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Accessory Pack Manual - TOPPSoft Computer Solutions

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1. Legal and Warranty Information ACCESSORY PACK is protected under the Copyright laws of the United States of America and International Copyright laws It is illegal to duplicate this software or instruction manual for other than archival purposes Included in your ACCESSORY PACK package is a Limited Warranty and License Agreement This agreement gives you specific legal rights Each license granted your company by TOPPS oft Computer Solutions allows you one concurrent use of ACCESSORY PACK on a stand alone computer or on a network Concurrent licensing is defined as the use of software by one person in one location at a single time Each lot location and each computer station requires a separate concurrent user license Please read and become familiar with the enclosed Limited Warranty and License Agreement for more detailed information If you do not agree with the terms set forth in the License Agreement return the entire contents of your ACCESSORY PACK package with the disk envelope seal unbroken to TOPPS oft Computer Solutions for a full refund of your purchase price Contact TOPPS oft Computer Solutions at 5811 Memorial Hwy Suite 204 Tampa FL 33615 or call toll free 800 771 BEST to obtain license pricing for additional concurrent users or to address questions concerning the legal use of ACCESSORY PACK Acknowledgments We would like to extend our sincere appreciation to TopperKING Inc in Brandon FL for their help an
2. is a list of fields located on the Colors Form Color Form Creating a new Record Code Name Start Year 00 FIGURE Code Enter the manufacturer color code Each code in the system must be unique Name Enter the full name for the color m Phone 800 771 BEST Start Year Enter the first year this color was used Color Group Select the corresponding color category from the Color Group Table These groups are used to generate statistics by color to identify color trends in your sales Manufacturer Press E to select the original equipment manufacturer OEM from the list Color Categories Color categories are logical groupings for specific color codes allowing statistical reporting of the colors in groups Inventory statistics are created using these categories New categories can be easily entered from the Color Categories table on the Maintenance Menu by pressing lt Insert gt You may also wish to edit an existing category This action is accomplished by pressing E while highlighting the desired record and completing the following required field Color Categories Creating a new Record Code 241 Description Description Enter a description for the color category Cities The Cities database keeps track of city names and zip codes for all your customers These cities are used in addresses throughout ACCESSORY PACK The Cities Form is used to add and modify new cities and zip codes Select Cities f
3. 771 BEST Inventory Categories Inventory Categories Creating a new Record Code 2 41 Description Std Lead Time 0 Days Account FIGURE Inventory Categories are logical groupings for inventory items allowing easy Management of the items as a group Inventory statistics and defaults are set using these categories New categories can be easily entered from the Inventory Categories table on the Maintenance Menu by pressing lt Insert gt You may also wish to edit an existing category This action is accomplished by pressing E while highlighting the desired record and completing the following required fields Description Enter a description for the inventory category Std Lead Time Enter the lead time for ordering equipment This figure is used to generate the lead time when adding items belonging to this category Account Enter the account number from your Chart of Accounts where revenues for sales of these items should post Manufacturers Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Manufacturer Form 23 Creating a new Record Manufacturer Long Name Contact Address Zip Code Phone 000 000 0000 Fax 000 000 0000 Order phone 000 000 0000 FIGURE The Manufacturer Form is used to add and modify manufacturers suppliers and OEMs Select Manufacturer from the Maintenance Menu to access this form The function keys listed in Table 5 1 are active on this screen Bef
4. The View Invoices feature allows viewing of invoices created in both CAP TRACKER and ACCESSORY PACK To view a sales invoice highlight the Research Sales option on the Sales Menu and press E A list of sales invoices appear At this time you may enter the sales invoice number to quickly locate the proper invoice Highlight the sales invoice and press E The line item detail for the invoice will appear on screen You can view a summary of the invoice by pressing The summary shows totals deposits tax and payment type for the selected invoice If you wish to reprint the invoice simply press and it will print on your invoice printer Use the key to view the accounting transactions generated by the highlighted invoice Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Chapter 4 The Reports Menu ACCESSORY PACK Developed especially for Your Company License XXXXXXXXX Reports Menu Print Daily Sales Print Daily Deposit Report Print Accs Transfer Sheet Show Stats Summary Print Stock Report Print Sales Invoice Report Print Commission Report Print Receiving Report Print Tax Report Print Inv Sales Exceptions Maintenance Reports Menu Main Menu Use Arrow Keys or the first letter of your selection and press Enter Available memory 113K 800 771 BEST Press F1 for help TOPPS oft Computers Version 4 0 5811 Memorial Hwy 800 771 2378 Copyright c 1996 All Rights Reserved Suite 204 Tampa FL 33
5. a labor total will print above the subtotal at the bottom of the invoice The Labor total will be included in the subtotal Likewise if you have charged shipping on the invoice a Freight line item will be added above and included in the subtotal The customer s invoice or quotation will now print if printing has been enabled The following fields must be completed on the Customer Order Summary screen Taxable This field determines whether or not sales tax is calculated for this invoice The default is determined by the presence of a Tax Exempt ID in the customer database If it exists the default is set to Not taxable Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Phone 800 771 BEST Shipping Enter any shipping costs associated with this sales invoice These costs will be included in the total for the invoice Deposit Enter the amount of the deposit to be paid Pay Type Select the pay type for the invoice Split payments should be indicated on the notes line described below Payment Reference For checks credit cards A R and split payments you can enter information such as check number authorization code driver s license number account number etc For cash sales this field is skipped Notes Enter any notes about the sales invoice such as split payments or special terms for the sale Once the final field is completed the user is prompted to confirm the totals on the sales invoice and press E to co
6. Initial Setup Forms Phone 800 771 BEST The following pages contain forms corresponding to menu choices from the ACCESSORY PACK Maintenance and Management menus These forms were designed to closely match actual data entry screens Completing these forms before using the computer will make it easier for you to plan ahead and will shorten the time necessary to configure ACCESSORY PACK to meet your custom specifications The forms contained in Appendix A may be freely duplicated for the purpose of entering your data into ACCESSORY PACK i After your initial system setup is complete store your completed setup forms in a safe location off site They may save you some work should a disaster occur A large part of the level of success you will achieve using ACCESSORY PACK depends upon the codes you select for your inventory items The simplest codes to use are the actual manufacturers part numbers If you choose to use codes other than the manufacturers codes spend some time thinking about the codes you wish to use You may wish to create your codes and enter some test inventory to test out your coding scheme Reinstall ACCESSORY PACK and start fresh when you are satisfied with the codes you have developed You will need to devise a coding system for each of the following categories Part Numbers Truck Sizes ACCESSORY PACK comes pre loaded with quite a bit of valuable information Over 1000 truck colors are included Many truck types
7. Name Regular Special Other Phone 800 771 BEST Instructions Use the form on the prior page for all entries of new accessories Enter Accessory part number Enter truck code for part or press F2 to search Enter Manufacturer number Enter Manufacturer part number or press F2 to set this number same as part number Enter Description of part Enter Supplier number Enter your cost jobber sugg retail and sales price A Enter Tax Status Yes or No Enter Category for part Enter Specifications Enter lead time reorder point reorder amt current stock and qty on order for auto orders r ON NA D A Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m System Settings Forms COMPANY Company Default Site Code Address Zip Code Phone No Fax Number Default Stock Date __ Instructions Oe O A SE F2 List lt Enter your company information as prompted The Default Site Code is the number designated to represent the lot location you are setting up lt The Default Stock Date is the default ordering and receiving date for all stock entered during the initial set up procedure This could be the date you actually begin entering data REPORTS Print the following during end of month processing Manufacturer Summary Y Yes No Customers Summaries Models Summary Y Yes No Inventory Except Materials Summary Y Yes No Model Styles Summary Salesman Summary Y
8. Pr P S Pr Pr Pr Pr Pr P int Inv Sales Exceptions D H intenance Reports Menu in Menu w H Type EOM at CT Prompt for End of Month Reports Daily Sales Report The Daily Sales Report provides detailed information on your sales for a single day This report includes detailed information about each sales invoice and each customer See Figure 4 1 on the following page for a diagram of the report layout Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Totals are calculated for costs selling price and margins These totals appear at the bottom of the report Accounts with Management Rights can disable printing of costs and margins by accessing the System Settings functions To generate the report select Print Daily Sales from the Reports Menu Enter the date and site code you wish to report Any valid date may be entered This feature provides flexibility for reporting on historic sales as well as current sales Enter the site code to report for a single site or enter O to report for all sites A scrolling list of valid sites is available by pressing Daily Sales Report Site Central Office October 9 1996 Cost Ext Price _ Margin Invoice RP1235 Paid By Sold to Your First Customer 1 BLSBFU Bedliner SBF Under 139 00 199 00 30 2 1 Aluminum Cap used 200 00 390 00 48 7 1 Labor 0 00 0 00 0 0 90 Day Warranty 0 00 0 00 0 0 1 Miscellaneous Items 600 100
9. Report Printer 43 HP Laserjet II III Report LPT Port LP LPT1 LPT2 LPT3 Invoice Printer 34 PANASONIC KX P1124 LO 2500 Invoice LPT Port LP LPT1 LPT2 LPT3 Cash Drawer Port DISA DISABLE COM1 COM2 COM3 COM4 Cash Drawer Ctrl 0 0 0 Fl Help ESC Previous field rl ESC Abort to previous screen FIGURE Report Printer Select your printer type from the list of available printers If your printer is not specifically listed consult your printer manual for a Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Report LPT Port Invoice Printer Invoice LPT Port Cash Drawer Port Cash Drawer Control list of compatible printers If your printer manual offers no help try the HP Laserjet option for laser printers or the Epson FX option for dot matrix printers If neither of these printers work properly select Generic Printer from the list of available printers If you select Generic Printer reports that require compressed print capabilities may not fit on a printed page You will need to set compressed mode manually on your printer in this circumstance Please refer to your printer manual for directions Select the port your report printer is connected to On a network this port would correspond to the logical printer connections established by your system administrator Select your printer type from the list of available printers If your printer is not specifically
10. Suite 204 Tampa FL 33615 Chapter 3 The Sales Menu Customer Sales Orders and Quotations Available Stock sicarios ras his AVANANS ini senior Sense Sales REINAS ramo NT Seo aa tenon ne Research Sales se bio code ire Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Ci From the Sales Menu you can perform the following functions Customer Sales Orders and Quotations Review Available Stock Accept Layaway Payments Process Sales Returns Research prior sales HH HH Customer Sales Orders and Quotations The first option on the Sales Menu allows you to create customer invoices and sell inventory items from stock create customer orders and create quotations Only stock sales post invoices Once a sale is posted the inventory database is automatically updated to reflect the sale The following types of line items may appear on a sales invoice Accessory Inventory Non serialized inventory kept in quantities Examples include bedliners toolboxes and lights Serialized Inventory Uniquely identifiable inventory such as caps where each item has some unique identifying number serial number These items are tracked in the ACCESSORY PACK module Posting sales from ACCESSORY PACK relieves serialized inventory automatically Serialized Inventory Options Options sold with serialized inventory Each option is priced and tracked separately These items are
11. Type prompt Press lt Esc gt again to exit the Stats Summary Table Displays the Sales and Order Statistical Reports Menu See the descriptions below for more information about each report All reports are available as options for the End of Month batch reporting Process E Displays detailed statistics for the highlighted entry in the table See the descriptions below for more information on detailed statistics TABLE 4 2 Active Function Keys for Stats Summary Screen The Detailed Statistics screen is available by pressing E This feature displays the following information about the highlighted record Current MTD Sales Current number of units sold this calendar month up to and including the date entered on the report options form Current YTD Sales Current number of units sold this calendar year up to and including the date entered on the report options form Prev Year Sales Number of units sold during the calendar year prior to the date entered on the report options form Avg Growth Rate The amount of sales growth expressed as a percentage This number is calculated by prorating the current year to date YTD sales and comparing them to the prior year If sales from the previous year are incomplete this number will be overstated MTD Sales O Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Volume YTD Sales Volume Inventory Turnover Current Value Sales History Current dollar value f
12. achieved by holding down the A key and pressing the C key The function keys are either across the top of the keyboard or in a block of keys to the left side of the keyboard Valid keys range from to is the HELP The X key is at the top left of the keyboard It is used to back out of a screen without saving your changes lt Num Lock gt The number lock key is above the numeric keypad It is used to switch your numeric keypad between arrow keys and numbers Numeric values of the keypad are valid when the lt NumLock gt light on the keyboard is on lt Caps Lock gt The Caps Lock key is to the left of the A key It forces capitalization when active lt CapsLock gt is active if the indicator light on the keyboard is on The tab key is above the lt CapsLock gt key lt Back Space gt The Back Space key deletes characters to the left of your cursor lt Insert gt The Insert key is on the numeric keypad and may also be above the isolated arrow keys between the typewriter keyboard and the numeric keypad lt Insert gt is used to add entries to tables When entering a numeric value it also determines whether entry is from left to right or right to left The delete key is on the numeric keypad and may also be above the arrow keys between the typewriter keyboard and the numeric keypad is used to delete entries from tables or to delete characters to the right of your cursor YZQR Up down right and left arrow keys These keys move your c
13. anne Create Auto Order 22 28 05 e A ae ceo lh nb cee sth dng hy cae alt ae Post Pending Orders 2 22 2 2 A i eked Rw ee SR skeet a oe ask ne Receive Orders 2 8 rn aha A ee aS Eancel Orders Er sin A We ar Rent ra es ne A ce E Ao mas View Print Orders cirrosi etenn en A ee Re ek Chapter 3 The Sales Menu A a Lars welt esd les NB cates LPN ee ADE ee lap eh ed Ste Customer Sales Orders and Quotations Available Stock ste 20er a od E E antes hae e bio Bayaways 2 23 83 hts A SAD A AA Sales Re MIS ni ce atl D de Card ee STEHE Rese rch Sales asus a8 e tet ae Sees en dw ota e ae See oe Chapter 4 The Reports Ment ss ss 2 Rs EA A AA Ee RISERS Daily Sales REpoH aaa a e a a a tol Do EE 7 de Daily Deposit Report msi cacas ita o ida ta e aeons bine heen Accessories Transfer Sheet eiii aa SS A II Pa eee Es wae tir ee ag Pid Statistics Summary Repons sass eoni ter o Re ee eee sees Stock Repatt isis oe ers A Se ae a ae eae eS SalesInvoice REPO ssc spawn cad A sh ok pas de as ba Commussign Repot rara oo ea ree ea dae eae nee as Receiving R pondre Cl an ees ees cele eee yee Sales Tax Report 2 ne aa Ee Ea FR A Ri eke Inventory Sales Exceptions Report zu wu ows ase I an Maintenance RED OES th a a a ae o e ud ar a oe da a Ls de Chapter 5 The Maintenance Menu Catalog vn ASAS AAA SS A IR nue Inventory Categories ovas td ti Manulnel rerse ne
14. bed size many people commonly refer to full size domestic trucks as eight foot trucks Yet import truck beds aren t necessarily a round number of feet in length It would be easier to refer to mini truck bed sizes in inches For any model year of a truck you may wish to simply refer to the bed size as long bed short bed or narrow bed Phone 800 771 BEST Model Make Year This is a very descriptive feature that can be used as a component It lacks the uniqueness that is required unless truck name is used with another component to create a unique code This component is very general It describes a group of trucks rather than a specific truck You may decide that the model information is sufficient In either case be sure to include the Make in the description to allow searching on this important piece of information Here is another critical component that is not specific to any single truck Often times it is the only feature that differentiates two different trucks Cab Size Many trucks have optional features such as extra cabs that affect the dimensions of the vehicle This may need to be referenced if it is a factor It is evident after examining this list of potential components that no single component would serve as a unique truck code To determine the best possible combination of facts for the above example use the following list of general statements 1 Some accessories are not impacted by specific characte
15. by invoice number Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Nontaxable sales are included on this report but no tax collections are reported for those sales Inventory Sales Exceptions Report The Inventory Sales Exceptions Report generates a list of adjustments and changes to inventory that do not stem from sales activities This report details irregular transactions created by sales returns cancelled orders and deleted inventory items This report enhances the security of the ACCESSORY PACK system by forcing an audit trail of all abnormal transactions To generate this report specify a date range and site code For all sites enter 0 For a list of sites press the key This report displays disposition document number part numbers descriptions costs quantities and transaction dates for each line item on the report End of Month The End of Month option is a collection of reports that can be printed as a batch process You can enable or disable various reports by selecting Yes to include or No to ignore for each report listed on the Systems Settings form of the ACCESSORY PACK Management Menu On the following page is a list of available reports for this feature Manufacturer Summary Taxable Sales Models Summary Customers Summaries Materials Summary Inventory Except Salesman Summary Model Styles Summary Stock Report Color Groups Tax Collections
16. connected to the preceding serialized inventory item on the invoice Each serialized inventory item may have several options Nonstock Items These are items which may be sold but are not considered stock items They are not considered inventory and are not tracked in the inventory statistics Some examples of nonstock items may include such components as clamps or footage of boot material You have the option to inventory any type of item but have the flexibility to sell items not established in inventory m Phone 800 771 BEST Remarks Entries on the invoice with no associated dollar value Remarks may be used to create white space on an invoice or to provide space for more detailed descriptions or notes on an invoice These items may be mixed on a single invoice allowing great flexibility in the creation of customer receipts To create an invoice select Customer Sales from the Sales Menu A blank invoice will appear with the cursor positioned in the Invoice field Invoice AA F2 F9 Customer Phone 000 000 0000 Sale Type Stock Order Quote Sale Date zz Sales Rep Yr Bed Make Model Cab Color Description Unit Cost Ext Cost ESC Exit Current Invoice F1 Help F10 Save changes You may either press for a list of open invoices or quotes press to generate the next sequential invoice number or manually enter an invoice number and press E If an existing open invoice matches the number entered the information
