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Installation Guide - Laboratory Systems Group

1. Material Usage Fom View Figure 4 Printing Invoices There is only one way to correctly print invoices You must exit the case screen click on Reports Menu and then click on Invoices Figure 5 Finally click on the Print button After printing the invoices it is im portant to answer YES to the ques tion Did all invoices print cor rectly If you don t the cases will not register as invoiced Lab Manager Sample2 Report Menu Billing Reports Statements Current Sales Report Products Fee Schedule Cash Receipts Journal Payment Search Material Sales Material Price List Material Price Detail Taxes Paid Material Used Remakes Flightags Report Invoice Register Form View SS wis A Figure 5 Invoice Register The invoice register Figure 5 is usually printed on a daily and monthly basis The daily report shows all of the invoices for that day and the month to date report shows in report format all of the invoices for the month If you simply click on the Print or Preview button the computer will print the default month to date re port This report should be printed at the end of the month just before printing statements Cash Receipts Journal The Cash Receipts Journal Figure 5 shows all of the payments cred its discounts and adjustments for the month or for a given day This report should be printed at the end of the month jus
2. 534 25 samount 2 722 16 765 0005 9705 0015 9705 0020 Iber 9705 0035 Muller Sule 0 9705 0072 Sheldon Terry 52597 91050102 Pfaff Gordon Nixon Richard 2PC 2PF 2PB 3PB Style 2 amp 3 Part Blue amp Burgundy Form 6 1 2 x 7 used with a Dot Matrix Printer Your Company Name Your city state zip Ovar 60 days sido Order 800 677 1120 Statement P Page 1 Billing Date 06 31 1997 Ovar 90 gaye 0100 c Please Pay this amount 2 722 16 ooooooooo0s90 ME CIMCEAIOUNNONL There are six different ways you can receive answers to your questions 1 On screen hints These hints appear in Lab Manager in several places on the screen as you use the program 2 On line manual This electronic version of our user manual can be accessed most anywhere in Lab Manager by clicking on HELP at the top of the screen 3 Printed manual A complete printable version of the manual comes on each Lab Manager CD Copy this to your computer and when opened the file is able to be searched and printed 4 Fax Brief questions about Lab Manager can be faxed to us at 602 279 3633 Your fax will be answered typically the same day but could take up to 24 hours 5 Email Brief questions about Lab Manager can be emailed to us at support labsysgrp com 6 Telephone If you have tried all of the above and still need help or you simply need someone to walk you through a p
3. 6 1 2 x 7 used with a Dot Matrix Printer Sub Total 186 20 Discount Total Tax Total OOOOO OOOOOOOOO OOOOOOOOOOO Page 27 ALEME Your Company Name Your address Your city state zip Your Company Name Your address Your city state zip Date Casel Type Patient Reference Over 30 days Over 60 days Over 90 cays LSR QC Style 1 Part Blue Form 8 1 2 x 11 Vertical Pef 7 used with Laser Inkjet and Bubblet LSR Style 1 Part Blue Form Statement sree Your Company Name A Your address orizontal Perf Your c used with Laser Page 1 Inkjet and Bubblet Billing Date 06 31 1997 Pag j St t t g Billing Your Company Name ateme Your address Your city state zip Page Your q Billing Date 06 31 1997 Your al Your cl Your Company Name Your address Creates Charges Your city state zip Date Case Type Patient Reference Credits Charges 5 09 97 Mueller 322 47 5 09 97 888 Thank You 24 95 5 11 97 123 Thank You 123 45 5 11 97 Discount 112 Thank You 100 00 5 15 97 Credit Casd Mueller Mandi Thank You 50 00 5 16 97 Payment 1111 Thank You 534 25 5 19 97 9705 0005 Mueller Mandi 421 09 5 20 97 9705 0015 Franzmier Jerry 140 09 5 21 97 9705 0020 Guerrero Albert 273 89 5 22 97 9705 0035 Mueller Sullie 443 34 5 23 97 9705 0072 Sheldon Terry 232 61 5 25 97 Pfaff Gordon 234 47 5 28 97 Nixon Richard sistent pae ime 2 722 16 Over 30 days Over
4. Set As Default This printer will remain the default printer until you change it again Page 25 WOLVES Dr s Date 4 28 99 Monday Case Number 9704 0 Account 1 Dr John Smith Dr s Date 1997 1234 N Anywhere Received 4 15 1997 Oa ee aa f Ship fate 04 28 1997 LSR Style 1 Part Blue Form 8 1 2 x 11 Horizontal Perf used with Laser Inkjet and Bubble jet Patient Mueller Schedule Tooth s 1 Qty Product Description 1 Porcelain Gold 7 Dr Preferences Use doctors gold Use thin margins Notes Dr s Date Monday Account 1 Dr John Smith 1234 N Anywhere Phoenix AZ 85016 602 555 1234 Dr s Date Received Qty Product Description 1 Porcelain Gold Dr Preferences Use doctors gold 4 28 99 Case Number 9704 0029 Ship by date 04 28 1997 Patient Mueller Schedule Tooth s 04 28 1997 04 15 1997 BES Date Received 1 7 Use thin margins Dr s Dale 4 28 99 Monday LSR QC Style 1 Part Blue For 8 1 2 x 11 New Vertical Perf used with Laser Inkjet and Bubble jet Overall Fit Individual Fit Account 1 Case Number 9704 0029 Dr John Smith Dr s Date 04 28 1997 Received 04 15 1997 AZSA N Anywhere Ship by date 04 28 1997 Phoenix AZ 85016 602 555 1234 Patient Mueller Q
5. into vandalized or robbed The end result is the loss of important data The first question is Do you have a backup of your data am con stantly amazed at how often people trust their business to a machine without ever taking steps to protect that data from a disaster or spend a few extra dollars to make it all work efficiently often wonder if these people would drive a car without in surance Discussing these issues with a client a few days ago suggested that he update his computer to a newer ver sion of Windows knew that some of the problems he was having could be related to the old version of Win dows he was using was surprised by his response He said You mean have to spend another 200 The point am trying to make is What is 200 when compared to what the computer means to your business In my business an in vestment of 200 or 2 000 or even 20 000 would be worth it because of what it means to me in the long run This leads me to the following sug gestions Backup Your Data Backup your data In our office we store all of our data on a computer referred to as the server It is called the server because all of the com puters in the office store their data on it You might say it serves the data to all of the other computers The server has two hard drives in it one is set up to mirror the other What is saved on one hard drive is also saved on the other hard drive a
6. to the question Did all statements print OK If you answer No then none of the cases are marked statemented Cases that are not marked statemented will not get processed during End of Month processing and that will cause your account balances to be wrong Therefore if you are in doubt and you have printed statements for all accounts and you have not yet closed the month proceed to the statement menu Figure 2 and click on the Preview button When the first statement is visible in the preview window press the ESC key to exit and then answer the question Did all en print OK by clicking Yes T Exclude accounts with a balance less thar 50 01 Print Preview Exit Selected Form Statement Form LSR Figure 2 archives the cases that have been statemented and prepares Lab Manager for the next month This function MUST be performed after printing statements at the end of the month before you start the next month Step 7 Closing the month At the End Of Month Processing screen Figure 3 select the month you are closing using the drop down list box labeled Month to Close and then click on the Start Processing button Lab Manager will keep you informed of what it is doing in the status window above the Month to Close field When the status window tells you that the process is complete click on the Exit button and you are finished closing the month That s all there is to it If a probl
7. 60 days Over 90 days 0 00 0 00 0 00 Previous balance 218 60 Service charge 50 00 Current charges 3 336 21 Total charges 3 554 81 Payments 9832 65 Your Company Name Your address Your city state zip Page 1 Billing Date 06 31 1997 Your Company Name Your address Your city state zip Date Caset Type Patient Reference 0240007 Mueller Adjusiment 4888 Thank You Credit 23 Thank You 112 Thank You Moeller Mandi Thank You 1 Thank You Mueller Mandi Frame DBL Style __ 1 Part Blank Form 8 1 2 x 11 Horizontal Perf used with Laser Inkjet and Bubblet Page 28 Statement Your Company Name Your address Your city state zip Your Company Name Your address Your city state zip reins Charges Date Casetrtype Patient Referenco 9602 0007 Mueller Page 1 Billing Date 06 31 1997 Please Pay this amount 2 722 16 Your Company Name 2495 Adjustment 888 Your address 123 45 In 100 00 2 Your city state zip ie Mueller Mani 25 mt Mueller Mandi Franzmier Jerry Guerero Albert Your address ie Sheldon Tery Pfaff Gordon Nixon Richard OOOOOOOOOI Dee CawirType Patient Reference creais charges Kra 9602 0007 Mueller 322 47 Ae Adjusment 888 Thank You 2495 Tae 7 Credit 123 ThankYou 12845 ey Se scout 112 Thank You 100 00 tCasd Mueller Mandi Than You 50 00 Payme III Thank You
8. E Laboratory Systems Group Inc m E x Lah Manager Installation and Set up Guide IIE Page Demonstration Mode introduction 0 4 Lab Manager Features scccscccoscsectsecessipecteseetderesctncees 5 B r COGIC Acree eearri E inte thoes 9 Touch Monitors cccccccseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaes 11 Installation c cece cecccccceceeeeeeeeeeeeeeeeaeeeeeeeeees 12 Setup getting started 14 Selecting demonstration mode 0cceeeees 14 Starting Lab Manager 14 Using the Setup Wizard 15 Defining your company name eeeeeeeeeees 16 Defining departments eseeeeeeeeeeeeeeeeneees 17 Defining doctor accounts cceeeeeeeeeeeteees 18 Defining products 18 Defining materials 19 Qvervieeee 20 Main Program Menu 20 Case Entry amp Update screen eeee 21 Report Menu screen cccceeeeeeeeeeeeeeeeeeeeeees 22 Maintenance Menu screen ccce 23 Backing Up your dala cinii anne aeons 24 Setting up a dot matrix printer cee 24 Sample Work Ticket forms 26 Sample Invoice fOrms seeeeeeeeeeeeeeeeseeeeeeees 27 Sample Statement forms eeeeeeeeeeeeeeeeeeeees 28 Technical Support Plans eeeeeee 29 Quick Start A guide to Invoicing ccee 30 Payments errepi ipiis epii 32 End of Month Processing cc
9. best in everything we do We will create value for our customers by providing a highly professional loyal and responsive team of employees to meet the needs of our customers today and into the future ec Page 46 Lab Manager Money Back Guarantee Each first time purchase of Lab Manager software comes with a 90 day money back guarantee The following conditions apply or must be met in order for the purchaser to be eligible for a refund 1 Upon receipt of your Lab Manager purchase you must promptly complete and return the Sales and Warranty Agreement as instructed 2 Your Lab Manager software must be installed and placed in use promptly after receiving it If you do not intend to install it immediately you need to contact Laboratory Systems Group Inc and notify us of your intent to delay using the software until a future date Laboratory Systems Group Inc must then be notified on the date that the program is installed and put into use 3 Each first time purchase of Lab Manager software comes with an initial amount of phone support This does not include upgrades or updates You must make the effort to contact the technical support group at Laboratory Systems Group as you have questions or problems in using the software If you have no questions or problems then no contact is necessary 4 You must use Lab Manager appropriately in your daily business operations for a continuous 90 day period Our experience clea
