User Guide - guhl.co.uk
Contents
1. On the shopping list you will find the Article ID Take the old value add the bought quantity and put in the new value Printed 06 09 02 User guide Page 11 of 12 Tim Guhl St Bede s School Stationary Centre 56400 Cand 3218 N Provider Please read the important notice before running this process This screen 15 to alter existing and enter new providers You can find your way in the records in the Enter new Provider gt beds Provider ID 1 way described in N Student Name Voolwort Address L1 You can not alter the value Provider ID and Town Eastbourne the number will be assigned automatically if Country East Sussex Postcode EN324ED you enter a new provider Telephone 01232564325 With name contact I mean the person you Fax Name Contact hrs Smith normally talk to Or in some shops you might Finished send the shopping list vial the fax to a certain Record 14 1 gt of person and he gets everything ready Help Clicking on this button will run word and load this file so you have an online reference You can come back the software by closing word or by using the multitasking provided by windows Quit By clicking on this you can end the software It will save everything 1 I hope you will have fun with this piece of software Till the end of the school year you contact me if you need any help Afterwards you can try to call me on 49 172 906 7518 and I wil2. User Guide oa te n n n a na a n n ota ofa m a n a oa n a n a oe n a m a m n m n n n n a n a n a n n oe n a n a a a a a a a n a oe n a n a n a n a n a n a ate ota a a a a n a n a n a a aa ate a a oe a a St Bede s School By Tim Guhl Stationary Tim Guhl St Bede s School Stationary Contents Introduction How to start the program The main screen If you get stuck lost anywhere in the program How to use the program Sell Stage one Select a student Stage two Select an article and the quantity Error message You sold to many Stage three Another one Let s shop How to use a report Empty Bill Important Notice N Student Change data of an excising student Enter data of a new student N Article N Provider Help Quit Appendix Printed 06 09 02 User guide Centre 56400 Cand 3218 Page 2 of 12 Tim Guhl St Bede s School Stationary Centre 56400 Cand 3218 Introduction This is the user guide for the Stationary programme This program is designed to help the secretary in the following ways e During the selling process it will display a picture of the student to prevent cheating e The selling process will update the stock automatically e The stock control will print out a shopping list for the secretary This list will be sorted by provider and give information about the costs e You will be able to prin
3. arts a new page It gives the house staff information about the address the bill is meant to be sent to This is not really necessary but I included it so that in case the headmaster changes his mind you could introduce the itemised bill without changing the student table Note If you do not know how to use a report please refer to How to use a report The report looks like this Sone Nane Fares Name Aires Ll Address Lt Adres L Howe do Aora Flow MMos T Loodoo cios wor Slicer Mea Pio ards oA rlo3 Rut Queer Flos Houmas 7 arit Chim oF buna Toor kpm Aeibiou 07 Printed 06 09 02 User guide Page 9 of 12 1975 00 ili 97 L558 Tim Guhl St Bede s School Stationary Centre 56400 Cand 3218 Important note The processes N Student N Provider and N Article are only included for emergencies Normally you should report any problems which you can solve with these processes to your system administrator He will then update the database accordingly Still you can make any changes if you want but you should be aware of the fact that these processes are not as user friendly as the rest of the program To end any of these three processes you click on the Finished button and you will be returned to the main screen Note There is one exception The From N Article is needed after shopping N Student Please r
4. as this list is sorted by the shop you will get it from and it gives you information on who to talk to and how much you will have to pay in total Underneath that you will find a list of the articles one has to buy Additional information will be given on how many to by how expensive this will be and the article ID to make it easy to update the stock and to sort it into the shelves Let s shop Name Town Telephone Pax Name Contact Address Description Article ID Price EB Reorder Price total vin StockNo stock foots Fasthour 1252243432 Air Fretatenstadt stapler 4 145 1 21 75 5 1 Amon spent at fits provider 2175 Ensbhouwr 023245231 4 copting paper 500 leaves 2 105 100 10 00 A 0 Coping card 1 E500 40 200 00 10 0 Ruler long 5 023 50 11 50 15 Amoi spent at provider fs 10 50 Fooro Fasthour 01232564325 Airs Smith highlighter green 1 020 25 500 10 0 Amon spent at provider 5 00 Total of this shopping list 343 25 Please refer to page 12 for explanations what to do after going shopping Printed 06 09 02 User guide Page 7 of 12 Tim Guhl St Bede s School Stationary Centre 56400 Cand 3218 How to use a report In these report screens also Empty and Bills you are allowed to use the tool bar Normally they are only there for they system administrators use I assume that you are responsible enough not to use them at any other time Whenever you have a problem talk to the
