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User Manual - Data-Flo

1. 40 ENTER STOCK RECEIVED sccsccccccecssssssecesececsessnseaececccsesescaecececsesensaaececececsessauececececsensaeaececccseseaaaeeeeecseseseaeececeeesensaaees 41 CLOSE THE READING ROOM ASSISTANT PROGRAMS 10 0 01 1 42 52 0000100000000000000010000000 41 INDEX 42 44 222 45 Introduction Data Flo a New York based software development company established in 1996 has created a computer software program specifically for Christian Science Reading Rooms Note At present this software is available only in English only for Windows systems Reading Room Assistant is an easy to use software program to efficiently manage operations of Christian Science Reading Rooms to record Sales to manage Inventory and to maintain an accurate count of Stock on Hand It can record items moved to the Lending Library of the Church as well as sales of miscellaneous items It can record special Discounts given Donations received at the Reading Room and sales or inventory Returns and Sales Tax collected Additionally you can create order forms easily and quickly from within the program This help
2. Trial Mode 3 Setup Messages 10 Shortcut See Create desktop icon U TipsSee Keyboard shortcut Opiate 14 6 PS Update Product Catalog 14 pecifying date range 31 Updates and upgrade 8 Start of day balanceSee Opening Balance warning message 22 USER MANUAL 2 Start the Program 17 Usine the Helb button 32 Steps to create the System DSN 12 Stock On Hand Report 31 V Summary See Sales summary System Requirements 42 View Transaction Log 13 View User Manual 32 Void See Make void Technical Support 37 Vora Iavare System Requirements Minimum system requirements to run Reading Room Assistant 486 MHz processor higher speed obviously preferred for quicker responses Microsoft Windows 95 98 ME 2000 NT XP 32 MB of RAM minimum 128 MB RAM or higher is recommended Hard disk space required set up size 35 MB CD ROM drive for installation Printer to obtain printouts of Invoices Receipts Reports User Manual etc Additional devices like Floppy Drive Zip disk drive or CD Writer for the purpose of Data Backup e 5 Express to e mail reports as attachments alternate available see how to e mail reports using any e mail service provider other than Outlook Express PDF Reader software to read the User Manual free download available from Adobe e WinZip software To unzip the web download file If you do not have WinZip please obtain a WinZip co
3. 16 Click OK 17 A confirmation will appear that the new inventory has been added 18 Continue to add the rest of the items that you currently have in inventory At the end of this process all your stock will have been recorded in the computer After this point to ensure that stock on hand figures remain accurate 1 Regularly enter all incoming new stock via Inventory Receipts 2 Routinely enter all sales including free distribution 3 Remember to record all stock moved to Lending Library 4 Ensure you record all sales returns and inventory returns Frequently Used Products list You can create edit the Frequently Used Products FUP list to make the recording of transactions quicker and easier This list will pop up automatically when you are making a new sale or recording stock received If the item you seek is not on the frequently used list you can complete the transactions by displaying the full list of products To see the full list click the All items in stock while entering sales or Product List while entering inventory receipts Note When recording sales the FUP list will show only items that are in stock In other words if an item belongs to the FUP list but currently has zero in stock it will not be displayed For inventory receipts the full FUP list will be displayed including zero stock To Create the Frequently Used Products FUP list Main Menu gt Frequently Used Products
4. Before you begin First steps 1 2 Hardware Please refer to System Requirements to ensure that you have appropriate hardware including the printer and storage device to back up data Operating System Refer to System Requirements to ensure you have a compatible Windows operating platform Stock on hand If your stock on hand numbers are not readily available or if you are uncertain of their accuracy please take physical inventory of the items you have in stock product code title description purchase price sales price quantity You will need to enter this starting information into the system Enter beginning stock on hand Before starting to use the program While evaluating the software you can examine all its features and become familiar with the program without affecting the actual real transactions of the Reading Room Trial Mode You can use all the functions of the program to learn what it offers and how to use it This includes entering data in Inventory Receipts editing Frequently Used Products list making new sales returns inventory returns obtaining various reports cash collection etc When you are ready to start using the program to record real transactions you will need to clear away all the records created while in the Trial mode You will also need to input the beginning stock on hand see below To change from Trial mode to a Live mode 1 Insert the Reading
