sequence Package Description Packages Code Package Description Minimum Reo
43. CREDITORS MENU 68 Introduction 68 SUPPLIER DATA MAINTENANCE 69 ADD A SUPPLIER 69 CHANGE SUPPLIER INFORMATION 71 VIEW SUPPLIER INFORMATION 71 PURCHASES 72 PURCHASES ENQUIRY 72 DEBIT NOTES GOODS RETURNED 79 CREDITORS PAYMENTS 82 CREDITORS PAYMENT MAINTENANCE 82 CREDITORS PAYMENT REVERSALS ENQUIRY 84 Cash Purchase Payment 84 Account Purchase Payment 85 F A S T Table Of Contents CREDITORS REPORTS 87 SUPPLIER DATA LISTING 87 Normal Supplier Listing 87 Creditors Listing 87 CREDITORS PURCHASE SUMMARY 88 Supplier Report 88 Item Report 90 CREDITORS PAYMENT SUMMARY 91 SUPPLIER ANALYSIS 93 9 DEBTORS MENU 94 Introduction 94 CUSTOMER DATA MAINTENANCE 95 ADD A CUSTOMER 95 CHANGE CUSTOMER INFORMATION 97 VIEW CUSTOMER INFORMATION 98 CHANGE CUSTOMER STATUS 98 SET DISCOUNT STRUCTURE 99 SALES ADMIN 100 QUOTATIONS 100 JOB CARDS 105 SALES ORDERS 110 INVOICES 115 INVOICES ENQUIRY 115 CREDIT NOTES REFUNDS 123 DEBTORS PAYMENTS 126 DEBTORS PAYMENT MAINTENANCE 126 DEBTORS PAYMENT REVERSALS ENQUIRY 128 Cash Sale Payment 128 Account Sales Payment 129 POINT OF SALE 131 CASH SALES 131 REFUNDS 139 CASH SALE PAYMENT REVERSAL 142 CASH SALE PAYMENTS 144 DEBTORS REPORTS 146 CUSTOMER DATA LISTING 146 Normal Customer Listing 146 Print Labels for Dispatch 146 Debtors Listing 147 Discount Structure 147 Table Of Conte
44. Colour USER FILE MENU CHANGE PASSWORD 180 F A S T UTILITIES 12 HOW TO EXIT THE SYSTEM Once you have completed all necessary tasks or are requested to exit F A S T all you have to do is return to the main menu and simply press the EB key At this point the following message will appear requesting you of what action to take If you press EE you will exit F A S T normally and return to your Windows Desktop Remember if you do not exit F A S T this way the system will keep your Access I D status as still logged in and you will have to clear this status This will be covered in the following section USING THE SYSTEM CLEARING USERS 181 USER FILE MENU SET DEFAULT COLOURS HOW TO EXIT THE SYSTEM F A S T 13 CLEARING USERS This module would be used when you require to clear users after F A S T displays the following message while trying to log in To access this module just double left click on the Traffic Light icon dam t F 4 5 T Clear Users on your Windows Desktop This module is used for clearing users on F A S T You would clear users for one of three reasons namely gt The user did not exit F A S T normally eg Power failure or communication error gt To terminate a user from F A S T gt After a restore process the critical maintenance indicator is still set Once you have accessed this module the following pick list will appear E An users m zu
45. DARDS F A S T PRINTING STANDARDS All reports show your company name at the top All Listings and General Reports will show you the date they were generated for and time they were generated Using Windows Laser Ink Jet Printers Listings General Reports F A S T will give you the following option asl By selecting Print output will be directed to the default printer attached to the workstation specified in Printer 1 Type on WORKSTATION SETUP for the workstation you are working on If you select View the report will be directed to the screen It is not advisable to then print from this view as the report might not be formatted correctly for the printer Purchases Invoices POS Till Slips Will automatically be printed to the default printer attached to the workstation specified if you have selected No on the Prompt To Print field on the module WORKSTATION SETUP for the workstation you are working on Otherwise you have the option of printing these documents Payments Debit Notes Quotations Job Cards Sales Orders Credit Notes Point Of Sale Refunds End Of Day Reports Month End Reports Will automatically be printed to the default printer attached to the workstation specified in Printer 1 Type on WORKSTATION SETUP for the workstation you are working on Lookup Enquiry Standards 38 F A S T SYSTEM STANDARDS 39 For Invoicing and Statements a template file TEMPLTO1 bmp has been
46. DATA MAINTENANCE MAINTAIN ITEM DESCRIPTIONS Menu option and the system has taken you to the Item Group Code field lt Item Group Code F1 scroll F2 Barcode Esc F10 menu License Number This field shows your F A S T license information Data Input Area This is the area where data input and selections are done When reports are being processed and critical processes such as End Of Day or Month End Processing are in progress this area is used to display informative messages that show you the status of these processes On menu screens all menu items are displayed Error Message Line This is the area where error messages are displayed The following is an example of this If you were to try and add an Item for which an Item Group Code does not exist the following error message will be displayed on this line Screen Standards SYSTEM STANDARDS F A S T MENU STANDARDS Introduction Menus and all relevant sub menus are represented in a hierarchal overlapped or window view Each menu consists of very few entries as this makes it less confusing for you to establish where you would like to get to The concept of this functionality is that you have certain defined inputs processing configuration options and outputs in the form of reports and enquiries within the system All menus within F A S T follow this hierarchy as a standard You can see an exact map of how you got to a specific menu item or what options are av
47. E CASH SALES 138 F A S T DEBTORS MENU REFUNDS This module is used for capturing Refunds to customers for goods returned captured in the CASH SALES module A new Credit Note is generated by pressing the Edid key on Credit Note No F A S T will automatically generate a Credit Note No at the end of input when you save the information There are two sections of input 1 The customer invoice information or Who passing a credit for EDDIE ES F H S 7 CHPTURE POINT OF SHLE CREDIT NOTE 46421 b DB 4 Comments Esco field back Fi menu Invoice Number Selected from those captured in the system using the CASH SALES module only A scroll window is available here Credit Note Type Unlike the INVOICES ENQUIRY module all refunds are defaulted to G R N Goods Returned Note where stock quantities are updated If you require a price credit then refund the item s and re invoice it using the CASH SALES module as this section requires stricter control for these instances Only valid invoice numbers can be used and not Cancelled ones 139 POINT OF SALE REFUNDS DEBTORS MENU F A S T Items are selected as they are in capturing invoice information F A S T performs the following checks when you select items in this module The item must appear on the invoice For any item The overall quantity that is captured cannot exceed more than what was originally invoiced
48. E PAYMENT REVERSAL REPORT 165 GENERAL REPORTS PROCESSING REPORTS MENU F A S T PROFIT REPORTS The following date range option is available for reporting profit within a period GP Report Date From ME 701 2004 01 51 The following reports are generated View Report EXACT Virregn Deva tT Report Y lit Item Profitability Report This report list all Items within Item Group within Product Group that have transactions within the date period specified gt Report Sequence Product Group by Item Group by Item gt Totals by Item Item Group Product Group Grand Total Item Group Description Item Code Item Description Quantity Sold Turnover at Cost Turnover at Retail Gross Profit Markup G P Percentage GENERAL REPORTS 166 F A S T PROCESSING REPORTS MENU Gross Profit Report This report is a summary of the Item Profitability Report It lists all Item Groups within Product Groups that have transactions within the date period specified Report Sequence Product Group by Item Group by Item Totals by Item Item Group Product Group Grand Total Item Group Description Quantity Sold Turnover at Cost Turnover at Retail Gross Profit Markup 96 G P Percentage Till Item Detail Report This is a detailed report of all items by users within workstation within date It is exceptionally useful to verify items sold between shifts or to do spot checks on users or till points It can also be
49. EPORTS UTILITIES F A S T 11 UTILITIES SYSTEM DEFAULTS SET GENERAL COMMENTS This module is used to set the comment details that appear on certain documents The following is an example of the options available to set comments for Each set of comments consist of 5 lines x 70 characters each line These comments ill appear centred at the bottom of each document respectively Comments For ustomer atements ustomer Payment Receipts ustomer Quotations SET EARLY PAYMENT DAYS This module is used to set the number of days of early settlement in respect of payments that are received within the early settlement period While capturing payments for debtors if you select the Payment type to be Early Settlement this parameter is used when F A S T determines whether there are invoices greater than this number of days old If there are F A S T will show you a message telling you that you are unable to capture early settlement as there are invoices outstanding greater than the early settlement period If you change this parameter all previous invoices captured against payments are left as such The change will take effect only from payments captured after the change F A S T also checks whether the dates of invoices selected for early settlement period fall within the number of days set by this parameter Early Payment Number of Days EN GENERAL REPORTS 170 F A S T UTILITIES WHO S LOGGED IN This module is used to
50. ES ADMIN JOB CARDS DEBTORS MENU F A S T Job Card Date The date of the job card is defaulted to from the system date Order Date This date defaults to the system date but can be changed to Telephone Number The customer s contact number Invoice Number This shows you what invoice number this job was invoiced against F A S T prevents duplicate invoicing of job cards 2 What items have used for this job Job Card mm Job Card Date 2004 01 01 Customer Cod B IONAL MEREHANTS Customer Source a6 TONAL MERCHANTS Sales Rep Order Number ponder Date 2064 61 61 tem No escr mit e nit Unit Wuantity Ut This is where you capture the items and quantities of the job card If you selected Yes on the Bar Code Scanner field on WORKSTATION SETUP for the workstation you are working on the Bar Code field as above will be displayed Otherwise the item Group Code and Item Code will be the means of accessing items Using the Bar Code field you can either scan the code with a hand held scanner or type it in if you know it Otherwise by typing a few letters of the description or pressing the Exfl key F A S T will list items alphanumerically for selection and give you a REENIRI field to easily find items SALES ADMIN JOB CARDS 106 F A S T DEBTORS MENU 107 Once the item has been selected further details for it can be captured by simply pressing the TA key and the following
51. F A S T Table Of Contents FINANCIAL ACCOUNTING SOFTWARE TOOL USER MANUAL Table Of Contents oO F A S T INTRODUCTION 8 SYSTEM OVERVIEW 9 COMPANY INTRODUCTION 9 SYSTEM INTRODUCTION 9 TECHNICAL SPECIFICATIONS REQUIREMENTS 10 SYSTEM MAIN FUNCTIONALITY 11 ENHANCED FEATURES 13 SUPPORT 13 INSTALLATION 14 INSTALLING PERVASIVE 14 INSTALLING F A S T 15 Installing F A S T on the Server 15 Workstation Setup 19 Installing F A S T on the Client Workstation 21 Installing The F A S T Process Engine 23 SYSTEM STANDARDS 24 Introduction 24 SCREEN STANDARDS 24 System Date 24 Module Header 25 Command Line Small Help 25 License Number 25 Data Input Area 25 Error Message Line 25 MENU STANDARDS 26 Introduction 26 Menu Item Selection 27 DATA STANDARDS 28 Valid Editing and Selection Keys and How They work 28 Valid Pick List Tag Selection Keys 29 Valid Function Keys 30 Alpha Numeric Fields 30 Numeric Fields 31 Amount Fields 31 Date Fields 31 Pick Lists 32 c1 Oo N F A S T Table Of Contents Tag Selections 33 Predefined List 33 Database List 33 Data Integrity 33 Validation 33 Referential Integrity 34 SECURITY STANDARDS 35 Introduction 35 Single Login with Access D s 35 Module Acce
52. H S Te CUSTOMER FILE MHINTENHNCE Hdd 4421 mu Check Customer Code amp press any key to continue This module is used to add customers F A S T sets up the following default Customers POINT OF SALE TILL TOTAL If you have set the POS Use Customer Code option to No on the WORKSTATION SETUP F A S T will default the Customer Code to this one on all Point Of Sale Transactions Otherwise you can select the Customer Code CASH SALES This customer can be used for all CASH invoices that you do not need to keep detail records on individually This customer is the default one when capturing invoices F A S T automatically allocates a customer code when you capture customer information It is made from of the first 5 characters of the name plus the initials defaulted to if none At the end of capturing the customer information on this screen a three digit sequence number will be allocated to the end of the Customer Code ensuring that each customer you capture has a unique code 95 CUSTOMER DATA MAINTENANCE DEBTORS MENU F A S T For example in the above if INTERNATIONAL MERCHANTS was the given the code INTER 000 and you then captured another supplier say INTERCONTINENTAL TRADING then F A S T will generate the code INTER 001 for INTERCONTINENTAL TRADING You need not remember a customer code but rather know the name of the customer when accessing the customer after it ha
53. INTER DATA SETUP 172 F A S T UTILITIES PRINTER CONFIGURATIONS Once a printer has been set up you can add or change the print configurations of it by selecting the printer and then the type of configuration you require to set for it The following configuration options are available for each printer Once this is done just type in the ASCII value for each parameter for each configuration option You should find these values in the technical documentation that is supplied with your printer under the Programming Guide section EDDIE PHS lle SET PRINTER DEFHULTS 46421 mu 4 number of parameters to save Esc previous Fl menu Add To save the parameters press the Es key and type in the number of parameters you require to save for the configuration option 173 PRINTER DATA SETUP UTILITIES F A S T CASH REGISTER DATA SETUP CASH REGISTER DEFINITIONS F A S T sets up a default cash register on installation Just as printers certain cash registers however have different control sequences to others in respect of opening the drawer In order to set up additional cash registers to the default ones set up on installation you can use this module to accomplish this within F A S T All you have to do is allocate a code and a description to the new cash register 2bb4 H1 b1 F H S 7 CHSH REGISTER DHTH SETUP ECT mim 4 Cash Register Description Esc tteld back Fil menu EEE CASH REGISTER DATA SETUP 1
54. If you select option 1 you would also be requested to type in the Access D you would like to clear Once this has been completed the necessary action will be processed and you can then Login to F A S T again How to Exit F A S T 182 F A S T CLEARING USERS 14 CRITICAL ERRORS Introduction There are two categories of errors that F A S T s functionality is designed to handle namely gt Runtime Errors Program or module logic errors gt Database Errors BTRIEVE errors If any of these errors occur resulting in a direct halt to VBANK call support immediately as these could be critical to the operating integrity of the system This section lists each error within category with a brief description as a reference when communicating with either a system administrator or system developer Runtime Errors 1 NEXT without FOR 2 Syntax error 3 RETURN without GOSUB 4 Out of DATA 5 Illegal function call 6 Overflow 7 Out of memory 8 Label not defined 9 Subscript out of range 10 Duplicate definition 11 Division by zero 12 Illegal in direct mode 13 Type mismatch 14 Out of string space 16 String formula too complex 17 Cannot continue 18 Function not defined 19 No RESUME 20 RESUME without error 24 Device timeout PRINTER ERROR 25 Device fault PRINTER ERROR 26 FOR without NEXT 27 Out of paper 29 WHILE without WEND 30 WEND without WHILE 33 Duplic
55. NDARDS DATA STANDARDS F A S T Valid Editing and Selection Keys and How They work All field input data is automatically converted to UPPERCASE except for email addresses which are automatically converted to LOWERCASE and amount fields This establishes uniformity within F A S T So you need not worry whether your Caps Lock key is on or off The following is a table of valid editing keys you can use while inputting data and a brief description about their functions Key Name Editing Function Right Arrow Move one position to the right If Insert is on using this key will automatically switch Insert off Left Arrow Move one position to the left If Insert is on using this key will automatically switch Insert off Backspace Clear one character to the left of the current cursor position On date inputs this key is not operational Insert Insert a character at the current cursor position On date inputs this key is not operational Delete Delete the character on the current cursor position On date inputs this key is not operational Data Standards 28 F A S T SYSTEM STANDARDS Valid Pick List Tag Selection Keys Selection items that appear in pick lists on certain fields have predefined descriptions see the paragraph headed pick lists later on in this section The following is a table of valid keys for these pick lists and a brief description about the