5. bar An empty record will be brought up at once Now you can enter all the data Again some fields are validated Rev last Note To save the picture right mouse click if you do not know what this means you better ask your system administrator anyway no offece on the area and select insert object Then by selecting form File and specifing the path you can put in the picture you want N Article Please read the important notice before running this process In this case you can not alter the Article ID as krielen l 3 k Fris hkr 011 0 this is filled in automatically Note you have to Hin hihi ighin goon 2 know the Provider ID as this is a required input You select the right record like in the student Mhar 13 case Note that the Article ID does not have to Peal Ma ee be the same as the record number but will be quite similar anyway Min Stock is the quantity used by the shopping list As soon as the stock level sinks under this value the article appears on this list No reorder is the quantity you will be advised to buy on the shopping list Price S is the price you sell the article for and Price is the price you buy the article for yourself After shopping After going shopping and stocking up your stock you have to tell the program what you got Therefore open the form and alter the No 1 stock value
6. ead the important notice before running this process This dialog is designed to allow you to alter the data of existing students and to add new students to the database When you open the dialog you will see the following screen Enter a new student Student ID surname Beats mallchildre Parents Nam Klaus Maier Address LI 32 London cross Address 12 The Slimmer Address 13 Near Frankenstei Country j 75 38 Finished Record 4 1 LEd of 9 Change data of an existing student First you have to find the student They are sorted alphabetically by the Student ID In the button line you will see the navigating buttons To find a student you will have to guess a little bit If you want to find someone starting with W and you have 320 entries you get Printed 06 09 02 User guide Page 10 of 12 Tim Guhl St Bede s School Stationary Centre 56400 Cand 3218 this value out of the little box after clicking on gt which is next to the box then 280 might be a good guess Then you go to the right record using lt and gt When you found the student you can alter his data by typing directly in the fields Note Some of the fields are validated that means they only allow entry of a certain kind The program will not except any invalid data Enter data of a new student To enter a new record you click on the gt button located in the navigation tool
7. ill update stock and bill Error message You sold too many This error message might come up instead Id l E of the third selling stage It comes up if _ _ Tou Want to sell more of the article than you have in stack Input was ignored you wanted to sell a higher quantity of an article than you have in stock Just confirm it by pressing Enter or clicking on OK Note No alterations will have been made to the database Stage three Another one This stage exists so that you do not have to enter the student s name multiple times if he wants to buy more than one article at a time Answer the question accordingly Yes brings you back to stage Another stage 3 Form two Does the same student want to buy No brings you back to the another article main screen Rev No This was the first and most important process Printed 06 09 02 User guide Page 6 of 12 Tim Guhl St Bede s School Stationary Centre 56400 Cand 3218 Let s shop Let s shop will present you a report called shopping list How to work with a report will be explained right after this How does it work When you gave your list of articles to the system administrator you had to state a minimum value for each article As soon as the stock level falls beyond this value you will have an entry for this article in the list As you will see in the picture you can easily go shopping
8. l try to arrange to see you Good Luck Printed 06 09 02 User guide Page 12 of 12