17. downward enter the percentage first and use the minus key to make it negative Leave this value at zero 0 if your selling prices have not changed Dollar Adjustments Cost Enter the change in your costs for each unit If the change is downward enter the amount first and use the minus key to make it negative Leave this value at zero 0 if your costs have not changed If the Type of Adjustment was Dollar the amounts entered will be the difference from the existing cost If the Type of Adjustment was Fix the amounts entered will be the new cost Price Enter the change in your selling price for each unit If the change is downward enter the amount first and use the minus key to make it negative Leave this value at zero 0 if your selling price has not changed If the Type of Adjustment was Dollar the amounts entered will be the difference from the existing selling price If the Type of Adjustment was Fix the amounts entered will be the new selling price Ite Adj Old Cost Chang New Old Change New m Type e Cost Price Price a ro 50 00 55 00 100 00 100 00 2 ro 50 00 0 50 00 100 00 97 00 3 p 50 00 10 00 60 00 100 00 15 00 115 00 a p 50 00 4 00 54 00 100 00 0 00 100 00 m Phone 800 771 BEST 50 00 64 00 64 00 100 00 175 00 175 00 Table 7 1 Group Cost Price Change Examples Once the form is complete the changes are processed and a comprehensive report of the changes is pr
18. enter stores they will display on the Site Table Press lt Insert gt to enter each new site Repeat the step until all sites have been entered If you wish to change an entry now highlight it press E and make your changes This information may be altered at a later time by users with manager security clearance System Settings Next you will need to enter information describing your business System Settings are the general setup parameters necessary for overall operation of ACCESSORY PACK You only need to complete this information once per installation Follow the steps below 1 Choose the System Settings option from the Management Menu 2 Enter the information detailed on the System Settings form you filled out earlier This information may be updated at any time by users with manager security clearance 3 Refer to Chapter 7 The Management Menu for more detailed instructions Employee Templates Employee information should be entered upon completing the System Settings form The employee template is where you specify each individual employee s commission rates and security clearance Only employees with templates will be able to enter the system 1 Choose the Employees option from the Management Menu 2 Enter each employee s personal information as detailed on your Employee forms This information may be updated at any time by users with manager security clearance Employee sales history information will be lost if empl
19. field is used as the default when adding accessories to the Sales Invoice Acceptable values are Y and N Y indicates an item is taxable The Inventory Category Table will automatically appear allowing you to select the correct category for the inventory item Users with management level security can add new inventory categories by pressing the lt Insert gt key Press E to select the proper category Enter any detailed specifications for this inventory item This field is optional Enter the lead time in days expected for this item This lead time will be used to assist in calculating the economic order quantity EOQ for inventory in the Create Auto Orders function When adding a new catalog entry it automatically defaults to the Lead Time field specified on the Accessory Category Form for this category of inventory Enter the reorder point for generating new orders An automatic order will be created if the on hand quantity drops below this level Completing this field is optional This option can be very useful in maintaining stock levels of inventory items If it is left at zero automatic reorders will only occur when you are completely out of this item Enter the typical reorder amount When running Create Auto Orders and the on hand quantity is lower than the reorder point a pending order will automatically be generated for this quantity of the item plus the difference between the on hand amount and reorder point Leaving this
20. in your automatic numbering sequence The system will use this value to generate the next available number Enter a two character prefix that will be used on your automatic credit memo numbering If you don t require a prefix you may leave this field blank Since credit memos are stored in the same database as invoices you should give them a prefix that is different from the invoice prefix We highly recommend using some type of prefix The standard of CM is easy to remember For a company with several sites you may wish to use C1 C2 etc Enter the last credit memo number used in your automatic numbering sequence The system will use this value to generate the next available number Phone 800 771 BEST Print Costs on Reports If you do not want to see cost and margin information on standard reports from the Reports Menu including the End of Month Reports select N Otherwise select Y to display costs and margin information on your reports Type of Costs for Accs Indicate how you want costs calculated for the reports and tracking The system tracks your average cost your last cost and a standard cost You may use any of these costs to generate your historical cost basis for stock and margin reporting Invoice Message Enter the message you wish to have printed on the bottom of each invoice and payment receipt To turn off the message leave this entry blank Hardware System Settings Hardware Record will be Changed
21. m Description Enter a description for the color category Account Enter the account from your chart of accounts where you wish to post revenues for this market segment Standard Price Level Ld Phone 800 771 BEST Chapter 6 The Customers Menu ACCESSORY PACK Developed especially for Your Company License xxxxxxxxx Customer Menu Customer Table Print Labels Export Labels Main Menu Use Arrow Keys or the first letter of your selection and press Enter Available memory 113K 800 771 BEST Press F1 for help TOPPS oft Computers Version 4 0 5811 Memorial Hwy 800 771 2378 Copyright c 1996 All Rights Suite 204 Tampa FL 33615 Reserved Chapter 6 The Customers Menu Maintain Your Customer Database Print Customer Labels Export Customer Labels Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved The Customer Menu allows you to perform three basic functions Maintain Your Customer Database Print Customer Labels Export Customer Labels Maintain Your Customer Database The Customer List is accessed by selecting the Customer Table option from the Customer Menu If no customers exist you will automatically be placed in the Customer Form where you may enter a new customer Each customer can be set to automatically use alternate price levels when creating invoices By selecting the price level for customers invoices created will reflect p
22. others don t tax it at all If your taxing district taxes labor at the same rate as the tangible good when it accompanies the sale of those tangible goods enter Yes for this field Otherwise enter No Load Inventory Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Load Inventory Form Creating a new Record Part Truck F2 Manufacturer 0000 Mfc Part F2 Set to Part Description Supplier 0000 Jobber 0 00 WD Cost 0 00 Your Cost 0 00 Sugg Retail 0 00 Sales Price A 0 00 Tax Status E Yes No Category O Specs Lead Time 0 days Reorder Point O Reorder Amount Current Stock 0 Qty on Order Site Code 2 Tampa Location Inv Status Regular Special Other Location Bin FIGURE This feature is designed to replace the Catalog and Inventory Forms and to set an initial stocking level It can only create stock for a single site Additional sites should be stocked by utilizing the Inventory Form on the Maintenance Menu and by creating and receiving an initial stock order from the Order Menu o This feature is included on the Management Menu to simplify the processing of getting up and running when you first install ACCESSORY PACK To use this feature select it from the Management Menu with the E key Enter the site you wish to create the inventory for and a stock date This stock date will be the ordering and receiving date for the initial inventory order created by t
23. programs and data This device is described by the amount of storage available e g 200 MB Information kept on a hard disk is stored until erased by programs or the user Ld Phone 800 771 BEST Hardware The equipment component of a computer system Each of the physical parts that you can touch are considered hardware Hot Key A special key that can be pressed at any time to perform some special task Any screen with hot keys will have information near the bottom about that hot key IDE A technical specification that identifies the type of hard disk installed on the computer system KB See kilobyte Kilobyte 1024 bytes of information Usually designated with the abbreviation KB 1024 KB equals 1 megabyte Laser Printer A printer that creates pages by heating the paper with a laser and applying toner ink to the page This type of printing is called non impact printing It s advantage is that the output is very high quality and prints very quickly License Each license purchased allows one user to access the system To use ACCESSORY PACK by more than one person on a network you must purchase additional licenses Please refer to your license agreement for a detailed explanation of the license agreement Mail Merge The process of creating a quantity of form letters or other reports by combining a standard letter with a mailing list on the computer Each letter would be customized using the information from the mailing li
24. prompt Assuming WordPerfect is in your search path you can run CVT immediately Enter the following commands to run CVT C gt CD CT C CT gt CVT cris the ACCESSORY PACK directory and is the file name you entered when exporting your labels When prompted for characters to exclude enter a double quotation mark This key is the lt Shift gt key Two single quotes are not the same as one double quote Your file has been converted and a new file named caprrack MRG exists CAPTRACK MRG is a WordPerfect secondary merge file Refer to your WordPerfect Reference Manual for more information on working with merge files i The merge file described above can be created only if WordPerfect is installed on your computer Refer to your word processing software manual for instructions on creating mail merge files from an imported ASCII file if your word processor is not WordPerfect Ld Phone 800 771 BEST Chapter 7 The Management Menu ACCESSORY PACK Developed especially for Your Company License xxxxxxxxx Management Menu Dispose Inventory Adjust Inventory Transfer Stock Cancel Invoice Group Cost Price Edits View Receipts Employees Sites Load Inventory System Settings Main Menu Use Arrow Keys or the first letter of your selection and press Enter Available memory 113K 800 771 BEST Press F1 for help TOPPS oft Computers Version 4 0 5811 Memorial Hwy 800 771 2378 Copyright c 1996 All Rights Suit
25. you might designate them as Tops Inc Main Street and Tops Inc Park Avenue Address Enter the street address for the site Zip Code Enter the zip code for the site If the zip code is not listed in the database the Cities Table will display allowing you to select another zip code or to add the new zip code to your list Zip 4 and international zip codes are supported up to 10 characters Phone Enter the phone number for the site Fax Enter the fax number for the site This field is optional m Phone 800 771 BEST Contact State Tax on Products State Tax on Labor Federal Tax on Products Federal Tax on Labor Tax Mixed Labor Enter the primary contact person for the site This might be the Branch Manager or another key contact person for the site Enter the taxable rate for goods in your state or province Enter the taxable rate for labor in your state or province Use 0 if labor is not taxed in your area For international installations enter the federal tax rate for goods For installations in the United States this field may be used to detail local taxes on goods For international installations enter the federal tax rate for labor For installations in the United States this field may be used for local taxes on labor Different tax jurisdictions have distinctive methods of calculating tax on labor when it accompanies the sale of tangible goods Some tax it at the normal tax rate for goods and
26. your confidential password and press E 4 Retype your new password and press E to confirm the change i Your password will not be changed if the characters typed in steps 3 and 4 do not match exactly or if your old password is entered incorrectly It is a good idea to change your personal password often This practice adds an extra level of security to the system Follow the steps below to periodically change your password 1 Select Change Password from the ACCESSORY PACK Main Menu 2 Type your old password and press E O Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m 3 Type your new confidential password and press E 4 Retype your password and press E to confirm the change Password protection is the only mechanism for preventing unauthorized persons from accessing your data Each employee password should be kept confidential for security reasons Change your password immediately if you suspect someone has learned it Phone 800 771 BEST Using the Suggestion Box Suggestion Box Enter your suggestion F1 Help Ctrl ESC Previous Menu Ctrl ENTER Complete Form FIGURE As illustrated above in Figure suggestion box is used to assist us with tracking program enhancements and other suggestions for improving ACCESSORY PACK we have included a Suggestion Box on the Main Menu To use the Suggestion Box 1 Select Suggestion Box from the ACCESSORY PACK Main Menu Ze Enter your suggesti
27. 0 Line Item Totals 339 00 595 00 43 0 Other Totals Tax 38 68 Labor 0 00 Shipping 0 00 Invoice RP1236 Sold to Your Second Customer 1 BGSBFBLK Bug Guard SBF Black 39 93 89 00 55 1 90 Day Warranty 0 00 000 0 0 Line Item Totals 39 93 8900 55 1 Other Totals Tax 5 79 Labor 0 00 Shipping 0 00 Line Item Totals 0 00 000 0 0 Tax Total 44 47 Labor Total 0 00 Shipping Total 0 00 TOTAL SALES FOR OCT 0 00 FIGURE 4 1 Daily Sales Report Layout m Phone 800 771 BEST Daily Deposit Report The Daily Deposit Report shows total collections for the day It shows a total for cash and credit cards and itemizes checks collected for the bank deposit Please note This report will be blank for any dates prior to installing your update Accessories Transfer Sheet By choosing Management from the Main Menu and choosing Transfer Stock option you may transfer stock from one site to another A wonderful tracking device built into the software is the Accessory Transfer Sheet which will inform you of all transfers made in this time period specified This feature will accurately track all inventory transfers placed in the system Statistics Summary The Statistics Summary is a statistical analysis tool Statistics are generated by part manufacturer color group model style employee zip code and more Each statistical report can be viewed on your screen prior to actually printing i
28. 2 0 for all Category 00 0 for all F2 for list Supplier 0 0 for all F2 for list FIGURE As you initially entered Catalog and Inventory data you established a set of ordering criteria such as reorder point reorder quantity and lead time These criteria work together to create automatic inventory orders By selecting Create Auto Orders you need only identify which site requires orders or use 0 to select all and which categories of inventory to reorder use 0 again to select all categories Store 1 is the main store It can generate automatic orders for any other store Stores 2 99 can only generate automatic orders for themselves The store number is set on the Management System Settings Company screen All stores can only receive orders destined for themselves Pending orders are automatically created for your review These orders may be modified in the Edit Pending Orders Table or posted via the Post Pending Orders function When you select Create Auto Orders and enter a site you may restrict order creation to a single supplier This means that when you are ready to let the system review your inventory levels and suggest reorders for accessories you can specify a search of items purchased only from a specific supplier To generate order suggestions for only one supplier press and choose from your list of suppliers To generate order suggestions for all suppliers enter 0 Copyright 1996 TOPPSoft Computer Solutions All Ri
29. 615 Chapter 4 The Reports Menu Daily Sales Report u2 es odian Daily Deposit Report Accessories Transfer Sheet Show Statistics Summary Statistics Summary Reports SOCK Report nai di Sales Invoice Report 2 5 4822 10H 222234 Commission Report Receiving Report Sales TIX RGP esenea ninae tance Inventory Sales Exceptions Report Maintenance Reports Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Ci The Reports Menu allows access to the various reports available in ACCESSORY PACK Each report prompts you for various information allowing you to customize how the report operates Reports can be generated for a single location or for all locations if you have more than one site defined in your System Settings The following is a list of ACCESSORY PACK reports Daily Sales Report Commission Report Daily Deposit Report Receiving Report Accs Transfer Sheet Tax Report Show Stats Summary Inventory Sales Exceptions Report Stock Report Maintenance Reports Sales Invoice Report Report Menu int Daily Sales int Daily Deposit Report int Accs Transfer Sheet w Stats Summary int Stock Report int Sales Invoice Report Kl int Commission Report int Receiving Report int Tax Report Pr
30. 9 11 24 25 31 64 66 67 68 87 88 90 102 Post Orders 91 92 RAM 10 118 125 Receive Orders 29 31 34 35 receiving 9 11 25 31 35 36 49 58 64 87 88 102 Reports 11 17 25 35 49 51 53 54 55 56 59 68 69 77 85 90 91 93 94 102 103 123 125 sales personnel 31 serial number 38 42 serialized inventory 38 42 43 92 103 126 site code 25 40 51 53 56 59 66 81 82 86 90 100 101 102 105 All Rights Reserved m software 1 9 10 11 19 24 52 78 118 119 125 126 station 1 40 117 118 126 string 126 system requirements 10 11 video 126 warranty 1 9 51 windows 20 Ld Phone 800 771 BEST Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved
31. BEST Press F1 for help TOPPS oft Computers Version 4 0 5811 Memorial Hwy 800 771 2378 Copyright c 1996 All Rights Reserved Suite 204 Tampa FL 33615 Chapter 5 The Maintenance Menu CAO ast ai Lie euer eee eee A ee ee nen Inventory Categories Man fact rerS ns uen ide essen LEURS A eos COLO SE Mendes tes Hi ROME Color CAC COMES MR oot Ws Re CIT S IN dede ii diet CUSLOME Types 2 EN 2m Payment ypes Er marae esa ins enr The Maintenance Menu contains the administrative databases used for reference purposes in ACCESSORY PACK The following is a list of databases available from this menu Catalog Colors Inventory Color Categories Inventory Categories Cities Manufacturers Payment Types Trucks Customer Types The standard keys that are active on the Maintenance Menu reference tables are described in Table 5 1 All keys are active unless otherwise indicated in the description for each reference table below Function Description Key a aa View online help for the current task Add a new entry to the table Change the highlighted entry on the table TABLE 5 1 Valid Function Keys for Reference Tables Catalog Catalog Selection Criteria Limit by Category 00 0 for all F2 for list Sort Order Part Description Truck Manufacturer FIGURE O Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Each catalog entry conta
32. Company Info on Invoice Enter N to disable printing of your company information on the top left corner of invoices and payment receipts You may wish to do this if you are using preprinted invoice forms with your logo Invoice Layout Choose the type of invoice your company uses Choose between 11 Form 7 Form Letterhead or Custom forms Invoice Message Enter the message you wish to have printed on the bottom of each invoice and payment receipt To turn off the message leave this entry blank Ld Phone 800 771 BEST Custom System Settings Custom Features Record will be Changed Default Stock Date 09 06 97 Allocate Shipping costs N Yes No Cash Drawer Start Bal 150 00 Cap Auto Reorder Limit 0 Enter 0 to automatically reorder all stock Enter 999 to disable automatic stock reorders Cap Model f Used Allow Edit of Invoice N Yes No Catalog part for Nonstock F2 for Catalog by Item Invoice number prefix PA Last used invoice 00108561 Credit Memo prefix CM Last used Credit Memo 00107274 Print costs on Reports Y No Yes Type of costs for Accs S Average Last Standard Invoice message Thank You Please come again Fl Help ESC Previous field Ctrl ESC Abort to previous screen FIGURE Default Stock Date Enter the default stock date for your initial data entry of inventory This date will be used for Order and Receive dates on items that are entered directly into the database A
33. Exit and restart ACCESSORY PACK If the problem persists reinstall the program to reset the license number Refer to the Getting Started chapter of this manual for further instructions SOLUTION Contact TOPPS oft Computer Solutions to purchase additional network licenses of the software Reinstall the software Refer to the Getting Started chapter of this manual for further instructions Retry your changing your password Press Enter to Delete Pressing E will delete the entry on the screen Press X to return to the previous screen without deleting the current entry Wait until the rebuild process has completed and continue with your work O Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved SECURITY ERROR PLEASE Retry your current action RETRY An error occurred while logging into the system or during the password change process UNKNOWN MATERIAL TYPE This Call TOPPS oft Computer Solutions for error may occur while generating technical support immediately Summary Statistics The error indicates possible data corruption in your model templates USER ABORTED BY CONTROL This key sequence abnormally leaves the BREAK The C Break key combination program Check your data for possible was pressed data corruption PROBLEM SOLUTION VIRTUAL MEMORY ERROR The Disable the use of virtual memory See virtual memory allocated to the program your DOS manuals for more information has errors on this to