5. User Manual Reading Room Assistant V 1 3 0 For Christian Science Reading Room Sales Inventory and Reports This User Manual contains important information that we recommend you read prior to installing Data Flo s Reading Room Assistant 1 3 It also contains directions and information that you may find instructive in using the application effectively and in deriving maximum value In using this software you agree to indemnify Data Flo against losses if any incurred by you and against third party claims if any as a result of using this software Data Flo Copyright Data Flo New York USA 1996 2005 All rights reserved E mail info data flo net Web www data flo net Published February 2005 This document supersedes any previous version INSTALLATION USER MANUAL can be obtained to view or to print from any of these sources 1 PDF version Data Flo s website at www data flo net csrr htm click User Manual button printer icon to print 2 After you have installed the Reading Room Assistant software PDF as well as Word format Main Menu gt Help gt View User Manual 3 E mail Data Flo for a hard copy of the User Manual by mail Error Message 1 and 2 above if the User Manual does not appear error message PDF Reader software needed you will need to download and install the PDF Reader FREE by clicking on the download option available in both cases TO INSTALL READING ROO
6. Search box at the top of the window or you can use the drop down list under Category 7 Click OK 8 The purchase price unit cost of each item is automatically filled in the 4th column but you can edit the price if required 9 Press Enter 10 Enter the quantity received for each product 11 Press Enter The cursor will move to the next row until you have entered the quantity and unit cost for all items 12 Click OK Note The products entered in an Inventory Receipt are automatically added to the FUP list Frequently Used Product List that you can edit later using FUP List from Main Menu Price tags After the Inventory Receipt is saved you are prompted for printing Price Tags for the Inventory you just entered Click Yes if you want to Print the Price tags See Printing Price Tags To de select an item from the grid click on the selected row item that you want to delete from the list you can also use Up or Down arrow keys to highlight the row and press the space bar once The check mark will disappear to indicate the item has been removed from the selection View To see a particular Receipt 1 Click on View displays a popup with the list of previous Receipts in a descending order of date if not displayed place the cursor in the Receipt Number text box press F2 2 Select the Receipt from the list click on the row 3 Details of the selected Receipt are displayed 4 Click OK Make Void T
7. 1996 2005 Contents INSTA A TlO N 2 INTRODUC TJO a A 6 PRODUCT DESCRIPTION 6 PROGRAM BENEFITS 6 PROGRAM FEATURES EE NEE BEER RE 7 PROGRAM FUNCTIONS 7 BEBORE YOU BE GUNG 10 BAR S TESTERS 25 10 BEFORE STARTING TO USE THE PROGRAM1 ssscssccsccecessscsncsecesceessnscscccscessesnncescescesesssceeeessesceensceneesscsceessceeesecescsesseneence 10 SETUP INSTRUCTIONS SCREEN RESOLUTION SETTINGS 11 SETUP MESSAGES 235055 11 12 SET MINIMUM CASH BALANCE ccccecessssssceeececeesssscecececceseaesecececeesesaaeseeeceesessaaeceeececeesuaaesecececeeeaaeeeeececseseaeaeeeeeceenes 12 SET TAX RATE FOR YOUR STATE ccccecessssssceeececeesessececcccceeseaesecececeesesaaeseeceeesesaaeceeececeeeauecesececeesesaeceeeeecseneaeaeeececenees 12 STEPS TO CREATE THE SYSTEM DSN ccccccccccecssssssececececsessaececececsenssaecee
8. Index Close To close the form You can also press Esc top left corner of your keyboard Online Help Note This feature is not active at present Feb 2005 To get online help from a live person Main Menu gt Help gt Online Help To get online technical support you need to have an Internet connection and be online Connect to the Internet before you click Online Help or if you are not connected a pop up window will prompt you to connect to the Internet This will take you to Data Flo s website Online Help where you can conduct a real time conversation IM Instant Messaging on the screen and get assistance from a live trained operator About Copyrights The About form contains the copyright warning A Click on System Info displays information about the system such as the Operating system RAM space available on the hard disk and the free system resources available Notepad This is a free form page blank writing area where you can enter notes for yourself and for others working in the Reading Room Examples of entries may be a record of dates when 34 bank deposits are made and the amounts the weekly or monthly schedule for persons working as librarians at the Reading Room a list of standing orders routinely filled by Boston upcoming events or special instructions reminders etc Also in the Notepad you can retain ordering contacts such as how to order contact phone and fax numbers of the Ch
9. Laos E Las Cas Sea eee 34 ABOUT COPYRIGHTS the Wades 34 220206 34 35 MANAGING USERS 35 CHANGE PASSWORD tines 36 EE TENEO 36 CLOSE THEPROGRAM doe 36 CLOSE FOR THE DA Voici AT 36 SALES SUMMARY 36 37 AUTOMATIC DATA 37 MANUAL DATA BACKUP E EE 37 RESTORE THE DA TAS ab teeter castes 38 TECHNICAL SUPPORT 39 SALES SUPPORT 39 QUICK 40 OPEN THE READING ROOM ASSISTANT PROGRAM cccsssssssesececsesssuscecececsessaseceeececseneeeeceeccseseaseeeeececeeaaeseeeceeeeneaaes 40 IE NTEREA H