56. NETinterface DLL is not loaded NetWare API DLLs are not loaded Thunk not possible the Win32 MicroKernel router could not be found or is incompatible Local engine is not accessible to the MicroKernel router The remote engine is inaccessible to the MicroKernel router because the networking component is not loaded The MicroKernel router cannot find an engine The MicroKernel router encountered an initialization error The MicroKernel router encountered an internal error Data buffer of the local engine is too small The file is already closed The MicroKernel router encountered a semaphore error Database Errors 190 F A S T CLEARING USERS 3020 An error occurred while loading the MicroKernel 3021 The MicroKernel router received a badly formatted data packet 3022 The MicroKernel router could not send the request to the remote engine because the specified data buffer length resulted in a data packet object that is too large 3023 The task table of the MicroKernel router is full 3025 Cannot load IDS client requester 3026 Incompatible IDS client requester 3027 Connection failure to IDS target server 3028 Login failure to IDS target server 3029 IDS Not Allowed 3030 Remote access not allowed 3031 Linux requester cannot connect to this server PERVASIVE NETWORK SERVICES LAYER ERRORS THE FOLLOWING 31XX SERIES ARE NETWORK RELATED ERRORS 3103 Server name not found by Pervasive Network Services Layer 3104
57. Order Date This date defaults to the system date but can be changed to 2 What items am quoting on Quote Number 1 Loo Customer Code INTER aaag T INTER 66 INTERNATIONAL M TONY s Cu stoner Source f s Rel b UK 44H HN GIGROCERIE KELLOGGS RICE KRISPIES 38 pues Bar Code This is where you capture the items quantities and price of the quotation If you selected Yes on the Bar Code Scanner field on WORKSTATION SETUP for the workstation you are working on the Bar Code field as above will be displayed Otherwise the item Group Code and Item Code will be the means of accessing items Using the Bar Code field you can either scan the code with a hand held scanner or type it in if you know it Otherwise by typing a few letters of the description or pressing the Tal key F A S T will list items alphanumerically for selection and give you a REINAGE field to easily find items 101 SALES ADMIN QUOTATIONS DEBTORS MENU F A S T Once the item has been selected further details for it can be captured by simply pressing the TA key and the following will appear for input Quantity Per Unit Pack size Defaulted from item set up Quantity Of Units How many are you quoting on Price Per Item This is the quoted price of the item excluding V A T Up to four decimal places can be captured for the price It is defaulted in the following sequence 1 Retail
58. Price 2 Pricing Structure Discount Percentage This percentage is defaulted in the following sequence 1 Customer blanket discount percentage 2 Customer Item Group Discount percentage 3 Item Pricing Structure Discount percentage Extended Price This is the line total calculated excl V A T Line Total This is the line total calculated incl V A T To void an item simply press the Bx key If you select an item that already exists on the quotation detail you will automatically be taken to that line where the item is and to the Quantity Of Units field SALES ADMIN QUOTATIONS 102 F A S T DEBTORS MENU Once the item detail is captured simply press the Ea key to save the input All information will be saved and all other relevant information will be updated The quotation will be printed automatically To access an existing quotation simply type in the Quote Number that was generated by F A S T or press the Egli key The following scroll list by Customer Code by Date and By Quote Number will be displayed EDDIE SM F H S 7 CHPTURE QUOTHTION INFORMATION 46421 uz 4 scroll Esco cancel Fil exit Hill LL ME DE PENNE SISTEMI 1 247 11 Search Criteria The ESSEN e EMI field helps you to quickly get to the customer you are looking for quotations for If you call up an existing quote you then have the ability to CHANGE You can change anything
59. SER FILE MAINTENHNCE 4421 b DB 4 user name Esc field Back Fil menu Once you have typed in a Login I D that already exists EA S T will prompt you as to whether you would like to either Ker 3 or the specific I D If you have typed in an Access I D that does not exist in the database then F A S T will prompt you as to whether you would like to authorise a new user Access I D KAJ or TO A scroll facility is also made available to you on the Login LD fi eld for easy selection of an existing Access I D CASH REGISTER DATA SETUP 176 F A S T UTILITIES If your Access ID has been set with a Screen Mode mode of 2 43 x 80 then your screen will appear with 43 lines and 80 columns similar to the following and all data relative to this screen will be visible Purchase Number aaaaaaaaaot urchase Date 2004 01 01 Supplier Code UPMAR 0060 UPMARKET HaNUEBETORTING Supplier Source UPHMRR aaa UPMARKET MANUFACTURING Cash Purchase ERPPLE amp EBRROT J OPICA ORANGE Paid In Full 177 USER FILE MAINTENANCE UTILITIES F A S T User Access Rights Maintenance 4 level FS Save Esc field back Fi menu 1 Full read write EEE 3 Excluded This sub module allows for the allocation of user access rights within the system Simply navigate this menu as you would with F A S T s normal overlap menu structure and then select the type of access you would like to issue to the specifi
60. Selected from those set up in the system Details Any details relative to the payment method Eg EFT No or cheque number Amount The amount of the payment method The decimal does not need to be captured The ESI key on the numeric pad on the left of the keyboard is used for a double zero 00 If the TENDERED amount is zero F A S T will automatically change the Payment Method to AWAITING Once the payment summary information is captured simply press the TEI key to save the input All information will be saved and all other relevant information will be updated If you selected Yes on the Prompt To Print field for the Purchase Printer field under RIRES on WORKSTATION SETUP for the workstation you are working on then the following prompt will appear Otherwise a confirmation of the capture will be printed It is advisable to staple this confirmation printout to the original invoice and file it in the supplier s file as proof of capture for querying later PURCHASES ENQUIRY 76 F A S T CREDITORS MENU To access an existing purchase simply type in the Purchase Number that was generated by F A S T or press the El key The following scroll list by Supplier Code by Date and By Purchase Number will be displayed Notice the status Any Payment or Credit Note transaction effects this status so you can monitor right down to the purchase level what is outsta
61. T 1 570 20 DAYS PAST DUE 60 DAYS PAST DUE 90 DAYS PAST DUE 120 DAYS PAST DUE OVER 120 DAYS TOTAL DUE 1 570 TO UPMARKET MANUFACTURING 43 INDUSTRIAL FD Phone l 031 452 732 COMMERCIAL PARK amp 031 453 8742 XWAZULU NATAL Fax 031 453 9892 Titt Date Purchase Reference Description 2004 01 01 0000000001 PURCHASE PAYMENT 2004 01 01 0000000002 PURCHASED INUC 54762 1004 01 01 0000000001 0000000001 CREDIT NOTE CASH REFUND 2004 01 01 0000000001 2004 01 01 0000000001 PAYMENT REVERSAL RD CHEQUE 2004 01 01 0000000001 PAYMENT REVERSAL RD CHEQUE TOTALS FOR PERIOD PURCHASES 2 162 50 CREDIT NOTES 40 26 PAYMENTS 2 052 14 SETTLEMENT DISCOUNTS 9 00 PAYMENT REVERSALS 1 500 00 SET DISCOUNT REV 9 00 93 CREDITORS REPORTS DEBTORS MENU F A S T 9 DEBTORS MENU Introduction This is the section of F A S T where the following is maintained Customer information is set Quotations to customers are captured Job Cards for customers are captured Sales Orders for customers are captured Invoices to customers are captured e Goods returned from customers and price credits are captured e Payments from customers are captured and reversed e Point Of Sale Transactions are captured This sections contains a host of reports that allow you to reconcile information that you communicate to your customers Introduction 94 F A S T DEBTORS MENU CUSTOMER DATA MAINTENANCE ADD A CUSTOMER 2664 b1 b1 F
62. TS 72 GLOBAL AVE Phone l 011 353 7621 INVESTMENT BUSINESS PARK 011 359 8762 GAUTENG Fax 011 253 3876 9872 Date Invoice No Reference Description Debit Credit 2004 01 01 0000000001 INZ ORD PMNT D 724 004 01 01 7 567 82 7 667 82 1004 01 01 0000000002 INJOICED ORDER 5355742 2004 01 20 1 247 11 9 00 2004 01 01 0000000001 0000000001 CREDIT NOTE CASH REFUND 547 50 547 50 2004 01 01 9000000001 PAYMENT THANK YOU 0 00 300 00 2004 01 01 0000000002 PAYMENT THANK YOU 6 00 2 000 00 2004 01 01 0000000001 PAYMENT REVERSAL RD CHEQUE 000 00 9 00 TOTALS FOR PERIOD amp RREARS INVOICES 914 93 CURRENT 247 11 CREDIT NOTES 547 50 20 DAYS PAST DUE 9 00 PAYMENTS 10 020 22 60 DAYS PAST DUE 9 00 SETTLEMENT DISCOUNTS 9 00 30 DAYS PAST DUE 9 00 PAYMENT REVERSALS 2 000 00 120 DAYS PAST DUE 9 00 SET DISCOUNT REV 6 00 OVER 120 DAYS 9 00 Payment Remittance Please Include This Remittance advice with Your Payment OVER 120 DAYS 120 DAYS 30 DAYS 60 DAYS 20 DAYS CURRENT BALANCE 9 00 0 00 9 00 9 00 9 00 247 11 2347 11 INTERNATIONAL MERCHANTS Customer Code INTER 000 72 GLOBAL AVE Statement Date 2004 01 01 INVESTMENT BUSINESS PARK GAUTENG 9873 157 DEBTORS REPORTS PROCESSING REPORTS MENU F A S T 10 PROCESSING REPORTS MENU FLOAT OPENING BALANCE This module is used to record the float opening balance per workstation Or till point If you enter a Workstation I D that an opening balance has already been captu
63. The Pervasive Network Services Layer encountered a permission error 3105 No available transport protocol for the Pervasive Network Services Layer 3106 The Pervasive Network Services Layer encountered a connection failure 3107 The Pervasive Network Services Layer is out of memory 3108 The Pervasive Network Services Layer detected an invalid session 3110 The network layer is not connected 3111 Failure during send to the target server 3112 Failure during receive from the target server 3114 The routing table of the Pervasive Network Services Layer is full 3115 Pervasive Network Services Layer encountered a transport failure 3119 No authentication context is available 3124 Pervasive Network Services Layer task table is full 3125 The Pervasive Network Services Layer was unable to resolve the Novell Directory Services name into a NetWare server name 3126 The Pervasive Network Services Layer was unable to resolve the given filename into a valid path 3127 Failure during send to the IDS target server 3128 Failure during receive from the IDS target server 3131 Pervasive Network Services Layer encountered an error while reconnecting 3132 Unsupported Function 4083 Component not loaded 4086 An internal error occurred Utilities Requester receive size too small Verify that the correct components are loaded 191 Database Errors HOW TO EXIT THE SYSTEM F A S T 5000 5001 6000 6002 6003 6005 6006 6007 6008
64. US conditions are catered for Unpaid Partly Paid Payment Reversed Paid In Full Settled Early Cancelled INVOICES ENQUI RY 122 F A S T DEBTORS MENU CREDIT NOTES REFUNDS This module is used for capturing Credit Notes to customers for goods captured in the INVOICES ENQUIRY module that are either returned or require price credits A new Credit Note is generated by pressing the H124 key on Credit Note No F A S T will automatically generate a Credit Note No at the end of input when you save the information There are two sections of input 1 The customer invoice information or Who am passing a credit for EDDIE PES F H S 7T CHPTURE INVOICE CREDIT NOTE 46421 uz 4 Selection scroll Esc previous Fl menu Hdd Invoice Number Selected from those captured in the system using the INVOICES ENQUIRY module only A scroll window is available here Credit Note Type Either G R N Goods Returned Note where stock quantities are updated or PRICE where quantities captured do not effect stock quantities Only valid invoice numbers can be used and not Cancelled ones 123 CREDIT NOTES REFUNDS DEBTORS MENU F A S T Items are selected as they are in capturing invoice information F A S T performs the following checks when you select items in this module e The item must appear on the invoice For any item The overall quantity that is captured cannot ex
65. ailable under a specific one Below is an example Notice the company name in the top right corner of the data section This appears only on menu screens F A S T s main menu is uncluttered and contains few items This gives you a simple approach to using the system Remember the key aspects of the system as mentioned in the System Overview section sc to exit current menu e Menu Standards 26 F A S T Menu Item Selection SYSTEM STANDARDS To navigate through the menus the following keys are available Key Name Editing Function Up Arrow Move one position up from the current highlighted menu option Pressing this at the top of the current menu will scroll you to the bottom of that menu Down Arrow Move one position down from the current highlighted menu option Pressing this at the bottom of the current menu will scroll you to the top of that menu Alphabetic or Numeric key To get to a menu item quickly just type the first letter of that menu item If you press the same key again and another menu item that begins with the same letter exists then the system will automatically take you to that next menu item Quick Access Enter Access the current highlighted module If there were a sub menu from the highlighted menu item this sub menu would appear with its menu items l a Escape Exit the system or one menu back 27 Menu Standards SYSTEM STA
66. and Item Code will be the means of accessing items Using the Bar Code field you can either scan the code with a hand held scanner or type it in if you know it Otherwise by typing a few letters of the description or pressing the Exfl key F A S T will list items alphanumerically for selection and give you a RIENTRE field to easily find items SALES ADMIN SALES ORDERS DEBTORS MENU F A S T Once the item has been selected further details for it can be captured by simply pressing the TA key and the following will appear for input Quantity Per Unit Pack size Defaulted from item set up Quantity Of Units How many did the customer order Price Per Item This is the quoted price of the item excluding V A T Up to four decimal places can be captured for the price It is defaulted in the following sequence 5 Retail Price 6 Pricing Structure Discount Percentage This percentage is defaulted in the following sequence 7 Customer blanket discount percentage 8 Customer Item Group Discount percentage 9 Item Pricing Structure Discount percentage Extended Price This is the line total calculated excl V A T Line Total This is the line total calculated incl V A T To void an item simply press the Bi key If you select an item that already exists on the sales order detail you will automatically be taken to that line where the item is and to the Qu
67. antity Of Units field SALES ADMIN SALES ORDERS 112 F A S T DEBTORS MENU Once the item detail is captured simply press the ff key to save the input All information will be saved and all other relevant information will be updated The sales order will be printed automatically To access an existing sales order simply type in the Sales Order No that was generated by F A S T or press the PAi key The following scroll list by Customer Code by Date and by Sales Order Number will be displayed ECCE ai F H S 7 CHPTURE SHLES ORDER INFORMATION 46421 uz q scroll Esc cancel Fl exit Hills LL C NEC DEED PNE SISTEMI 16 266 37 Search Criteria The EZKI E field helps you to quickly get to the customer you are looking for sales orders for If you call up an existing sales order you then have the ability to CHANGE You can change anything on the sales order CANCEL Once Cancelled a sales order can then only ever be VIEWED or PRINTED and will be printed in bold with Cancelled onit 113 SALES ADMIN SALES ORDERS DEBTORS MENU F A S T VIEW All information on a sales order By pressing the Ezz key a total summary as the following will appear Quantity Of PRINT All information on a sales order SALES ADMIN SALES ORDERS 114 F A S T DEBTORS MENU INVOICES INVOICES ENQUIRY This is the module where you capture invoices to y