34. SORY PACK The Customers Menu Explains how to view and edit your customer list create mailing labels and create mail merge files for use with your word processor The Management Menu A guide to efficient Management of the program This section also includes detailed information concerning the security features of the software Hot Tips Initial Setup Forms Explains the importance of and some guidelines for designing workable codes for your data Also included are forms designed to help you gather and organize all information necessary to begin using ACCESSORY PACK effectively System Messages An alphabetical list of common system messages and their meanings Answers the most frequently asked trouble shooting questions about ACCESSORY PACK Appendix C Common Support Questions Troubleshooting tips and the most commonly asked questions Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Appendix D End of Month Program Glossary Definitions of computer terms and other technical terms found in the manual Index Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Conventions Standard text will be used for all narrative descriptions such as this sentence All simulated computer screens will be represented using the following typeface for ease of identification C gt TYPE CONFIG SYS FILES 130 UFFERS 30 TACKS 9 256 EVICE C DOS HIMEM SYS EVICE C DOS SETVER EXE E
35. This item will not affect inventory quantities or statistics when the sale is completed It will also prompt for the taxable status of the item rv 4 Description Unit Cost Ext Cost J Nonstock item taxable status refers to the item not the customer If the item is normally taxed in your tax district answer yes You will tell the system to make the entire invoice tax exempt on the Invoice Summary Screen It is good practice to standardize codes for nonstock items to whatever extent is practical in your business For instance you may wish to always use the code LABOR for labor charges if they exist on a separate line item To change a line item type to Serialized or from Serialized delete the existing line item and re enter it When adding a new accessory or cap line item the description field defaults to the standard description for the selected item If necessary you may edit the default description When editing existing line items the existing description will be maintained but can be changed by the user For all line item types except remarks you may edit the unit cost As with the Description field the standard price is set when adding a new line item The extended cost is automatically calculated by multiplying the quantity by the unit cost Phone 800 771 BEST Once all line items have been completed you must save and continue to complete the transaction To do so press the key The next screen is eit
36. VICE C DOS ANSI SYS HELL C DOS COMMAND COM C DOS p e 512 DOS HIGH umb nu uu MND Menu items and field names from ACCESSORY PACK are represented in an italic typeface such as the following Choose System Settings from the Management Menu Characters entered by the user are represented in the following bold typeface C gt TYPE CONFIG SYS Symbols and Abbreviations The key symbol is used to designate information intended to broaden your understanding of the current subject 1 e a tip for ease of use or a key point about the current subject The exclamation symbol identifies a potential hazard This symbol is used to alert the user to possible problems that may arise while performing the current task o Special keyboard function keys are displayed using key caps A partial list of special keys is listed in Table 0 2 on the following page Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Special Key The Enter key is above your right shift key It is used to select entries from tables and to advance to the next field on a form Use the Control key usually next to or below the shift key by holding it down while selecting the key represented by Cc would be accomplished by holding down the C key and pressing the C key Use the Alt key usually next to the space bar by holding it down while selecting the key represented by Ac is
37. Y PACKT you can find help in several different places Each screen in ACCESSORY PACK offers help prompts along the bottom of the screen which describe valid function keys All TOPPS oft programs also offer online context sensitive help Online help offers quick access to documentation without reaching for a manual Press the key to access the online help screen for the current on screen task You may press E while highlighting the BRIGHT words on the help screen for further information related to the current topic Use the arrow keys or the first letter of each bolded word to move around the screen Words highlighted in yellow designate valid keystrokes for the current task Press X to return to the program Refer to the ACCESSORY PACK user manual for more detailed instructions or for background information The manual is arranged by menu task and offers detailed step by step instructions for each task associated with ACCESSORY PACK If you need further assistance beyond what online help and the manual provide contact the TOPPS oft Computer Solutions help line at 800 771 BEST Help line calls are free for the first 90 days following shipment of all TOPPS oft products and for members of the TOPPS oft customer support program Refer to the enclosed brochure or contact TOPPS oft Computer Solutions for more information concerning the benefits of our comprehensive customer support program Before calling please be prepared to explain your prob
38. Yes No Color Groups Stock Report Y Yes No Taxable Sales Y Yes Tax Collections No Sort Orders for Stock Report Print Orders Sales Invoice Copies Print Co info on invoice Invoice Layout Invoice Message Instructions LJ Serial Truck Location _ Yes No 0 Disables printing of invoices Yes No 11 Form 7 Form Y Yes No Y Yes No Y Yes No Y Yes No Y Yes No Letterhead Custom Phone 800 771 BEST lt Choose Yes for the reports you wish to print automatically at the end of each month lt Choose Yes for Print Orders if you wish to print orders for verification or to send to your suppliers CUSTOM Default Stock Date RE AA AM Allocate Shipping Costs ___ Yes No Cash Drawer Start Bal Cap Auto Reorder Limit __ Enter 0 to automatically reorder all Enter 999 to disable automatic stock reorders Allow edit of invoice 7 Yes No Invoice number prefix ___ Last Used Invoice 00000000 Credit memo prefix _ Last Used Credit Memo 00000000 Print costs on reports 2__ YesNo Type of costs for aces 2__ Average Last Standard Invoice Message Instructions lt Set Allocate Shipping to Yes if you are using ACCESSORY PACK and you wish to distribute the cost of shipping among non serialized inventory items lt Enter the number of copies of each customer invoice you wish to print lt Enter a custom message to appear at the bottom of your customer invoices HARDWARE Report Printe
39. abort the cancellation procedure by pressing X To cancel additional items from the same purchase order enter the desired quantities to cancel Press the key to post the cancellations View Print Orders Occasionally you may have the need to go back and review the status of old purchase orders This may be accomplished from the View Orders option located on the View Orders table This table displays all purchase orders in numerical order Use Rapid Scan to quickly locate the desired purchase order Once you have selected the correct purchase order highlight it and press E to view the line item detail of the order This Purchase Order Detail displays each line item with the Line Number the Description the Quantity Ordered the Quantity Received and the Unit Cost When viewing a purchase order the hot key is available to reprint the purchase order You may use X to exit or for help at any time while accessing these tables Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Chapter 3 The Sales Menu ACCESSORY PACK Developed especially for Your Company License XXXXXXXXX Sales Customer Sales Available Stock Layaways Sales Returns Research Sales Main Menu Use Arrow Keys or the first letter of your selection and press Enter Available memory 113K 800 771 BEST Press Fl for help TOPPS oft Computers Version 4 0 5811 Memorial Hwy 800 771 2378 Copyright c 1996 All Rights Reserved
40. age Each employee must be assigned a unique set of initials Typically you would use the initials from the employee s name Once this code has been set and sales have been made by the employee do not change the code Changing the code will cause errors in your statistics and reports Enter the last name for the employee Enter the first name for the employee Enter the Social Security Number for this employee Enter the street address of this particular employee Enter Apt or Additional Street information Enter the zip code of the employee Enter the phone number at which the employee is most commonly reached Enter an alternate phone number for employee if applicable Enter spouse s name if applicable Indicate whether the employee is a sales person by entering Yes or No or by using Q and R to highlight the desired option If No is selected the Sales age and Gross age entry fields will be skipped Enter the commission percentage the sales person receives from their own caps and accessories sales Phone 800 771 BEST Gross age Enter the commission percentage the sales person receives from sales of caps and accessories for the lot This might be used for Sales Managers or for other upper level staff Management Indicate whether the employee should have management authorization Management level access should be restricted since it gives unlimited access to the system Make sure that at least one employ
41. and Maintain Your Password Using the Suggestion Box Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m To begin using ACCESSORY PACK you must complete the following tasks Install the ACCESSORY PACK software Check your system configuration Start the ACCESSORY PACK program Load your administrative data Set and maintain your password Install ACCESSORY PACK Install from DOS or from Windows DOS Installation for ACCESSORY PACK to hard drive Place the Installation Diskette into your floppy drive From the DOS Prompt type the drive letter of the floppy drive where you placed the diskette For drive A enter the following commands C gt A E A gt INSTALL E The installation procedure will begin when you press the second E key 3 Follow the online screen prompts until the installation is complete If you have CAP TRACKER installed in a directory other the CT on the hard disk you must enter the name of directory where it is installed instead of using the c ct selection for the first prompt Windows Installation for ACCESSORY PACK to hard drive 1 Go to Start Run Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Check Your Computer Configuration The installation program will automatically update your CONFIG SYS program If you are unsure about whether the changes were properly made you can verify the settings in t
42. and sales returns In addition ACCESSORY PACK provides extensive Management reporting mailing labels and much more Package Contents Your ACCESSORY PACK package contains the following components 1 ea Installation Diskette 1 ea Reference Manual 1 ea License Agreement and Limited Warranty 1 ea Service Level Agreement Call TOPPS oft Computer Solutions at 800 771 BEST to arrange shipment of a new of diskette if the enclosed installation diskette is not compatible with your computer Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved System Requirements See Table 0 1 for computer system requirements Generally the fastest computer in your price range will serve your company much longer without becoming obsolete PC SYSTEM REQUIREMENTS MINIMUM RECOMMENDED 80386 Processor Pentium Class Processor Monochrome Graphics VGA Color Graphics 550KB free DOS RAM 600KB free DOS RAM 10MB free disk space 10MB free disk space DOS ver 3 3 or higher DOS ver 6 22 or higher Compatible with most network systems Please refer to our license agreement for network guidelines TABLE 0 1 Computer System Requirements Overview The ACCESSORY PACK reference manual is intended to guide you through the various tasks involved in using the ACCESSORY PACK software program Before you begin using ACCESSORY PACK you should carefully read the Getting Started chapter for valuable insights and practical guidelines for in
43. are loaded complete with bed sizes and other helpful information These codes have been tested to maximize ease of use and to minimize ambiguity You are free to use as many of our codes as you wish You may alter any codes which do not meet your specifications Significant data corruption and or data loss may result from changing existing codes after inventory data has been loaded Make all changes to your codes BEFORE entering your data o Creating Good Reference Codes Creating good reference codes is an essential part of getting the most benefit out of ACCESSORY PACK Good reference codes have the following characteristics Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Modular Consistent Meaningful Concise Flexible Codes should be constructed using small components that identify key features of the item you wish to define By putting these components together you can create codes that uniquely identify items Codes should always be created using the same components in the same order When you use a component of an item keep the same designation for all codes that use that component For example if you use R for Ranger use R every time ranger appears as a component of an item Codes should relate in some way to the item they describe Using components that identify key features of the item make the code meaningful A meaningful code is always easier to remember If you use an arbitrary va
44. ary programs that may be consuming your computer memory Delete all of the key files with K extension for the database and restart the program Your keys will be rebuilt NOTE On a network no other users can run the program while the keys are rebuilding The installation program automatically adds your license number Re install the program to reset the license number Refer to the Getting Started chapter of this manual for further instructions If the error is not resolved contact TOPPS oft Computer Solutions technical support Exit and restart ACCESSORY PACK to clear the error Phone 800 771 BEST LICENSE ERROR 02 The license number in use by this station no longer exists in the license database PROBLEM LICENSE IN USE Too many stations are attempting to access AP TRACKER This error may occur if you do not own enough license numbers for all users on your network NO LICENSE EXISTS No legal license number has been installed for the software PASSWORD NOT CORRECTLY TYPED An error occurred while changing your password Your password was not changed REBUILDING KEYS FOR The keys for database were deleted The program is rebuilding your keys RECORD NOT FOUND The record you are looking for does not exist in the database RECORD WILL BE ADDED A new item is being added to the current database RECORD WILL BE CHANGED An existing entry in the current database is being modified
45. ately maintain your physical count To adjust an inventory item highlight Adjust Inventory on the Management Menu and press E Enter the site code where the inventory is located You may select it from a table by pressing if you are unsure of the code On the Adjust Inventory table you will see all inventory items for the selected site To adjust the quantity of an inventory item highlight the desired entry and press E The Inventory Adjustment form will appear on the screen It shows the description for the selected inventory item and the quantity of inventory on hand Enter the correct quantity on hand for the selected item An audit record will be created which will be detailed on the Inventory Exception Report for auditing purposes Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Transfer Stock This screen allows any manager to generate a stock transfer between two stores To use this option you must have at least two stores defined on the Sites Table of the Management Menu To transfer stock between stores select this menu option with the E key Enter the originating site code or press E again to choose it from a list of defined sites Find the part you wish to transfer Rapid Scan is available and press E to process the transfer The Inventory Transfer Form displays information on the selected item including the current quantity on hand Enter the quantity to transfer and the destination site code to com
46. ation has locked the file for exclusive use This may occur while running some utility functions on other stations CHANGED BY ANOTHER STATION Another user on your network has already made changes to the record on your screen CREATES DUPLICATE ENTRY The value you entered for the current field must be unique in the system The value you entered is already in use by another record in the database CREATING A NEW RECORD Ina form that allows addition of more than one record at a time additional records will be added until you press X Pressing X returns you to the previous screen ERROR UPDATING CAP Occurs while transferring a cap from one site to another or changing the cost of a cap more than once in a single day SOLUTION Make sure all users have exited ACCESSORY PACK and restart the program Make sure all utility programs have completed successfully Exit and restart ACCESSORY PACK If the problem persists you must edit your CONFIG SYS file Reference the Getting Started chapter for further instructions on editing the CONFIG SYS file ACCESSORY PACK will display the current information in the record instead of saving the information you have just entered Re enter your changes and then save your work Enter a different value for the current field Make sure your new value is unique from any already in use by the system You may either try the transaction on a different day or change the system dat
47. ax __ 7 Contact TAX CALCULATIONS State Tax on Products State Tax on Labor Federal Tax on Products Instructions Site Name Address Zip Code Phone Y Fax Y Contact TAX CALCULATIONS State Tax on Products State Tax on Labor Federal Tax on Products Federal Tax on Labor Tax Mixed Labor Yes No Site Name Address Zip Code Phone __ Fax Contact TAX CALCULATIONS State Tax on Products State Tax on Labor Federal Tax on Products Use this form to describe physical information about each of your lot locations field should be filled in with the manager name for each lot Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved The contact I Load Inventory Form Part Truck Manufacturer Mfc Part Description Supplier Jobber Your Cost Sales Price A Tax Status F2 F2 Set to Part Category Specs Lead Time Reorder Point Current Stock Site Code Inv Status WD Cost Sug Retail Yes No Reorder Amt ___ Qty on Order Your Company Name Regular Special Other Location Bin Part Truck Manufacturer Mfc Part Description Supplier Jobber Your Cost Sales Price A Tax Status F2 F2 Set to Part Category Specs Lead Time Reorder Point Current Stock Site Code Inv Status Location Bin J WD Cost Sug Retail Yes No days ____ Reorder Amt ____ Qty on Order Your Company
48. ble pricing suppliers beginning inventory and the ordering criteria for each specific item Follow the procedure below to inspect the characteristics that are pre loaded into ACCESSORY PACK You may use the pre loaded categories or you may wish to enter new categories to customize ACCESSORY PACK for your individual needs Enter your inventory one category at a time The job will go much quicker and determining your starting inventory can be done in smaller batches Start with a category with a small number of items to allow yourself time to become familiar with the software 1 Select Inventory Categories from the Maintenance Menu Inventory Categories group inventory items for the purposes of reporting and statistics For instance you may wish to create categories for bedliners toolboxes and electrical accessories 2 Inspect the pre loaded categories If necessary enter or modify the Categories detailed on your setup forms This information may be modified at any time by users with management security clearance Now that your categories have been entered you can begin loading inventory Use the Load Inventory option from the management menu to load your original inventory These templates contain the standard characteristics of each accessory item You will want to identify on the catalog template your most common supplier ordering parameters and other critical values Copyright 1996 TOPPSoft Computer Solutions All Rights R
49. caps Choose Item and Sort Order Accessories Truck Caps Other Part Serial Tint Truck Truck CategoryModel Stock Sales and Quotations Choose Item and Sort Order Phone 800 771 BEST Accessories Truck Caps Customer Orders With Customer Orders the sales person is prompted for the necesary information to create the order For truck caps the specifics of the cap will be entered For accessories the part number is entered Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Labor A hot key is available to add Labor to specific line items and change the account code for the inventory record Once the line item requiring labor is highlighted press to access the Sales Line Options Form On this form you may enter a labor charge and change the account code for this inventory item The labor will be totalled separately at the end of the invoice or receipt For serialized inventory the Qty field will automatically adjust to 1 if a higher number is entered Also the details of the truck cap will be presented on additional lines of the invoice with additional pricing when applicable For serialized inventory the Qty field will automatically adjust to 1 if a higher number is entered Also the details of the truck cap will be presented on additional lines of the invoice with additional pricing when applicable To enter a nonstock item enter a part number not found in the inventory system