10. but would rather do it later without the help of the Set Up Wizard you may force the Set Up Wizard into thinking it is done by placing a check in each of the completed boxes by clicking on them Click on the Exit button after completing all 5 steps Lab Manager Set Up Wizard To set up your Lab Manager for the first time begin by clicking on the button to the right of STEP 1 The Set up Wizard will take you to the appropriate screen to define that information After you have completed step 1 proceed to the next step until all steps have been completed If you are importing data from Lab Manager for Dos select the Import button and follow the instructions Import Starter Database Exit Completed Page 15 Step 1 at the Set Up Wizard Define your own company name and address Use this screen to define the name of your laboratory the address and phone number The items or fields in blue are the most important items and must be defined The fields in black are optional and can be skipped for now Lab Manager Sample2 Company Information ol x NOTE If the File Locate Menu UnMark Quick Sort Security Pick ups Help program is in Company amp System Information demonstration Company Interface mode Lab Man H Company Name USA e ager will not Company Address are Company Address Goes Here wv Your Lo 0 Here Company City State Zip Jour City State and ZIP Goes Here allow you to A stor
11. like a popular cassette tape stores music This storage media is very popular and dependable but not perfect While hard drives will work flawlessly for many many years and most peo ple will never have a problem with one a wise computer user will make backups of the data on a regular basis just for insurance If you backup the hard drive as part of your daily procedure a hard drive crash or loss of data simply becomes a minor inconvenience To select the size of a hard drive one should be very liberal When it comes to hard drive space you never seem to have enough Desk top publishing programs and pro grams that uses a lot of graphics can consume millions of bytes of hard drive space If you will be doing newsletters brochures advertising copy etc consider starting with a hard drive with at least 10 gigabytes or larger Page 41 Floppy Zip and Jazz drives Floppy diskettes are in a way port able versions of the hard drive and come in two physical sizes 5 25 inch and 3 5 inch Each of these sizes come in two data storage densities The 5 25 inch size will typically store 360 000 or 1 200 00 characters The 3 5 inch size will store up to 720 000 or 1 440 000 characters each One is referred to as standard and the other high density There is little difference in appearance between the standard and High Density disk ettes but there is a difference The mechanical device located in the computer that
12. portion of the screen When the monitor is touched with a finger special circuitry inside the monitor calculates the ex act position your finger touched the screen and then passes that informa tion on to a special driver in the com puter which in turn converts the in formation into equivalent mouse ac tions This means that when you touch a picture of a button on the screen the computer acts as if you just clicked on the button with a mouse For inexperienced computer users a touch monitor is easier to use than a mouse because it does not require as much hand eye coordination simply point and touch Although touch monitors can be used with most all software they are eas ier to use with programs designed with large buttons to accommodate big fingers Lab Manager s use of large buttons throughout the program lends itself very nicely to touch moni tor use Further more Lab Manager has specially designed screens for the shipping department and techni cian production areas that make them ideal for touch screen use Using a touch monitor in these loca tions makes a lot of sense because there is no need for a mouse or key board to get in the way Dust and other contaminants won t affect a touch monitor like they do to a mouse or keyboard and they require less training Simply set up a computer with a touch monitor in that depart ment or area of the lab connect the computer to your main computer with the appropr
13. select a date using the handy calendar button next to each date field to select the date 7 To add products to the case click on the Products tab Lab Manager Sample2 Case Entiy Open Case 0007 0013 invoice date Account 1 E Smith ors 1234 N 10th St 602 555 1234 Phoenix Az 85018 Ginco i Patient Mueller Tom Shade kii Received 07 20 2000 f Start 07 20 2000 ES Finish 08 01 2000 if Dr s date 07 20 2000 ji Case code Delivered fiz Ship by date FEl Pani Articulator Ship by time Pick up Date E PO Archived 7 Work ticket tiesrd 7 tv Labetf Sen Lobel News Mark 365 90 Over Due MOUNT ON LARGE ART OLY GOLD Schedule Thi is the case number computer generated NUM Entering Products 1 Add products by clicking on the List Box in the Product ID or Description column 2 Select product from List Box 3 Press ENTER to get to the Qty col umn Enter the desired quantity if not one 4 Move cursor to the next line down if you want to enter another product al Lab Manager Sample Data Case Entry BEE E Fe Locate Menu UnMark QuickSot Security Help l x Exit Main Products Materials Tooth s Table Total Price List Dept Remake Sch Tooth Wz 1 No 0 D Description 3 3 4 GOLD CROWN 1 SET 2 1 so 0 No o KI KIGE CEE GC Enter products for this case C ies T NON Figure 2 Entering Materials 1 Materials
14. you define the things that you inventory such as gold teeth and attachments Fill in the blue fields and click on the Add New button to add another material After defining all your materials click on the EXIT button to return to the Set Up Wizard Answer Yes to the question Was this portion completed successfully Lab Manager Sample2 Material Information of x File Locate Menu UnMark Quick Sort Security Pick ups Help Mte als J _ Aroen z7 Siom Form Description JARGEN 77 Updated 08 08 2000 Mark Code jArgen YTD sold 41 26 Units Grains bd YTD cost 0 00 Cost 0 42 per GR Safety Info In stock 12 GR User Definable Markup 18 00 Define Seling Price Discountable Dept Denture g Depts Taxable M Vendor DTS z Vendors Invisible T Re order at 480 GR Hazardous M Re order qty 480 GR Material Photo Use this screen to define your billable materials such as gold teeth and attachments oe Record 14 lt 1 gt oul of 55 Material ID number created by computer Lab Manager Sample2 Product Information E File Locate Menu UnMatk Quick Sort Security Pick ups Help Products Page 1 Description Price Lists Code Price 76 71 Prices Class Price 2 76 71 Price 3 Dept Denture H Prices 76 71 Price 9 Relative 0 Dents Prices 97677 Price 10 Definable pF Price 76 71 Price l1 Include on printed price list p7 Pri
15. Figure 1 This will then show the payment window as shown in Figure 2 Step 4 Begin by typing in the amount of the payment credit dis count or adjustment in the amount column If other payments already exist use the mouse or down arrow key to move to the first unused pay ment line and enter the amount then press ENTER to move to the Ref field This field can be left blank but is usually used to define the check number Step 5 Press the ENTER to key again to move to the Date field The Date field will default to today s date but can be changed to any date Step 6 Finally move to the Type column and select the type of the entry Payment types include Ad justment Credit Discount Payment the default Refunded Tax and Credit Card Repeat these steps until all pay ments are entered Payments 100 00 Amount Reff Date 123 45 1111 04 16 1998 lame Dr John Smith ine 1 1234 N 10th St faz Dia Code SIC rate Start SIC after Phone 602 555 1234 Price List i 6 00 13 352 54 6 142 10 70 00 i Sep ahr Figure 1 04 16 1998 Credi Discount mi for 7 0 delete an entry from above click on the box to the far left of the entry to be This will cause the entire line to become highlighted in black Next press ELETE key on the keyboard and then click on YES to verif
16. SE ENTRY The heart of the sys tem each case is entered into the computer as it is received in the lab The computer assigns a number to each case automatically Case entry is as easy as filling in the blanks on the screen With very little practice cases can be entered and scheduled in seconds Locating a case in the computer is easy A case can be located by searching for any one of several items including the doctor number or patient s name AUTOMATIC SCHEDULING Scheduling Module A case is scheduled using the production steps defined for each product defined by the user The USER pre defines the maximum number of units per day the laboratory can complete The user also pre defines the non working days such as Saturdays Sundays and holidays Any case can be manually scheduled at any time DOCTOR INFORMATION Lab Man ager keeps track of important ac count information such as name ad dress and phone number Other im portant data such as credit limit pay ment status discounts and special preferences can also be defined TECHNICIAN INFORMATION Schedule Module Lab Manager keeps track of the technician s name address phone number social secu rity number month to date produc tion year to date production and hours worked PRODUCT INFORMATION This is information on each product that the lab sells Information such as the product description code retail price for each of the 12 price lists pro
17. TRONIC MANUAL Built into Lab Manager is a comprehensive help system Click on the big HELP button next to the Exit Quit button at the Main Menu for the answers to many of your questions In addition to this feature a complete printable version of the Lab Manager manual comes on each Lab Manager CD The manual is in the DOCS di rectory of the CD and is in Microsoft Word 6 0 format and in Adobe Acro bat 4 0 format The manual can be printed searched and or read page by page If you have Microsoft Word or Adobe Acrobat you can simply load this document and print it like any other document You can also copy these files to your computer and when opened you can search for informa tion on your screen Lab Manager s helpful drop down lists offer assistance wherever an account product case technician material or a department number is required To assure accuracy the user need only click on the drop down list box beside the field and choose the desired item There is no need to memorize numerous account numbers CLINIC DOCTORS SUPPORT Lab Manager supports clinics and group doctor practices This allows a group of doctors to be treated as one entity yet at the same time allow separate sales summaries on the statement for each doctor Page 8 REMAKE REPORTING Remakes are reported as a function of sales and of production so you will know the value of the remakes and the number of unites SALES TAX REPORTING T
18. andard 6 Page 10 conductor phone cable of any length not to exceed a total of 2 000 feet The third connects to the back of the second and so on Up to 32 stations can be connected to one computer in this manner The multi station Bar code readers support two types of readers a hand held wand and a gun style laser scanner Pocket Sized Scanner Part No 28374 11 14 96 9 30am Bo O0 B w w wm O M w B The pocket size scanner looks much like a hand held calculator with a two line alpha numeric display and a keyboard and is typically used to scan technician production inventory control and or time card data collection To scan a Bar code simply press the large rectangular button on the keyboard and slide the pointed edge of the pocket scanner across the Bar code The Bar code information is displayed in plain English on the display of the scanner Hundreds of Bar codes can be scanned in this way each stored in the hand held device To transfer the data in the hand held scanner to the computer place the scanner into the down loader charger select the appropriate Lab Manager function and the information is sent to the computer updating the proper files JOCI WON The power of touch is yours when you use one of our touch monitors A touch monitor is a special computer monitor that looks like an ordinary monitor but has a touch sensitive ma terial applied to the glass
19. art Blue Form Inkjet and Bubble jet 8 1 2 x 11 Sub Total 186 20 With Perfs 1__Procelain Gold T 95 00 Porcelain Gold 91 20 Argen Y 80 Overall Fit Individual Fit Proximal Contacts Discount 4 used with Laser Erase R Total 186 20 0 00 Shade 12 48 Glaze Rx followed 98 68 in Tin tite Patient Total Inkjet and Bubble jet e Satisfied Invoice 12 compy nano Invoice Your address Your city state zip Page 1 Invoice Number 9706 0029 im voice Date 06 13 1997 i 3 199 Invoice Date 06 13 1997 J qo Patient name John Smith Your c z mpany Name our address i i Ship By Date 06 20 1997 Your city state zip Ship By Date 06 20 1997 Shade C2 Shade C2 Patient name John Smith Products Materials Tooth No Amount Qty Products Materials Procelain Gold 7 95 00 1 Procelain Gold 24 Argen Y 80 7 91 20 24 Argen Y 80 Invoice From Your Company Name Your address Your city state zip DBL Style 1 Part Blank Form 8 1 2 x 11 Horizontal Perf used with Laser Inkjet and Bubble jet Invoice Number 9706 0029 Invoice Dave 06 13 1997 To Your Company Name Your address Your city state zip ftal DISCoUnt Total Tax Qty Products Materials Tooth No 1 Procelain Gold 2 4 Argen Y 80 7 91 20 2PC 2PF 2PB 3PB Styles 2 amp 3 Part Blue amp Burgundy Forms