68. any key to continue 15 Installing F A S T on the Server INSTALLATION F A S T The first part of the installation of F A S T will be performed The following will appear i mIHITI zoo S444 cmpo oOmMomommmmmmmmm i mmammmmmmm TMMMMMMMMMmMomMoMmommmmmmmmm P P P ps R R R R R R R R The following screen will then appear STEM SETUP system you are running 1 Windows 95 Windows Windows 2668 Windows XP Windows NT Select the operating system you are installing F A S T on Installing F A S T on the Server 16 F A S T INSTALLATION If you are not sure of the operating system on the Desktop right click W Computer on the icon and left click on properties On this screen you will find the operating system installed on the machine you are installing F A S T on To navigate your way through the following screens The Enter key takes you one field forward and Esc one field back This screen guides you in setting up certain system configuration parameters the initial user and the environment for F A S T Once you have entered the appropriate information the last field on this screen requests a license number Keep the listed reference number on hand when contacting for a license number Inittalisation IE Esc back Fill menu 17 Installing F A S T on the Server INSTALLATION F A S T Fill in your company details on this screen Notice on the
69. appropriate error message For example if you typed in a date say 2004 09 31 the following error message will appear ERROR 2004 09 31 Invalid date 30 day month Pick Lists These are little pop up windows that appear the instance the cursor Moves to a field where you do not have the option of direct input These fields have pre defined descriptions around the indicators that are set up for them All you have to do is select one of these predefined items The following is an example of one of these pop up windows Item Type Data Standards 32 F A S T SYSTEM STANDARDS 33 Tag Selections These are lists of items for which multiple selections are possible They can have two forms One being a predefined list of elements for which you are able to tag multiple selections and the other being a list of database elements for which you can also tag multiple selections The following are examples of these By pressing the SPACESBAR on an that entry TAGS it Predefined List Invoice Status Unpaid J Partly Paid aid In Fu Settled Early Cancelled Database List This selection list is the same format as the one above however it Is built from database entries not pre defined ones Notice that the tagging process marks the desired elements with an asterisk Data Integrity Validation Data that is entered into the system is validated for correct input Before any update process occurs the system
70. ate label 183 Runtime Errors HOW TO EXIT THE SYSTEM F A S T 35 Subprogram not defined 37 Argument count mismatch 38 Array not defined 40 Variable required 50 FIELD overflow 51 Internal error 52 Bad file name or number 53 File not found 54 Bad file mode 55 File already open 56 FIELD statement active 57 Device I O error NETWORK PRINTER ERROR 58 File already exists 59 Bad record length 61 Disk full 62 Input past end of file 63 Bad record number 64 Bad file name 67 Too many files 68 Device unavailable NETWORK PRINTER ERROR 69 Communication buffer overflow 70 Permission denied 71 Disk not ready 72 Disk media error 73 Feature unavailable 74 Rename across disks 75 Path File access error NETWORK ERROR 76 Path not found NETWORK ERROR How to Exit F A S T 184 F A S T CLEARING USERS OONDABRWNH 18 Database Errors The operation parameter is invalid The application encountered an I O error The file is not open The application cannot find the key value The record has a key field containing a duplicate key value The key number parameter is invalid The key number has changed The current positioning is invalid The operation encountered the end of file The key field is not modifiable The specified filename is invalid The MicroKernel cannot find the specified file The MicroKernel could not open the
71. ayment If the 50 00 cheque also had an RD then you would select Account Sales Payment Cash Sale Payment The following screen will appear and prompt you to type in a valid invoice number A scroll facility is available here Invoice Date 2004 01 01 LII INTERNATIONAL MERCHANTS NTER 000 INTERNATIONAL MERCHANTS agh Sale Local Export Local 87342 Order Date 2664 61 61 Invoice Number Customer Co Customer Source Sales Rep Terms Order Number 872 GLOBAL A INVESTMENT B GAUTENG A B Sra GLOBAL INVESTMENT GAUTENG 9873 Ship To C1 C2 3 n EG Ship Via 1 Ul C2 USINESS PARK 3 pos t Comments Once selected the following window will appear and allow you to capture a description that would appear on the customer s statement son for DEBTORS PAYMENT REVERSALS ENQUIRY 128 F A S T DEBTORS MENU The following payment summary that was originally captured will appear and allow you to select one or more payment details if any By simply pressing the RAAE on the payment detail you can select and de select the entry for reversal Under the column E if you see an R next to any entry it means that payment detail has already been Reversed Once you have selected all payment details that you need to reverse simply press the EzX key to save the information Account Sales Payment The following scroll window will
72. ble here by pressing the EZ key This report is useful if you wanted to see all invoice sales against a specific item if you needed to credit the item without having the original invoice number Customer Code Report Date From H s To 2604 61 81 Item Code B DEBTORS REPORTS 150 F A S T DEBTORS MENU 2 Report Sequence Item Group by Item by Date Of Invoice by Customer Totals by Item Item Group Grand Total Item Group Description Item Description Invoice Date Customer Code Invoice Number Number Per Unit Quantity Price Per Unit V A T Percentage Extended Price V A T Amount Total Invoice or Credit Note DEBTORS PAYMENT SUMMARY This report extracts payments captured into F A S T The following parameter selections appear Depending on what criteria you select here will determine the type of information that will get reported EDGE 0i F H S 7T LS LUE UL C M REPORT 46421 m uz 4 Payment Number Blank tor ALL Fi scroll Esc Fi menu 151 DEBTORS REPORTS DEBTORS MENU F A S T Three types of Report Sequence extractions are possible moss I mmu mm ate OF Payment Gustoner Code Payment mber gt Report Sequence Payment Number gt Totals by Grand Total Payment Number Payment Date Customer Code Customer Name Payment Amount V A T Amount Status gt Report Sequence Customer Code Date Of Payment Payment Number gt Totals by Customer Grand Total
73. by Payment Method on file simply press the EZ key on the Payment Method Code field This list can now be enquired upon alphabetically 45 SALES REP DATA MAINTENANCE REFERENCE CODES F A S T SALES REP DATA MAINTENANCE ECCLES I F H S T SHLESREP DEFINITION DATH MAINTENANCE 40421 H DB 4 SalesRep Code Fl scroll Esc Fibs menu Sales reps within F A S T are defined and maintained using this module F A S T sets up the following default Sales reps POINT OF SALE TILL TOTAL If you have set the POS Use Sales Hep Code option to No on the WORKSTATION SETUP F A S T will default the Sales Rep Code to this one on all Point Of Sale Transactions Otherwise you can select the Sales Rep CASH SALES If you do not require Sales Reps to be set up when capturing an invoice select this sales rep code when required to input one The following statistical information is available on all Sales Reps YEARLY SALES ON ACCOUNT YEARLY SALES ON CASH YEARLY PAYMENTS OF ACCOUNTS YEARLY SETTLEMENT DISCOUNTS This information gives you indication of the quality of clients your Sales Reps are targeting It s all fine and well if your Sales Rep brings in the turnover but indication of a quality client is the way they conduct their payments as this effects cash flow on any business To view this information simply press the PE key on the Sales Rep Description field ITEM PRICE LINK MAINTENANCE
74. c user Notice that you can select one of three options per module per user USER FILE MAINTENANCE 178 F A S T UTILITIES 179 CHANGE PASSWORD This module is where password maintenance is performed It consists of three input fields F A S T will prompt you to firstly type in your Current password Current password EEE The F A S T will prompt you to type in the following New password Verify new password MEEME If the Current Password or Verify new password fields are entered incorrectly F A S T will not allow you to continue to the next stage of input The Verify new password field is used to ensure that you did not mistakenly type in an unintended password USER FILE MAINTENANCE UTILITIES F A S T SET DEFAULT COLOURS Each user set up in F A S T has the ability to change the screen default colours This module is where this maintenance is performed The following example screen shows how to set the attributes of each screen component Next to each listed component is the attribute number although all you have to do on each field is press either the or Arrow keys to change the value for the attribute you are working on Towards the center of the screen F A S T displays a sample screen that is a miniature version of the actual full screen for you to see the effects of your changes q colour range save F3 detaults Esc tield back Fil menu Sample command Line Sample Help
75. ceed more than what was originally invoiced For example if the original invoice quantity was say 100 and you then captured a credit note for 70 then again tried to capture a credit note for 40 you will be unable to capture the last 40 2 What items am crediting Credit Note No Cr Note Date 2004 01 01 Fue Rud nbus HAT MCN Purchase Date 2004 81 01 Supplier Code UPHAR 000 UPMARKET MANUFACTURING nent Del tem No Scroll facilities are available here The item must exist on the invoice The quantity cannot be more than what was originally invoiced and the total amount for the item cannot exceed the total invoiced amount for that item The amount and discount percentage that is defaulted for the item is what was captured on the invoice These can be changed though A Credit Note is printed once this information is saved CREDIT NOTES REFUNDS 124 F A S T DEBTORS MENU If the invoice was paid F A S T will display the following window If the Customer has a further balance that you need to credit instead of handing the customer a physical Cash Back payment it would be necessary to capture a payment against the customer s account for the amount specified in the window following this module HAND If you call up an existing Credit Note you then have the ability to e CHANGE Providing it has not been CANCELLED You can change anything on a credit note even the invoice number and the
76. click on Properties and select the Program tab At the start of Cmd line and Working insert the mapped drive letter For example if F is the server drive the in the F A S T icon Cmd line should read F fast FAST BAT and Working should read F FAST Save the changes by pressing OK at the bottom on each of these E T Double Left Click on the 45 7 Work Station Setup jcon and follow the instructions under the section labelled INSTALLATION INSTALLING F A S T Installing F A S T on the Server Workstation Setup N B Ensuring that This Workstation s I D is unique If you are using a dot matrix serial port printer interface the following statement must be inserted mode com1 lpt1 Windows 98 c autoexec bat Windows 2000 XP ME NT c windows system32 autoexec nt 12 Restart this machine now Congratulations you have successfully set up a Client Workstation for F A S T If more are required follow the same process Installing F A S T on the Client Workstation 22 F A S T INSTALLATION Installing The F A S T Process Engine If you have selected a Windows Laser Ink Jet Printer on any Client Workstation Set Up it is necessary to then install the F A S T Process Engine on the Workstation that will do the relative processing of documents N On the installation CD you will find the P icon 1 Double Click on this icon
77. confirms and gives you the option of canceling the input or changes The following is an example of a validation prompt you will see on the Command Line Are all details correct Y es N o Informative error messages are displayed on data that does not conform to certain ruling This is done before data is actually sent to the database for updating Data Standards SYSTEM STANDARDS F A S T Referential Integrity The process for a critical database update performs transaction tracking type functionality to ensure that referential integrity is always maintained throughout the system In other words when a transaction is captured it is ensured that the client s account balance as well as all other pertinent information is always updated Even simple checks like the fact that you cannot delete facilities in the system because of the possibility of cross references to accounts Other functionality ensures that power failures and communication faults do not interfere with the integrity of the database Data Standards 34 F A S T SYSTEM STANDARDS 35 SECURITY STANDARDS Introduction The architecture of the system ensures that the highest level of security is maintained throughout the use of the entire system by users This section covers some of this infrastructure Single Login with Access I D s Users are unable to log into the system more than once using the same Access D The system controls and monitors access by
78. cted from the server 10015 You have been unexpectedly disconnected from the server 10016 You have been unexpectedly disconnected from the server 10017 You have been unexpectedly disconnected from the server 10018 You have been unexpectedly disconnected from the server 10019 You have been unexpectedly disconnected from the server 10020 You have been unexpectedly disconnected from the server 10021 You have been unexpectedly disconnected from the server 10022 You have been unexpectedly disconnected from the server 10023 You have been unexpectedly disconnected from the server 10024 You have been unexpectedly disconnected from the server 10025 You have been unexpectedly disconnected from the server 10026 You have been unexpectedly disconnected from the server 10027 You have been unexpectedly disconnected from the server 10028 You have been unexpectedly disconnected from the server 10029 You have been unexpectedly disconnected from the server 10030 You have been unexpectedly disconnected from the server 10031 You have been unexpectedly disconnected from the server 10032 You have been unexpectedly disconnected from the server 10033 You have been unexpectedly disconnected from the server 10034 You have been unexpectedly disconnected from the server 10035 You have been unexpectedly disconnected from the server 10036 You have been unexpectedly disconnected from the server 10037 You have been unexpectedly disconnected from the server 10038
79. d in previous sections the type of an item can be specified F A S T provides an additional module to allow you to set up other types of items and not mix them with your standard product lines Once you have entered an Additional Cost Code that already exists the system will automatically switch to P N mode and allow you to change the description of the Additional Cost If you have typed in an Additional Cost Code that does not exist the system will automatically switch to PEZI mode The mode switch will appear in the data section of the screen To obtain a list by Additional Costs on file simply press the Ez key on the Additional Cost Code field This list can now be enquired upon alphabetically The following statistics are available on these items can be viewed by simply pressing the EzZI key on the Additional Cost Description field YEARLY PURCHASE STATISTICS QUANTITY ON ACCOUNT QUANTITY ON CASH AMOUNT Excl V A T ON ACCOUNT AMOUNT Excl V A T ON CASH VVVV YEARLY SALES STATISTICS gt QUANTITY ON ACCOUNT gt QUANTITY ON CASH gt AMOUNT Excl V A T ON ACCOUNT gt AMOUNT Excl V A T ON CASH 61 PACKAGE DATA MAINTENANCE STOCK CONTROL F A S T PACKAGE DATA MAINTENANCE MAINTAIN PACKAGE DESCRIPTIONS ECCE SEM F H S T PHUKHGE DATH MAINTENANCE 44421 uz 4 Package Code Fl scroll EP CGTI F A S T provides you with modules to set up and monitor packages with
80. d key flags are invalid Access to the requested file is denied The number of files opened exceeds the maximum allowed The alternate collating sequence definition is invalid The extended key type is invalid The file owner is already set The owner name is invalid An error occurred while writing to the cache The language interface version is invalid The variable length portion of the record is corrupt The application specified an invalid attribute for an AUTOINCREMENT key An index is incomplete An expanded memory error occurred The compression buffer length is too short The specified file already exists The specified reject count has been reached The work space is too small The descriptor is incorrect The data buffer parameter specified on an Insert Extended operation is invalid The filter limit has been reached The field offset is incorrect The maximum number of open databases has been exceeded The MicroKernel cannot open the SQL data dictionary files The MicroKernel cannot perform the RI Delete Cascade operation The Delete operation specified a file that is damaged There is a violation of the RI definitions The MicroKernel cannot open the RI referenced file The RI definition is out of sync The MicroKernel aborted the transaction There is a conflict on the referenced file The application encountered a wait error The MicroKernel detected a deadlock condition