10. Room Assistant CD into the CD drive DON T HAVE THE CD If you downloaded the latest version from our website and don t have the CD the Support folder is also available in the location where you unzipped the downloaded file see RRASetup folder look for Support Go to 3 below From the options click Explore the CD Open double click the folder called Support Select click once the file sales mdb Right click and choose copy Paste overwrite to the file of the same name sales mdb as follows Windows Explorer gt gt Program Files gt Reading Room Assistant gt sales mdb right click gt paste 7 Close Exit the CD options window close Windows Explorer Oy ee Assign Administrator Designate or assign an administrator and a substitute to handle tasks that can only be accessed by the administrator see Administrator Functions Product Catalog Determine your current full product listing Note Catalog in this program comprises all items you already have in stock for sale as well as the full range 10 of items you may order from CSPS or other vendors To enter product information see Update Product Catalog in the User Manual Input beginning stock Input all items you have in stock Please have ready a full list of inventory including product code product name description purchase price sale price quantity on hand see Enter Beginnin
11. information from the Christian Science Publishing Society You will need to update your Product Catalog in the Reading Room Assistant program This action will update the products include new ones and also reflect the most recent correct prices from the CSPS Main Menu gt Catalog gt Add new to add new products Main Menu gt Catalog gt Edit to modify existing products Main Menu gt Catalog gt Delete to remove products To mark products as No Tax items If you normally charge sales tax on all items but need to make exceptions for certain items that may carry no tax here is how to mark tax items New products When entering new items into the catalog Main Menu gt Catalog gt Add new In answer to the question Is the item tax click Yes Existing catalog items Main Menu gt Catalog gt Edit From the list of products click the row containing the tax free product Click Edit button In answer to the question Is the item tax click Yes Click OK 15 Close the window Update Ordering Contacts To update the Ordering Information that contains the product price list and related contact details you will need to edit or update this section in Notepad Main Menu gt Notes gt Type in the Publishing Society s contact info or any other remarks Install Software Upgrade Whenever Data Flo releases an upgrade to the Reading Room Assistant progra
12. than zero e All Products if you want to see the stock position for all the products in the Product Catalog including those with zero stock as well as a positive number Quantity is if you want to specify your own criteria select the condition and enter the quantity 33 Stock On Hand Valuation Report The Stock is valued at its actual purchase cost at respective prices 1 old stock is valued at the old price and the latest stock is valued at the latest price Help View User Manual You can view this User Manual in 2 formats PDF or MS Word Main Menu gt Help gt View User Manual Ms Word required To open the User Manual in Word PDF Reader required To open the PDF version you need to have Adobe s PDF Reader software installed on your computer If you do not already have the Reader on your system you can easily download the FREE software from Adobe s website See below To download the PDF reader software Main Menu gt Help gt Download Free PDF Reader Note You will need to be connected to the Internet for the free download Using the Help button The help form is displayed when you click on Help in the Main Menu or click on the Help button on any screen that you re currently viewing When you click Help while working in a certain area context sensitive help relevant to function is displayed All functions You can also seek help about all functions by clicking on Help
13. that both the from and to dates are correct View To view report For a particular product select the Product code or Product Name For all the products leave the Product Code Name empty and just specify dates or select year and month Print To print the report without viewing it Clear To clear the Product Code and Product Name Close To close the form Print from View After selecting View you can print the report by clicking on the Printer icon located in the row at the bottom of the report window Note You need to have a Printer attached to your system to obtain printouts of the reports or at least a default printer should be set in order to view the reports To add a printer Go to Start gt Settings gt Control Panel gt Printers To send reports as e mail attachment see How to e mail reports Stock On Hand Report On selecting the Stock On Hand report a form is shown where you are provided with options to specify the criteria and view the report Date by default is today s date View Select the Report type criteria and click on View to see the report on the screen After you view it you have the option of printing it You may also print without viewing it e Zero Stock if you want to see the stock on hand of the products whose stock is equal to e Positive Stock if you want to see list of products of which your Reading Room has least one or more greater