20. can be entered now or later when the case is finished by clicking on the Materials tab and selecting materials just as the products were selected 2 Tooth numbers can be defined by typing the tooth s into the tooth field Figures 2 amp 3 or by clicking on the Tooth s tab shown in Figure 1 3 Move the cursor to the next line if you want to enter another material 4 Click on the Main tab to return to the main case screen where you can review the case totals a8 Lab Manager Sample Data Case Entry H Ee Locate Menu UnMark QuickSot Security Help Main Products _ Materials Tooth s Table D Description Cost_ Total Deptit Tooth Numbers Taxed Discount E ARGEN 77 5 042 50 00 3 Yes Ed 1 00 000 No K areca Material Id EEE NUM Figure 1 Page 30 Figure 3 Printing Work Tickets To print a work ticket exit the Case Entry screen and return to the Main Menu then click on the Report Menu button Click on the Produc tion tab found in the Report menu Figure 4 and then on Work Tickets and finally on Print Report Menu l Fie Locate Menu UrMark Quick Sot Security Pick ups Help Case Related Production Reports O n Leese Repon Dady Dee Lat Department Analysis Material Re Order List Technicians Sales by Clinic Dr Sales by Account Code Work Ticket Delivery Report Production Steps YTD Account Production YTD Account Sales Yearly Sales Summary SE a
21. cccceeeeeeeeeeeeeeeeeee 33 Your Most Important Business Tool 0008 35 How to Select a Computer ccccccccecceeeeeeeeeees 40 COMPANY Profile srei me os pieni ieni iias 45 Mission Statement 46 Money Back Guarantee 47 DemonstrationMode Current Lab Manager users can skip to page 12 the following is for those wishing to see a demon stration of Lab Manager Thank you for your interest in Lab Manager the most popular manage ment software package in the dental laboratory industry today Enclosed you will find our information packet describing Lab Manager complete with current pricing a new working demo you can run on your computer and this small Installation and Set up Guide This Installation and Set up Guide will help you to install the program page 12 and aid in getting started Because this demo version comes with sample data you can skip the Set up section of the Installation and Set up Guide page 14 How ever you should read the Over view section page 20 and the Quick Start section page 30 These two sections will help you get the most out of Lab Manager Keep in mind that this demo will do everything but end of month process ing and it will not allow you to store your name address or logo Here are just a few reasons why Lab Manager and Laboratory Systems Group are the right combination for your dental laboratory Software designed to think like a lab owne
22. ces Price 2 Discountable p Taxable 7 Invisible Count jv Use this screen to define your products labor items such as your crowns and dentures m Ss es I Record 14 lt T gt on ra of 50 Form View Page 19 OVETIEN By now all of the Completed boxes in the Set Up Wizard should be checked which means that the set up process is done Click on the EXIT button to go to the Main Menu of Lab Manager It is from here that you will be able to access all of the different areas of Lab Manager The following is an overview of Lab Manager The Main Menu Lab Manager Sample2 Main Menu File Locate Menu UrMark Quick Sort Security Pick ups Help Your Company Name Goes Here Main Menu Mondey August 14 2000 Menu Selections Case Entry amp Update co Luburuiury Bt j ec Current Path CALMWin32 sample2 mdb Fom View Click on the Case Entry amp Update button to enter modify or search for cases or invoices Click on the Report Menu button to print a work ticket invoice statement or any of Lab Manager s many reports e Click on the Maintenance Menu button to add new accounts departments products and materials or to modify existing ones Click on the Utility Menu to perform one of several common utilities such as Export Lab Manager data to a spreadsheet word processor or other programs Use the button to change to a different company database i
23. colar Black Statement Order invoices E Fri color Black Invoice Messagett1 Sat color Black Invoice Message 2 Statement Message 1 Statement Messageft2 Page 16 The System tab is used to define where Microsoft Excel and Microsoft Word are stored on the hard drive so that Lab Manager can export data to them upon request If you don t have these programs don t worry just leave this screen empty This information can be entered or changed at any time later Click on the EXIT button to return to the Set Up Wizard Answer Yes to the question Was this portion completed successfully Lab Manager Sample2 Company Information File Locate Menu UnMark Quick Sort Security Pick ups Help Company amp System Information Company Interface System l Accounting System Name Directory and File name Spread Sheet Name Directory and File name Data Base Name Directory and File name Word Processor Name Directory and File name File Export Path CALMA In32 Form View NOTE This screen should be left as is Itis not necessary to define this infor mation for Lab Manager to ex port data Step 2 at the Set Up Wizard Define the departments in your laboratory Type in the name of one of your major departments such as Crown amp Bridge Denture or Orthodontic If you have more than one department Click on the Add New button to add another department Repeat until all of you
24. duc tion steps used to make this product and the department An unlimited number of departments can be de fined each with their own set of prod ucts A special user definable product code provides a means to summarize product usage for the more important products PRODUCTION STEP INFORMA TION Scheduling Module Produc tion steps are the individual steps used to produce a given product With each step Lab Manager stores the step description code production time in days step value for techni cian production and the maximum number of this step that can be done in one day in the lab MATERIAL INFORMATION Part of the inventory control system Lab Manager stores information on mate rials such as gold teeth and attach Page 5 ments The following information is maintained on each Material descrip tion code units pennyweight ounce each quantity in stock per cent mark up re order point re order quantity vendor quantity sold year to date cost sold year to date VENDOR INFORMATION Lab Man ager also keeps information on each of the lab s vendors Information such as name address phone number contact credit terms and special in structions are stored MARKETING INFORMATION Infor mation on potential accounts can be stored in this file for marketing pur poses Store their name address contact birthday seminars attended materials sent last contact date and follow up date Use this in
25. e date or the down arrow to decrease the date It can also be edited directly by double clicking on the date to display a calendar from which a date can be selected Click on OK to proceed to the Main Menu The Lab Manager database you are currently using does not contain an activation code If you are an existing Lab Manager user and have just created a new company database please contact LSG Inc to obtain an activation code for this database and follow the instructions given to you by our support department If you are using Lab Manager in a demonstration mode please choose the module you would like to be activated during this demonstration F i session lao Manae Lab Manager Lite z C Lab Manager Production Laboratory System 3 Dental laboratory manage C Lab Manager Scheduling Date according to the c Monday Augus Enter Lab Manager s date 08 14 2000 Double click on date to see calendar x Quit Copyright c 1984 2000 by Laboratory System Group Inc All rights reserved Lab Manager is a trademark of LSG Inc You may use the software and printed materials in the Lab Manager package under the terms of the Software License Agreement please read it In summary LSG grants you a paid up non transferable personal license to use this program on one work station You do not become the owner of the package nor do you have the right to copy or alter it in any way Page 14 Step 3 Usi
26. e matured with age just like the computers they operate in DOS 1 0 version 1 was introduced in 1981 Today DOS is built into the Windows operating system At the time of this writing Windows 2000 is the operating system of choice for home and small business Application Software Application software refers to pro grams that perform specific tasks and would include billing systems payroll word processors data base management systems etc The list of applications available for the com puter is almost endless Because of this a computer is rarely used in an office for only one purpose The computer is a very versatile in strument much like a pair of pliers It s uses are limited only by one s imagination One might buy a com puter to do the billing but eventually it will be used for many other tasks as well For this reason your com puter requirements should be ex pected to expand into other areas this is natural Buy your computer with this in mind Buy a computer capable of growing as your business does Make sure the computer has plenty of storage space for your cur rent needs plus room to meet your needs two years from now It s cheaper to buy a little more computer now than to have to replace it ina year or two COTA ial Laboratory Systems Group Inc LSG is an Arizona corporation specializ ing in dental laboratory software and related products Founded in the early 1980 s and dedicated to offering
27. e your own Phone Number i a ax Number TTT company name ena aagece and address or wssn logo This fea Vee ak or fixe faeh Eros t A f Marketing Mailing Labe 51x256 wy ea ure is activated Scheduing Labet 12x E once the pro nlc 7 Sounets g ram i S p ur Start Fiscal Year j Exclude S C Message On Statements chased or Flash Past Due Accounts Print QC Sheets Suppress Dr Name Automatic Backup Color Printing V Invoice Copies 41 Statement Copies 1 Show Address on Invoice M Print logo on invoice Show Address on Statement T Print logo on statement ke ka ke ka lm m ke m a Enter company name Click on the Interface tab to further customize Lab Manager Things like the style of the work ticket invoice and statement are selected here If you are using a color printer you can select colors for each day of the week to color code the work ticket This will help you to spot when a case is due out Company Information _ Of x a amp System Information Company Interface System NOTE Sam ples of the m a el IE Work Ticket Colors A seed d LSR7QC LSRZQC L LSRZQC T DBLSR 1PF72PC Sun color Black Cam DE TOUN Ingoa Tami lype El Mon color Black Tue color Black on pages 2 6 Statement Form Type Statement Form LSR 28 in this Work Ticket Type work Ticket LSR oon HE manual Work Ticket style Dr Date B The
28. em is found after the month is closed the only way to correct the problem is to restore a BACK UP of the data made just before closing the month This is why it is very important to backup your data each month before closing If something goes wrong during the month end closing the BACK UP is your only salvation A few words before we do End of Month EOM processing This process Page 34 End of Month Processing End of Month Processing End of Month processing MUST be performed at the end of the month This proceedure archives all of the Statemented cases and all of the payments It also ages the accounts updates the material inventory and updates historical data lease select the proper month to close d then click on Start Processing to egin End of Month Processing Follow these steps to close the month Step 1 Back up the Lab Manager data Print all month end reports such as Step 2 ne aged Tra Balance Cash Receipts Journal and the Invoice Register Print and check Statements for all Status window Step 3 accounts Month to Close el lonth to close Step 4 select monthto ci El Step 5 Click on Start Processing button Start Processing Step 6 click on Exit when finished Figure 3 Your Most importa TUSINSS VOD Starting off as little more than a fancy calculator the modern computer has evolved into the most important tool of the modern business In an al ready lar