81. dividual purchase can still be changed if necessary A scroll window is available listing the following by supplier by date of purchase by purchase number beginning with the first purchase for the specified supplier A confirmation printout is generated once the payment information is saved It is advisable to then and file it in the supplier s file as proof of capture for querying later 83 CREDITORS PAYMENT REVERSALS ENQUIRY CREDITORS MENU F A S T CREDITORS PAYMENT REVERSALS ENQUIRY Reversal of La i cr ee cc er ead ccount Purchase Payment There can be more than one section of payment towards a purchase If the terms of payment of a purchase was Cash Purchase the payment section of this type can then be reversed You can also reverse payments made against a purchase afterwards For example if you purchased goods to the value of say 100 00 and paid only 20 00 by cheque at this time then later captured a payment of a further 50 00 also by cheque If the 20 00 cheque has an RD then for Heversal Of above you would select Cash Purchase Payment If the 50 00 cheque also had an RD then you would select Account Purchase Payment Cash Purchase Payment The following screen will appear and prompt you to type in a valid purchase number A scroll facility is available here Purchase Number suppl ier Code Supplier Source UPMARKET MT UPMAR G00 UPMARKET MANUFACTUR Cash Purchase Local Esport H 4 013
82. e MicroKernel cannot access the archival logging configuration file The specified filename was not found in the archival logging configuration file The specified file is in use by another client The MicroKernel cannot find the archival log for the specified file The archival log for the specified file is invalid The MicroKernel cannot access the archival logging dump file The file is owned by another Microkernel engine acting as a Gateway The MicroKernel ran out of system locks The file has reached its size limit More than 5 concurrent users attempted to access the same data file The MicroKernel cannot read the International Sorting Rule The specified ISR table is corrupt or otherwise invalid The MicroKernel cannot find the specified Alternate Collating Sequence in the file Database Errors HOW TO EXIT THE SYSTEM F A S T 138 139 143 146 147 148 149 160 161 162 163 169 The NULL indicator position is invalid The MicroKernel has detected an unacceptable value in the key number The MicroKernel cannot allow unauthorized access to files in a secure MicroKernel database Duplicate system key The log segment is missing A roll forward error occurred SQL Trigger Invalid parameters passed to MicroKernel The maximum number of user count licenses has been reached The client table is full The NULL indicator cannot be the last segment Protocol mismatch between client cache and remote
83. e displayed Otherwise the item Group Code and Item Code will be the means of accessing items Using the Bar Code field you can either scan the code with a hand held scanner or type it in if you know it Otherwise by typing a few letters of the description or pressing the Gi key F A S T will list items alphanumerically for selection and give you a REINAGE field to easily find items 73 PURCHASES ENQUIRY CREDITORS MENU F A S T Once the item has been selected further details for it can be captured by simply pressing the TA key and the following will appear for input Details Quantity Per Unit Pack size Defaulted from item set up Quantity Of Units How many have been purchased Price Per Item This is the cost price of the item as it listed on the supplier s invoice Once the Price Per Item has been input and if you are a supervisor type user the following input window will appear r This input window allows you to change the retail price while you are capturing the suppliers invoice in the event that the cost of an item has changed It shows you the CURRENT pricing and the NEW You can either enter in the NEW retail price excluding V A T or Including V A T where the price Excluding will be calculated for you If on the setting up of the item you specified Yes to Automatic Pricing then the new retail price will be automatically calculated fo
84. e following prompt will appear Otherwise the invoice will be printed automatically To access an existing invoice simply type in the Invoice Number that was generated by F A S T or press the El key The following scroll list by Customer Code by Date and By Invoice Number will be displayed Invoice No Invoice Tot Notice the status Any Payment or Credit Note transaction effects this status so you can monitor right down to the invoice level what is outstanding for payment and what is settled The FREEIea Rheum field helps you to quickly get to the customer you are looking for invoices for INVOICES ENQUIRY DEBTORS MENU F A S T If you call up an existing invoice you then have the ability to CHANGE Providing no payment or credit note has been captured against it or it has not been CANCELLED You can change anything on an invoice even the customer code and the system will perform the necessary updates to Get Everything In Order CANCEL Providing no payment or credit note has been captured against it or it has not been CANCELLED Once Cancelled an invoice can then only ever be VIEWED or PRINTED and will be printed in bold with Cancelled onit VIEW All information on an invoice By pressing the J key a total summary as the following will appear Quantity Of PRINT All information on an invoice The following INVOICE STAT
85. ed the category an item scroll window will appear and as you press each key F A S T will start close matching your keystrokes and home in on what you are searching for by the Item Code ITEM DATA MAINTENANCE 56 F A S T STOCK CONTROL 57 These scroll windows have the following other enquiry functions built in Scroll using Right and Left Arrow Keys View Retail Price Excl V A T Last Cost Price Prevs Cost Price Profit Marg Markup Key View summary info see below Item Statistical Information The following statistical information is available on all items YEARLY PURCHASE STATISTICS QUANTITY ON ACCOUNT QUANTITY ON CASH AMOUNT Excl V A T ON ACCOUNT AMOUNT Excl V A T ON CASH YYYY YEARLY SALES STATISTICS gt QUANTITY ON ACCOUNT gt QUANTITY ON CASH gt AMOUNT Excl V A T ON ACCOUNT gt AMOUNT Excl V A T ON CASH This information helps you to plan the purchasing of an item as it gives you a view of how long items stay in house before moving and the relative amounts generated from purchasing and selling accordingly To view this information simply press the EzZ key on the Item Description field ITEM DATA MAINTENANCE STOCK CONTROL F A S T ITEM STOCK UPDATE rogrammable Scanner Stoc ake ate Proarammable Scanner Stock Qut Update Programmable Scanner Stock In Update You can manually update the stock levels or automatically via a download f
86. engine Database login required Database login failed Database name not found Already logged in Logout failed Wrong database URI format File and table name not specified in URI Table not in database Directory not in database The lock parameter is out of range Amemory allocation error occurred An invalid memory size parameter was specified The pre image buffer parameter is out of range The files parameter is out of range The initialization parameter is invalid The transaction filename parameter is invalid An error occurred during the access of the transaction control file The compression buffer parameter is out of range Invalid n option The task list is full One of the pointer parameters passed to the MicroKernel is invalid The MicroKernel is already initialized The Btrieve Requester is unable to find the resource file WBTRVRES DLL The application attempted to call the MicroKernel from a Btrieve callback function The MicroKernel cancelled the current Btrieve operation at the request of the application s Btrieve callback function Database Errors 188 F A S T CLEARING USERS 1020 1021 1022 2000 2001 2003 2004 2005 2006 A pointer parameter is invalid Router cannot find engine Cannot load MicroKernel Router component Thunk not possible the Win32 MicroKernel router could not be found or is Btrieve Requester Interface communications e
87. er selections appear Depending on what criteria you select here will determine the type of information that will get reported You can specify all Suppliers by simply leaving Supplier Code blank or you can specify a Supplier to report on Suppl ie a MOD C DILE EFFORT Tol 2804 01 01 CREDITORS REPORTS 90 F A S T CREDITORS MENU 2 Report Sequence Item Group by Item by Date Of Purchase by Supplier Totals by Item Item Group Grand Total Item Group Description Item Description Purchase Date Supplier Code Purchase Number Supplier Invoice Number Number Per Unit Quantity Price Per Unit V A T Percentage Extended Price V A T Amount Total Purchase or Debit Note CREDITORS PAYMENT SUMMARY This report extracts payments captured into F A S T The following parameter selections appear Depending on what criteria you select here will determine the type of information that will get reported EDT SM F H S 7T PHYMENT SUMMARY REPORT 46421 b DB 4 Payment Number Blank tor ALL Fi scroll Esc Flb menu 91 CREDITORS REPORTS CREDITORS MENU F A S T Three types of Report Sequence extractions are possible EE RETEN Rr IDEE ate 2 OF Ey EHAE ament Number gt Report Sequence Payment Number Totals by Grand Total Payment Number Payment Date Supplier Code Supplier Name Payment Amount V A T Amount Status gt Report Sequence Supplier Code Date Of Payment Payment Numbe
88. ere are two sections of input 1 The supplier invoice information or Who is crediting EDDIE F H S 1 CHPTURE PURCHASE CREDIT NOTE 40421 6 DB 4 Selection scroll Esc previous Flu menu Hdd Purchase Number Selected from those captured in the system only A scroll window is available here Comments The Supplier s invoice number is defaulted here but can be added to or changed Debit Note Type Either G R N Goods Returned Note where stock quantities are updated or PRICE where quantities captured do not effect stock quantities Only valid purchase numbers can be used and not Cancelled ones DEBIT NOTES GOODS RETURNED CREDITORS MENU F A S T Items are selected as they are in capturing purchase information F A S T performs the following checks when you select items in this module The item must appear on the purchase The overall quantity that is captured cannot exceed more than what was originally purchased For example if the original purchase quantity was say 100 and you then captured a credit note for 70 then again tried to capture a credit note for 40 you will be unable to capture the last 40 2 What items am being credited for Credit Note No Er Note Date Purchase Numb aaaaaaaee1 chase Date Supp ier Code cal UPMARKET MaMUERETORINE Scroll facilities are available here The item must exist on the purchase The quantity canno
89. error occurred when attempting to allocate system memory A fatal error occurred when loading the SRDE A timeout occurred during the initialization of the SRDE module An error occurred when unloading the SRDE module An error occurred in the database manager while initializing Smart Components Manager The database manager is already loaded Insufficient memory to load the database manager An error occurred while the database manager was creating a system thread Engine cannot be restarted 10000 You have been unexpectedly disconnected from the server 10001 You have been unexpectedly disconnected from the server 10002 You have been unexpectedly disconnected from the server 10003 You have been unexpectedly disconnected from the server 10004 You have been unexpectedly disconnected from the server Database Errors 194 F A S T CLEARING USERS 10005 You have been unexpectedly disconnected from the server 10006 You have been unexpectedly disconnected from the server 10007 You have been unexpectedly disconnected from the server 10008 You have been unexpectedly disconnected from the server 10009 You have been unexpectedly disconnected from the server 10010 You have been unexpectedly disconnected from the server 10011 You have been unexpectedly disconnected from the server 10012 You have been unexpectedly disconnected from the server 10013 You have been unexpectedly disconnected from the server 10014 You have been unexpectedly disconne
90. extension file for an extended file The MicroKernel cannot create or open the pre image file The application encountered an I O error during pre imaging The application encountered an expansion error The disk is full The application encountered an unrecoverable error The MicroKernel or Btrieve Requester is inactive The key buffer parameter is too short The data buffer parameter is too short The position block parameter is not 128 bytes long The page size or data buffer size is invalid The application cannot create the specified file The number of keys specified is invalid The key position is invalid The record length is invalid The key length is invalid The file specified is not a MicroKernel file The file is already extended The file cannot be extended The MicroKernel cannot unload The specified extension name is invalid The application encountered a directory error Another transaction is active The MicroKernel encountered a transaction control file I O error A Begin Transaction operation must precede an End Abort Transaction operation The file access request exceeds the maximum number of files allowed 5 Database Errors HOW TO EXIT THE SYSTEM F A S T The MicroKernel does not allow the attempted operation A file previously opened in Accelerated mode was not closed The specified record address is invalid The specified key path is invalid The specifie
91. fferent Types of Easier Monitoring Of Debtors Payment Methods Balances Multiple Printer Ability Redirection Multiple Payment Method Capture Per Transaction 12 F A S T SYSTEM OVERVIEW ENHANCED FEATURES The system has the ability to print to any inkjet LaserJet type of printer and has the ability to print your company logo on all documents that you will correspond to your clients Future development will include the ability to set up a profile by which you would like the system to communicate statements to your clients This functionality will enable the system to automatically FAX or EMAIL statements F A S T is currently running in a host of businesses which include the following diverse markets F Food Catering Services of Mining Sites E Cellular Phone Shops E Sound System Shops E Grocery Supermarkets E Motor Car Spares and Accessories Shops F Wheel and Tyre Shops Clothing Shops E Electrical Equipment Suppliers E Sportswear Manufacturers and Sports Equipment Suppliers E Steel Door Manufacturers SUPPORT Our clients benefit from a 24 hour 7 day a week response to any queries or problems that may occur Telephonically we are able to identify exactly where you are having a problem Our help desk facilitates all packages that we support So as you are explaining what you are doing our support people are seeing a similar screen on their side This helps us to help you
92. from the server You have been unexpectedly disconnected from the server You have been unexpectedly disconnected from the server You have been unexpectedly disconnected from the server You have been unexpectedly disconnected from the server You have been unexpectedly disconnected from the server Connection attempt timed out Database Errors F A S T 196
93. g day Once you select this module you will see the following messages Press any key to continue WARNING Ready To Backup Data F A S T will perform an automatic backup and once complete you will see the following message BACKUP COMPLETE Press any key to continue The following screen will appear New System Date MEMMEN 159 END OF DAY PROCESSING PROCESSING REPORTS MENU F A S T If for example you are running an End Of Day for the 7 of May 2004 it is a Friday and your company does not open on a weekend you would enter the following date in the New System Date field 2004 05 09 In other words your new business date If you were to run an End Of Day on the last day of the month F A S T Will automatically switch you to the MONTH END PROCESSING module The following reports are automatically printed when you run this process Creditors The following reports list transactions by user and total per user CASH PURCHASE MAINTENANCE REPORT ACCOUNT PURCHASE MAINTENANCE REPORT PURCHASE PAYMENT MAINTENANCE REPORT PURCHASE PAYMENT REVERSAL REPORT Debtors The following reports list transactions by user and total per user CASH SALE INVOICE MAINTENANCE REPORT ACCOUNT SALE INVOICE MAINTENANCE REPORT SALE PAYMENT MAINTENANCE REPORT SALE PAYMENT REVERSAL REPORT POINT OF SALE CASH SALE INVOICE MAINTENANCE REPORT This report show only user totals POINT OF SALE ACCOUNT SALE INVOICE MAINTENANCE REPORT