14. without making any changes Close To close the form Exit To quit the application without entering the Branch Details for the first time Edit Later if necessary you may edit the branch details such as address phone number or other details only when you re logged in as Administrator Main Menu gt Administrator gt Branch Details gt Edit Set Minimum Cash Balance The Set Minimum Cash Balance form is displayed automatically when you run the program for the first time This is the amount you would like to have as opening cash balance at the start of each day in the cash box at the Reading Room librarian s desk Before proceeding to use the program please keep an amount of cash in the cash box equal to the Starting Cash you have just indicated Edit the Minimum Cash Balance available only to Administrator If after the program has been installed you need to change this amount 1 Main Menu gt Administrator gt Set Minimum Cash Balance 2 Enter the new amount you wish to set 3 Click OK Cancel To close the form without making any changes Set Tax rate for your state Enter the rate of sales tax as a percentage charged by the state in which your Reading Room operates If none leave it at zero You can get periodic reports of the tax collected and due to the state tax authorities Main Menu gt Reports gt Sales gt Sales Tax To change the tax rate used by the program you must be signed in as
15. Administrator Main Menu gt Administrator gt Set tax rate enter new rate gt Click OK To mark no tax items exceptions to the tax charged see Update Product Catalog 12 Steps to create the System DSN The installation process will automatically create a DSN Data Source Name If for any reason it does not do so and gives an error message citing DSN please create a link to the DSN by following the steps given below Important note System DSN is created automatically in the install process The steps below are provided for use only if you get an error message citing DSN 1 Go to Start gt Settings gt Control Panel 2 Inthe Control Panel double click on ODBC Data Sources icon 3 In ODBC Data Sources Administrator window Click on System DSN Tab and then click on Add button 4 In the Create New Data Source dialog box select the Microsoft Access Driver mdb from the list and click on Finish 5 Inthe Microsoft Access Setup dialog box enter ChurchSales in the Data Source Name text box and then click on Select button to select the Database 6 In the Select Database dialog box from the Directories list double click on C followed by Program Files and then Reading Room Assistant folder If the program is installed in a different path then select that path 7 In the list on the left Database File Name list select Sales mdb and click OK 8 Close all the open windows by clicking OK Admini
16. Administrator User Name ADMIN Password ADMIN You can and should change this See Changing your Password below 21 All other users If you are using the program for the first time please obtain your password from the administrator You can and should change your password after you have logged in so that no one but you knows your private access key Changing your password For instructions on how to change your password please see Change password Encryption The access key user name and password is encrypted by the system so that no one but the holder of the key can gain access using that key Transaction history All transactions are logged and are linked to the person whose key was used to open the program To view the transaction log see View Transaction Log Opening Balance Warning Message This form is displayed as warning reminder if the opening balance cash at the beginning of the day in the cash box is not the pre set cash balance This may happen if the person closing for the previous day did not select Close for the day As indicated by the program keep the pre set balance in the cash box and transfer the balance amount as indicated by the program to the safe and click OK to continue Product List This is a Pop Up Form displayed in Inventory Receipts Form Sales Invoice Form and Lending Library Form It can be displayed by clicking Product List button It lists all the
17. Find To find a particular product enter the Product Code or Product Name or starting letters and click OK If the Product s is are found the first occurrence of it will be shown as the first row in the table in the screen The details of the record found are also displayed in the text boxes Advanced Search Displays Catalog Search screen with advanced search options where you can search for product s by specifying criteria on different fields OK To save a new product or changes made to an existing product 27 Catalog Search The Catalog Search Screen provides features for advanced search You can search for products in the catalog by selecting a field and specifying the criteria The Find option in Product Catalog allows you to search for a product only by Product Code or Product Name Advanced search options in Catalog Search form enable you to search for products using not only Product Code or Product Name but also Product Description Product Category Purchase Price and Selling Price Select a field type the word value and click on Search The records containing the specified word or the records starting with the specified word are displayed in the grid Note You can specify criteria for only one field at a time You can also make a particular record from the search results as current record in Product Catalog previous screen by selecting the row in the grid and pressing Enter key Sort To sort the catalog