50. cord will be Changed Print the following during Manufacturer Summary Model Summary 2 Materials Summary Salesman Summary Stock Report Taxable Sales Y Yes Yes Yes Yes Yes Yes No No No No No No End of Month Processing Customer Summaries Inventory Except 2 Model Styles Summary Color Groups 2 Tax Collections Sort Order for Stock Report Print Orders Sales Invoice Copies eL N 0 Print company info on invoice Y Invoice Layout Invoice Message Thank You z1 Serial Truck Location Yes No 0 disables printing of invoices Yes No 11 _Form 7 _Form Letterhead Custom Please come again Fl Help ESC Previous field Ctrl ESC Abort to previous screen FIGURE Sort Order for Stock Report For the End of Month procedure indicate how you wish to sort your Stock Report Print Orders Indicate with Y or N whether you wish to print orders during the Post Orders procedure Sales Invoice Copies If your company requires multiple copies of sales invoices and payment receipts indicate how many copies should print When you are using multi part forms the number you enter here will determine the number of times the invoice prints With a three part form and a setting of two you will end up with six copies of your Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m invoice To disable invoice printing enter 0 for the number of copies Print
51. d below for assistance in filling out this form Instructions Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m gt oO NDU Enter your part number for the current catalog item and the truck the item fits The truck field may be left blank at your discretion Name the manufacturer of the item the manufacturer s part number and the supplier from whom you most often order this item Give a brief description of the item Specify the wholesale cost most often paid for this item and your sales price for the item Indicate whether the item is taxable or nontaxable Specify the accessory category of the item Enter any unique specifications associated with the item Estimate the typical number of days lead time necessary to receive a new order of the item Indicate the number of items in stock at which point you would most often order more of the item and the number of items you would most likely order Phone 800 771 BEST Catalog Form Part Truck Manufacturer Mfc Part Description Std Supplier Your Cost Sugg Retail Sales Price Tax Status Category Add 1 Specs Lead Time Bader Pt Truck Manufacturer Mfc Part Description Std Supplier Your Cost Sugg Retail Sales Price Tax Status Category Add Specs Copyright 1996 TOPPSoft Computer Solutions Reorder Amt Part Truck c Manufacturer Mfc Part Description Std Supplier Your cost Sugg Retail Sales Pr
52. d suggestions in developing the TOPPSoft product line The Beasley Family for all of their encouragement and support in our endeavor I Data Support Manual AP3MAN JanelNEW 1 Dec1 97 WPD Table of Contents A ees ots ee oleae ae ea eee ence Package Contents ae da epee ES A ay eee System Requirements su sechs da a kn OVETVIEW SN a aie ee we ee oe CONVENTIONS 324 is pa ae che a oe unes le Pn owe ee ae so user ne Symbols and Abbreviations 40 Types OF Seren entre erkennt Dreier en Getting Help ona bl e sth as fa Asa en es naher ANA Ea fer AI Chapter 1 Getting Started u prenasa aa En ea ee is ana 1 1 Install ACCESSORY PACK Check Your Computer Configuration Start ACCESSORY PACH Load Your Administrative Data uc ae ds E AR ee a bn a dl a Dd neue Store LOCATON S extrarradio di aa hed ox BYSICMEOCUINGS aa aia dd paa Employee Templates nam A AA AS ATA AD AAA NE AE EA Manufact rer Templates a e ia A ar bho eee ne Truck and Color Templates nn set o easy Load Inventory rr a een A Ac Set and Maintain Your Password 0 242224 rar e oo de ara A Using the Suseestion Box 2030453005 Id o a labs AA lee aged eG ies Chapter 2 The Orders Ment 5 52 diia Ordering OVEIVIEW sad AR p EE er a ie Radome Edit Pendine Orders 200 ii are eae ne nee EEA
53. de Std Lead Time Days Description Account Std Lead Time Days Account Code Description Code gt Std Lead Time Days Description Account Std Lead Time Days Account Code Description Std Lead Time Days Account Code Description Std Lead Time Days Account Code Description Std Lead Time Days Account Code Description O Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Code Description Std Lead Time Days Account Code Description Std Lead Time Days Account Code Description Std Lead Time Days Account Code Description Std Lead Time Days Account Code Description Std Lead Time Days Account Code Description Std Lead Time Days Account Code Description Std Lead Time Days Account Customer Categories J Phone 800 771 BEST Code Description Account Std Price Level _ ABCDE Code Description Account Std Price Level _ ABCDE Code Description Account Std Price Level _ ABCDE Code Description Account Std Price Level _ ABCDE Code Description Account Std Price Level _ ABCDE Code Description Account Std Price Level _ ABCDE Code Description Account Std Price Level _ ABCDE Code Description Account Std Price Level _ ABCDE Code Description Account Std Price Level _ ABCDE Code Description Account Std Price Level _ ABCDE Code Description Account S
54. denotes reports generated as part of the Statistical Summary Report Torun End of Month enter a date within that month and identify the site for the report For all sites enter O For a list of sites press the key Maintenance Reports m Phone 800 771 BEST Maintenance Reports Menu Print Print Print Print Manufacturers Suppliers Catalog Trucks Report Menu Several reports exist on the Maintenance Reports sub menu These reports print information contained in some of the reference tables available in CAP TRACKER and in ACCESSORY PACK The following is a list of maintenance reports available in ACCESSORY PACK Manufacturers Prints a reference list of manufacturers sorted by company name and manufacturer code Suppliers Prints a reference list of suppliers sorted by company name Catalog Prints the catalog of available parts grouped by Accessory Group and sorted by description Trucks Prints a reference list of trucks sorted by truck name Bed sizes are included on this report as well Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Chapter 5 The Maintenance Menu ACCESSORY PACK Developed especially for Your Company License XXXXXXXXX Maintenance Menu Catalog Inventory Inventory Categories Manufacturers Trucks Colors Cities Payment Types Customer Types Use Arrow Keys or the first letter of your selection and press Enter Available memory 113K 800 771
55. desired item Layaways Process Layaway Payment Invoice Customer Taxable Total Sale Total Labor Tax E Shipping amp Handling TOTAL Payment Date 11 03 97 FIGURE There are three steps in processing layaways Each step is handled by a different menu option in ACCESSORY PACK The summary on the following page should guide you in creating and updating layaways Create Layaway for a stock unit Customer Sales on Sales Menu Create invoice as STOCK Create Layaway for an order Customer Sales on Sales Menu Create invoice as ORDER Add payment to Layaway Layaways on Sales Menu Close Layaway Sold and Delivered Customer Sales on Sales Menu Create invoice as STOCK For Layaway payments select Layaways from the Sales Menu and press E You will be presented with the Open Invoices and Quotes table At this point you may use any of the keys listed in Table 3 2 below m Phone 800 771 BEST Ci eme YZ Move the highlight bar to different invoices Rapid Scan Enter the invoice number to quickly find it Return to previous screen TABLE 3 2 Valid Keys for the Layaway Table After you have highlighted the invoice for which you intend to post an additional payment you must press E Now simply complete the Layaway Payment Form by entering information into the following fields A new payment receipt will print to the invoice printer if enabled in System Settings Notes Enter any notes about the sales invoic
56. e View online help Edit the highlighted line item Add a new line item to the invoice a Delete the highlighted line item Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Post the current sale Add labor to line item TABLE 3 1 Valid Function Keys for the Customer Invoice form The following fields exist for each line item Qty Item Enter the quantity sold If the Qty field is set to O the line is considered a remark and the tem and Unit Cost fields will be skipped For serialized inventory and value greater than one will automatically be adjusted back to one This field will accept three different types of values You may enter an accessory part number a serial number or any other code for nonstock items If you wish to select an accessory part number or a serial number from your inventory list press E while the field is blank When adding a new record you are given a choice to select caps or accessories each sorted several different ways When selling a truck cap the front access sold is now detailed on the invoice If no options are installed on the cap the None option is omitted from the invoice You may also select Tint if you installed the Tint feature You may then select the desired item from the appropriate list For a new line item the Description field will automatically default to the description of the selected item For customer orders you can select to order accessories or truck
57. e of your computer and retry the transaction Refer to your DOS manual for instructions on changing your system date Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved ERROR Adding to Internal error occurred while adding records to database PROBLEM ERROR Deleting from Internal error occurred while deleting records from database FILE NOT FOUND A required database file was not found by the program INSUFFICIENT MEMORY Your computer does not have enough available DOS memory RAM to run the program At least 550K of RAM memory must be available INVALID KEY FILE One of database key files has been corrupted INVALID LICENSE NUMBER An invalid license number has been installed for the software LICENSE ERROR 01 The license database is not in the current directory or is locked by another station Contact TOPPS oft Computer Solutions with the exact wording of this message for assistance SOLUTION Contact TOPPS oft Computer Solutions with the exact wording of this message for assistance Make sure you are in the correct directory when launching the program If you are in the correct directory some of your database files may have been deleted Call TOPPS oft Computer Solutions for technical support Type MEM or CHKDSK from the C gt prompt to verify the amount of available RAM If this command verifies that you are short of memory disable any auxili
58. e 204 Tampa FL 33615 Reserved Chapter 7 The Management Menu Dispose of Inventory Adjust Inventory comio Transfer Stock ta Cancel Invoice rd Group Cost Price Edits View Receipts sisi rial Employees avui a oe Gh SES Su REEE we Load Inventory u 0424 te ae eee System Settings cccccccscccssccvccccese COMPANY a Baia Reports ana Custom e Hard Ware 486093 oeiee enews ws eawueeeaee tals The Management Menu contains tasks restricted to employees with management security clearance These tasks include Dispose of Inventory View Receipts Adjust Inventory Employees Transfer Stock Sites Cancel Invoice Load Inventory Group Cost Price Edits System Settings Main Menu Dispose of Inventory This screen allows you to temporarily or permanently remove items from inventory Inventory is temporarily removed to accurately maintain your physical count while stock has been returned to the manufacturer or supplier for repair To dispose of an inventory item highlight Dispose Inventory on the Management Menu and press E Enter the site code where the inventory is located You may select it from a table by pressing if you are unsure of the code On the Dispose Inventory table you will see all inventory items for the selected site To dispose of an inventory item highlight the desired entry and press E The Inventory Disposition form wi
59. e Menu to determine which if any truck templates need to be added or modified to meet your specifications Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Color Categories Form Code Code Description _ Description _ Code Code Description Description Code Code Description 22 DESCIDON 2 Code Code Description Description Code Ode FE Description Description Code e Code Description Description Code E Code Description _ Description _ Code Code Description Description Code Code Description Description Instructions Many color categories have been pre loaded for your convenience Browse the Color Categories Table on the Maintenance Menu to determine which if any color groups need to Be bed one Color Form Code u Code Name Name Start Year ooo Start Year Color Group Color Group Manufacturer Manufacturer m Phone 800 771 BEST Code Code Name Name Start Year So Start Year Color Group Color Group Manufacturer Manufacturer Code ie Code Name Name Start Year AA Start Year n Color Group Color Group AE Instructions Many colors have been pre loaded for your convenience Browse the Colors Table on the Maintenance Menu to determine which if any colors need to be added or modified to meet your specifications The accessory catalog form is located on the next page Follow the instructions liste
60. e Pending Orders screen If there are no unposted orders you will automatically be placed in the Pending Orders Form From the Pending Orders Table the keys detailed in Table 2 1 on the following page are active Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m es emewa ns fans CO a ET TT UNS Change the highlighted pending order Set HOLD for posting item TABLE 2 1 Valid Function Keys for the Pending Orders Table Stock Order Form Creating a new Record Line lt s L Site 01 Central Location Item Quantity Cost 0 00 Supplier 0 FIGURE Following is a description of each field located on the Pending Orders form Site Enter the destination lot location for the order The E key displays a list of lots defined in the system A short description of the selected site will display to the right of the site field The default set in System Settings is automatically displayed Item To simplify order creation the part number is displayed on the Pending Orders Table Qty Enter the quantity to be ordered m Phone 800 771 BEST Cost Enter the unit cost of the item The default will be the last cost paid for the item for the selected site Supplier A list of available suppliers appears Select the desired source for the selected item from the list of suppliers Users with Management level access may add new suppliers to this list Create Auto Orders Auto Order Options Order for Site
61. e System Settings database The address and phone numbers matching the site selected on the invoice will print on the invoice and customer receipts For each screen the following fields can be entered Company Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Company Enter your company name This name will display on many of the screens and reports found in ACCESSORY PACK Default Site Code Enter the default site code for this installation This code will be presented as the default when ordering and creating inventory and when prompted for site code on all report options screens Address Enter the address for your company headquarters or administrative offices Zip Code Enter the zip code for your company headquarters or administrative offices If the zip code is not listed in your database the Cities Table will appear allowing you to select another zip code or add the new zip code to the list Zip 4 and international zip codes are supported up to 10 characters Phone No Enter the phone number for your company headquarters or administrative offices Fax No Enter the fax number for your company headquarters or administrative offices Default Stock Date Enter the default stock date for your initial data entry of inventory This date will be used for Order and Receive dates on items that are entered directly into the database Ld Phone 800 771 BEST Reports System Settings Report Processing Re
62. e such as split payments or special terms for the sale Date Enter the payment date Payment Deposit Enter the amount of the additional payment made at this time It will increase the deposit amount listed on the right side of the form Select the form of payment Payment Reference For checks credit cards A R and split payments you can enter information such as check number authorization code driver s license number account number etc For cash sales this field is skipped Sales Returns Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Occasionally a customer may wish to return an item These items must be accounted for in inventory as they are returned To facilitate proper accounting use the Sales Returns function to log all sales return activity Highlight Sales Returns on the Sales Menu and press E A list of posted Sales will appear At this time you may enter the sales invoice number to quickly locate the proper sale Highlight the desired sales invoice and press E The detailed line items for the invoice will appear on screen To process the return of a line item highlight it press E and press E again to confirm the return Enter the account number to post the return The item will be cancelled from the sales invoice and an entry will be posted that prints with your Inventory Exceptions Report Research Sales To review the history for a particular invoice you may wish to view it online
63. e taa aa CODES RO COOLE Aero A e Cot ae a a a a Ba at CMS AS IA A O IA ENS LS A ds RA O Customer Types ida da ida ehe hee Payment Types AO EAS ATA A AO eres eaves Chapter 6 The Customers Menu cc AA A OEE SS Maintain Your Customer Database Print Customer Labels 3 425 aa ted iodo Export Customer Labels PE Matt etre ee AA ta Chapter 7 The Management Menu Li ar Hr Disposeollnyenlay qe a a irre Adjust Inventory sitas ie ia ota ds bd aa o dt kn Transfer Stock atrae tre tn tt Cancel INVOICE A Ure ee eda Se be ct ar a ee RS or Ea a EG Group Cost Price Edits 22 0 4222 1222 A A e View REIS A Dad oh AAA OY oe oe ewe tas Oe ees RER Employees A mr SO a Eth ate A ig te th nee SES E ES oe Sy eee Bare tee ne tat ey ee Load Inventor errar ia ta hee leone ta dt bd o ke kn o A RO COMPARE ua AD DR RR Loe EDS A DATA Chapter 8 Hot D SR He re e e bt RAGES Appendix A Initial Setup Forms iia A ee Feed Creating Good Reference Codes ner an e Site POD o e na A ae Redo Load Inventory Fon 22222 een a ae System Settings e ran tin onan ae xa dy hee OS oa es ae we ease wee Employee Form sis 2a riesen kr len Truck Fam id ets estes ie ern NS ADN ete Color Cate rones FOT rona SAP ea oA en ada bea el au hohe a Rt Color un A Att es C talog O An iaa Manufacturer Form 0 ee hie ale ea a da Inventory Categories slo ae ie rer nee eher dee wee Feed Customer Cate rones a e nie a e el a AM NT etd Ran ac
64. eceived into inventory In addition your current order status statistics will be inaccurate Ld Phone 800 771 BEST To cancel an order select the Cancel Orders option on the Orders Menu The Cancel Orders screen now displays the site with which you are working at the top of the screen Highlight the desired order on the Cancel Purchase Orders table and press E Pressing E displays a list of line items for the highlighted purchase order This list includes only outstanding ordered items Each line displays the item the quantity of inventory that has yet to be received and the amount of inventory to be received when the Post is completed The keys detailed in Table 2 3 are active on the Cancel Purchase Orders table Press to receive the entire order The key sets all Cancelled Quantities equal to the Outstanding Quantities so the receipts are ready to post To cancel only part of the order highlight the desired item and press E This calls the Cancel Inventory form Following is a description of each field displayed on the Cancel Inventory form Quantity Enter the quantity of items to be cancelled The field will default to the current outstanding quantity You may cancel any amount up to this value By cancelling the total number ordered the line item will close and will not be available for future cancellation or receiving activity Once the last field on the form is completed the Cancel Orders table is redisplayed You may
65. ee has Management access If management access is removed from all employee accounts no one can access this screen to add it back o Site Identify the Site where this employee will be located If no valid site code is entered the Site Table will be presented for selection Clear Password In the case where an employee has forgotten their password it can be cleared from this screen They should immediately log in and create a new password Select Y to clear the password Sites Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Site Form Creating a new Record Site Name Address Zip Code Phone 000 000 0000 Fax 000 000 0000 Contact Tax Calculations State Tax on Products State Tax on Labor Federal Tax on Products Federal Tax on Labor Tax Mixed Labor FIGURE The Sites option allows you to add and modify sites The area code and phone number on site form have been separated to allow use of area code when creating customer invoices The Area code for the current site is automatically used if no area code is entered for the customer phone number The following fields are located on the Sites template SiteName Enter the name of the site If all sites have the same company name you should use some other identifying characteristic as part of the name For example if your business is called Tops Inc and you have two locations one on Main Street and one on Park Avenue
66. enter the other items To hold an item prior to posting orders select Edit Pending Orders from the Orders Menu Highlight the item you wish to hold and press In the HELD column you will see the word Yes indicating that it will now be retained when the rest of the orders are posted You may place holds on as many items as necessary from the list To remove a hold highlight the item and press again The key toggles the held status on and off Next you are prompted for permission to proceed with posting the confirmed orders to the pending receipts list Enter Yes to post your orders when you are satisfied they are correct If you respond with No when asked if orders are correct a two second beep will sound from your computer and no orders will be posted to pending receipts You have the opportunity at this time to correct the orders from the Edit Pending Orders table before reprinting and posting your corrections Ld Phone 800 771 BEST Orders must be posted before they can be received or sold The purchase order report now prints the long manufacturer instead of the short manufacturer Receive Orders Once an item is ordered it must be received to enter physical inventory Orders are received from the Receive Orders option on the Orders Menu If no outstanding orders exist the system will beep and return to the menu The Outstanding Purchase Orders table displays a list of open Purchase Orders Highlight the desired purchase o