94. here are no other than temporary licenses installed on the system Temporary licenses cannot be removed The license becomes invalid after its expiration date License is already installed Invalid license key Verify the provided key Invalid product ID License key is too long The server is not running Unable to show apply or remove a license Verify that the server is running and that network communications are functioning The local server is not running Unable to show apply or remove a license The license is not removable Your trial license has expired The Services DLL encountered an error while allocating memory The component ID string was not found Thunk path is not accessible to the Services DLL Interface not initialized The specified component was not found Error retrieving Win32 version information Information mismatch in component ID Required information missing in component ID Error while opening a file to retrieve component ID Required information for binding rule is missing Error locating a component Invalid instance specified Invalid version information structure Item not found by Services DLL Library not accepting interface requests Error loading component Component not initialized Invalid filename passed to Services DLL Invalid function name Required attribute missing in component ID Return buffer too small for information Component ID is invalid Inva
95. his machine now Congratulations you have successfully set up the Server for F A S T Installing F A S T on the Server 20 F A S T INSTALLATION Installing F A S T on the Client Workstation This task only needs to be done if you would like to run F A S T on a multi user environment or run F A S T on more that one machine Working on the workstation you would like to run F A S T from In other words not the server 1 See the section labelled INSTALLING PERVASIVE Complete this task firstly 2 Through your network neighbourhood icon map a drive to the server Let s use F as the example of the mapped drive to the server from the client workstation If you have trouble performing this task consult your network administrator the person who installed your network 3 Right Click on Start 4 Left click on Explore 5 Click on the F drive 6 Double Left Click on the FAST folder 7 Copy the following icons to this workstations Desktop If running on Windows 98 Ss T Bi FAST F amp 5 T Clear Users F 4 5 T Work Station Setup If running on Windows 2000 XP NT ME Double Left Click on the 2000 folder dam f 2 El Z F AS T 2000 F AS T Clear Users 2000 F A 5 T Work Station Setup 2000 21 Installing F A S T on the Server INSTALLATION F A S T 10 11 Close the Explorer Window On these icons that are now on your Desktop Right Click on each of them Left
96. how they are handled 1 Full Read Write The user has full access to a specific module allowing that user to maintain data relevant to that module 2 Display Only The user has the ability to only view information in a specific module 3 Excluded The user is totally excluded from gaining access to a specific module Number Of Concurrent Users The system allows for up to 300 users per database to be logged in at any time This is however controlled by your license registration The System checks this condition and controls this level to ensure that this maximum value is not exceeded Security Standards 36 F A S T SYSTEM STANDARDS 37 LOOKUP ENQUIRY STANDARDS Although F A S T checks for barcode duplication when setting up items while searching for items in the Creditors or Debtors modules if you select a barcode that has more than one reference F A S T will display the following screen that allows you to scroll and pin point the actual item to help eliminate stock variances or discrepancies This ensures that the code that is input is physically the same article Bar Code Descripti In the Creditors and Debtors modules on the item detail input screen typically the second screen of input by pressing the Ezz key on an amount field or even certain alphanumeric input fields a window will be displayed that shows the totals of the input Using Windows Laser Ink J et Printers SYSTEM STAN
97. howing Total Payment Due Grand Total Invoice Number Invoice Date Total Paid To Date Credit Note Total Status DEBTORS REPORTS 154 F A S T DEBTORS MENU gt Report Sequence Date Of Invoice Customer Code Invoice Number gt Totals by Date Grand Total Invoice Number Invoice Date Customer Code Customer Name Invoice Amount Accumulated Discount Sub Total V A T Amount Total Paid To Date Credit Note Total Status Item Report This report extracts invoices captured in the CASH SALES module and credit notes captured in the REFUNDS module under the POINT OF SALE menu against items It gives you an indication of selling prices of items by Item Group by Item by Date by Customer The following parameter selections appear Depending on what criteria you select here will determine the type of information that will get reported You can specify all Customers by simply leaving Customer Code blank or you can specify a Customer to report on You can specify all Items by simply leaving Item Code blank or you can specify an Item to report on A scroll window listing items by description is available here by pressing the Ez key This report is useful if you wanted to see all invoice sales against a specific item if you needed to credit the item without having the original invoice number Customep Cod E eport Date Fron Tol 2004 01 01 Repor Item Code 155 DEBTORS REPORTS DEBTORS MENU F A S T gt Rep
98. ideration when invoicing the client for the specified Item Group using the following modules INVOICES ENQUIRY CASH SALES CUSTOMER DATA MAINTENANCE DEBTORS MENU F A S T SALES ADMIN QUOTATIONS This is the module where you capture quotations to your customers To generate a new quotation all you have to do is press the faa key on the Quote Number field F A S T will automatically generate a quotation number at the end of input when you save the information There are two sections of input 1 The customer information or Who am quoting EDDIE E F H S 7T CHPTURE GUUTHTION INFORMATION 46421 b DB 4 Customer Code Fi scroll Esc field back Fi menu Hdd Customer Source The Customer Code is the customer who you are quoting and the Customer Source is where the goods will ultimately be going For example you quote head office invoices you but the actual goods might go to a branch within the group Quote Date The date of quotation is defaulted to from the system date Terms Terms of payment This is defaulted from the option set up on the customer data screen SALES ADMIN QUOTATIONS 100 F A S T DEBTORS MENU Local Export If you select Export the V A T percentage used will be defaulted to 0 regardless as you cannot charge V A T on exports Order Number This field must be filled in if the terms of payment is anything but Cash Sales
99. ill be displayed to you The following table represents an input field map for this screen Field Attributes Description Access I D 12 alpha Must be input Password 8 alpha Must be input For details on the entering of a new password see the following section USING THE SYSTEM UTILITIES USER FILE MENU Accessing Modules CHANGE PASSWORD 42 F A S T REFERENCE CODES 43 ACCESSING MODULES Congratulations you have successfully accessed F A S T You can now navigate your way though F A S T s overlapped menus Each menu or sub menu displays six modules at a time The main menu is your initial navigation point From this menu all modules are accessible As explained earlier on all menu screens your company name appears at the top right corner of the data area of the screen If you are unclear of what keys are available to you for navigation through the menus see the following section SYSTEM STANDARDS MENU STANDARDS Menu Item Selection Access to modules in terms of security is also controlled by the menu function of the system If your Access I D does not have sufficient security equivalences to gain access to a certain module which you have selected the following error message will appear Introduction SYSTEM STANDARDS F A S T 6 REFERENCE CODES Introduction modu le QUALITY PRODUCTS The modules listed on this menus allow you to define certain codes that a
100. ing In Order CANCEL Providing it has not been CANCELLED Once Cancelled a credit note can then only ever be VIEWED or PRINTED and will be printed in bold with Cancelled onit VIEW All information on a credit note By pressing the key a total summary as the following will appear PRINT All information on a credit note 141 POINT OF SALE REFUNDS DEBTORS MENU F A S T CASH SALE PAYMENT REVERSAL This module is used to reverse payments captured in the CASH SALES module The following screen will appear and prompt you to type in a valid invoice number A scroll facility is available here EDT ni F H S 7 PHYMNENT REVYJERSHLS 46421 6 DB Fl scroll Esc back Fl menu Once selected the following window will appear and allow you to capture a description that would appear on the customer s statement POS CASH SALE PAYMENT REVERSAL 142 F A S T DEBTORS MENU The following payment summary that was originally captured will appear and allow you to select one or more payment details if any By simply pressing the RAZE on the payment detail you can select and de select the entry for reversal Under the column p if you see an R next to any entry it means that payment detail has already been Reversed Once you have selected all payment details that you need to reverse simply press the Eze key to save the information
101. ir functions Key Name Editing Function Up Arrow Move one position up from the current highlighted selection item Pressing this at the top of the current selection window will scroll you to the bottom of that window Down Arrow Move one position down from the current highlighted selection item Pressing this at the bottom of the current selection window will scroll you to the top of that window Alphabetic or Numeric key To get to a selection item quickly Just type the first letter of that selection item If you press the same key again and another selection item that begins with the same letter exists then the system will automatically take you to that next selection item Quick Access Space Bar gt Tag an item for multiple input selection items This is represented by an asterisk Data Standards SYSTEM STANDARDS Valid Function Keys The following is a table of valid function keys that are standard within the system and a brief description about their functions F A S T Key Name Editing Function Save the data input on a field and Enit move to the next field Move one field back return to the Escape menu or terminate processing or printing Scroll through a list of available Scroll selections on a field One of the following View detail on current field or View Quantity Sais dion gt Input Quantity on Point
102. is helpful to correct any capturing errors Bar Scan Code Can be used either for the actual bar code of an item or a short code to help accessing of the item You actually do not have to remember a single code within F A S T as it gives you the ability to search on the name or description of any detail F A S T checks for duplicates and displays warning messages for these conditions List on Web Site F A S T has the ability to generate data in order for you to supply your service provider with the latest detail of your items to update your website with 53 ITEM GROUP DEFINITION MAINTENANCE STOCK CONTROL F A S T Bin Location Shelf Number Price Link Code The code that links items for auto price changes Number Per Sale Unit Normally defaulted to 1 This is the pack quantity Item Type Either a Product or Service A pick list gives you these options to choose from Last Prevs Cost Price The price you last paid purchasing this item from a supplier and the price you paid previous to that You can either manually change these amounts if you do not require to use the Creditors modules However if you do then F A S T will automatically update these amounts when you capture supplier invoices Profit Marg Markup 96 The markup percentage for the item When this percentage is entered the Theoretical Retail Price Excl V A T is calculated and displayed Automatic Prici
103. key The following scroll list by Customer Code by Date and By Job Card Number will be displayed EGDIEPRSM F H S 7 CHPTURE JOB CHRD INFORMATION 46421 uz 4 scroll Esc cancel Fl exit INTER 808 26H4 H1 b1 bbb Search Criteria The REZ g field helps you to quickly get to the customer you are looking for job cards for If you call up an existing job card you then have the ability to CHANGE You can change anything on the job card CANCEL Once Cancelled a job card can then only ever be VIEWED or PRINTED and will be printed in bold with Cancelled on it SALES ADMIN JOB CARDS 108 F A S T DEBTORS MENU VIEW All information on a job card By pressing the key a total summary as the following will appear PRINT All information on a job card 109 SALES ADMIN JOB CARDS DEBTORS MENU F A S T SALES ORDERS This is the module where you capture and monitor sales orders from your customers To generate a new sales order all you have to do is press the E24 key on the Sales Order No field F A S T will automatically generate a sales order number at the end of input when you save the information There are two sections of input 1 The customer information or Who am performing the service for EDDIE PES F H S 7T CHPTURE SHLES ORDER INFORMATION 46421 mu 4 Comments Esc fteld back Fi menu Hdd Custo
104. lected exactly then the last invoice listed will be specified as Partly Paid You can also capture part payments towards invoices Once selected the Paid Amount per individual invoice can still be changed if necessary A scroll window is available listing the following by customer by date of invoice by invoice number beginning with the first invoice for the specified supplier EDDEE P EE PEEPRUPICN PUS PHYMENT INFORMATION MAINTENHNCE 4d42160W Db q scroll Esc cancel Fi exit z Bnd a81 4201 11 51 Partly Paid Search Criteria A payment receipt is printed once the payment information is saved 145 POS CASH SALE PAYMENTS DEBTORS MENU F A S T DEBTORS REPORTS The following reports are available on this menu CUSTOMER DATA LISTING Normal Customer Listing This report lists all customers in a labelled format so that you use this use this information to label your customer files gt Report Sequence Customer Name by Customer Initials Name Initials Code Physical Address Phone Numbers FAX Number V A T Registration Number Print Labels for Dispatch This report requests the following input and prints labels to stick on the containers for the articles being sent Customer Code MEE INTERNATIONAL MERCHANTS Waybill Number 8729743 No Of Packages 6616 Dest ination SMITH ST DURBAN No Of Labels 6616 gt Report Sequence Customer Code Name Physical Address Phone Numbers
105. lid interface for NetWare platform Database Errors HOW TO EXIT THE SYSTEM F A S T 8039 8040 8098 8099 8500 8502 8503 8504 8505 8506 8507 8508 8509 8510 8511 8512 8513 8514 8515 8516 8517 8518 8519 8520 8521 8590 8591 8592 8593 8594 Invalid operating system handle specified CRC check on component ID failed Invalid column level GRANT statement Only one user can be connected to database when altering security state An error occurred during the Smart Components initialization An error occurred when trying to locate W3UPIXYY DLL An invalid W3UPIXYY DLL has been found An error occurred when trying to create system semaphore An initialization error occurred when trying to establish a session with the Workgroup engine A fatal error occurred when loading the MicroKernel No valid session was found An error occurred when attempting to enable Btrieve access A timeout occurred during the initialization of the MicroKernel A fatal error occurred when loading the Scalable SQL engine An error occurred when attempting to enable SQL access A timeout occurred during the initialization of the Scalable SQL engine An error occurred when disabling Btrieve access An error occurred when unloading the MicroKernel An error occurred when disabling SQL access An error occurred when unloading the Scalable SQL engine An error occurred when closing the session with the Workgroup engine An