29. et what you pay for applies to business as well Page 39 HOWIODELECIAICOMDUTER Hardware Guidelines Computer systems are typically made up of several components which might include the main CPU the computer itself a monitor key board printer related connecting cables and any number of optional accessories such as a mouse or modem Because needs vary from business to business so must the computer components vary to meet these demands For example some computers are faster than others and some computers will have more memory than others Some com puters are ideally suited for account ing but not for desk top publishing With all of the variations in computer systems the job of selecting a com puter system can be a confusing one In an effort to clarify all of this the following will describe each of these components and provide some rules to help you select the best computer system to meet your special needs The computer or CPU This is usually the box into which the monitor keyboard and printer are connected In this box is the com puters CPU the part that com putes the memory floppy drives hard drive power supply and the Page 40 electronic circuit boards to send the appropriate signals to the monitor and printer This is the heart of the computer system From 1981 to the present the CPU matured from the 8088 to the 80186 80286 80386 80486 and Pentium At the time of this writing
30. f you have more than one company set up Click on the Help button to see the on line help system Use the Exit Quit button to exit lab Manager when finished Page 20 Case Entry amp Update Logging in a case or creating an invoice is as easy as filling in information in the form shown below The blue fields are required and the black fields are optional Use the Products tab to add products to a case or invoice and use the Materials tab to add materials After you have defined all of the important information and the case is ready to be invoiced change the Case Status to Closed This means you are finished with the case To print an invoice Change the case Status to Closed o Click on the EXIT button to return back to the Main Menu Click on the Report Menu button Click on the Invoice Button then click on the Print button For more information on creating a case or invoice see page 30 Lab Manager Sample2 Case Entry Fie Locate Menu UnMak Quick Sort Security Pick ups Help of x Products Status Open 7 1234 N 10th St Phoenix Az 85016 Patient Mueller Tor Received 0720 2000 Ei Dr s date 07720 2000 fz Ship by date ITT Shipbytim Archived T Workticket Post card inv Labet Materials Case 0007 0013 Account J1 Smith z Drs 602 555 1234 Cinco O l e Tax Shade Start 07720 2000 E Case code Oo Pant Pick up Date E ch Labet Ne M
31. form and a dot matrix printer follow these steps in Windows 95 98 ME 2000 XP Page 24 Click on the Start button Click on Programs Click on the Lab Manager Group Then click on the Lab Manager Utility A window will appear showing three options Database Maintenance Format Backup Restore and Exit Click on the Format Backup Restore button Another window will appear showing four more options Format a Diskette Backup Data Restore Data and Exit Click on the Backup Data to backup your data to diskette or Zip drive The command next to button can be modified to backup your data to a different drive directory or to use a different backup program NOTE This applies to Dot Matrix printers only e Click on the Start button Click on Settings e Click on Printers If your dot matrix printer is not shown in the Printers windows then double click on the Add Printer icon and follow the steps in the Add Printer Wizard to select the dot matrix printer you are using When the Add Printer Wizard is finished a printer Icon will be added to the Printers window A second printer icon for your dot matrix printer is needed one for the small invoice forms and the other for the full size sheets of paper used for printing reports If you only have one printer icon repeat the above step to create another Change the name of one of the printer icons to Invoice Printer by clicking once on the icon wait f
32. formation to create mailing labels and market ing letters SALESPERSON INFORMATION Information on sales people can be kept in this file including name ad dress social security number area and commission rate WORK TICKETS Scheduling Mod ule A work ticket is printed for each case that is entered This work order accompanies the case through the laboratory and includes the following information e Doctor s name patient s name case number date entered date due The doctor s name and re lated information can be optionally suppressed if desired Page 6 e All products involved along with tooth numbers relating to each product and shade e Doctor s standing orders preferences e Each production step involved and the computed date of completion for each step Scheduling Mod ule CASE ENTRY REPORTS An almost unlimited number of case related re ports can be printed INVOICING When a case is finished case information such as materials used shipping charges misc charges and discounts can be added or updated The system can then print invoices calculating the sales tax where applicable automatically The invoices are designed to be mailed using our double windowed envelope or they can be used as a shipping label using one of our ship ping envelopes Several invoice forms to choose from including plain paper forms QUALITY CONTROL A custom de signed quality control sheet of the lab s own de
33. ge arsenal of business tools computers now rule the business community in such areas as account ing communications information management marketing productiv ity and record keeping Many busi nesses would not or could not exist today without the aid of a computer America would not lead the world in productivity without the computer Is it any wonder that a computer can make the difference between a suc cessful business and one that fails Accounting Tool Accounts receivable billing ac counts payable payroll general ledger tax computations and inven tory control are among the account ing related chores a computer per forms every day with speed and ac curacy not possible in any other way Businesses not using a computer for these functions may be limiting their potential forcing them to remain small as a Ma and Pa type busi ness While a computer should never re place a CPA or an accountant a computer can greatly reduce the costs relating to the day to day chores of accounting leaving consult ing and tax planning to the CPA or accountant In our business the of fice manager is able to perform all of the general accounting tasks reduc ing meetings with our CPA to only a few times a year saving time and money Communications Tool In the last few years the use of the computer to communicate has grown exponentially Email and instant messaging now play very important roles in day to day co
34. iate network stuff install Lab Manager on the computer and you are ready to go WT Check to see that you have Lab Manager CD IBM compatible computer Windows 98se or higher 50 Megabytes of free space on the hard drive At least 128 Meg RAM 500 MHz or higher processor ZIP drive for backups o o Installation in Windows 98 ME 2000 XP Insert the CD into the drive If the auto start function in your computer is ON the install program will begin after about 7 sec onds Follow the prompts to install If the auto start is OFF follow the install instructions shown below to install Manually Click on the START button Click on RUN Type D Net setup exe D represents the drive letter of your CD ROM Substitute the appropriate letter if necessary Click ENTER and follow the computer prompts Page 12 Close the set up program when it is complete and re boot your computer Ifthe computers in your office are linked together via a network repeat the installation on each of the workstations On each of the workstations Open Lab Manager and proceed to the Utility Menu Click on Change Company Edit Database Location Find Company Locate the drive of the computer that the data is located on double click double click on LMWin32 click on LMData mdb Starting Lab Manager The installation program adds Lab Manager to the Windows Start Menu with two icons in i
35. illing ap plications If you need to print on two part forms the dot matrix printer is your only choice Laser printers produce outstanding quality for both text and graphics They are the choice for marketing Page 43 word processing desk top publish ing and graphic applications Even though laser printers produce unsur passed quality output they can not be used with carbon or NCR type forms Most lasers can not print on continuous forms such as checks labels because they work like a copy machine and do not impact the pa per The ideal choice might include one of each a 24 pin dot matrix printer for printing continuous forms and a laser printer for everything else Color inkjet printers offer a low cost alternative to the laser and at the same time add color to your docu ments Because the inkjet printer is usually slower than a laser printer the laser printer is better for use in large billing and marketing applica tions while the inkjet printer is better for printing graphics color charts presentations etc in small quanti ties Disk Operating System or DOS The disk operation system is a col lection of programs responsible for creating changing displaying print ing copying moving and storing files It is the DOS that manages the hard and floppy drives seeing to the movement of all information within the computer Without it a computer would be greatly handicapped Page 44 DOS s hav
36. ing to constantly add new customers their client base will eventually shrink to nothing This is why marketing is such an important tool Marketing is simply an effort to reach people that are not currently using your products or services with an offer that might attract them and eventually become a regular cus tomer in the process Computer related marketing tools include word processing software for producing professional marketing letters mailing lists of potential cli ents to address those marketing let ters database management tools to keep track of mailing and phone con tacts and desktop publishing soft ware to help produce great looking sales brochures In additional to all of the above a website on the Inter net can expand your market to cover the world and help you reach new customers you would not otherwise reach learned a long time ago that if you market your products and services and bring in new clients on a regular basis you have the luxury of getting rid of those dead beat slow pay or no pay clients Send those high maintenance clients to your competi tor down the street You will be bet ter off for it Productivity Tool Who could argue that computers in crease productivity Computers al low us to perform the work of many Page 36 people For example our office just sent out its quarterly newsletter Just 10 years ago this would have been a huge task taking days to finish To day howeve
37. king it delivered or shipped preventing cases from falling through the cracks Time Card Data Collection Using a Bar code scanner Lab Manager can collect and report the time employees spend at work greatly reducing the time spent on that tedious process Hardware Required A 500 MHz computer with at least 128Meg of RAM Lab Manager bar coding software with appropriate drivers and bar coding device of choice Lab Manager supports several types Page 9 of bar coding devices LM 5 supports fewer including hand held wands laser scanners and portable pocket size scanners In the hand held wand category two major systems are supported single station and multi station Single Station Scanner Support by LM 6 only This Bar code reader is typically used with Lab Manager s shipping department module to scan shipped or delivered cases but can also be used as a single station technician production scanner and or time card scanner The single station reader is conveniently connected between the keyboard and the computer installation takes only about 30 seconds Multi station Scanner These scanners are used to track technician production and time card information but can not be used with our shipping department module or inventory control The first station in a multi station system connects to one of the computer s serial ports via a protocol adapter The second station connects to the first via a st