67. ers and can be individually tracked Each serialized item is stored with a complete record of activity for that item Serial numbers must be unique to ensure proper tracking Software A set of instructions for the computer that accomplishes a specific task ACCESSORY PACK is an example of software that manages your cap inventory Station A single computer which may be on a network String A sequence of ASCII characters referenced together as a group System Date The date that the computer keeps It is the basis for many of the default dates used by the program To correct the system date use the DATE command from the DOS prompt Table Lists of database records that scroll up and down on the screen Entries on tables may be selected changed added and deleted VGA Video Graphics Array A high resolution graphics standard for computer screens and monitors VGA is capable of displaying up to 640 x 480 pixels on the screen in 16 colors or 320 x 200 pixels at 256 colors Ld Phone 800 771 BEST Index access 15 26 33 42 43 51 63 65 68 69 70 83 86 119 123 124 125 access restrictions 123 administrative data 19 21 ASCII 20 78 94 123 126 batch file 78 123 byte 123 Cancel Orders 29 31 34 35 36 cap 9 19 20 22 23 42 43 45 47 51 59 92 96 98 103 117 119 123 126 color 10 23 24 39 41 53 59 61 63 64 70 71 88 102 107 108 CONFIG SYS 12 19 20 117 contex
68. eserved m typically used for each of your inventory items As you will soon see this will make ordering receiving and selling inventory quick and easy 3 Choose the Load Inventory option from the Management Menu 4 Enter the information detailed on each of the Load Inventory forms you have completed This information may be modified at any time by any user with manager security clearance Sales history and inventory information will be lost if part numbers are modified here Do not alter part numbers after the initial data load If part numbers have to be modified or altered use the TSTOOLS Modify Critical Data feature o When you enter your inventory you are creating the catalog the inventory for one site and the initial quantities on hand and on order To maintain an audit trail orders and receipts were automatically created by the computer to track this activity If you need to setup inventory for a second site 1 Select the Inventory option on the Maintenance Menu 2 Enter the information detailed on each Inventory form you have completed Each form adds one current inventory item for use in ACCESSORY PACK This information may be altered at any time by users with manager security clearance De Once all of the inventory items have been ordered you must enter the initial stock level for each item This is accomplished by creating an initial set of orders to establish your on hand quantities and document the data e
69. f the date specified on the report option form It also calculates the Phone 800 771 BEST Suppliers Sales Staff Tax Status Zip Codes Customer Category Accessory Groups current number of units in stock and on order This information prints for all accessory items is totalled by manufacturer and now includes the manufacturer code The Supplier Summary Report prints MTD and YTD orders in the system as of the date specified on the report option form It also calculates the current number of units in stock and on order This information prints for all accessory items and is totalled by supplier The Sales Staff Summary Report prints MTD and YTD unit and dollar sales in the system as of the date specified on the report option The Taxable Sales Summary Report prints MTD and YTD unit sales in the system as of the specified date on the report options form This information is summarized for taxable sales non taxable sales and unknown tax status non sales The Zip Code Summary Report prints MTD and YTD unit and dollar sales in the system as of the specified date on the report options form Information is summarized for each zip code This feature illustrates where your customers come from and provides valuable information to be used in target marketing campaigns The Customer Category Statistics Screen shows statistics available for sales summarized by Customer Category Once the statistics are generated a hard copy
70. for the open invoice will be displayed for editing Otherwise a new invoice will be created and you may enter information about your sale You may disable creation of new invoice numbers out of sequence from the System Settings Menu accessible from the Management Menu If you enter an invoice code for Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved an invoice that has already been posted the computer will beep and display the line items for the invoice The following list of fields must be completed to create a valid invoice Invoice Enter the customer s receipt or invoice number You may enter up to ten characters to create this value If the user is creating a new invoice simply enter the new invoice number and a blank invoice form will be prepared for data entry Alternatively use to view a list of open invoices and quotes or press to generate the next available invoice number The Customer Invoice must always be unique Sale Type Select the type of invoice you intend to create For the following list of transactions use the identified type Stock Sale STOCK Customer Order ORDER Create Layaway for an order ORDER Accept Payment for future pickup ORDER Create Layaway for stock unit QUOTE Customer Quotation QUOTE Sale Date Enter the date of sale for the invoice This field will default to the date kept by your computer Employee Enter the sales person s initials The default is set to the user who is cur
71. formation from your forms detailing each truck type This information may be modified at any time by users with manager security clearance If you wish to change the truck codes it should be done now before your initial data load 3 Choose Color Categories from the Maintenance Menu This table allows you to define color groups for more meaningful analysis of color trends in your day to day sales 4 Inspect the pre loaded color group entries If necessary enter or modify the descriptions for each category This information may be modified at any time by users with manager security clearance Ld Phone 800 771 BEST 5 Select Colors from the Maintenance Menu The color table is the last configuration table you need to inspect Over 1000 color codes have been pre loaded for your convenience This list includes the complete list of manufacturer truck colors from 1990 1995 and most color codes from 1988 1989 You may add new colors as necessary 6 Feel free to use the codes we have defined or to customize this information to best suit your needs This information may be modified at any time by users with Management security clearance Load Inventory The ACCESSORY PACK Load Inventory Function requires a little more consideration Each accessory item in stock has unique characteristics that must be itemized to ensure the greatest accuracy in inventory Management These characteristics are the inventory category truck size if applica
72. g the site code and sort order you may Rapid Scan the list to highlight stock items Once the desired item is highlighted use the key to view a detailed order history or to view a detailed sales history These histories include the document number purchase order or invoice transaction date quantity reference supplier or customer and dollar amount To add inventory or change a specific item the following fields must be completed Part Number Enter a part number from the catalog for this inventory item Press E at the Item prompt to display a list of valid catalog entries Supplier The Supplier Table automatically appears allowing the user to select the supplier for this part Highlight the desired entry and press E to select it Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Lead Time Reorder Pt Reorder Amt Location Bin Specs Stock Status Users with management level security may press lt Insert gt to add new suppliers This field is automatically set to the Standard supplier indicated on the Catalog Form Enter the lead time in days expected for ordering the item Lead time is used to calculate the economic order quantity EOQ when using the Create Auto Orders function The field automatically defaults to the Lead Time entered on the Catalog Form for the item Enter the reorder point for new orders of this item An automatic order will be created if the on hand quantity drop
73. ghts Reserved m ACCESSORY PACK cycles through all inventory items that meet your selection criteria to generate pending orders A pending order is created if an item meets the following criteria 1 A Reorder Quantity not equal to zero exists for the item 2 The On Hand Quantity is less than or equal to the Reorder Point If both conditions are true the Reorder Quantity is calculated by taking the Reorder Point and adding any On Hand Quantities less than zero For example given the following set of values Reorder Quantity 4 On Hand Quantity 1 Reorder Point 3 Since a reorder quantity exists condition 1 and the On Hand Quantity is less than the reorder point condition 2 the reorder quantity will be four 4 plus the difference between the on hand quantity and the reorder point The total pending order for this item would be six 6 The Reorder Quantity and Reorder Point are set by selecting Inventory option from the Maintenance Menu Reorder defaults for new inventory items are set by changing the Catalog entry for an item through the Maintenance Menu Post Pending Orders If the print order option is set to Yes in your System Settings screen your pending orders from the Pending Orders Table will print for approval Before posting orders you now have the option to hold specific items from the purchase order This feature enables you to post some of the items listed on the Pending Orders Table without having to delete and re
74. he CONFIG SYS system file This file is located in the root directory of your boot disk On a hard disk system this is typically the C drive To find the CONFIG SYS file enter the following commands from the DOS prompt A gt C E C BAT gt CD E C gt TYPE CONFIG SYSE These commands should display the CONFIG SYS file on your screen If your computer boots from a drive other than C substitute that drive letter for C on the first line If your computer has a menu system you must completely exit the menu prior to executing the above commands tS If your computer automatically loads Windows you must exit Windows before entering the above commands From the File menu in Program Manager select the Exit Windows option Answer OK to the This will end your Windows session confirmation prompt Your CONFIG SYS File should contain the line FILES 150 This number must be at least 150 for ACCESSORY PACK to run properly Certain menu systems and Windows may also require a minimum number of files to run This minimum number of files must be added to the 150 required for ACCESSORY PACK to configure your system properly Consult the user manual for your menu program and the Windows user manual for the number of files necessary to run these programs If no line reads FILES 150 edit your CONFIG SYS file and add the line FILES 150 to the top of the file If the line exists but is less than 150 edit your CONFIG SYS file and modify
75. he system Once you press E on the stock date you will be presented with the Load Inventory Form To exit this form press X or CX To create your Catalog Inventory and initial quantities complete the following fields for each accessory item Ld Phone 800 771 BEST Part Truck Manufacturer Mfc Part Description Std Supplier Standard Cost Enter a unique part number and description for the inventory item Reference Appendix A for guidelines on creating useful part numbers Enter the code for the truck this item fits If you are unsure of the correct code for the truck press This action as well as entering an invalid code will present the Trucks Table which allows you to select the correct truck by name Once a code has been selected a description of the truck displays to the right of the entry field Completing this field is optional The Manufacturer Table automatically appears if an invalid code is entered This allows the user to select the correct manufacturer for the current part If you know the code type it in and press E Otherwise from the table highlight the desired entry and press E to select it Users with management level security may press lt Insert gt to add new manufacturers Enter the manufacturer s part number for this item This number will serve as a handy cross reference when creating receiving and verifying orders To use the standard part number press the key When e
76. her the Customer Invoice Summary for Stock and Quotation transactions or the Customer Order Summary for customer orders The following fields must be completed on the Customer Invoice Summary screen Taxable This field determines whether or not sales tax is calculated for this invoice The default is determined by the presence of a Tax Exempt ID in the customer database If it exists the default is set to Not taxable Shipping Enter any shipping costs associated with this sales invoice These costs will be included in the total for the invoice For quotes Pay Type and Payment Reference are not entered Pay Type Select the pay type for the invoice Split payments should be indicated on the notes line described below When selecting A R as the payment type the invoice payment line prints A R If you have purchased and installed A R MANAGER and have entered payment terms for this customer the payment terms will also print on the invoice Payment Reference For checks credit cards A R and split payments you can enter information such as check number authorization code driver s license number account number etc For cash sales this field is skipped Notes Enter any notes about the sales invoice such as split payments or special terms for the sale Once the final field is completed the user is prompted to confirm the totals on the sales invoice and press E to complete the sale If any items on the invoice contain a labor charge
77. ial Security number for employee 3 Enter address information and telephone numbers 4 Enter spouse s name 5 Enter Yes for employees of sales status 6 Enter sales and gross percentages each employee receives from his her sales of caps and accessories 7 Enter employment Management status Default 0 which is No for Management status and Yes 1 which is setting employee to Management status You must have at least one employee with manager authority Once a manager has been created you should remove manager authority from the MGR account Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved LJ 8 Enter Site Code for employment location of employee 9 Enter No for Clear employee password For security reasons very few users should be given Management clearance a setting of 1 Ld Phone 800 771 BEST Truck Form Code ___ Code ____ Name Name Type Domestic Import circle one Type Domestic Import circle one Bed Lensth ________ Bed Lensth _ _______ Code _______ Code _______ Name Name Type Domestic Import circle one Type Domestic Import circle one Bed Lensth ________ Bed Lensth _ _______ Width Width Code _______ Code _______ Name Name Type Domestic Import circle one Type Domestic Import circle one Bed Length _ Bed Length _ Width Width Instructions Many truck sizes have been pre loaded for your convenience Browse the Trucks Table on the Maintenanc
78. ice Tax Status Category Part Add l Specs Truck ead Lime Manufacturer Reorder Pt Mfc Part Description Std Supplier Your cost Sugg Retail Sales Price Tax Status Category Add Specs Lead Time Reorder Pt All Rights Reserved Jobber WD Yes No Reorder Amt Jobber WD Yes No days Reorder Amt Manufacturer Form Manufacturer Manufacturer Long Name Long Name Contact Contact Address Address Zip Code Zip Code AA Phone Phone Fax Y gt Fax q MS E TOA Order Phone __ __ Order phone __ __ ___ Manufacturer Manufacturer Long Name Long Name Contact Contact Address Address AA Zi a 1 4 ja f 2 a 2 Pi E Phone Ce M Phone 5 u EEE Fax gt __ Fax te Gs et 3 Order Phone __ __ Order phone __ __ ___ Manufacturer Manufacturer Long Name Long Name Contact A Contact AA ah A a _ _ e rr Zip Code Zip Code AAA Phone rs AMO eee Phone TONO PA Fax __ __ Fax PC 7 Order Phone __ __ Order phone __ __ ___ Manufacturer Manufacturer Long Name Long Name Contact Contact Address Address Zip Code Zip Code _ yo Phone E DO ME Phone NA Fax Se in Fax 3 EMO ER BEE J Phone 800 771 BEST Order Phone Order phone __ __ __ jus Instructions Each manufacturer and supplier must have a template Enter the short and long names contact address and telephone information Inventory Categories Co
79. ices within that range To include all customers use dates that include all possible invoice dates in your system The Label Report is designed for use with one inch single column one up labels Report Options Low zip code High zip code Starting Sales Date Ending Sales Date Export Customer Labels Report Options Low zip code High zip code Starting Sales Date Ending Sales Date File name report fil FIGURE For printing other label formats or for advanced mail merge functions use the Export Labels option This option creates an ASCII file suitable for use with many word processors To export your labels enter the low and high zip codes for your labels Next enter the destination file name for the merge file Use standard DOS naming conventions when naming your output file Refer to your DOS manual for more information on file naming conventions Your labels will export sorted numerically by zip code You may also specify a date range to only include customers with invoices within that range To include all customers use dates that include all possible invoice dates in your system Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved E ACCESSORY PACK comes with a batch file that creates a merge file suitable for use with WordPerfect To use the batch file export your labels in a range of zip codes and make note of the output file name you entered Exit the program and go to the DOS
80. id e Customer POON osito o aa eke ose lee A Appendix B System Messages iv A a end A Ss ee ean ee eee eae Appendix C Common Support Questions Appendix D Enid of Month Prioerani ou ASI dE SS En GSI OSS A cu aaa sterben Introduction Congratulations on your purchase of ACCESSORY PACK This Software is part of the TOPPS oft product family TOPPS oft is the most complete inventory control point of sale customer tracking and Management reporting system available for truck cap and accessory dealers These products are developed by professionals for professionals Over six years of research development and testing have gone into the TOPPS oft project TOPPS oft manages both serialized cap inventory CAP TRACKER and non serialized accessory inventory ACCESSORY PACK Other available TOPPS oft modules include POS INTEGRATOR a complete point of sale interface for the CAP TRACKER and ACCESSORY PACK modules and ACCOUNT LINKS an interface program to link your business data to several off the shelf accounting packages Each module may be used alone or in conjunction with any combination of the other modules in the product family to provide the best custom designed inventory control system on the market for your business ACCESSORY PACK is designed to accurately track and invoice your accessories inventory Tasks include ordering receiving point of sale statistical reporting
81. ins descriptive information about your inventory It describes the inventory without maintaining quantity or other specific information about stocking levels and locations Simply put it stores the standard values and descriptions for your accessory inventory Inventory must be entered in the catalog before it can be logged as inventory on specific sites You can use the Load Inventory feature on the Management Menu to create the catalog inventory and initial stocking levels from a single screen To access the Catalog Table select it from the Maintenance Menu enter a category selection use O for all or press for a list and select a sort order to view the table ACCESSORY PACK limits the capability to add lookup information on the fly to help maintain data integrity Lookups affected include COLORS MODELS OPTIONS TRUCKS CUSTOMER TYPES INSTALLATION TYPES MANUFACTURERS and SUPPLIERS When adding or changing a catalog entry following are descriptions for each field found on the Catalog Form Part Truck Manufacturer Mfc Part J Enter a unique part number for the inventory item Reference Appendix A for guidelines on creating useful part numbers Enter the code for the truck this item fits If you are unsure of the correct code for the truck press This action as well as entering an invalid code will present the Trucks Table which allows you to select the correct truck by name Once a code has been se
82. inted to your report printer Table 7 1 on the page above provides examples of the changes applied to a sample of inventory View Receipts The View Receipts table allows the user to see the document reference quantity unit price part number and transaction date for all entries in the receipts database Entries are posted to the receipts database as they are received into inventory through the Receive Inventory function and through Sales Returns In addition order cancellations are posted to the receipts database for cross referencing the database Each of these transactions may be viewed from the View Receipts table Employees Employees Record will be Changed Initials MGR Last Name none First Name none Soc Security 000 00 0000 Address Line 1 Address Line 2 zip Code 00000 Primary Phone 000 000 0000 Alt Phone 000 000 0000 Spouse s Name Sales staff Y Yes No Caps Accs Sales Percent 000 0 000 Gross Percent 000 0 000 Management si Site 01 Central Location Clear Password N No Yes Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Ci FIGURE The Employees option allows you to add and modify employee information The following fields are located on the Employees template Initials o other Last Name First Name Social Security Number Address1 Address2 Zip Code Primary Phone Alternate Phone Spouse s Name Salesperson Sales