106. mer Source The Customer Code is the customer who you are charging and the Customer Source is where the goods will ultimately be going For example head office orders from you but the actual goods might go to a branch within the group Sales Order Date The date of the sales order is defaulted to from the system date Terms Terms of payment This is defaulted from the option set up on the customer data screen SALES ADMIN SALES ORDERS 110 F A S T DEBTORS MENU Local Export If you select Export the V A T percentage used will be defaulted to 0 regardless as you cannot charge V A T on exports Order Number This field must be filled in if the terms of payment is anything but Cash Sales Order Date This date defaults to the system date but can be changed to Last Invoice This shows you what invoice number was last invoiced against the sales order 2 What items is the customer ordering 3 sav e Sales Order No S Order Date 2004 01 01 Customer r Code EReo00 LN ATIONAL MERCHANTS S 111 NE MCN ER 6000 Hae MERCHANTS hace z Export Local This is where you capture the items quantities and prices on the sales order If you selected Yes on the Bar Code Scanner field on WORKSTATION SETUP for the workstation you are working on the Bar Code field as above will be displayed Otherwise the item Group Code
107. ncial commitment on a customer CHANGE CUSTOMER STATUS Customers by default are set up as Active when they are originally captured There are certain times when clients need to be suspended for transactions F A S T gives you the facility to activate and de activate clients as required Once suspended F A S T will prevent any further transacting for a client until the status is changed back to Active To access a customer simply follow the steps as above in VIEW CUSTOMER INFORMATION Once the customer information is displayed F A S T gives you the following options Select the required option and save the change It s that simple CUSTOMER DATA MAINTENANCE 98 F A S T DEBTORS MENU 99 ziig ni FeHeS 1 CUSTOMER FILE MHINTENHNCE Discount 6421 6 DB SET DISCOUNT STRUCTURE In addition to the item pricing discount and the customer blanket discount percentage F A S T provides you with an item group discount percentage so that you can give customers discounts according to the category of items set up To access a customer simply follow the steps as above in VIEW CUSTOMER INFORMATION Once the customer information is displayed F A S T prompts you for the Item Group Code to specify the discount for A scroll facility is available here to locate the Item Groups if you have difficulty in remembering the code 4 Discount Esc field back Fi menu Once set this discount will be taken into cons
108. nding for payment and what is settled The RETIN AIGE field helps you to quickly get to the supplier you are looking for purchases for If you call up an existing purchase you then have the ability to CHANGE Providing no payment or debit note has been captured against it or it has not been CANCELLED You can change anything on a purchase even the supplier code and the system will perform the necessary updates to Get Everything In Order CANCEL Providing no payment or debit note has been captured against it or it has not been CANCELLED Once Cancelled a purchase can then only ever be VIEWED or PRINTED and will be printed in bold with Cancelled onit 77 PURCHASES ENQUIRY CREDITORS MENU F A S T VIEW All information on a purchase By pressing the Ezz key a total summary as the following will appear Quantity Of G Paid In Full PRINT All information on a purchase The following PURCHASE STATUS conditions are catered for Unpaid Partly Paid Payment Reversed Paid In Full Settled Early Cancelled PURCHASES ENQUIRY 78 F A S T CREDITORS MENU 79 DEBIT NOTES GOODS RETURNED This module is used for capturing Credit Notes from a supplier A new Debit Note is generated by pressing the ESgiZ key on Credit Note No F A S T will automatically generate a Credit Note No at the end of input when you save the information Th
109. ng If you set this option to Yes the retail price of an item will be recalculated according to the Profit Marg Markup the next time the cost price is input while capturing a supplier s invoice Retail Price The price of an item can be input either including or excluding V A T If input including F A S T will automatically calculate the retail price excluding Notice on the above example that the calculated markup percentage is below the intended captured markup percentage When this occurs the actual markup percentage flashes in the error colour as it is a warning guideline of incorrect pricing of an item Up to four decimal places can be captured for the retail price Minimum Reorder Qty Minimum stock level on hand ITEM DATA MAINTENANCE 54 F A S T STOCK CONTROL Item Pricing Discount Structures After capturing the retail price the following window will pop up allowing you to input the pricing and or discount structure of an item x Price Excluding U R T Amount Price Including 5 98 Y C Icrmmoomgn ss ss ss ss ss ss ss ss ss ss G KA r4 A A A Each debtor in F A S T is set up with a pricing structure indicator When Invoicing a client the correct price and or discount is then pulled in as the default price for the item There are a total of 10 pricing structures in addition to the standard retail price available for an item Just like the Retail Price these amounts can be entered
110. ng functionality during the END OF DAY PROCESSING module there are certain other functions for example processing of statements ageing V A T reporting are performed when this module is run as the timing of these functions by nature are month end procedures Hence F A S T caters for this module that performs these tasks as well as like END OF DAY PROCESSING allows you to set the New System Date One criteria for the selecting of this module is that the current system date must at least be the 20 of the month or greater Otherwise the following message will appear This is also a critical maintenance module so therefore all other users must be logged out in order for this operation to commence Once initiated it will stop all other users from entering F A S T until complete For the initiation and main processing functionality of this module see the previous section on USING THE SYSTEM PROCESSING REPORTS MENU END OF DAY PROCESSING as it is virtually identical except that when entering the New System Date the new month must be greater than the current one If the month you are running this process for is the specified Year End then during this process statistical information month to month data will also be re initialised F A S T will prompt you for confirmation MONTH END PROCESSING 162 F A S T PROCESSING REPORTS MENU In addition to the reports printed at END OF DAY PROCESSING the following report
111. nt information to contact debtors when collection is done E Automatic printing of debtors statements are done at month end 11 SYSTEM OVERVIEW F A S T Complete Security within the System E A User ID and password is allocated to each user E Each user can be assigned 1 of 3 access levels per module ensuring that users with unauthorized access will not be able to adjust confidential information Data Backup and Recovery E On line backup procedures form part of each day end process Additional CD Writing backup is an additional option to cater for the storing of offsite data E Recovery to any prior day is possible providing the hardware is reliable F A S T contains the following main features Point Of Sale with Till Drawer Interface 226S not require pre printed stationery Barcode PLU Identification Pole Display Interface Easier Invoicing and Automatic Statement Printing pulled iS Easier Stock Control Easy Item lookups Easier Monitoring of Purchases Sales Full security control on user login 1 VAT ID s d o Caching Upper payment Full Audit Trail reporting per user Can operate on an entry level P1 Automatic Daily Backups On Line Credit Limit Checking Hand Held Scanner Interface Easier Profitability Reporting Item Pricing Discount Structures e 3 level item identification Production Raw Materials Product Group Item Group Item Functionality Ability to Add Di
112. nts DEBTORS SALES SUMMARY 148 Customer Report 148 Item Report 150 DEBTORS PAYMENT SUMMARY 151 POINT OF SALE SUMMARY 153 Customer Report 153 Item Report 155 CUSTOMER STATEMENTS 156 10 PROCESSING REPORTS MENU 158 FLOAT OPENING BALANCE 158 END OF DAY PROCESSING 159 Creditors 160 Debtors 160 Daily Takings 161 MONTH END PROCESSING 162 Debtors 163 General 163 GENERAL REPORTS 164 WORKSTATION SUMMARY 164 Spot Checking 164 DAILY AUDIT TRAIL 165 Creditors 165 Debtors 165 PROFIT REPORTS 166 Item Profitability Report 166 Gross Profit Report 167 Till Item Detail Report 167 V A T Split Report 168 V A T REPORT 169 11 UTILITIES 170 SYSTEM DEFAULTS 170 SET GENERAL COMMENTS 170 SET EARLY PAYMENT DAYS 170 WHO S LOGGED IN 171 PRINTER DATA SETUP 172 PRINTER DEFINITIONS 172 F A S T Table Of Contents USER FILE MENU CHANGE PASSWORD 12 HOW TO EXIT THE SYSTEM 13 CLEARING USERS 14 CRITICAL ERRORS Introduction Runtime Errors PRINTER CONFIGURATIONS 173 CASH REGISTER DATA SETUP 174 CASH REGISTER DEFINITIONS 174 CASH REGISTER CONFIGURATIONS 175 176 USER FILE MAINTENANCE 176 Login File Maintenance 176 User Access Rights Maintenance 178 179 SET DEFAULT COLOURS 180 181 182 183 183 183 185 Database Errors Table Of Contents F A S T 1 INTRODUCTION
113. oices from the specified customer are selected until the payment total is satisfied If the payment total does not equal the total of the invoices selected exactly then the last invoice listed will be specified as Partly Paid You can also capture part payments towards invoices Once selected the Paid Amount per individual invoice can still be changed if necessary A scroll window is available listing the following by customer by date of invoice by invoice number beginning with the first invoice for the specified supplier EDDIE SEM H S PAYMENT INFORMATION MAINTENANCE 44421 76 DB scroll Esc cancel Flu exit INTER H0H 2hb4 b1 H1 b6 52 Paid In Full Search Criteria INTER Hbu A payment receipt is printed once the payment information is saved 127 DEBTORS PAYMENTS DEBTORS MENU F A S T DEBTORS PAYMENT REVERSALS ENQUIRY Reversal of WIEHUNEEICANGETUTCUL NAMEN ccount Sales Payment There can be more than one section of payment towards an invoice If the terms of payment of an invoice was Cash Sale the payment section of this type can then be reversed You can also reverse payments made against an invoice afterwards For example if you invoiced goods to the value of say 100 00 and the customer paid only 20 00 by cheque at this time then you later captured a payment of a further 50 00 also by cheque If the 20 00 cheque has an RD then for Reversal Of above you would select Cash Sale P
114. oll window while searching for a customer F A S T will display the following account balance window for that customer as a quick check before invoicing POINT OF SALE CASH SALES F A S T DEBTORS MENU 2 What items did sell to the customer CADBURY HAZELNUT BAR Bar Code This is where you capture the items quantities and cost price on the invoice If you selected Yes on the Bar Code Scanner field on WORKSTATION SETUP for the workstation you are working on the Bar Code field as above will be displayed Otherwise the item Group Code and Item Code will be the means of accessing items F A S T defaults the quantity on each item here to one To change this press the Eg key before you select the item d To change the price from the default press the ExT key before you select the item and the following pop up selection will appear This helps you to simply enter the including price if you need to without having to calculate it e To change the discount percentage from the default press the ES key before you select the item NB The above three function keys are only available if you have been set up as a SUPERVISOR type user 133 POINT OF SALE CASH SALES DEBTORS MENU F A S T Using the Bar Code field you can either scan the code with a hand held scanner or type it in if you know it Otherwise by typing a few letters of the description or pressing the Exfl key
115. omer Source CHANTS Sales Rep g2 erns 36 Days ocal Esport Legal Order Number 087342 Order Date 2664 61 61 Ship To Sra GLOBAL AVE INVESTMENT BUSINESS PARK GAUTENG 2873 Ship Via Sra GLOBAL RUE INUESTMENT BUSINESS PRRK GAUTENG Comments Customer Source The Customer Code is the customer who you are invoicing and the Customer Source is where the goods will ultimately be going For example you invoice head office as they will be paying the account but the actual goods might go to a branch within the group The Ship To details default to the Customer Code details whereas the Ship Via details default to that of the Customer Source By pressing the EzZ key on the Customer Code field or on the highlighted customer on the scroll window while searching for a customer F A S T will display the following account balance window for that customer as a quick check before invoicing INVOICES ENQUIRY 116 F A S T DEBTORS MENU Invoice Date The date of invoice is defaulted to from the system date Terms Terms of payment This is defaulted from the option set up on the customer data screen Local Export If you select Export the V A T percentage used will be defaulted to 0 regardless as you cannot charge V A T on exports Order Number This field must be filled in if the terms of payment is anything but Cash Sales This field is
116. on the quote CANCEL Once Cancelled a quote can then only ever be VIEWED or PRINTED and will be printed in bold with Cancelled onit 103 SALES ADMIN QUOTATI ONS DEBTORS MENU F A S T VIEW All information on a quote By pressing the I key a total summary as the following will appear SALES ADMIN QUOTATIONS 104 F A S T DEBTORS MENU JOB CARDS This is the module where you capture job cards for current services to your customers To generate a new job card all you have to do is press the EUM key on the Job Card Number field F A S T will automatically generate a job card number at the end of input when you save the information Once a job card has been invoice it cannot be invoiced again This eliminates duplication There are two sections of input 1 The customer information or Who am performing the service for EDDIE E Iz PEPPER LU SERICO CHRO INFORMATION 44421 76 DB 4 Customer Lode Fl scroll Esc field back Fib menu Add If your company is a motor vehicle workshop then the Unit Details would make provision for the following Customer Source The Customer Code is the customer who you are charging and the Customer Source is who the service is performed for For example you send the job card to head office because that is who will be invoiced but the actual unit s might belong to a branch within the group 105 SAL
117. ort Sequence Item Group by Item by Date Of Invoice by Customer gt Totals by Item Item Group Grand Total Item Group Description Item Description Invoice Date Customer Code Invoice Number Number Per Unit Quantity Price Per Unit V A T Percentage Extended Price V A T Amount Total Invoice or Credit Note CUSTOMER STATEMENTS Even though F A S T produces statements to customers automatically during MONTH END PROCESSING you can still call up statements at any time This report gives you a breakdown of all transactions captured against debtors within F A S T except POINT OF SALE It shows order numbers next to invoices and payment details next to payment transactions to make it easy for your customer to reconcile his account with the you company It prints a summary of transactions and an ageing summary It also prints a payment remittance for the customer to return with payment gu stome Dare Dad EXON Tol 2004 81 01 DEBTORS REPORTS 156 F A S T DEBTORS MENU You can select either a specific customer or all by pressing the EA key on Customer Code You can specify a date range for transaction extraction as well Below is an example of a typical customer statements QUALITY PRODUCTS 475 DEMO STR RICHLAND VID GAUTENG 9805 Phone 011 672 6787 011 672 9877 Fax 011 672 9602 V A T Reg No 9999999999 STATEMENT OF ACCOUNT AS AT 2004 01 01 FOR INTERNATIONAL MERCHAN
118. ou capture has a unique code For example in the above if UPMARKET SUPPLIERS was the given the code UPMAR 000 and you then captured another supplier say UPMARINE SHIPPING then F A S T will generate the code UPMAR 001 for UPMARINE SHIPPING You need not remember a supplier code but rather know the name of the supplier when accessing the supplier after it has been set up as F A S T gives you the facility of searching alphanumerically by name SUPPLIER DATA MAINTENANCE CREDITORS MENU F A S T Fields of important consideration Initials If left blank it will be defaulted to two asterisks Cae V A T registration No F A S T checks for duplicates on this field to prevent duplication If duplicates are found then the following message is displayed Terms Terms of Payment This option will be the default when capturing suppliers invoices in the PURCHASES module Sett Discount Settlement Discount This percentage is used when calculating the amounts for early settlement type discounts Discount This is the blanket discount percentage provided from the supplier Print Detail V A T Two options available e Included No separate V A T column when printing purchase confirmation Separate Default A separate V A T column is listed when printing purchase confirmation Statements This option tells F A S T how you would like to communicate Su