38. lightags Report Fom View a Figure 1 Statements Statements are printed at the end of the month and mailed to each account to summarize all of their activity for the current month Each statement will show the doctors beginning balance current charges payments past due amounts and current balance Follow these steps to print statements Verity that all invoices have Step 1 ory 2 AE Current Sieienerts been printed and Statements gt Statements Between Two Dates Statements Between Two Accounts updates the material inventory applies payments to the account balances ages the accounts computes service charges ayments have been entered properly Only cases with and Invoiced or Statemented status will appear on the statement T Include archived cases T Include accounts on hold I Include service charges I Exclude Previously Statemented Cases Print and verify month end reports such as MTD Invoice Register MTD Cash Receipts Journal and the Aged Trial Balance report Step 2 Step 3 Back up your data Step 4 Print and verify statements for all accounts Step 5 After statements have been printed correctly you will be asked Did the statements print OK to which you must answer Yes in order to proceed to end of month processing which must be performed each month month It is very important that ALL statements get mark statemented by answering Yes
39. mmunications In our business we communicate with customers all over the world via email every day Email is an integral part of our support and sales depart ments allowing our customers half way around the world to order prod ucts and ask questions even when we are closed Instant messaging is used among our employees to com municate everything from phone messages to meeting times and places Information Tool The Internet has made the computer a very powerful information and re search tool More powerful than the largest library Today we are able to find the product we are looking for at the lowest price without ever leaving the office Airline tickets office sup plies services of all types you name it it can all be found on the Internet Shopping over the Internet has saved our company thousands of dollars every year For example our office recently purchased a new phone system with all of the bells and whistles We started the process by searching the Internet for phone systems to see what was available After we found out what was avail able and determined what products we wanted we started looking for the best prices We could compare fea tures costs support and availability Page 35 That purchase alone saved well over a thousand dollars over a local solu tion Marketing Tool It is a fact of life that customers will retire die or take their business elsewhere If a business does not do someth
40. ng the Lab Manager Set Up Wizard The Set Up Wizard will help you to define some basic information in Lab Manager This information includes your own company name and address the names of your accounts as well as your department products and materials To save set up time the Import Starter Database button can be used to add departments and prod ucts automatically from one or more of our pre defined starter databases Lab Manager includes data for the following lab types Crown and Bridge Cast Partial Denture Ortho dontic and Government If you are installing Lab Manager for the first time and don t have the DOS version 16 05 06 or Lab amp Setup Wizard Step 1 Define your own company name and address Step p Define the departments in your laboratory Step 3 Define your doctor accounts Step 4 Define the products you sell Step 5 Define the materials you use Manager 97 to transfer data from start by clicking on Step 1 shown below and work your way through all 5 steps Additional information can be set up later from the Maintenance Menu After completing each step Lab Manager will automatically place a check mark in the Completed box indicating that you have finished that step If you click on the Exit button before completing all 5 steps the Set Up Wizard will be displayed the next time you start Lab Manager If you simply do not wish to complete one or more of the above steps now
41. ntee that each of our CDs are free of contamination If your computer has some form of virus protection installing this update may cause your computer to display a message warning that one or more Lab Manager programs have changed Do not be concerned Your virus protection program is simply reporting the truth Each time a program is updated it changes in size and in other ways To stop the warning message you must instruct your virus protection program to UPDATE it s program information Page 13 Three Easy Steps to get Lab U Manager up and running Step 1 To start Lab Manager click on the Start button click on Starting Lab Manager Programs click on the Lab Manager group and then click on Lab Manager Step 2 Choose Demonstration Mode If you are a first time user or have just installed an update choose a demonstration mode and click OK This allows the user to see what fea tures exist in each of Lab Manager s modules If you are an existing user simply click OK to start Lab Manager proceed to Utility Menu Click on Change Company and choose Current Month to connect to your existing data Enter Today s Date Lab Manager next displays the Banner screen Here you enter today s date The default date is set by the computer s own internal clock calendar and should always be correct however if you wish Lab Manager to think it is some other day click on the up arrow to increase th
42. ntory control time card data collection and delivery and shipping management In the future bar coding features may be expanded to include quality control marketing and case tracking We believe that bar coding is here to stay and we intend to use this technology to it s fullest Technician Production This module adds Bar codes to the work ticket which when scanned updates the proper technician production files and notifies the computer which production steps have been completed by whom and when This information in turn can be used to print reports which include the Technician Production Summary Technician Production Detail Report and the Cases Due but not yet Finished Report Material Inventory Control Using the TW II Pocket Bar code Scanner the user can take inventory LM 6 by scanning Bar coded labels placed onto material boxes or bins identifying each billable material and then enter the quantity currently in stock into the Bar code reader just as a number is typed into a calculator After identifying and counting each material in this way the data is downloaded to Lab Manager with a couple of key strokes updating the inventory level Shipping and Delivery Management With Lab Manager s shipping department module and a Bar code reader Lab Manger can display a list of the cases that need to be delivered or shipped today As cases are delivered or prepared for shipping each is scanned mar
43. number Fill in the areas in blue for your first account starting with his or her title continue with the first name last name and degree if any After pressing ENTER at the degree field the doctor s name will be shown all together in the name field If the account is a clinic office containing several doctors skip the title and first name fields and place the name of the office into the Last Name field Then continue filling out the rest of the blue fields Click on the New button to add another doctor Remember you can always add doctors later After defining all your accounts click on the EXIT button to return to the Set Up Wizard Answer Yes to the question Was this portion completed successfully Step 4 at the Set Up Wizard Define the products you sell Define here only the labor items Materials such as gold are defined later in the material area Start with the description such as Porcelain to Non Precious then proceed to the code field optional Use the Dept drop down list to assign the product to one of your departments Define the selling price for the product next to Price 1 Click on the Add New button to add another product After defining all your products click on the EXIT button to return to the Set Up Wizard Answer Yes to the question Was this portion completed successfully Page 18 Step 5 at the Set Up Wizard Define the materials you use Here is where
44. ny payments made current charges 30 60 and 90 day past due balances etc LEDGER CARD Shows account information past due balances cur rent charges payments and ending balances all on an easy to read screen for a given account PRODUCTION ACCOUNTING Production Module Lab Manager includes several production related reports to show sales unit counts and remakes MATERIAL RELATED REPORTS These reports are provided to show how much of each material is cur rently in stock how much of each material has been used and which materials need re ordering DELIVERY LIST A list designed to be given to the delivery person listing cases to be delivered automatically organized by route This report can also include Pick ups ARCHIVE SEARCHES Lab Man ager provides a simple means to find old cases that have long since been returned to the doctor Search by pa tient account case number pan number etc There is NO limit to the number of months or years of data that can be stored MULTI MONTH REPORT SUMMA RIES Sales production and remake summaries can be created spanning any time period that Lab Manager has been in use Compare monthly sales side by side Graph this data and or export it to a spreadsheet pro gram using Lab Manager s graph and export functions Lab Manager is de signed to interface directly to Micro soft Excel making it easy to create spread sheets of the lab s data Page 7 ELEC
45. o make sales tax reporting easy Lab Man ager will summarize all sales for each tax jurisdiction Lab Manager will automatically apply the sales tax rate appropriate to each of the dentist clients STATE REGISTRATION NUMBER AND REGISTRATION DATE Re quired in some states a state regis tration number and date can be de fined if necessary and will automati cally be printed on all correspon dence to the doctor PASSWORDS Lab Manager sup ports powerful security options that allow assigning passwords to indi viduals or groups of individuals if desired With each password the user can define which menu options and reports the user of that password will have access to EXPORT DATA Lab Manager infor mation can be exported to most any database or spreadsheet program Use this feature to export sales or production information to a spread sheet program for the ultimate in cus tom reporting and graphing Hav BOLTS il Overview Bar coding systems have been available for some time now but some systems we have studied have been only marginally helpful Bar coding is not for everyone nor is it right for every application Laboratory Systems Group Inc has spent many years studying the use of Bar codes in the dental laboratory industry and has identified the areas and procedures that lend themselves best to bar coding Lab Manager currently offers bar coding to aid in technician production material inve
46. onday August 14 2000 exit Tooth s Table Invoice date Invoice Amount Total of products Total of materials Discount 76 71 0 00 7 67 414 Total 7318 Finish 06 01 2000 t Delivered FF Articulator Doo Poj oo M Mark 355 90 Over Due MOUNT ON LARGE ART OLY GOLD Record 14 4 5 gt ole of 5 Enter the patient s name Last name First name Note For an example of an actual work ticket invoice or statement see pages 26 28 The forms listed there are always available from Laboratory Systems Group Inc and shipped same day when ordered in the morning To order forms call our order line at 800 677 1120 Page 21 The Report Menu The Report Menu is divided into 5 sections as indicated by the 5 tabs at the top of the menu They include Billing Production General Graphs and Case Related lal xl Billing Production General Graphs Case Related Aged Trial Balance Year to Date Reports Statements Current Sales Report Products Fee Schedule Cash Receipts Journal Payment Search Material Sales Invoice Register Material Price List Material Price Detail Taxes Paid Material Used Remakes Flightags Report Fom View Billing related reports including invoices and statements are located on this tab Many of the report buttons display yet another form showing several additional report variations Optional search and sort criteria can be found on these forms Al