83. itial start up as well as step by step configuration instructions Upon completion of your initial system set up the manual provides detailed explanations for use in performing each distinct task necessary for maintaining your inventory using ACCESSORY PACK The ACCESSORY PACK manual is organized by menu function into the chapters listed on the following page Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Introduction A short orientation on ACCESSORY PACK including system requirements Chapter 1 Chapter 2 Chapter 3 Chapter 4 Chapter 5 Chapter 6 Chapter 7 Chapter 8 Appendix A Appendix B Getting Started Contains installation instructions how to start ACCESSORY PACK and guidelines for initial set up of the program Instructions for changing your password and using the Suggestion Box are included as well The Orders Menu A detailed explanation of the ordering and receiving process Also included are step by step instructions for ACCESSORY PACK tasks appearing on the Orders Menu The Sales Menu A detailed explanation of the sales process and step by step instructions for ACCESSORY PACK tasks appearing on the Sales Menu The Reports Menu A complete list of reports available from ACCESSORY PACK Also included are step by step instructions for generating each individual report The Maintenance Menu An illustrated guide to maintaining the reference databases used by ACCES
84. ives you specific information to help you with your current task All help is accessed by pressing CPU This Central Processing Unit is the brain inside the computer It handles all of the calculations and instructions to create the screens and reports found in ACCESSORY PACK Current Directory This is the directory that is currently in use by the computer To run ACCESSORY PACK the current directory must be the directory where the program and database files are located Cursor The blinking square on the screen that indicates the current location for data entry New characters that are typed will appear where the cursor is located Directory This is a list of files and other directories found on a hard disk It can be compared to a drawer in a file cabinet Each drawer is a different directory which may contain different files or smaller drawers Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Disk Cache A buffer used by the computer to speed up a computer program that frequently accesses the hard disk Generally the larger the disk cache the faster the computer will run DOS Disk Operating System This is the control program the computer uses to handle basic input and output devices connected to the computer It manages and controls access to these devices so that they can be shared by different programs in the computer Dot Matrix Printer A printer that creates characters by pressing a group of pins onto
85. lected a description of the truck displays to the right of the entry field Completing this field is optional The Manufacturer Table automatically appears if an invalid code is entered This allows the user to select the correct manufacturer for the current part If you know the code type it in and press E Otherwise from the table highlight the desired entry and press E to select it Users with Management level security may press lt Insert gt to add new manufacturers Enter the manufacturer s part number for this item This number will serve as a handy cross reference when creating receiving and verifying orders To use the standard part number press the key Phone 800 771 BEST Description When entering the description start with the most critical elements first For example when entering a bedliner start with something that tells you it s a bedliner not the color size etc For a short bed Ford under rail bedliner you may enter Bedliner SBF Underrail Make sure all bedliners are entered consistently to make them easily retrievable in the future The description will be used as the default description on all orders and customer invoices Std Supplier The Supplier Table automatically appears if an invalid code is entered This allows the user to select the default supplier for this part Highlight the desired entry and press E to select it Users with management level security may press lt Ins gt to add new sup
86. lem Try to duplicate it then write down what happened Be at your computer and have the following available License number and version number from your installation diskette or the Main Screen These numbers are required when calling for customer support ACCESSORY PACK reference manual Original ACCESSORY PACK installation and update diskettes The brand name type and model of your computer The brand name type and model of your printer for printer problems only m Phone 800 771 BEST Chapter 1 Getting Started ACCESSORY PACK Developed especially for Your Company License XXXXXXXXX Main menu Orders Sales Reports Maintenance Customers Management Change Password Suggestion Box Exit Use Arrow Keys or the first letter of your selection and press Enter Available memory 113K 800 771 BEST Press Fl for help TOPPS oft Computers Version 4 0 5811 Memorial Hwy 800 771 2378 Copyright 1996 All Rights Suite 204 Tampa FL 33605 Reserved Chapter 1 Getting Started Install ACCESSORY PACK Check Your Computer Configuration Start ACCESSORY PACK Load Your Administrative Data Store Location s nur Sy ESENIN S gt ower adaware odes ee nee des Employee Templates 23 222 ee Manufacturer Templates Truck and Color Templates koad Inventory ars Set
87. listed consult your printer manual for a list of compatible printers If your printer manual offers no help try the HP Laserjet option for laser printers or the Epson FX option for dot matrix printers If neither of these printers work properly select Generic Printer from the list of available printers Select the port your invoice printer is connected to On a network this port would correspond to the logical printer connections established by your system administrator If your reports and invoices go to the same printer you would use the same setting as Report LPT Port Be sure to change forms if necessary when switching between report and invoice printing Select the serial port your cash drawer is connected to If you are unsure try COM1 first and COM2 next Enter the ASCII codes necessary to control your cash drawer Please refer to your manual for the cash drawer to identify the proper codes ASCII codes range from 0 to 255 Phone 800 771 BEST Accounting FIGURE System Settings Accounting Codes Record will be Changed Customer Deposits GL 2100 Select the correct account for each type Cash GL Account 0030 Cash Checking GL Account 0036 A R GL Account 0031 Accounts Receivable ESC Previous field ESC Abort to previous screen Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Chapter 8 Hot Tips Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Appendix A
88. ll appear on the screen It shows the description for the selected inventory item and the quantity of inventory on hand The entry fields on this screen are as follows Disposal Select the reason the item is being disposed by entering the first letter of your selection or by using Q and R and pressing E Return is for temporary returns to the manufacturer for repairs or other reasons Deletion permanently removes an item from inventory Both selections create an audit trail which can be seen on the Inventory Exceptions Report Qty to Return Enter the quantity of items to dispose This quantity may not exceed the on hand quantity If a quantity greater than the on hand quantity is entered the computer will beep and remain on the field awaiting valid input Ld Phone 800 771 BEST Unit Cost Enter the unit cost for the items to dispose The default is set to the cost for the item the last time it was received for this site This default value may be modified All inventory items processed through the Dispose Inventory option are detailed on the Inventory Exception Report for auditing purposes Adjust Inventory Inventory Adjustment Form Record will be Changed Site Central Location Part number TINTFP Description Tint Front Passenger Window Category Tint Installations Inventory Quantities Current Quantity on Hand Actual Quantity on Hand FIGURE This screen allows you to adjust your on hand quantity to accur
89. llocate Shipping When using ACCESSORY PACK shipping costs may be distributed among all non serialized inventory items received on an order Indicate whether shipping costs should be distributed by entering Yes or No or by using Q and R to highlight the desired option Press E to confirm your selection Cash Drawer Starting Balance Enter the beginning balance of your cash drawer if applicable If you use a cash drawer there should be a set amount that you begin with in the drawer on a daily basis If you do not use a cash drawer this number should reflect a 0 amount Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Cap Auto Reorder Limit Cap Model for Used Allow Edit of Invoice Invoice Number Prefix Last Used Invoice Credit Memo Prefix Last Used Credit Memo LJ This feature allows you to enter 0 to have all caps auto ordered To disable this automatic stock reorder process use 999 as your entry Indicate with Y or N whether you wish to print orders during the Post Orders procedure Enter a two character prefix that will be used on your automatic invoice numbering If you don t require a prefix you may leave this field blank This prefix could be used to ensure unique sequences between different stores to establish different sequences by year or any other criteria you may be concerned with The prefix can be composed of letters or numbers Enter the last invoice number used
90. log items will be affected and press E to confirm and proceed Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Select a level Adjustment Basis Adjustment Type Adjustment Zero if Basis 0 Example Basis Filters Manufacturer Supplier Category Units Affected Tax Status Category Specs Lead Time Reorder Pt LI TOPPSoft TSTOOLS Utility Multi Level Price Entry for Accessories 1 ABCDE Std Cost Jobber Fixed Price A Discount MSRP Discount Percent Dollar Yes No 100 00 Result 0 00 Use 0 for all F2 for list 0 0 0 Indicate whether or not this item is usually taxable This field is used as the default when adding accessories to the Sales Invoice Acceptable values are Y and N Y indicates an item is taxable The Inventory Category Table will automatically appear allowing you to select the correct category for the inventory item Users with Management level security can add new inventory categories by pressing the lt Insert gt key Press E to select the proper category Enter any detailed specifications for this inventory item This field is optional Enter the lead time in days expected for this item for ordering This lead time will be used to assist in calculating the economic order quantity EOQ for inventory in the Create Auto Orders function When adding a new catalog entry it automatically defaults to the Lead Time field specified on the Accesso
91. lue such as sequential numbers or A B C the codes will have to be committed to memory Don t put extraneous information into your codes If two components are sufficient to uniquely define an item don t use three Many of the databases contained in ACCESSORY PACK will change with the times Manufacturers will release new truck styles new cap manufacturers may enter the market existing truck styles may change bed sizes and so on Make sure your codes are flexible enough to accommodate future growth Paying attention to these characteristics will make your codes easy to use Even simple codes such as truck codes require careful consideration For example codes need to be developed for trucks that uniquely identify the truck yet are short and fairly easy to remember To create a unique meaningful code you should start by identifying all of the characteristics about a truck that differentiate it from another These factors are the bed size in inches or feet model make year and type of cab You may identify other features but this list will be used for example purposes Bed Size Using the length of the bed can be very helpful in defining a truck code The bed size is a critical element that must be considered when customers order caps However different trucks may have the same bed length yet not provide a good fit for the cap This means that some other component would have to be used to uniquely identify the truck For the
92. mmission for each sales person The report is first sorted by sales person and then by invoice number Totals are generated for each sales person Ld Phone 800 771 BEST a nk 5 Daily Collections and Deposit Report All Sites For Oct 24 1995 Description Amount Cash Total 447 00 LESS Starting Cash Drawer Balance 150 00 Bank Deposit Total 297 00 OTHER RECEIPTS Total Other Receipts Bank Deposit Total 297 00 PLUS Total Other Receipts PLUS Previous Deposits LESS New Deposits LESS A R Payments TOTAL FOR DAILY SALES REPORT 297 00 Report includes deposits layaway and A R payments taken during the day and excludes previously collected deposits for sold and delivered invoices Receiving Report The Receiving Report prints detailed inventory receipts for a specific range of dates You enter the starting and ending dates and select the site enter O for all sites to be reported Each receipt of an item prints on a single line Lines are grouped by order number and by item Each line of the Receiving Report displays the order number order line number item description received date quantity received and unit costs Sales Tax Report The Sales Tax Report prints sales tax collections data for each posted invoice in the specified date range You enter the starting and ending dates and select the site enter O for all sites to be reported Each posted invoice prints on a single line Lines are sorted
93. mplete the sale The customer s payment receipt will now print if printing has been enabled and pending orders will be created for review by the inventory manager Reprints for invoices will state REPRINT near the invoice number This helps you distinguish original invoices from computer generated duplicates For stores that don t need a full sized invoice an invoice layout has been created using a seven inch form length This invoice option has been designed to provide complete information about each sale and still allows twenty lines of detail for each page of the invoice Available Stock If the sales person wishes to check for the availability of stock or verify the price of a cap or accessory without creating an invoice or order they may do so by selecting the Available Stock option from the Sales Menu You can also view Accessories by Part and see the Oty on Hand and Qty on Order After pressing E on this option from the Sales Menu highlight the site where you wish to locate the desired items and press E again Identify the sort order you wish to use to view your stock Your choices are Part or Manufacturer Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m When searching by part you may Rapid Scan the part number to quickly find the desired item When searching by Manufacturer first choose the manufacturer from the list and press E You may then use Rapid Scan on the part number to quickly locate the
94. ntering the unique description start with the most critical elements first For example when entering a bedliner start with something that tells you it s a bedliner not the color size etc For a short bed Ford underrail bedliner you may enter Bedliner SBF Underrail Make sure all bedliners are entered consistently to make them easily retrievable in the future The description will be used as the default description on all orders and customer invoices The Supplier Table automatically appears if an invalid code is entered This allows the user to select the default supplier for this part Highlight the desired entry and press E to select it Users with management level security may press lt Insert gt to add new suppliers If you know the code type it in and press E Enter the standard cost for the item This cost will be used automatically when ordering new inventory and when creating inventory items for specific sites For all Catalog and Inventory O Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Sales Price Tax Status Category Specs Lead Time Reorder Point Reorder Amount Current Stock LJ entries Jobber MSRP and Wholesale Distributor pricing fields are now available for use in multi level and retail price calculations Enter the standard selling price for the item This value is used on the invoice when selling inventory Indicate whether or not this item is usually taxable This
95. ntry Chapter 2 explains how to create post and receive stock orders You are now ready to begin working with ACCESSORY PACK Choose the Reports option from the Main Menu Select the Print Stock Report option from the Reports Menu Make sure your printer is turned on and ready to print Enter the site code for the data you have just entered Verify the accuracy of your inventory by inspecting your stock report for data entry errors and make any necessary changes Your system is now fully configured and ready to go into production Set and Maintain Your Password Ld Phone 800 771 BEST Change Password Record will be Changed Old password New Password Retype new FIGURE Each employee with authorized access to ACCESSORY PACK has a personal account with a confidential password Each employee s account name and code is defined on the Employee Table on the Management Menu Under normal circumstances each employee s account code is set to be their first middle and last name initials If you are unsure what your account code is please ask the person responsible for initially setting up the program The first time each employee logs in to the system no password is required After logging into the system for the first time each employee should set a confidential password The process for setting your password for the first time is as follows 1 Select Change Password from the ACCESSORY PACK Main Menu 2 Press E 3 Type
96. omer record press CE to edit the highlighted customer s information Press to toggle the sort order between last name and company name Press E to select the highlighted customer entry With the customer s information you can enter an alternate phone number to reach them This will print on the invoice just below their primary phone number As with the main customer phone number the local area code is also added to the alternate phone number when it has been omitted For tax exempt sales enter the tax exemption number under the Tax D prompt You may also enter descriptive information about the customer s truck Following is a sample of values you may wish to use for each prompt Yr Last two digits of truck year 95 1995 Bed LB Long Bed SB Short Bed SS Step Side Make Chevy Ford Toyota Dodge GMC etc Model K1500 F150 T100 2500 Sonoma etc Cab Reg Regular Cab XCab Extended Cab CCab Crew Cab Color Industry color code WA Code or just the name of the color The Color Table is available by pressing the key All truck description fields are optional Once you have completed the basic information for the Sales Invoice you are ready to enter line items If you are editing an existing invoice the first detail line of the invoice will be highlighted Otherwise on a new invoice you will immediately be positioned to enter the first line item The keys listed in Table 3 1 are active at this point D
97. on 3 To complete the form and print press CE 4 Fax your suggestion to us or fold stamp and mail it Customers covered under our support program receive first priority for all enhancements As we integrate your suggestions into our program we give them to you at no charge as part of your support package Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Chapter 2 The Orders Menu ACCESSORY PACK Developed especially for Your Company License XXXXXXXXX Orders Menu Edit Pending Orders Customer Order List Create Auto Orders Cancel Orders Post Pending Orders View Reprint Orders Receive Orders Use Arrow Keys or the first letter of your selection and press Enter Available memory 113K 800 771 BEST Press Fl for help TOPPS oft Computers Version 4 0 5811 Memorial Hwy 800 771 2378 Copyright c 1996 All Rights Reserved Suite 204 Tampa FL 33615 Chapter 2 The Orders Menu Ordering Overview Edit Pending Orders cubos Create Auto Orders Post Pending Orders Receive Orders irritada a Cancel Orders a een View Print Orders Ordering Overview There are several tasks associated with ordering and receiving In all cases Pending Orders are created that can be reviewed prior to posting Once the orders are correct they are posted Posting generates uni
98. or units sold this calendar month up to and including the date entered in the report options form Current dollar value for units sold this calendar year up to and including the date entered in the report options form The inventory turnover rate is calculated by comparing the number of units in stock to the number of units sold to determine how many months it will take to sell all in stock inventory at the current rate Shorter turnover rates indicate sales are healthy while longer turnover rates may indicate that you are overstocking certain items Current wholesale cost for all in stock units On the right side of the Detailed Statistics screen unit sales for the twelve months prior to the date entered in the report options are displayed To obtain history for earlier time frames regenerate the statistics using an earlier date Statistics Summary Reports Pressing B amp displays a menu of Statistical Reports available for output to your printer The following is a description of each report Sales Summary The Accessories Summary Report prints the month to date MTD and year to date YTD orders and sales in the system as of the date specified on the report option form It also calculates the current number of units in stock and on order This information prints for each accessory item defined in the Inventory Templates Manufacturers LJ The Manufacturer Summary Report prints MTD and YTD orders and sales in the system as o