119. our business and compliment your client service by helping you along with powerful search and input modules For example your sales people need a simple but effective search module to quickly identify items to either quote on invoice or both They also do not need to remember a single code while using F A S T All they have to do is to know what the item is and search accordingly In fact there are one of three different ways of accessing items in the system Searching for sales reps clients payment methods is as easy SYSTEM OVERVIEW F A S T TECHNICAL SPECIFICATIONS REQUIREMENTS e Unlimited number of records All data is on line real time All history can be retrieved at a later stage Minimum Hardware Requirements P1 Processor 1 Hard disk 64 MB RAM 20 GIG HARDDISK Operating Systems Supported Windows 98 Windows 2000 XP NT ME Networks Supported Microsoft TCPIP Netware 4 15 or higher Hardware Devices Supported Scanners Hand held or fixed Laser CCD Programmable with download capability Printers 80 Column Dot Matrix 40 Column Dot Matrix Parallel Serial Till Slip with or without draw kick interface Laser Ink Jet Supports USB and Multiple ports concurrently Pole Displays Serial Connection POSIFLEX PD 2100 2200 Series Noritake Emulation SW1 Off SW2 On Till Drawers Printer interface Serial Connection The following points list the main technical features of F A S T and give
120. our customers To generate a new invoice all you have to do is press the AAK key on the Invoice Number field F A S T will automatically generate an invoice number at the end of input when you save the information With a new invoice the following window will pop up allowing you to select one of the following options to generate the invoice from enerate From otat ton enerate From Job Card Generate From Sales Order Here is a typical example The following guidelines must be considered with each option Normal Invoice All information is captured manually Generate From Quotation A valid quotation number must be entered The details will be filled in but can be changed A quotation can be reused for invoicing as many times as you require Generate From Job Card A valid job card number must be entered The details will be filled in but can be changed Once invoiced the job card cannot be re invoiced but the invoice against the job card can be changed providing it has not been cancelled or a payment or credit note has not been captured against it Generate From Sales Order A valid sales order number must be entered The details will be filled in but aN be Changed 115 INVOICES ENQUIRY DEBTORS MENU F A S T There are three sections of input 1 The customer information or Who am invoicing 2004 01 01 Invoice Number m ce Da Customer Code R CHANT Cust
121. out any cost considerations In other words just to keep a stock count of say plastic bags or pallets Once you have entered a Package Code that already exists the system will automatically switch to KEUPER mode and allow you to change the description of the Package If you have typed in a Package Code that does not exist the system will automatically switch to Hebi mode The mode switch will appear in the data section of the screen To obtain a list by Package Codes on file simply press the ff key on the Package Code field This list can now be enquired upon alphabetically PACKAGE DATA MAI NTENANCE 62 F A S T STOCK CONTROL PACKAGE STOCK UPDATE ECCLE F H S 7T os PHCKHGE DHTH MHINTENKHNCE 4421 uz 4 Package Code Fl scroll Eso Fib menu This module allows you to adjust the quantity in stock of existing packages Once you have selected a package for update you are taken directly to the Adjustment Amount field The amount you input here will adjust the Quantity In Stock field accordingly To obtain a list by Package Codes on file simply press the f key on the Package Code field This list can now be enquired upon alphabetic 63 PACKAGE DATA MAINTENANCE STOCK CONTROL F A S T STOCK CONTROL REPORTS ITEM DATA STOCK LISTING The following reports are available on this menu Normal Item Listing This is a list of all items on file Items with low stock levels are denoted by
122. pplier Analysis reports to the supplier SUPPLIER DATA MAINTENANCE 70 F A S T CREDITORS MENU CHANGE SUPPLIER INFORMATION This module is used to change information on a supplier except the name and initials as they are cross referenced fields You either simply type in the Supplier Code or press the Gi key and enquire on suppliers by name By pressing the first letter of the suppliers name F A S T will close search for you Once selected all fields from Contact can be changed VIEW SUPPLIER INFORMATION To access a supplier simply follow the steps as above Once the supplier information is displayed F A S T gives you the option of pressing the Tz key to view balances for that supplier For example This option can be used to quickly view the financial commitment on a supplier 71 SUPPLIER DATA MAINTENANCE CREDITORS MENU F A S T PURCHASES PURCHASES ENQUIRY This is the module where you capture invoices from your suppliers To generate a new purchase all you have to do is press the Bejgcg key on the Purchase Number field F A S T will automatically generate a purchase number at the end of input when you save the information There are three sections of input 1 The supplier information or Who purchased from EDDIE ES 2 E PESPUPRERE 2 LU PURCHHSE INFORMATION 46421 m uz 4 Supplier Code Fl scroll Esc field back CINE Fl menu Hdd Supplier Source The
123. printed on the statement as per the invoice Order Date This date defaults to the system date but can be changed to 2 What items did sell to the customer Invoice Number Customer Code Customer Source les Rep 117 This is where you capture the items quantities and cost price on the invoice If you selected Yes on the Bar Code Scanner field on WORKSTATION SETUP for the workstation you are working on the Bar Code field as above will be displayed Otherwise the item Group Code and Item Code will be the means of accessing items INVOICES ENQUIRY DEBTORS MENU F A S T Using the Bar Code field you can either scan the code with a hand held scanner or type it in if you know it Otherwise by typing a few letters of the description or pressing the Exfl key F A S T will list items alphanumerically for selection and give you a REEMANN field to easily find items While scrolling through items if you press the EzIT key the following item additional details window will appear showing you the price including Total Inc Once the item has been selected further details for it can be captured by simply pressing the TA key and the following will appear for input Details For JOKO TOP QUALITY LEAF TEA Quantity Per Unit Quantity Of Units Price Per Item INVOICES ENQUI RY Pack size Defaulted from item set up How many did the customer pu
124. r Totals by Supplier Grand Total Payment Number Payment Date Supplier Code Supplier Name Payment Amount V A T Amount Status Report Sequence Date Of Payment Supplier Code Payment Number Totals by Date Of Payment Grand Total Payment Number Payment Date Supplier Code Supplier Name Payment Amount V A T Amount Status CREDITORS REPORTS 92 F A Phone Fax V A T Reg No lier Code port Date S T SUPPLIER ANALYSIS CREDITORS MENU This report is useful to reconcile statements you receive from your suppliers It gives you a breakdown of all transactions captured against creditors within F A S T It shows invoice numbers next to purchases and payment details next to payment transactions to make it easy to reconcile your account with the supplier It also gives you a summary of transactions and an ageing summary to help with reconciliation of accounts From 1 Tol 2004 01 01 You can select either a specific supplier or all by pressing the Effza key on Supplier Code You can specify a date range for transaction extraction as well Below is an example of a typical supplier analysis QUALITY PRODUCTS 475 DEMO STR RICHLAND VID GAUTENG 011 672 6787 011 872 9677 011 72 9 02 9933333333 3 05 STATEMENT OF ACCOUNT AS AT 2004 01 01 Credit Debit 1 532 50 004 01 01 570 00 40 26 PAYMENT tiiiiiiii 0 00 1 000 00 500 00 ARREARS CURREN
125. r you by the new cost price that you have entered and the Profit Marg Markup This new price will only be effected providing it is greater than the CURRENT one Otherwise this price will default to the existing retail price but still allow you to change it PURCHASES ENQUIRY 74 F A S T CREDITORS MENU Discount age The percentage of discount for the item Extended Price This is the line total calculated excl V A T Line Total This is the line total calculated incl V A T To void an item simply press the fj key If you select an item that already exists on the purchase detail you will automatically be taken to that line where the item is and to the Quantity Of Units field Once you have pressed the J key to save the information on the purchase a total summary will appear and then if the terms of payment is Cash Purchase the following screen will appear 3 How Much did pay against this invoice TEPIC CHRIC Payment Method iy Details Amount F A S T caters for multiple payment methods per transaction In other words if two cheques and cash was given as payment towards a purchase the above is an example of this type of payment summary If then for example only one cheque has an RD only that entry can then be reversed the entire payment does not need to be reversed 75 PURCHASES ENQUIRY CREDITORS MENU F A S T Payment Method
126. rchase This is the selling price of the item excluding V A T Up to four decimal places can be captured for the price It is defaulted in the following sequence 7 Retail Price 8 Pricing Structure On this field you have the facility of pressing the EZIT key to bring up the pricing structure list to select a different price to the one that is defaulted 118 F A S T DEBTORS MENU You can also change the price here but if you enter a price that is below cost F A S T will warn you accordingly Depending on your system configuration you will either not be allowed to sell for below cost or allowed to but warned Discount Percentage This percentage is defaulted in the following sequence 10 Customer blanket discount percentage 11 Customer Item Group Discount percentage 12 Item Pricing Structure Discount percentage Extended Price This is the line total calculated excl V A T Line Total This is the line total calculated incl V A T To void an item simply press the ij key If you select an item that already exists on the sales order detail you will automatically be taken to that line where the item is and to the Quantity Of Units field Once you have pressed the I key to save the information on the invoice a total summary will appear and then if the terms of payment is Cash Sale the following screen will appear 119 INVOICES ENQUIRY DEBTORS MENU F A S T
127. rder Quantity Quantity In Stock STOCK CONTROL REPORTS CREDITORS MENU F A S T 8 CREDITORS MENU Introduction This is the section of F A S T where the following is maintained Supplier information is set Invoices from suppliers are captured Goods returned to suppliers and price credits are captured Payments to suppliers are captured and reversed This sections contains a host of reports that allow you to reconcile information communicated to you from suppliers to ensure that what you actually owe the supplier is true and correct Other reports included in this section help you to analyse item information relative to suppliers Introduction 68 F A S T CREDITORS MENU SUPPLIER DATA MAINTENANCE ADD A SUPPLIER ELDER F H S 1 SUPPLIER FILE MAINTENANCE Add 46421 7b DB Check Supplier Code amp press any key to continue 69 This module is used to add suppliers F A S T sets up the following default Suppliers CASH PURCHASES This supplier can be used for all CASH purchases that you do not need to keep detail records on individually F A S T automatically allocates a supplier code when you capture supplier information It is made up from the first 5 characters of the name plus the initials defaulted to if none At the end of capturing the supplier information on this screen a three digit sequence number will be allocated to the end of the Supplier Code ensuring that each supplier y
128. re used as cross references to items suppliers and customers For example Sales Rep information can be inserted and changed One of the required fields for completing an invoice is a Sales Rep code Therefore a cross reference link between invoices and Sales Reps will exist REFERENCE CODES 44 F A S T REFERENCE CODES PAYMENT METHOD DATA MAINTENANCE Payment Method Code M Payment Method Desc On installation F A S T sets up the following default payment methods AWAITING PAYMENT BANK TRANSFER CASH CHEQUE CREDIT CARD If you require F A S T to cater for more they are defined using this module For example if your company sells vouchers and then accepts them for payment but requires a separate total for this type of payment you would define this type of payment here then it will be available in any other module within the system where required Once you have entered a Payment Method that already exists the system will automatically switch to AZMA mode and allow you to change the description of the Payment Method If you have typed in a Payment Method that does not exist the system will automatically switch to Ede mode The mode Switch will appear in the data section of the screen If your access level is set to Display Only on this module the following error message will appear and the above will not apply to data maintenance WARNING Sorry You are unauthorised for update To obtain a list
129. red for the day F A S T will switch to je d mode and allow you to change the opening balance for that till point for that day Otherwise you will see l at the top left corner of the data section of the screen and will be allowed to set a float opening balance for that till point for that day This opening balance can be changed at any point during the day it doesn t matter whether users are logged into the system when this function is performed This balance will be printed on the workstation summary report and will be used to calculate the day end float closing balance 2bb4 b1 b1 Iz PEPPER FLOAT OPENING BHLANCE DHTH MAINTENANCE 40421 b DB Are all detalls correct Yles or Niol Esc tteld back Fil menu BEG DEBTORS REPORTS 158 F A S T PROCESSING REPORTS MENU END OF DAY PROCESSING F A S T is machine or BIOS date independent It allows you to control your own system date It does not allow you to back date the system date Bearing this in mind it requires an actual function in terms of system date changes in order to activate a New Day This module performs that as well as many other functions in respect to the processing of data relative to daily transactions and the like It is a critical maintenance module so therefore all other users must be logged out in order for this operation to commence Once initiated it will stop all other users from entering F A S T until complete This function must be run every workin
130. rom a hand held programmable scanner Manual Stock Update The manual stock update screen looks identical to the MAINTAIN ITEM DESCRIPTIONS module Once you have selected an item for update you are taken directly to the Quantity In Stock field If you are scrolling through the items you can then easily change the stock by pressing the Eze The following window will pop up showing you the item and provide you with a Stock Qty field to allow you to change the quantity of stock on hand Code Description Retail Stk Level a 8 8 a z 5 ITEM DATA MAINTENANCE 58 F A S T STOCK CONTROL Programmable Scanner Stock Update The three following options are available for this type of update Stock Take This update replaces the current stock quantity from the downloaded quantity Stock Out This update subtracts the downloaded quantity from the current stock quantity Stock In This update adds the downloaded quantity to the current stock quantity With all these options an exception report see example below is produced that helps you to trace problem areas in terms of compatibility of items stored on the scanner and those set up in F A S T A backup of the download from the scanner is generated F A S T protects against running the same download twice For example on a stock out or stock in update you do not want to run the same download twice as this would generate incorrect stock levels
131. rror The MicroKernel failed to initialize The MicroKernel is shutting down Internal error The memory allocation is insufficient The Requester does not allow local access to the specified file SPX is not installed An incorrect version of SPX is installed There is no available SPX connection incompatible Btrieve requester resource DLL not loaded The Btrieve requester encountered an operating system error XLT Winsock Error XLT RPC Error No more database names are defined The database name is invalid Invalid buffer length The database name must be unique the specified database name already exists The database type is invalid The specified path for data dictionary or data file locations is invalid DBNAMES CFG could not be updated Cannot open DBNAMES CFG file The specified RI flag is invalid The database is in use The bound database cannot share table data files The bound database cannot share data dictionary files Cannot create DBNAMES CFG file Cannot create DDF files for the bound database Data dictionary files are not bound Data dictionary files are already bound Data dictionary files are bound but do not need to be bound Data file for a table is not bound Data file for a table is bound but does not need to be bound Database Errors HOW TO EXIT THE SYSTEM F A S T 2331 2332 2333 2334 2335 2336 2337 2338 2339 2340 2341 2342