47. or a moment then click on the description below the icon The description will become highlighted You can now change the description to Invoice Printer Use this same Click on the Paper Tab and scroll to the far right of the Paper size window to Custom and then double click on it Change the Width and Length parameters to a Width of 600 anda Length of 700 as shown in the box below User Defined Size oo 1000 een i l 0 01 inches 50 4200 C 0 1 millimeters process to change the description of the other printer icon to Report Printer Right Click on the Invoice printer icon and then left click on Properties Citizen Invoice Prizcc Properties Cancel Restore Defaults When finished click on the OK button In the Printer Properties window click on the Apply button then click on the OK button From now on set the Invoice Printer as the default windows printer when ever you want to print on the 6 x 7 form and select the Report Printer when ever you want to print a report Orientation Portrait A C Landscape To change the default printer click on the Start button click on Paper source Tractor Unprintable Area About Restore Defaults OK Cancel Apply Settings click on Printers In the Printers window right click on the printer icon you wish to set as the default printer then left click on
48. p with two or three buttons on it and a wire con necting it to the computer Sliding the mouse left and right or up and down causes a corresponding movement of the cursor on the screen with pro grams designed to recognize a mouse The mouse is then used in conjunction with the buttons on it to select move or change information on the screen A mouse is a must when using some programs a time saver with other programs and just a convenience on many Monitors Monitors are another device feel should not be skimped on Like the keyboard you type on all day the monitor is something you have to look at all day The monitor should be easy on your eyes even pleasing Monitors vary in size and resolution however recommend a 17 inch monitor or larger capable of 800 x 600 resolution or better Printers Printers fall into several categories The most popular being the Dot Ma trix type Dot matrix printers come in 9 and 24 pin Nine pin printers use 9 pins aligned vertically and hammered against the paper with an inked rib bon in between to form the dots that combine to make a character The 24 pin printers work the same way but use 24 pins instead of 9 creating a much higher quality image In gen eral 9 pin printers are inexpensive and good for printing reports while 24 pin printers are a little more expen sive but produce better quality print The 24 pin printer is the best be cause of its print quality in b
49. plete help system The printed manual This man ual can be found in both Word and PDF format on the Lab Man ager CD in the DOCS directory At the bottom of each form is a single help line that changes as you move from field to field on the screen Helpful Videos can be found on the Lab Manager CD in the Vid eos folder To view a video sim ply locate the video you wish to see and double click on it The LSG website located at www labsysgrp com contains a support area and a user forum to help you find answers to your questions Telephone support Refer to page 29 for more details As always if you have trouble install ing Lab Manager you may call us at 1 602 264 5913 during office hours wise Technical Support os Voice 602 264 5913 d d 8am Noon amp 1pm 5pm Mon Fri Fax 602 279 3633 E mail Support labsysgrp com Mail 1718 E Rose Lane Phoenix AZ 85016 The Lab Manager Manual Print a copy of the manual A complete copy of the manual in Microsoft Word document format can be found on the Lab Manager CD in the DOCS directory Virus Protection Notice Laboratory Systems Group Inc takes computer viruses very seriously and _has several levels of virus n detection and protection in eN detection and protectio place to protect you from receiving computer viruses from one of our t purn or update CDs 4 You may rest assured that every effort has been taken to guara
50. pport If you currently do not have a pre paid Support Plan the operator will require a Visa or Master Card prior to transferring the call to the Technical Support depart ment There is an additional charge for email and fax re sponses On site Training On site training is offered separately from the pre paid phone support plan Call 800 677 1120 for pricing and availability Our goal is to provide complete customer satisfaction to ensure your success with our products Page 29 nieh Sait Guide to Invoicing You have installed your Lab Manager and the Setup Wizard has guided you through the set up process defining all your accounts departments products and materials and now you are ready to invoice cases Entering Cases 1 Atthe Main Menu click on the Case Entry amp Update button 2 At the case entry screen click on the New Case button 3 If this case is to be invoiced immedi ately change the Status to Closed 4 Select an account by number or by name using one of the List Boxes next to the Account field Once an account has been selected you will see the accounts address and phone number appear on the screen 5 Press ENTER twice to get to Patient and enter the patient s name It is best to enter the last name first followed by the first name 6 All of the other fields on this screen such as Dr s date Ship by date Pan and Shade are optional Dates can by typed in or you can
51. quality software and after the sale support the company quickly became the leading supplier of software in the dental laboratory industry with clients all over the world LSG s flagship product is called Lab Manager and provides a computer solution for all aspects of the dental laboratory business including billing scheduling marketing produc tion management and quality control With the success of the Lab Manager product line LSG became one of the largest suppliers of professional billing forms envelopes and labels Provid ing a wide range of forms LSG offers attractive yet inexpensive single and multi part forms for dot matrix ink jet and laser printers LSG also offers custom forms made to your order with your choice of size color and even pre printed logo LSG is dedicated to helping the dental laboratory owner or manager suc cessfully achieve their computer related goals by offering quality hardware and software timely and courteous telephone support related billing forms envelopes labels professional training seminars video tapes and our infor mative quarterly Connection newsletter Page 45 ISSIOMMLALeMent Laboratory Systems Group Inc LSG is a national company focused on providing superior products and services to the dental laboratory industry Our mission is to expand our leadership position in the dental laboratory market by satisfying the needs of our clients in innovative ways by being the
52. r Lab Manager is de signed to follow the flow of the case through your lab As a result it is more natural for you to learn and use More than an invoice generator Page 4 Running a business requires much more than just generating invoices Among other things you need to monitor what you are selling to which accounts and where the trends are Lab Manager gives you the tools to control and analyze your business all in one package Help the way you want it We be lieve in supporting our users beyond just selling software We offer fast friendly phone support specializing in helping first time users and a quarterly newsletter filled with how to s on a wide variety of Lab Man ager related topics If you choose to use our professional invoice and statement forms see samples en closed you will save money every day due to our huge buying power Affordability Keep in mind that all business software has four costs as sociated with it first time purchase ongoing support upgrades and busi ness forms When you compare we think you ll find Lab Manager is the most affordable solution for your den tal lab We invite you to call us on our toll free sales number 800 677 1120 8 a m to Noon and 1 p m to 5 p m MST to discuss your needs with our sales or support staff Technical Support Voice 602 264 5913 8am Noon amp 1pm 5pm Mon Fri Fax 602 279 3633 E mail Support labsysgrp com Fan CA
53. r the job can be accom plished by one person in just a few hours Once the newsletter is cre ated using a desktop publishing pro gram the stored database of names and address are printed on labels or directly on the newsletter folded and mailed It is true that all of the tools de scribe in this article help increase productivity The way we bill com municate with others find new cus tomers and market our products and services all increase productivity But there is another aspect of in creased productivity that should be mentioned and that is a by product of all of these new productivity tools This by product is reporting Using a computer to produce simple in voices can with little extra effort al low you to print a variety of produc tion and inventory related reports These reports can provide a window into your business that would other wise not be possible without a great deal of effort Record Keeping Tool Computers can store and manage vast amounts of data as much as all of the information held in all of the books in a typical library Accounting records employee records vendor and inventory information marketing records contracts letters proposals emails reports the list goes on and on Computers are great at organiz ing all of this data so that it can be retrieved quickly and easily at any time Before computers it was im possible when a customer called to order something to kno
54. r departments have been defined After defining all your departments click on the EXIT button to return to the Set Up Wizard Answer Yes to the question Was this portion completed successfully E Department Information Departments Form Dept Description Quality Control Document for Work Ticket Quality Control Document for Invoice When typing a QC document in the windows above use CTRL ENTER to start a new line LL Note Departments MUST be defined Each Product and Material must be assigned to a Department Without a Department some of Lab Manager s reports will not be accurate Also certain areas in Lab Manager will not operate properly Page 17 Step 3 at the Set Up Wizard Define your Doctor accounts Lab Manager Sample2 Account Information File Locate Menu UnMark Quick Sort Securty Pi Help Accounts Aje Payments Page 1 Payments Preferences Title First Name Last Name Office Degree Frozen m Mark Dr John Smith Last Month 365 90 Name Dr John Smith latebo 0 00 Line 1 1234 N 10th St latest 0 00 Line 2 Last paid 05 11 2000 7 City Phoenix VCCCCGHNG amp S C Last stmt 365 90 Phone 602 555 1234 Dial Code Phoenix YTD 13 352 54 Price List fs S C rate 20 Last Year 6 142 10 Tax 6 00 Start S C after 30 days Z Disc Rate 10 00 Crot limit 0 00 E Mail ES A a a a a Record I4 4 1 b bijp j of 12 Select an account s ID
55. recommend the use of a tape back up device unless the user is willing to take the time and effort to verify the tape back up All to often tape back up systems are implemented and forgotten then when the data is needed it is found that the data on the tape is out dated or un readable Keyboard The keyboard is another place one should not skimp The keyboard is your primary interface to the com puter It makes sense that the key board should be as easy to use as possible speeding you up not slow ing you down The 104 extended keyboard should be considered over the older style keyboards with fewer keys How does having more keys help Having more keys actually helps to reduce the number of keys you need to press to perform an op eration For example on the older keyboards the arrow home end insert and delete keys share the nu meric keys on the right portion of the keyboard You must press the Num Lock key to enter a number using these keys and then press the Num Lock key again to use an arrow key On a 104 keyboard these keys are separate and conveniently located Mouse A mouse is another device that can be connected to the computer via a special mouse port or a serial port Today almost all computers come with the Windows operating system which requires a mouse therefore these computers will come with an appropriate mouse for that computer The mouse is a palm sized device that sits on the desk to