99. ore viewing the table you must decide which type of company you wish to view The valid options are detailed in Table 5 2 on the following page Designates the manufacturer of inventory items Indicates suppliers for inventory Indicates Original Equipment Manufacturers These are the originating sources for items such as paint colors TABLE 5 2 Manufacturer Table category codes The following list details fields found on the Manufacturer Form Manufacturer Enter a short name for the manufacturer This name will be used on forms and reports where the long name would consume too much space Long Name Enter a long name for the manufacturer This name will be used on forms and reports where it easily fits m Phone 800 771 BEST Contact Enter the name of your contact person for the manufacturer Address Enter the manufacturer street address Zip Code Enter the zip code for the manufacturer If the zip code is already in your reference table the city and state will automatically display to the right of the zip code field If the zip code is not defined the Zip Code Form will appear This table allows entry of new zip codes Zip 4 and international zip codes are supported up to 10 characters To view the Cities Table press the key Phone Enter the manufacturer phone number Fax Enter the manufacturer fax number Order Phone Enter the phone number you use to place orders from the manufacturer Trucks The Trucks Form i
100. ow for international postal codes the first step in the match is the check for a dash in the sixth position of the postal code If it is present everything past the dash is ignored for the purpose of finding a match If the sixth character is not a dash the entire field is used to determine a match in the City database The following examples illustrate the values used to make a match for specific zip codes If you enter this The program will match this 33615 33615 33615 3535 33615 1H5 F5V 1H5 F5V 1H5F5V 1H5F5V different due to spacing with data in this field will automatically be recognized as non taxable on the invoice system Choose between commercial retail manufacturer dealership etc These price levels can be set to A through E Price level A is your normal or list price List any additional information about this customer in the comment field Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved For commercial accounts enter the Tax Exempt ID Customers Two reports are available from the Customer Menu You have the option to print out mailing labels or to export your label information for use with word processing programs Ld Phone 800 771 BEST Print Customer Labels To print labels you must enter the low and high zip codes for your labels The labels will print sorted numerically by zip code You may also specify a date range to only include customers with invo
101. oyee initials are modified Do not alter existing employee initials after you have sold inventory from ACCESSORY PACK or CAP TRACKER o Manufacturer Templates Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m You are now ready to enter your manufacturer information The manufacturer entry screen is located on the Maintenance Menu Follow the steps outlined below 1 Choose the Maintenance Menu option from the Main Menu Ze Select the Manufacturers option from the Maintenance Menu 3 Select m for the proper list Enter the information detailed on each Manufacturer form This information may be modified at any time by users with management security clearance Manufacturer statistical history may be lost if manufacturer codes are modified Do not alter existing manufacturer codes after your initial data load o Truck and Color Templates There are three more tables you need to become familiar with before you begin loading your inventory information Follow the steps detailed below to inspect and possibly modify the truck color group and color tables 1 Select the Trucks option from the Maintenance Menu This table has been pre loaded with current truck size information We define domestic trucks as full sized pickups and import trucks as all mini sized trucks including Ford Ranger Chevy S 10 Toyota etc 2 Inspect the pre loaded truck information If necessary enter or modify the in
102. pic Ld Phone 800 771 BEST Appendix C Common Support Questions Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Appendix D End of Month Program Phone 800 771 BEST Glossary 80486 Type of CPU It designates either a model from a company named Intel or a compatible model from one of several other companies Access restrictions The levels of access granted to users on a network Users must have read and write access to the ACCESSORY PACK directory for proper operation ASCII American Standard Code for Information Interchange This is a standard format used by many computers for representing the letters numbers and other characters on a computer screen Using this standard helps different computer programs share information Batch file A series of instructions and programs to be executed by the computer Batch process A batch process is a series of tasks grouped together to simplify operations The batch can be initiated and run without any user intervention Bootable floppy A floppy disk that is capable of starting the computer It has DOS installed so that the computer can function properly Byte A single character of information 1024 bytes equal one kilobyte Cap Generic term for a unit placed over the bed of a pickup truck It has various names in different regions Some names include topper top camper top truck cover canopy and shell Context Sensitive Help Online help that g
103. plete the transfer Once you have completed the final entry the transfer quantity is deducted from the originating site and added to the inventory for the destination site Inventory Transfer Form Record will be Changed Site Tampa Location Part number Description Category Inventory Quantities Current Quantity on Hand Transfer How Many Transfer to Which Site Cancel Invoice To cancel an invoice select Cancel Invoice from the Management Menu You may use the arrow keys page keys or Rapid Scan to find the invoice you wish to cancel Once the correct invoice is highlighted press to cancel the invoice Enter the refund type for the cancellation Active keys from the Cancel Invoice List are m Phone 800 771 BEST E Cancel highlighted invoice B i Access Help Screens Eu View contents of highlighted invoice View Invoice Accounting transactions Group Cost Price Edits Unlike most other functions in ACCESSORY PACK this batch function does not display any tables If you are unsure about how this function works please do not experiment The following warning is now displayed on the Group Cost Price Edits Form Make a backup of your data BEFORE running this procedure if you are the least bit unsure of the results from using this feature for the first time This procedure will make PERMANENT changes to your standard costs and price levels for all affected items Once the edit form is completed it will
104. pliers If you know the code type it and press E Standard Cost Enter the standard cost for the item This cost will be used automatically when ordering new inventory and when creating inventory items for specific sites Sales Price Enter the standard selling price for the item This value is used on the invoice when selling inventory Each item in the Catalog can have five different selling prices Each price is designated A B C D or E Price level A is your standard selling price Price levels B through E can be calculated as a discount from Price A a markup over your cost or entered directly into the system To access and set the pricing levels B through E press on the Catalog Form until you reach the Sales Price field While editing the Sales Price press The Multi Level Price Entry Form allows you to enter the pricing for levels B through E Rather than enter additional price levels for each item individually use the new utility program TSTOOLS to make changes to a range of items based on supplier manufacturer and inventory category To access this new program exit to DOS type TSTOOLS and press E Access requires Management level initials and a password From the Main Menu select Multi Level Pricing and then select Set Accessory Prices Choose a price level to set and the parameters for the calculation The example in the middle of the form show the results for your calculation Select the filters to determine which cata
105. process the requested changes and create an audit trail viewable from the Inventory Exception Report Once you have pressed E from the Management Menu you must complete the following fields Supplier Select a standard supplier whose costs or prices are going to be affected You may view the list by pressing or enter 0 for all suppliers Category Select the category of inventory whose costs or prices are going to be affected You may view the list by pressing or enter 0 for all categories At this point the number of units affected will be counted This simple reality check identifies for you the scope of the change you are about to implement If you selected 0 for both previous prompts you will affect every accessory item you carry If the number of items affected seems odd use the X key to retreat Changes made based on the results of this screen are not reversible Type of Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Adjustment Select the type of adjustment Selecting Percent will force entry of the Percent Adjustment line while either of the other selections will force entry of the Dollar Adjustment line Percent Adustments Cost Enter a percentage change for your costs If the change is downward enter the percentage first and use the minus key to make it negative Leave this value at zero 0 if your costs have not changed Price Enter a percentage change for your selling price If the change is
106. que sequential purchase order numbers for each supplier prints the order and prepares the system for receipt of the item Pending orders for accessory inventory items can be created three different ways 1 Generate a customer order from the Customer Sales option of the Sales Menu 2 Automatically generate stock reorders based upon your customized stocking levels by using the Create Auto Orders option on the Orders Menu You may restrict order creation to a single supplier This means that when you are ready to let the system review your inventory levels and suggest reorders for accessories you can specify a search of items purchased only from a specific supplier 3 Add an item to the order manually by pressing the lt Insert gt key from the Edit Pending Orders table Customer Orders and automatic orders can be adjusted from this table when they have been created by methods 1 or 2 Besides receiving orders other related tasks are Cancel Orders View Print Orders Dates should always be accurate on orders and receipts This practice ensures the accuracy of your inventory carrying statistics Ideally different people should be responsible for ordering inventory and receiving inventory For security purposes sales personnel generally should not perform either of these functions Edit Pending Orders Orders are manually created from the Orders Menu by selecting Edit Pending Orders Existing unposted orders will display on th
107. r ___ Your Printer Type Report LPT Port EPTLEPR LPT3 Invoice Printer ___ Your Printer Type Invoice LPT Port ___ LPTILPT2LPT3 Cash Drawer Port ___ COM1 COM2 COM3 COM4 Cash Drawer Control 0 0 0 Instructions O Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m lt Enter the make and model of your invoice and report printers Indicate which ports they are connected to on the computer LPT1 LPT2 or LPT3 ACCOUNTING Customer Deposits GL Select the correct account for each type Cash GL Account Checking GL Account A R GL Accounts Instructions lt Enter your Customer Deposits General Ledger account number and then choose the GL account numbers for Cash Check and Accounts Receivable Ld Phone 800 771 BEST Employee Form Initials Last Name First Name Social Security u z Initials Last Name First Name Social Security Address 1 Address 1 Address 2 Address 2 Zip Code City St Zip Code City St Primary phone Primary phone u Alt Phone a Alt Phone ON Spouse s Name Spouse s Name Sales Staff Yes No Sales Staff Yes No Caps Accs Caps Accs Sales Percent ES Sales Percent Gross Percent A as Gross Percent Management 0 Management 0 Site Company Name Site Company Name Clear Password No Yes Clear Password No Yes Instructions 1 Enter each employee s initials and name Each person must have a unique set of initials 2 Enter Soc
108. r employees the manufacturers you deal with and the accessories you stock must be entered to customize ACCESSORY PACK to work for your business This information must be initially loaded via the ACCESSORY PACK Management and Maintenance Menus Both of these menus are accessed from the Main Menu See the cover page of this chapter for an illustration You should complete some preliminary paperwork before starting the initial set up procedure Carefully read the instructions and photocopy the forms contained in Appendix A Initial Setup Forms for help organizing your data entry information and creating meaningful practical computer codes for your data Upon completion of the preliminary paperwork steps detailed in Appendix A you are prepared to begin the data entry process Of the following items those marked with an asterisk may already be completed from the installation of CAP TRACKER It is a good idea to fill out all paperwork before initiating the data entry process This ensures no information is forgotten during your initial setup procedure Follow the steps outlined below to begin the initial setup procedure Store Location s You will need to enter your different store locations first Follow the steps outlined below 1 Choose Management Menu by choosing it from the Main Menu 2 Select the Sites option from the Management Menu m Phone 800 771 BEST 3 Enter the information detailed on each of your Site forms As you
109. rder and press E to view detailed line items This list includes only outstanding ordered items Each line displays the item the quantity of inventory that has yet to be received and the amount of inventory to be received when the Post is completed Both the Receive Orders and Cancel Orders display the site with which you are working at the top of the screen On this screen the keys detailed in Table 2 3 on the following page are active All stores can only receive orders destined for themselves The store number is set on the Management System Settings Company screen E Entry form to receive highlighted item an TABLE 2 3 Valid Function Keys for Receive Orders table and Cancel Purchase Orders table Pressing sets all Receive Quantities equal to the Outstanding Quantities To receive only part of an order highlight the desired item and press E The Receive Inventory form will appear Following is a description of each field displayed on the Receive Inventory form Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Quantity Enter the quantity received The field will default to the maximum amount available to receive You may receive any amount up to the maximum By receiving the maximum this line item will close and will not be available for future receiving activity Cost Enter the unit cost of the item The default will be the last cost of the item for the selected site This cost will be used
110. rently logged into the system at this station Delete the default value and press the E key to display a list of current sales staff Site Enter the site code The default will be set to the site code entered on the System Settings form If you wish to select the site from the SiteTable set the Site field to O and press E The SiteTable will appear ready for selection Highlight the desired site and press E Customer Phone Allows you to select a repeat customer Enter the customer phone number and press E You can omit the area code if it matches your stores area code If the customer is already in your database their information will appear If not you will be prompted to enter their name and address At the customer Phone prompt if you do not wish to enter a phone number use the key to conduct customer entry If you do not enter a phone number the first customer record without a phone number will be retrieved and updated Sales for this new m Phone 800 771 BEST Truck Parameters customer and the existing customer in the database will both belong to the new customer By pressing you will be able to search for the customer by company or last name and add a new customer with the lt INS gt key Remember pressing with no phone number does not add a new customer it replaces an existing customer The list of valid customers can be searched by last name or company name by pressing the key If you wish to update a cust
111. report is available from Print Menu by pressing S The Accessory Groups Summary Report prints MTD and YTD orders and sales in the system as of the date specified on the report options form Also printed are the current number of units in stock and on order This information prints for each model style Stock Report The Stock Report lists the inventory currently on the designated lot Select Stock Report from the Reports Menu You can restrict the content of the report by category manufacturer and by site O Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m You may select these restrictions from a list by pressing Select O to disable restrictions by any of these criteria You can also specify whether to include items with zero quantity on hand Finally you can designate a sort order Select either Category Manufacturer Stock Location Code or Part Number as the sort order By creating a location scheme that reflects how your inventory is physically organized and using those location codes in your inventory database you can easily conduct a physical inventory without frantically searching for items in your store or on the report When sorting the inventory report by location the site code prompt requires selection of a single site The Stock Report prints double spaced in checklist format with space at the beginning of the line to enter the actual quantity counted It is a list intended for use during your phy
112. rices from the catalog matching their price level If a customer doesn t have a level the price level for their customer category takes precedence If the customer category doesn t have a valid level Price Level A is used The Customer Table provides the flexibility of viewing your customer list alphabetically either by name or company The current sort order is indicated by the name of the table To change the sort order press the key Press to see a detailed sales history for the current customer If no history exists the computer will beep and remain on the Customer Table The Customer Table uses the Rapid Scan feature Rapid Scan locates records based on the current sort order New customers may be added by pressing the lt Insert gt key Comments are now available on the customer record When viewing customer lists on screen an asterix appears on the far right if a comment has been entered into a customer record To change an existing customer record highlight the customer you wish to modify and press E See Table 6 1 on the following page for an illustration of the Customer Form Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Customer Form Creating a new Record Company First Name Last Name Phone Number 000 000 0000 Alt Phone 000 000 0000 Type Address Zip ax Exempt ID Price Level Payment Terms Comment Table 6 1 The Customer Form The following list de
113. ristics of the truck For instance hood accessories generally do not change if the bed size is different between two different trucks of the same model Many trucks have names that are commonly used to refer to them The name is sometimes the make and sometimes the model Examples include Toyota Ranger and Sonoma Full size truck bed sizes have traditionally been more stable Many mini truck manufacturers change the bed size regularly even two or more times in a model year Manufacturers have been known to change the bed size of a truck without changing any other listed component The only differentiating factor is the model year The type of cab can affect many accessories Based on these statements the following guidelines were developed for trucks 1 For mini sized models use the length in inches as the initial component For full sized trucks specify long bed LB or short bed SB Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m 2 Use the manufacturer initial as the next component since the list of manufacturers is fairly stable Where two manufacturers such as Mazda and Mitsubishi have the same initial use two initials MA for Mazda and MI for Mitsubishi for example The only exception would be early full size trucks with eight foot beds where the cap would fit both Chevy and Dodge This might be designated as U for universal 3 Add any other code necessary to completely differentiate trucks wi
114. rom the Maintenance Menu to access this form The function keys listed in Table 5 1 are active on the Cities Form The following is a list of fields located on the Cities Form Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Cities Creating a new Record City State zip City Enter the name of the city State Enter a two character abbreviation for the state or province Zip Enter the zip code Zip 4 and international zip codes are supported up to ten characters Payment Types Payment Types Creating a new Record Code 2 41 Description Account FIGURE Ld Phone 800 771 BEST Payment Types Accounts Receivable Cash credit card INS Add Record DEL Delete Record Fl Help ENTER Change ESC Previous FIGURE Customer Types Customer Types are logical groupings for specific customers allowing statistical reporting of the customers by your target markets Sales statistics are created using these categories New types can be easily entered from the Customer Types table on the Maintenance Menu by pressing lt Insert gt You may also wish to edit an existing type This action is accomplished by pressing E while highlighting the desired record and completing the following required fields Customer Categories Creating a new Record Code 2 41 Description Account E Std Price Level ABCDE Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved
115. ry Category Form for this category of inventory Enter the reorder point for generating new orders for this item An automatic order will be created 1f the on hand quantity drops below this level Completing this field is optional This option can be very useful in Phone 800 771 BEST maintaining stock levels of inventory items If it is left at zero automatic reorders will only occur when you are completely out of this item Reorder Amt Enter the typical reorder amount When running Create Auto Orders and the on hand quantity is equal to or lower than the reorder point a pending order will automatically be generated for this quantity of the item plus the difference between the on hand amount and reorder point Leaving this value at zero 0 disables automatic order creation for this particular inventory item Inventory Inventory Selection Criteria Site 2 Tampa Location Sort By Part Manufacturer FIGURE Once catalog entry is complete you may create inventory items from the catalog for specific sites Highlight the Inventory option on the Maintenance Menu and press E This action prompts you for the correct site and sort order and then displays the Inventory Table Press E on the site code as 0 then Select the site code from the Sites Table Choose either Part or Manufacturer as the sort order to display the inventory table You may now view a detailed ordering and sales history for each stock item After selectin
116. s below this level Filling this field is optional This option can be very useful in maintaining stock levels of inventory items If it is left at zero automatic reorders will only occur when you are completely out of this item For critical inventory items the reorder point should be set high enough to allow adequate shipping time for new orders This field automatically defaults to the Reorder Point specified on the Catalog Form for the item Enter the reorder amount If the on hand quantity for this item is lower than the reorder point a pending order will automatically be generated for this quantity of the item plus the difference between the reorder point and the on hand quantity when running the Create Auto Orders function Leaving this value at zero 0 disables automatic order creation for this inventory item This field automatically defaults to the Reorder Amt specified on the Catalog Form Enter a bin number or other location code This code can determine the sort order of the Stock Report to make physical inventory counts proceed more quickly This field is optional Enter any detailed specifications for the inventory item This field is optional Enter the inventory status code for this item Valid selections are Regular Special and Other The other fields displayed on the Accessory Inventory Form are for reference only These values can be modified on other screens within the ACCESSORY PACK program J Phone 800
117. s used to add and modify truck types Select Trucks from the Maintenance Menu to access this form The function keys listed in Table 5 1 are active on the Trucks table The following is a list of fields located on the Trucks Form Truck Form Creating a new Record Code Name Type Domestic Import Bed Size Length 0 000 Width 0 000 FIGURE Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Code Enter a unique code for the truck Be sure to use the guidelines in Appendix A for assistance in developing workable codes Name Enter a descriptive name for the truck To make the trucks easier to find use the most significant piece of information such as the Make first in the description A description that is easy to find might read GMC Sonoma SB XCab 94 Type Select Import or Domestic by using the R and Q keys or by pressing the first letter of the desired option to highlight it Press E to select the highlighted item Bed Size Length If known enter the length of the truck bed This value should be entered using inches Bed Size Width If known enter the width of the truck bed This value should be entered using inches Colors The colors database keeps track of manufacturer color codes The Colors Form is used to add and modify manufacturer color codes Select Colors from the Maintenance Menu To access this form The function keys listed in Table 5 1 are active on the Colors Form The following
118. scribes each field found on the Customer Form Company For commercial customers enter the company name For private customers leave this field blank First Name For commercial customers enter the first name of the company contact For private customers enter the first name of the customer Last Name For commercial customers enter the last name of the company contact For private customers enter the last name of the customer Phone Number Enter the phone number where the customer can be reached Alt Phone Enter an alternate phone number where the customer can be reached Alt Phone Type Enter a short description of the alternate phone number Examples might be home work beep cell Mom etc Address Enter the customer street address m Phone 800 771 BEST Zip Code Tax Exempt ID Type Price Level Comment Enter the customer zip code If the zip code is already in your reference table the city and state will automatically display to the right of the zip code field If the zip code is not listed the Cities Table will appear allowing you to enter the new zip code Zip 4 and international zip codes up to ten characters are supported Zip Code Entry Zip Code entry has been simplified wherever zip codes are used customer and site addresses If the zip code is not found in the database the entry form will pop up and ask for the city and state This match is based on the standard 5 digit zip code To all
119. sical inventory process Part number description on hand quantity on order quantity and truck type display on a single line If Print Costs is enabled in System Settings cost information is also printed on the report The inventory for each site is grouped together and then sorted by Accessory Group and Part Number Sales Invoice Report The Sales Invoice Report prints a summary of sales or other activities for a specific range of dates You specify the starting and ending dates and select the site enter O for all sites to be reported The available activity codes include Open Posted and Cancelled sales transactions Each invoice prints on a single line This allows a large number of sales to be summarized on a minimal number of pages Each line of the Sales Invoice Report displays the invoice number sale date sales person retail price labor tax amp shipping and handling the dollar total and the pay type If Print Costs are enabled on the System Settings screens the report also totals costs and displays the gross margins for each invoice The report is sorted by invoice number Totals for Retail Price Labor and Tax amp Shipping and Handling are located at the end of the report Commission Report The Commission Report displays the commissions for all sales staff between a given date range Once you enter the starting and ending dates the report displays invoice totals for each invoice in the date range and the total co
120. st MB See megabyte Megabyte 1024 kilobytes or a little more than one million bytes of information Usually designated with the abbreviation MB ACCESSORY PACK uses almost 2 MB of hard disk space when it is first installed A megabyte is equivalent to about 250 pages of printed text Network A system used to connect computers so that they may communicate and share resources such as printers and hard disks A network is required to allow several users to access the same data at the same time Pixel A picture element on the screen Each little dot that makes up the characters on the computer screen is a pixel Program See the glossary entry for software O Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m RAM Random Access Memory Temporary storage used by the computer as working space for programs while they are in use It is automatically erased when you turn off the computer Rapid Scan A feature that allows a user to quickly find a single record among hundreds or thousands by simply entering the first few characters of the key field Within seconds the correct entry can be located Root Directory The top directory of a hard disk or floppy disk It is the master file cabinet for each disk in the computer SCSI Small Computer Systems Interface Secondary Merge File A mailing list created and used by WordPerfect for creating form letters Serialized Inventory Inventory items that contain serial numb
121. t Also more detailed sales and inventory statistics are available for each on screen item at the touch of a button To generate these statistics select Show Stats Summary from the Reports Menu and enter the date you wish to detail Any valid date may be entered This feature provides flexible reporting on historic sales as well as current sales Statistics will be compiled for the twelve months preceding the date entered Enter a site code to report for a single site or enter O to report for all sites Press to display a list of valid sites At the Summary Type prompt at the top of the screen enter the category you wish to view Press the code number of the category you wish to view to activate the summary Press to display the following list of category codes 0 Parts Summary 4 Taxable Nontaxable Sales Summary Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m 1 Manufacturer Summary 5 Zip Code Summary 2 Supplier Summary 6 Customer Category Statistics Screen 3 Sales Person Summary 7 Accessory Type Summary Once a category has been selected you may use Rapid Scan to quickly find specific information detailed in the displayed list A hard copy report is available from Print Menu by pressing Shift amp See Table 4 2 on the following page for a list of active function keys for the Stats Summary Screen Ld Phone 800 771 BEST Displays context sensitive help for the current function Returns to the Summary
122. t sensitive help 123 CPU 123 current directory 118 123 customer 9 11 15 29 31 37 38 39 40 41 42 43 44 46 47 51 53 56 61 63 64 66 71 73 75 76 77 78 86 88 90 103 104 113 114 CVT 78 directory 19 78 118 123 125 disk cache 123 DOS 10 12 19 20 65 78 117 118 120 123 124 126 employees 21 22 23 79 81 85 105 file 19 20 78 117 118 123 124 125 126 floppy diskette 124 font 124 function keys 12 13 14 33 34 41 53 54 63 68 69 70 124 hard disk 19 123 124 125 hardware 93 103 124 help 1 11 13 14 15 17 20 21 29 33 34 36 37 39 41 46 49 54 61 63 73 79 83 93 94 115 123 hot key 36 43 124 Copyright 1996 TOPPSoft Computer Solutions installation 9 11 15 19 22 64 90 118 inventory control 9 kilobyte 123 125 license 1 9 10 15 17 21 29 37 44 45 47 49 61 73 79 118 119 125 license agreement 1 9 10 125 mail merge 11 78 125 manufacturers 21 23 55 60 61 63 64 68 88 95 96 97 megabyte 125 menu 10 11 12 14 15 17 20 21 22 23 24 25 26 27 29 31 32 33 34 35 37 38 39 45 46 47 49 51 52 53 54 55 56 59 61 63 65 66 68 69 70 71 73 75 77 79 81 82 83 87 89 91 93 95 106 107 108 merge 11 78 125 126 model 15 39 41 42 53 56 59 96 97 98 102 103 119 123 online help 15 33 34 41 46 63 123 ordering
123. td Price Level _ ABCDE Code Description Account Std Price Level _ ABCDE Code Description Account Std Price Level _ ABCDE Code Description Account Std Price Level _ ABCDE O Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Customer Form Company First Name Last Name Phone Number Alt Phone Address Zip Tax Exempt ID Type Price Level Comment Ca D City State ABCDE Company First Name Last Name Phone Number Alt Phone Address Zip Tax Exempt ID Type Price Level Comment Ca RS et City State ABCDE Company First Name Last Name Phone Number Alt Phone Address Zip Tax Exempt ID Type Price Level Comment LJ Sj A CS City State ABCDE Phone 800 771 BEST Appendix B System Messages The following appendix contains descriptions of system messages that may occur while using ACCESSORY PACK They are listed alphabetically for ease of use If the suggested remedy does not correct the problem call the TOPPS oft Computer Solutions help line at 800 771 BEST for technical support PROBLEM CANNOT BUILD ERROR A problem has occurred in the key files for the database The database could not be accessed to repair the key files CANNOT SHARE ERROR The 27 database cannot be opened in multi user mode This happens when the files statement in your CONFIG SYS file has not been set properly or another st
124. th different bed sizes For instance use EC for extra cab KC for king cab and the model year for a year where it is the only component that changed long bed 8 universal long bed Chevy SBCEC short bed Chevy extra cab PBE short bed Ford TABLE A 1 Possible Truck Codes Table A 1 illustrates truck codes developed using the above guidelines By following a similar method of reasoning you can be assured that your codes will work for your company and can grow with you In summary here are the steps necessary to develop good meaningful codes l Identify the key features that are used to describe the item 2 Determine how many different features would be required as part of the code to ensure the code uniquely describes the item 3 Select the most important components to provide the information necessary to identify the item Determine how each component should be used in the code This includes determining the number of characters needed the placement of components in your code and any special considerations that are particular to each component 4 Identify possible exceptions and define how those exceptions should be handled X Create your codes Ld Phone 800 771 BEST Site Form Site Name Address Zip Code Phone Fax Contact TAX CALCULATIONS State Tax on Products State Tax on Labor Federal Tax on Products Federal Tax on Labor Tax Mixed Labor Yes No Site Name Address Zip Code Phone E 3 F
125. the page The pattern of pins used determines the character that is printed This type of printing is called impact printing It s advantage is that the printers are low cost and are capable of making several copies simultaneously using multi part forms Field Each entry area on a form is called a field This is where a single element of data such as a phone number can be entered File A single collection of characters or bytes stored in the computer Font This is the type face used by the computer The screen has a set of fonts and the printer also has a set of fonts Fonts can be different styles and sizes Form Data entry screens which allow users to add and change information in a database Forms are usually accessed from tables Floppy Diskette A flat object made of plastic used as storage by the computer They come in two different sizes 342 and 5 4 They must be inserted into a special slot the floppy diskette drive in the computer to be used Floppy Diskette Drive This is an input output device on the computer that reads and writes to floppy diskettes A single computer may have several of these devices Form A screen used to enter or update information in the database Function Keys A set of special keys found on a computer keyboard They are usually found on the left hand side of the keyboard in two columns or across the top in a single row Hard Disk A device usually found inside the computer that lets you store
126. the table will scan directly to the proper entry on the list Forms or templates are screens used to add or change information They are blue with bright white titles and double lined borders Entry fields are yellow and turn white with a black background during actual entry For many fields popup lists are available by pressing E on a blank field or by pressing is indicated to the right of the field when available Help Screens are informational screens that give you guidance on how to proceed from your current place in the program They have black backgrounds with bright white single line borders aqua titles and normal text Links to other screens are bright white and function like menu choices in that they are accessible by their first letter or by using the arrow keys Press X to return to the previous screen in the program Warning screens let you know about an unusual circumstance or condition in the program They may display information that warns you about potentially damaging actions or may provide an error message prior to terminating program execution Please read these screens carefully If you have any questions about any of these messages please write down the exact text of the message or print it with the Print Screen key and call TOPPS oft Computer Solutions for a more detailed explanation Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved m Getting Help If you have questions while using ACCESSOR
127. this line Use your favorite ASCII editor not your word processor to make necessary changes Reboot the computer after you have saved your changes l Phone 800 771 BEST If you are unsure how to change your CONFIG SYS file call the TOPPS oft COMPUTER SOLUTIONS help line for assistance Have a bootable floppy disk or your original DOS diskettes handy when calling Start ACCESSORY PACK To start ACCESSORY PACK type the following commands C gt CD CTE CACT gt APE The ACCESSORY PACK login screen will appear If you have CAP TRACKER installed continue to use your existing employee accounts and passwords Otherwise enter the initials MGR and press E twice to enter the program the first time as illustrated in Figure 1 1 on the following page ACCESSORY PACK Developed especially for Your Company Login to System Initials Use Arrow Keys or the first letter of your selection and press Enter Available memory 113K 800 771 BEST Press F1 for help Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved TOPPS oft Computers Version 4 0 5811 Memorial Hwy 800 771 2378 Copyright c 1996 All Rights Reserved Suite 204 Tampa FL 33615 FIGURE 1 1 The ACCESSORY PACK Login Screen i See Appendix B System Messages for detailed explanations and step by step solutions if you have problems starting ACCESSORY PACK Load Your Administrative Data Basic information describing your company you
128. to calculate the average inventory cost for the item at the receiving site Once the last field on the form is completed the Receive Orders Table is redisplayed At this point the user may abort this receipt by pressing X receive additional items by entering receiving quantities or post the receipts against the Purchase Order To post the receipts press the key and complete the Post Receipt Information form Complete the following fields or press X to abort this receiving activity Shipping Costs Enter the shipping costs for the current shipment Depending on the value of the Allocate Shipping Costs flag on the System Settings screen these costs may only be captured for reference purposes or may be allocated between the inventory items received If the flag is set to Yes the costs will automatically be distributed evenly between all line items received Receiving Date Enter the date that the inventory was actually received This date is used to calculate inventory turn over rates and for aging reports The date will default to the current system date in your computer Customer Order List Cancel Orders If an accessory order is canceled the cancellation must be reflected in the system to maintain the accuracy of your statistical reports Cancelling an order creates an activity record which displays on the Inventory Exception Report If you elect not to use the system to cancel an order cancelled units may accidentally be r
129. ursor in the direction of the arrow TABLE 0 2 Special Function Keys Ld Phone 800 771 BEST On some keyboards the Y Z Q R and lt Insert gt keys require the use of lt NumLock gt to operate properly The NumLock light should be off to activate these keys on your keypad Types of Screens There are five different types of screens in use with ACCESSORY PACK They are menus tables forms also called templates help and warning screens Menus are used to select the various functions in ACCESSORY PACK Menus are grey with bright white single line borders and titles You can navigate menus by selecting the first letter of the menu option or by using the arrow keys Exit the menu by pressing the X key or selecting the appropriate menu option When using the first letter where several menu options begin with the same letter repeatedly pressing the correct letter will cycle through all available selections Press E to choose a menu option Tables are lists of information Each list will be sorted in a specific sequence and may be filtered depending on your selection criteria Tables have an aqua background yellow double lined borders and bright white titles The list portion has a blue background with bright white lettering Highlighted entries are grey with blue letters On many tables you may quickly find entries on the list by using our Rapid Scan feature Simply type the first few letters of the value to locate and
130. value at zero 0 disables automatic order creation for this particular inventory item Enter the number of units currently in stock Phone 800 771 BEST Qty on Order Enter the number of units currently on order They will be placed on an open purchase order and can be received from the Receive Inventory function on the Order Menu Inv Status Enter the status code for this item Valid selections are Regular Special and Other Location Bin Enter a bin number or some other location code This code can determine the sort order of the Stock Report to make physical inventory counts proceed more quickly This field is optional System Settings System Settings Company Information Record will be Changed Company TOPPSoft Computer Solutions Default Site Code 02 F2 List Tampa Location Address 5811 Memorial Hwy Suite 204 Zip Code 33615 Tampa FL Phone No 813 249 5522 Fax Number 813 885 4655 Default Stock Date 9 06 97 Fl Help ESC Previous Field Ctrl ESC Abort to previous screen FIGURE The System Settings option is used to alter settings that affect the operation of ACCESSORY PACK to capture specific facts about your company and to describe your equipment System Settings has been split into four screens that logically group the various settings Print Company Info on Invoice When this option is activated by selecting Y the company information is now retrieved from the Sites database rather than th

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