132. s are also automatically printed when you run this process Debtors CUSTOMER STATEMENTS General V A T REPORT Below is a typical example of this report F A S T System PAGE 1 V A T Report For QUALITY PRODUCTS 2004 01 20 21 07 31 Report From 2004 01 01 To 2004 01 31 PURCHASES 3 Purchases processed Total value 3 591 33 Non Registered V A T Suppliers 0 00 Registered V A T Suppliers 3 591 33 1 Purchase Credit Note processed Total value 40 36 1 Purchase Payment processed Total V A T deductions 0 00 2 Purchase Payment Reversals processed Total V A T deduction reversals 0 00 SALES 4 Invoices processed Total value 11 113 63 2 Invoice Credit Notes processed Total value 550 00 3 Invoice Payments processed Total V A T deductions 0 00 1 Invoice Payment Reversal processed Total V A T deduction reversals 0 00 INPUT V A T 436 08 OUTPUT V A T 622415 NETT PAYABLE 186 07 163 MONTH END PROCESSING PROCESSING REPORTS MENU F A S T GENERAL REPORTS WORKSTATION SUMMARY Spot Checking This report has the following options It can be used to do a spot check on any workstation or till point at any time during the day Process RT orkstat ions WORKSTATION SUMMARY PER WORKSTATION Gross Takings Purchases Sales Cash Up Summary Float Opening Balance Payment Method Totals Refunds Float Closing Balance This report helps you to reconcile a workstation or till point It shows yo
133. s been set up as F A S T gives you the facility of searching alphanumerically by name Fields of important consideration Initials If left blank it will be defaulted to two asterisks y Customer Type You can set up different branches for the same organisation as customers within F A S T In order for goods to then be transferred from one branch to another they can be invoiced at cost if you set this indicator to Cost Customer When items are selected for invoicing to that customer the cost price of an item is defaulted Telephone FAX If you are using F A S T s automatic faxing of statements to clients then ensure that all special characters are omitted from the fax number being used See the Account s Department Details FAX Number as an example email If you are using F A S T s automatic emailing of statements to clients then ensure that the email address being used is a valid one Pricing Structure This indicator will set default price of an item for the client according to the item pricing structure V A T registration No F A S T checks for duplicates on this field to prevent duplication If duplicates are found then the following message is displayed CUSTOMER DATA MAINTENANCE 96 F A S T DEBTORS MENU Credit Limit F A S T s real time credit limit checking ensures that the amount specified here will not be exceeded by any sale transaction
134. see who is logged into F A S T and specifically what module they are in The following is an example of a typical screen you would see This screen gives you an on line real time view So as users are logging in and out of F A S T and as they are going in and coming out of modules you will see the Module Status changing showing you this A typical use for this module would be that you are ready to proceed with END OF DAY PROCESSING yet F A S T continues displaying a message of the following example There Are 2 Users STILL LOGGED IN 171 SYSTEM DEFAULTS UTILITIES F A S T PRINTER DATA SETUP PRINTER DEFINITIONS F A S T sets up the following default dot matrix type printers on Installation as these contain the most commonly used configuration parameters in regards to character printing properties and till drawer kick functionality used by F A S T I B M PROPRINTER COMPATIBLE OKI MICROLINE 184 TURBO EPSON LX 300 EPSON TMU210 40 COLUMN WITH DRAWER INTERFACE Certain printers however have different control sequences to others in respect of character printing properties In order to set up additional printers to the default ones set up on installation you can use this module to accomplish this within F A S T All you have to do is allocate a code and a description to the new printer EDGE SM F H S 7T PRINTER DEFINITION DATH MAINTENANCE 46421 b DB 4 Printer Description Esc field back Flu menu EEE PR
135. ss Levels 35 Number Of Concurrent Users 36 LOOKUP ENQUIRY STANDARDS 37 PRINTING STANDARDS 38 Using Windows Laser Ink Jet Printers 38 Dot Matrix Printers 39 ACCESSING THE SYSTEM 40 LOGGING INTO WINDOWS 40 LOGO AND CONTACT INFORMATION 41 USER LOGIN 42 ACCESSING MODULES 43 REFERENCE CODES 44 Introduction 44 PAYMENT METHOD DATA MAINTENANCE 45 SALES REP DATA MAINTENANCE 46 ITEM PRICE LINK MAINTENANCE 47 MAINTAIN LINK DESCRIPTIONS 47 MAINTAIN LINK RATES 48 REFERENCE CODES REPORTS 49 PAYMENT METHOD DATA LISTING 49 SALES REP DATA LISTING 49 STOCK CONTROL 50 Introduction 50 ITEM PRODUCT GROUP MAINTENANCE 51 ITEM GROUP DEFINITION MAINTENANCE 52 Table Of Contents ITEM DATA MAINTENANCE 53 MAINTAIN ITEM DESCRIPTIONS 53 Item Pricing Discount Structures 55 Item Searching 55 Item Statistical Information 57 ITEM STOCK UPDATE 58 Manual Stock Update 58 Programmable Scanner Stock Update 59 ITEM INGREDIENTS RAW MATERIALS 60 ADDITIONAL COSTS DATA MAINTENANCE 61 PACKAGE DATA MAINTENANCE 62 MAINTAIN PACKAGE DESCRIPTIONS 62 PACKAGE STOCK UPDATE 63 STOCK CONTROL REPORTS 64 ITEM DATA STOCK LISTING 64 Normal Item Listing 64 Price List 64 Reorder Listing 65 Stock Take Listing 65 Print Labels 65 Export To Website 66 Item Make Up 66 ITEM STOCK VALUE REPORT 66 ADDITIONAL COSTS DATA LISTING 67 PACKAGE DATA LISTING 67 8
136. stem in a more meaningful way This will also help you to get your way around the system navigating through the menus to the modules you wish to access in order to perform certain functions within the system Take some time to fully understand this section of standards as it will benefit you in the following sections SCREEN STANDARDS SYSTEM DATE COMMAND LINE SMALL HELP MODULE HEADER LICENSE NUMBER DATA INPUT AREA ERROR MESSAGE LINE System Date The system is machine or BIOS date independent which means that it carries its own system date The user maintains this date This allows for flexibility in terms of backlog situations Even if the physical date has changed the system can still operate on a previous date enabling the user to catch up on backlog before running an End Of Day or Month End Process to actually change the system operating date Screen Standards 24 F A S T SYSTEM STANDARDS 25 Module Header This shows the description of the module you have accessed Command Line Small Help This line is provided to help guide you and acts as a small help If at any time during input you are not quite sure of what function keys are available or what data the system is expecting you to input keep a close eye on this line and you will be guided as to what you should do next The following is an example of what you are likely to see on this line when maintaining item information from the STOCK CONTROL ITEM
137. system will perform the necessary updates to Get Everything In Order CANCEL Providing it has not been CANCELLED Once Cancelled a credit note can then only ever be VIEWED or PRINTED and will be printed in bold with Canceled onit VIEW All information on a credit note By pressing the J key a total summary as the following will appear PRINT All information on a credit note 125 CREDIT NOTES REFUNDS DEBTORS MENU F A S T DEBTORS PAYMENTS DEBTORS PAYMENT MAINTENANCE This is the module where payments from customers are captured Multiple payment methods per transaction are available here as well PHYMENT INFORM HNL 44421 76 DB ave FS del Fr sort Esc back F10 menu Invoice Balance Paid Hmount Payment Date This date is defaulted from the system date Payment Type The following options are available and if Early Settlement is selected F A S T will automatically calculate the Sett Disc Tot 5 Payment Amount Gets calculated by the payment details captured CHEGUE Fi NETS Total Payment CREDIT NOTES REFUNDS 126 F A S T DEBTORS MENU F A S T provides you with the facility to either do the following type of selections when capturing a payment from customers in order to offset invoices and customer balances If you select Automatic default then the oldest inv
138. t accept this character For a numeric code field for example Sales Rep Code This is a 3 digit numeric input field If the value you need to input is O27 you do not need to input leading zeros as the system will automatically do that for you So all you need to type in is 27 Once input the system will display the following 027 and hence the leading zeros are inserted automatically Amount Fields An amount field can have the following format within the system Negative Monetary Value with decimal place Valid characters are 0 9 decimal and the minus sign e g 7865 93 Once input the system will depending on the type of field being captured automatically format and display the input data in one of the following ways Using the above example the following will be displayed 7 865 93 for a monetary value 47 5 for a markup percentage Date Fields All dates are represented in the following format within the system 31 Data Standards SYSTEM STANDARDS F A S T lee yy mm dd gt Century gt Year gt Month dd gt Day The hyphen need not be input as the system will automatically move the cursor over them as it needs to This format ensures that the system is century compliant Automatic checking in terms of the following is performed Leap Year Number of valid days in the month Validation on month entered If any date error is encountered the system will display an
139. t be more than what was originally purchased and the total amount for the item cannot exceed the total purchase amount for that item The amount and discount percentage that is defaulted for the item is what was captured on the purchase These can be changed though A confirmation printout is generated once this information is saved It is advisable to staple this document to the original credit note and file it in the supplier s file as proof of capture for querying later DEBIT NOTES GOODS RETURNED 80 F A S T CREDITORS MENU If the purchase was paid F A S T will display the following window If the supplier has credited your account instead of handing you a physical payment it would be necessary to capture a payment against the supplier for the amount specified in the window following this module OULD HAVE RECEIVED If you call up an existing Debit Note you then have the ability to x CHANGE CANCEL VIEW Providing it has not been CANCELLED You can change anything on a debit note even the purchase number and the system will perform the necessary updates to Get Everything In Order Providing it has not been CANCELLED Once Cancelled a debit note can then only ever be VIEWED or PRINTED and will be printed in bold with Cancelled onit All information on a debit note By pressing the zT key a total summary as the following will appear PRINT 8
140. tch to KEUPER mode and allow you to change the description of the Item Group Description Otherwise F A S T will give you the option to PAZEI the selected Item Group This is helpful to correct any capturing errors ITEM DATA MAINTENANCE 52 F A S T STOCK CONTROL ITEM DATA MAINTENANCE MAINTAIN ITEM DESCRIPTIONS Item Group Code BISCUITS Item Code Item Group D pte Item ML BAKERS EET SUM HMOR Lil Bar Scan Code 6001056201001 List on Web Site Ves Bin Looat on Al Price Cink Code Number Per Sale Unit I 1 6 Item Type i Product Cost Price 3 7908 3 4280 at rkUp Z 480 08 Auto ati Retail Price aTa percentage V A T pits Minimum Reorder Qty r Quantity In Stock 7 This is the module where items are defined and all details relative to an item are maintained Before entering the Item Code the Item Group Code must be entered Notice that the Product Group Code makes up the first two characters of the Item Group Code If you enter n Item Group Code and Item Code combination that does not exist F A S T will automatically switch to ES mode If the Item Group Code and Item Code combination does exist then if F A S T finds any cross references to this item it will will automatically switch to AAM mode and allow you to change the description and all other details of the item Otherwise F A S T will give you the option to either ESSEN or EI the selected Item This
141. ted system administrator as to why you are having difficulty on accessing the network For example the network cable from your machine to the file server could be faulty or your User Name or Password was entered incorrectly After having successfully logged into Windows on your Windows Desktop you should see the following icon Either Double Click LEFT Button on your mouse on this icon Or Single Click LEFT Button on Your mouse and then hit the Enter lt key on your keyboard on this icon F A S T Printing Standards 40 F A S T ACCESSING THE SYSTEM LOGO AND CONTACT INFORMATION Contact 8011 614 4845 Fax 811 624 6831 for support inancial Accounting Software 3S any key PPM This is the first screen you will see It is the entry point into F A S T It contains the logo and contact information top for F A S T There is a 5 second delay here To continue without having to wait for the pause just press any key on the keyboard 41 Logging into Windows SYSTEM STANDARDS USER LOGIN 2b64 b1 H1 F A S T F H S 7 USER LOGIN 46421 b DB 4 access I D EsovFli exit To proceed to F A S T s main menu a security screen must be completed If you do not have a valid Access D contact your designated system administrator Without having completed these details further access to the system will not be allowed On completing the login screen details successfully a welcome message w
142. u what and how much each workstation or till point should have in it This is exceptionally useful if you have a physical cash drawer on each workstation WORKSTATION SUMMARY FOR ALL WORKSTATIONS Gross Takings Purchases Sales Cash Up Summary Float Opening Balance Payment Method Totals Refunds Float Closing Balance This report helps you to reconcile all workstations It shows you what and how much all workstation or till points collectively should have This is exceptionally useful when you are doing your bank deposit as it shows you a breakdown per payment method to help you to fill in the deposit slip GENERAL REPORTS 164 F A S T PROCESSING REPORTS MENU DAILY AUDIT TRAIL This module has a multi report function The following reports are generated Creditors The following reports list transactions by user and total per user CASH PURCHASE MAINTENANCE REPORT ACCOUNT PURCHASE MAINTENANCE REPORT PURCHASE PAYMENT MAINTENANCE REPORT PURCHASE PAYMENT REVERSAL REPORT Debtors The following reports list transactions by user and total per user CASH SALE INVOICE MAINTENANCE REPORT ACCOUNT SALE INVOICE MAINTENANCE REPORT SALE PAYMENT MAINTENANCE REPORT SALE PAYMENT REVERSAL REPORT POINT OF SALE CASH SALE INVOICE MAINTENANCE REPORT This report show only user totals POINT OF SALE ACCOUNT SALE INVOICE MAINTENANCE REPORT This report show only user totals POINT OF SALE PAYMENT MAINTENANCE REPORT POINT OF SAL
143. you a bit of an understanding in terms of what they do Certain confidential information such as amounts and dates are encrypted which enable the data to be secure and efficient in terms of size The system is developed for a multi user network platform whether LAN Local Area Network WAN Wide Area Network or both concurrently and allows 300 users to be logged in simultaneously with full record locking and user module monitoring 10 F A S T SYSTEM OVERVIEW SYSTEM MAIN FUNCTIONALITY Stock Control E More control in terms of identifying items and relative pricing where entrusted staff are given responsibility to run the operation from time to time Value of Stock on hand Stock Levels Minimum reorder Levels E Do know that the stock I m supposed to have on the shelf is really there Monitoring of Purchases E Daily Weekly Monthly Purchases E Who do owe and How much CREDITORS Monitoring of Sales E Daily Weekly Monthly Turnover E Who owes me and How much DEBTORS Profitability E What is my gross profit and are my margins enough to cover running costs E Which products generate the most profit E Which are the fastest moving products E What times of the year are best to stock certain products Monitoring and Reporting Of V A T E V A T report is automatically generated at month end Easier and More Efficient Administration of Accounts E Debtors Listings are clear and contain sufficie

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