56. rly shows that once a laboratory uses Lab Manager in this way the lab will not want to give it up If after this 90 day period you have complied with or met each of these conditions and are not completely satisfied with your Lab Manager purchase you may request a refund of your original purchase amount less a 10 restocking fee Your request must be received by Laboratory Systems Group Inc within 30 days of the end of the 90 day trial period 120 days of the purchase installation date The refund will be processed upon receipt of all Lab Manager software manuals and materials at the offices of Laboratory Systems Group Inc 1718 E Rose Lane Phoenix AZ 85016 All costs related to returning these materials are the responsibility of the customer not Laboratory Systems Group Inc In no event will LSG be liable for damages including loss of profits lost savings or any other incidental or consequential damages arising from your use or inability to use the software Effective Date 1 1 1999 Page 47 Laboratory Systems Group Inc 2733 N Power Rd 102 PMB 488 Mesa AZ 85215 How you can reach us Support 602 264 5913 Sales 1 800 677 1120 FAX 602 279 3633 E mail sales and support at sales labsysgrp com support labsysgrp com Visit us online at www labsysgrp com InstallGuide Demo pub
57. rocess you don t understand call our support line at 602 264 5913 Insurance for your business The pre paid Support Plan is a form of insurance that no lab should be without Power surges personnel changes computer configuration changes are just some of the things that can cause a catastrophic halt to your business without technical support Knowledgeable Technical Team Our Technical Support Team can help you with everything from backups data file analysis network questions and more Get help with Windows 95 98 2000 XP Microsoft Excel Word Publisher and many other software programs Technical Support Hours Monday through Friday 8AM to 12 PM amp 1PM to 5PM MST All calls outside of these hours are After Hour Support and are billed separately Support Line 602 264 5913 Fax Line 602 279 3633 Email support labsysgrp com Pre paid Support Plans 120 200 Save 40 240 450 750 With No Support Plan Per Call 3 00 per 4 00 per Support minute minute For Users with No Pre Paid Plan 85 Mini mum per call LM Lite Billing Only Single Computer 3 00 per minute 65 Level 1 Billing amp Production Single Computer Level 2 Scheduling Network Multi location 432 Save 48 810 Save 90 minimum per call With Level 3 limits Multi location Bar coding Touch Screens with a 65 minimum Available by per call Credit Card Only Terms for No Pre paid Su
58. s invest less than a minute a day backing up my data This sure sounds better to me than trying to re type all of that data Tape Backup Devices If had a nickel for every time heard a client tell me his automatic tape backup device stopped working sev eral months before he needed it would have a lot of nickels Backup devices are not immune to Murphy s Law They seem to fail when you need them the most Tape backup systems have their place but not in my office If you use a tape backup device verify that the backup is doing what you want it to do and verify it often This is true of any backup system but it seems to be a bigger problem Page 38 with tape backup systems It might be due to the simple fact that people set them up and forget about them For this reason prefer to backup to a Zip drive Jazz drive or CD After make the backup then verify that the backup is good on another com puter It is the only way to be sure Printers Since am on the subject another area that businesses often skimp is on their printers It is common for a business to spend less than 200 on a printer For example years ago we use to print all of our invoice and statements in a dot matrix printer For invoices that wasn t too bad but at the end of the month we had to print hundreds of statements use to dread that job had to start the statements printing and then stand over the printer to make sure that
59. sign can be automati cally attached to each Invoice Multi ple QC sheets can be defined and keyed to the different departments to allow the computer to automatically select the QC sheet that fits the work shown on the Invoice INVOICE REGISTER The Invoice register can be printed listing and totaling all invoices for the month or for any specific date s within the month quarter or year PAYMENTS CREDITS DIS COUNTS AND ADJUSTMENTS Payments are entered quickly and easily from the keyboard as they are received A Cash Receipts Journal can be printed daily or as needed Special credits and discounts can be entered in the same way that the payments are entered but are sum marized separately STATEMENTS After the last case for the month has been invoiced the statements can be printed State ments detail all account activity for the month listing all invoices by case number and patient s name along with all payments by check number Total of current charges as well as 30 60 and 90 day balances are shown An optional sales message or other greeting can be printed on the statement The printed statements can then be folded in half and placed in our double windowed envelope for mailing This means that what previ ously required hours could now be accomplished in just a few minutes AGED TRIAL BALANCE This report can be printed at any time to summa rize each of the doctor s accounts The report shows the total of a
60. so most reports can be printed or previewed on the screen It is recommended that every lab print these basic reports each month Cash Receipts Journal a list of payments credits and discounts Invoice Register a list of invoices Aged Trial Balance a summary of each doctor s current balance Current Sales Report a list of invoices sorted by doctor Experiment with the numerous Lab Manager reports You will find many you can use on a daily weekly and monthly basis Page 22 Maintenance Menu Lab Manager Sample2 Maintenance Menu ioj x Fie Locate Menu UnMark Quick Sort Security Pick ups Help Use these buttons to enter update or delete basic system information El Company amp System 7 ces End of Month Processing Ss es oe Account Entry and Mainenance The Maintenance Menu is used to enter new modify existing or review existing information on fet oo o o Accounts Your doctors their payments and preferences Departments Major departments such as Crown amp Bridge Clinic Doctors Multiple doctors in one location Products Such as the items you make Materials The things you purchase from vendors Company amp System Information Your company info Other information can also be defined including salesmen marketing contacts employees and vendors Owners of the Scheduling Module can define the Production Steps and Calendar here In most of the individual main
61. stores information on the diskette is called a disk drive or just drive Now days most com puters contain only the 3 5 inch High Density disk drive In addition to the standard floppy drives some computers now include a next generation drive such as a Zip or Jazz drive Both drives store many times more information than the 3 5 inch High Density disk drive strongly recommend adding a Zip or Jazz drive to your computer for the purpose of making backups of your data Serial Printer and USB Ports Most computers today come with a place to plug in one printer and two serial devices such as a mouse or modem The USB port is a general purpose port that can be used for a Page 42 second printer a scanner or other device Having an extra printer is handy when you find yourself printing on different types of forms Changing forms back and forth all day can really demonstrate the value of hav ing the extra printer Not all programs support extra printers so you should investigate this before buying the second printer Tape Drives A tape drive is a device designed to be used as a backup device The tape drive uses a small tape about the size of a music cassette When the backup program is launched the information on the hard drive is cop ied to the cassette It is then removed and stored in a safe place These cassettes can be used over and over again and have a huge storage ca pacity We do not
62. such as one based on the Pen tium processor Most dental labora tory software will operate very well on these less expensive computers As a rule it is a good idea to shop for software first and then pick a com puter that will properly support the most demanding software Another good rule to follow is to plan ahead How much business will your com pany be doing two years from now Investigate some of the other things a computer might do for you Will you be doing any marketing If so you might need a desk top publishing program in the future Are you going to grow If so you might need to net work several computers together Data base management is very popular and is just what computers do best If any of these are in your future you should consider buying a computer that will handle these pro gram now so that you don t have to replace your computer some time in the near future Hard Drive A computer stores the programs and data on a hard drive and is capable of storing trillions of characters of information This device is usually located inside the computer with all of the other electronic components and is not visible from the outside The hard drive is a mechanical de vice that can store large amounts of information on a spinning disc or discs located within the mechanism The discs resemble a miniature re cord made of a metallic or glass ma terial covered with a metal oxide that retains magnetic information
63. t The Lab Manager Icon can be used to start the Lab Manager program The second Icon Lab Manager Utilities is used to Backup Lab Manager data to a ZIP drive and to repair and compact the Lab Manager database should it get damaged It is important to backup your data on a daily basis For more information on backing up your data see page 24 in this manual Updating Your Data If you are a current user of Lab Manager and this installation is to update the program to a newer version be sure to Update your data by going to the Utility Menu and clicking on Update Data button and follow the prompts If you need technical support call 602 264 5913 Monday through Friday between the hours of 8 00am until noon and 1 00pm until 5 00pm MST New users receive an initial period of support with their purchase For more information on phone support see page 29 Adding a Short Cut to a Windows 98 ME 2000 XP If you would like to add an Icon to the desktop copy the Lab Manager shortcut from the program group to the desktop by Placing the mouse on the LM icon press and hold right mouse button as you drag it to the desktop and release Then left click on Create Shortcut s Here The icon has now been placed Close the Lab Manager Group Where to find Help Help is available from the following sources The Help button at the Main Menu next to the Exit Quit button This takes you to Lab Manager s com
64. t before printing statements Aged Trial Balance The Aged Trial Balance report Figure 5 summarizes for each account the starting balance cur rent charges past due charges payments and the total amount due These balances match those that will be found on the statement and therefore makes this report ideal for checking for errors before printing statements at the end of the month This report should be printed at the end of the month just before Page 31 ILS Here are 6 easy to follow steps to enter payments discounts and credits Payments credits discounts adjust ments and refunded tax can be en tered into Lab Manager very easily and usually on a daily or weekly ba sis At the very least payments should be entered at the end of the month before closing Payments can be in the form of cash check or credit card and all are used to re duce the account s balance Step 1 From the Main Menu click on the Maintenance Menu button then click on the Accounts Pay ments and Preferences button This will display your first doctor ac count Step 2 Locate the account for whom the payment credit discount or adjustment is to be applied This can be done by using one of the Go To fields at the top of the screen Accounts Page 1 Page 2 Title FirstName Last Name Oftee Dr ohn Smith Step 3 Once the account is on the screen click on the Payments tab as shown in