9. ll return to the main Cancel screen Rev without altering the database You can not get lost or destroy any data So do not be scared to try something out How to use the program By clicking on any of the buttons on the main screen you start one process I will now explain one after another The headers correspond directly with the inscriptions on the buttons Printed 06 09 02 User guide Page 4 of 12 Tim Guhl St Bede s School Stationary Centre 56400 Cand 3218 Sell This 15 to sell an article to a student First you will see the following 83 Select student stage 1 4 Student ID Is this the student StudentID 060925161015 any teacher Name Annie Trev House do House Christos Kyriazis Surname any teacher Surname Parents teacher Parent Markus Kirchmaus Address L1 any teacher amp Address L1 Teacher Address L2 any teacher Address L2 The Slimmer Address L3 any teacher Address L3 Near Frankenstein Country teacher Country BN45 Bill 2 54 Bill 73 06 Confirm ID Cancel Confirm ID Cancel Stage one Select a student The best tactics to select a student is to type in the first letter The list will automatically jump to the right area of the list Then you can select the student out of the list This will avoid spelling problems If you selected the wrong one just click on the list again and you can select another one Note If y
10. ou forget to select a student the amount is added to the standard entry Teacher which should be used to sell a product to any teacher As soon as you typed in the name and pressed enter or you clicked on a name the grey fields and the picture will be updated If you are convinced that the student is the one he pretends to be you will click on Confirm ID Note The values in the grey fields can not be altered Stage two Selecting an article and the quantity b Article ID Quantity 0 Description highlighter green Price 5 0 22 No Stock 0 Sell Cancel Printed 06 09 02 User guide Page 5 of 12 Tim Guhl St Bede s School Stationary Centre 56400 Cand 3218 I would advice you to set up your stationary in the following way When you give the list of articles to the system administrator to enter the first time give him one that is sorted in the way you want the article numbers to ascend Then stick little labels corresponding to the article ID on the shelf next to the article Like this you can select the article by typing in the article number you saw when you took the article out of the shelf The grey fields will be updated and you can check on your entry Then you just enter the quantity in the next box Note The standard quantity is 0 so in case you accidentally click on sell before entering a value you do not sell anything Sell brings you on to the next the third stage Also the program w
11. system administrator The numbers correspond 6 the buttons underneath them 1 2 3 4 5 6 7 9 X PO OBB 1 For system administrator use only To print the report just click here Click here to switch between two zooms 100 and the whole page Here you can click if you wish to see one page at a time Here you can click if you want to see two pages at once Here you click so see many pages at once and you can choose how many yourself Here you can select or type in a zoom factor of your own choice St a Se Oe This closes the report and returns to the main screen Rev Empty This 18 a very simple and short stock record It gives you a comprehensive overview of your stock by presenting you with the description the Article ID the No in stock and the Min Stock It also has a yes now statement whether you have to buy the article or not Note If you so not know how to use a report please refer to How to use a report Stock record Description Article ID No in Stock Minin Stock Reorder 4 copine paper 200 leaves 2 J Al Yes Coping card 4 J 10 Yes Printed 06 09 02 User guide Page 8 of 12 Tim Guhl St Bede s School Stationary Centre 56400 Cand 3218 Bills This report was designed to be given to the house staff at the end of the term for them to add to the bills of the students Therefore the report 1s primarily sorted by the houses and whenever a student belongs to the next house the report st
12. t out a stock record and the bills for the students Now I will describe the program to you so that you can use it effectively How to Start the program You start the program by clicking on the icon If you can not find the icon ask the system administrator how he installed it You should ask your system administrator about everything He can vary the way the program is set up and he can change it to fit your needs if these vary for any reason After starting the program you will see the main screen Printed 06 09 02 User guide Page 3 of 12 Tim Guhl St Bede s School Stationary Centre 56400 Cand 3218 The main screen Stationary d Stationary Please select your option Sell to Enter new Student student Student Get shop Enter new Let s shop pines article 1 Article Get stock Ente Empty record Provider T Provider Get list fo Bills us Help Every process will start and end here Note You will also see toolbars at the top of the screen These are for use of the system administrator only I did not take them out as this makes life for the administrator easier and I believe that you are responsible enough not to click on the buttons if you are asked not to do so Remember you do not have to save or anything These tasks are all automated If you get stuck or lost anywhere in the program If you click on cancel at any stage the program wi
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