65. tenance screens you will find buttons at the bottom of the screen which can be used to display or print graphs labels or additional information Instructions can often be found on the bottom line of the data entry screen as you move from field to field Additional assistance can be found by clicking on HELP to access the on line manual Page 23 HOE UD VOU Wale There are several methods to backup Lab Manager s data Lab Manager s Backup Utility to a Zip Drive Preferred method Your tape backup program if you have a tape drive The Windows backup utility Installed with the Lab Manager pro gram is a utility that can be defined to launch the backup utility of your choice The default setting uses the XCOPY program If you have trou ble backing up your data using Lab Manager s utility consult your Win dows Help for other backup options To find Lab Manager s utility program exit Lab Manager and return to Windows It is important that Lab Manager be closed before attempting to back up it s data PATS How to Set Up Your Dot Matrix Printer to Use the Small Forms Programs designed to operate in Windows rely on the Windows operating system to handle all printing needs Because of this if you want to print work tickets invoices or statements on our small 6 x 7 form it is necessary to set up a Windows printer with those form parameters If you plan to use Lab Manager with our small
66. the paper did not jam or feed back into itself Eventually we replaced the dot matrix printer with a laser printer Not only did the statements finish printing in a small fraction of the time but didn t have to watch over the print job It was fast convenient and looked more professional Now we are using an HP 4050 laser printer The increase in speed and reliability made the cost about 1 300 worthwhile Another interest ing benefit to a high end printer is the cost to operate it The HP 4050 is rated at about 8 000 pages per toner kit The kit has a street price of about 100 We have found the toner kits for under 90 with coupons This means that the cost of printing is about a penny per page Compare that to the cost of printing on an ink jet printer which can be as high as 30 cents per page Professional Help Most people don t think twice about paying a professional to fix their car when it stops working or paying a doctor to make them well when they become ill Along that same line most people pay for insurance health life automobile fire etc These are good things that we should all be doing So why is it that some people don t see the value in seeking professional help with their computers would think that because most businesses today rely so heavily on computers for all of the reasons have described in this article and more that main taining the health of their computer system and soft
67. the Pen tium 4 was the latest and hottest CPU available Each of these CPUs offered significant improvements over its predecessor Today the 8088 based computer is slow by comparison This means that the user of an 8088 based com puter might take an hour to do the same operation the user of a newer Pentium computer might do in a few minutes In today s business world where time is money the speed of the computer can make the differ ence between success and failure In addition to speed the newer Pen tium computers can address more memory and do it more efficiently This means that programs can be larger performing more sophisti cated chores Desk top publishing programs are notorious for requiring lots of memory This applies to mod ern spreadsheet programs word processors computer aided design programs and much more If you intend to use the popular Windows environment you should plan on hav ing at least 64 megabytes of RAM memory and preferably much more With prices on computers as low as they are most people should con sider a Pentium IIl based computer or better In a network environment where performance is an issue the fastest Pentium III you can find with at least 128 megs of RAM should be considered Work stations or stand alone computers performing less de manding chores such as accounting or simple word processing for a home or small business could do very well with a less expensive com puter
68. tually print them il This is the time to catch any incorrect balances before you print your statements If you find an error on any of these reports correct the error and reprint your reports Step 4 Print any other desired accounting and production related reports so that you have a record of what was sold produced and owed See Figure 1 Check the reports and if a problem is found correct it and reprint all reports affected by the change Make sure all data on the reports is correct before proceeding Step 5 Do your monthly backup If you are unsure how to do a backup see BACK UP covered on page 24 Step 6 Print statements for all ac counts See Figure 2 Check over the statements before answering the question Did the statements print OK If you find a problem answer NO correct the problem reprint any related reports and reprint statements If all of the statements printed correctly answer YES and Lab Manager will proceed to End Of Month Processing which closes the Lab Manager Sample2 Report Menu File Locate Menu UnMatk Quick Sor Security Pick ups Help Billing Production General Case Related Billing Reports Aged Trial Balance l Year to Date Reports Statements Curent Sales Report Products Fee Schedule Material Sales Graphs Cash Receipts Journal Payment Search l Invoice Register Material Price List Material Price Detail Taxes Paid Material Used Bemakes F
69. ty Product Description Schedule Tooth s 1 Porcelain Gold 1 7 Dr Preferences Use doctors gold Use thin margins Notes OO O O O OOOOOO 1PF Style 1 Part White Form 6 1 2 x 7 used with a Dot Matrix Printer OoO oO O OoO Oo o o o o o 0o Oo AO Page 26 Occlusion Contours Embrasures Pontic Design Polish Shade Glaze Rx followed On Time Patient Satisfied Order 800 677 1120 Porcelain Gold Proximal Contacts Case Number 9704 0029 04 28 1997 04 15 1997 Ship by date 04 28 1997 Patient Mueller Quality Control Form Invoice iB Your Company Name Your address Your city state zip Page 1 Invoice Number 9706 0029 Invoice Date 06 13 1997 To Your Company Name Patient name John Smith Your address J Your city state zip Ship By Da 06 20 1997 kron Invoice Your Company Name Your address Your city state zip Page 1 Dr John Smith Qty Products Materials Tooth No Invoice Number 9706 0029 Invoice Number 9706 0029 K Invoice Date 06 13 1997 Invoice Date 06 13 1997 o sce ie ON Your Company Name Patient name John Smith Argen Y 80 91 20 Your address Your city state zip Ship By Date 06 20 1997 Shade C2 Products Materials Tooth No Amount Qty LSR Style 1 Part Blue For 81 2 x11 LABEL Horizontal Perf amp Tab Style used with Laser 1 P
70. uto matically If one hard drive fails the other will not be affected and no data will be lost This provides a level of protection against hard drive failure but does not protect against acciden tal erasures or theft To protect us from those dangers we backup daily on a Zip drive and just as impor tantly we rotate Zip disks recom mend a five Zip disk rotation Label one disk Monday another Tuesday and so on so that you have one for each day of the week Then at the end of the day backup your data to the disk labeled with that Page 37 day Re use these Zip disks week after week replacing them once a year or when they wear out Itis a good idea to place these Zip disks into a safe or take one home each week so that if the office if burglarized or has a fire you won t lose the back ups In addition to the Zip drive backups we also backup our data to CD at the end of the month This CD is stored off the premises in case of fire have a drawer at home full of CDs from the office Finally have an icon on my com puter that when clicked makes a copy of the data on the server to my computer When click on the icon it simply copies the data to my com puter the process only takes a few seconds do this at least once each day If all of this seems to be extreme to you consider the alternative The Zip drive backup takes less than 10 sec onds as does the backup to my com puter These mean
71. w what they ordered last without going to the fil ing cabinet and pulling their last or der In our office using a computer when a client calls in with a question on a bill or an order our employee taking the call has all of the client s records on the screen in just a few seconds The ability to have all of this data at your finger tips is a tremendous ad vantage to a business The following example happens often in our office A client calls to order some invoice forms and asks for the form by the wrong name Instead of sending the client the wrong forms our employee mentions to the client the forms he just requested are different from the forms he usually orders and asks if he really meant to order the same thing he ordered last time Easy ac cess to the information stored on the computer saved shipping costs re search costs and helped to maintain good customer relations critical keys for a successful business Putting Things into Per spective If your computer contains even a por tion of the things mentioned above don t you think it is worth taking a few extra steps to protect the data Doesn t it seem reasonable to spend a few extra bucks to make sure your data is safe and the system is work ing as efficiently as it should receive calls every month from cli ents who just had a power surge causing the computer to fail or an employee accidentally deleted impor tant files or the business was broken
72. ware would be a high priority This includes paying profes sionals to set up and maintain your computer network purchasing soft ware and hardware updates and maintaining phone support agree ments with your key software ven dors find it interesting that most of the support calls that come into our office each day have little to do with the software we sell Instead those calls are about printing network Win dows backup or user related errors The point is that no matter how good the software is there are bound to be a few problems from time to time This should be expected In fact the ideal thing to do is to plan for them by keeping your support agreement cur rent Businesses that pay for these professional support plans tend to take advantage of them by calling support personnel more often This leads to fewer serious problems in creased computer and network reli ability less down time and happier employees The Moral of the Story When it comes to your business it is better to e Recognize the importance of your computer system e Exercise an effective marketing plan to reach new customers e Invest the extra money Keep computers and software up to date Make the effort to protect your data Use a printer and other equipment that doesn t slow you down or cost too much to operate e Maintain a good relationship with your hardware and software ven dors The old saying that you g
73. y the deletion gt IRAE mA Figure 2 AC WOMN 0 Here are 7 easy to follow steps for perfect Statements and End of Month processing At the end of each month you will want to send each of your doctors a statement of all activity for that month The exact day you print statements and close the month is not important Most people close the month within a day or two of the actual end of the ae however you can close on any ay Step 1 Print all invoices you want to appear on the statements Print the MTD Invoice Register to verify See Figure 1 If the invoice is not on the report it won t be on the statement Step 2 Enter all payments checks deposited in the bank this month This is done in the Account entry screen Remember you want Lab Manager s total monthly cash receipts checks and cash deposited in the bank to match your bank statement Print the MTD Cash Receipts Journal See Figure 1 to verify all payments have been entered correctly Step 3 Print the Aged Trial Balance Report See Figure 1 This is the most important report you can print each month This monthly summary shows you each doctor s beginning balance his current sales invoices his total monthly payments cash receipts received past due balances in the 30 60 90 day fields any service charges and his total amount due as of that moment It is a quick picture of what your statements will say before you ac

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