18. M ASSISTANT Using web download 1 Download and save from the website www data flo net csrr htm 2 Unzip the downloaded file If you do not have WinZip software please obtain a copy at http www winzip com ddchomen htm 3 From the files you unzipped click on setup exe Follow the prompts Using installation CD 1 Ifyou have the Reading Room Assistant installation CD insert the CD in the CD drive 2 The options window will open automatically Click Install Reading Room Assistant If the program does not open go to Windows Explorer gt CD gt setup exe 3 During the install process you may see error messages Please click ignore or yes to continue the installation process This does not affect the successful running of this software program Opening the program 1 After installing close all windows On the desktop main screen you will see an icon Reading Room Assistant with an image of books 2 Double click on the Reading Room Assistant icon First time use 1 Username ADMIN Password ADMIN 2 Later please change both the user name and password for your security 3 Branch Code Please leave it blank for now It will be assigned by Data Flo when you decide to purchase the software 4 Minimum cash balance This is the amount you want as the starting cash balance in the cash box each day Start with this amount in the cash box before beginning to use this software for real tr
19. Q Frequently Asked Questions FAQ on our website Online Help not yet activated E mail info data flo net Phone 1 718 809 8934 Website www data flo net csrr htm Sales Support For product information and sales Data Flo 244 Fifth Avenue 2624 New York N Y 10001 7604 Phone 212 561 1950 E mail info data flo net Web www data flo net csrr htm 39 Quick Reference Instructions in a nutshell for Reading Room staff working at the Librarian s desk You may want to print these 2 pages as a handy reference Open the Reading Room Assistant program 1 3 7 If the computer is not already turn on the computer Ensure the monitor is also turned on After the computer has completed its start up procedure Church programs may display automatically If they do close these programs by clicking on the X in the right top corner of the window or screen You will see the Windows main screen called the desktop with several icons along the left edge of the screen Double click on the icon Reading Room Assistant image of books When the program asks for authorization enter your username and password First time users please ask the Reading Room Administrator The Reading Room Assistant will open displaying the Main Menu Enter a Sale When a customer makes a purchase at the Reading Room the procedure to enter that sale into the system is as follo
20. STOCK ON 17 FREQUENTLY USED PRODUCTS 1 5 7 18 START THE 18 FORM NAVIGA TONE RIPS a hna aa a aa a 19 KEYBOARD SHORTCUTS SE A EN AE A eee 19 5 20 5 20 TEOGIN Bs E Sao Ca aah sins 21 OPENING BALANCE WARNING MESSAGE 2 1 0 000000000 000000000000000000 a E 22 PRODUCT LIS Terina IS a NE 22 4 SALES RETURNS eea Sales te cen E ha Duce Oe ort See 25 ORDERS ba Cubs RO TNMs becuse wee eee EREE ie esa ee 25 PRODUCT CATALOG iv REO Bea eek ota 26 CATALOG SEARCH setae 28 INVENTORY RECEIPTS ccsessccccccecsessssccecececses
21. anel Right click on Sales mdb Left click on Copy Right click on 3 Floppy A located in the left panel or on the appropriate drive such as D or E if you re using a zip disk or a writable CD Left click Paste The file sales mdb will now have been copied on to the removable disk as back up Keep this back up disk in a safe location to guard against any unforeseen event Important Note Do not delete or tamper with any files present in the above folder as this will result in improper functioning or non functioning of the program To Restore the Data If you need to restore the database in case of loss of data or corrupted database 1 Start gt Programs gt Reading Room Assistant gt RRA Data Backup and Restore Select the Restore the Data option Insert the CD or Zip disk or Floppy disk that contains the most recent backup data Select the appropriate drive where the back up disk is Select the folder which contains the back up data Click on Restore the Data button You will be prompted to verify if there is backup CD disk in the drive Click OK If you have multiple back up disks insert them in sequence following the prompts 38 Technical Support For technical support please use any of these resources User Manual Available within the program Main Menu gt Help gt View User Manual You can choose either a PDF format or a Word format FA
22. ansactions after evaluation 5 Sales Tax Rate Enter the Sales Tax Rate for your state if applicable Please refer to After installation on the next page AFTER INSTALLATION Please read the Before you begin section of the User Manual Trial Mode While initially becoming familiar with the various features of the program you may freely use all the functions of the program including entering inventory creating FUP Frequently Used Products recording sales obtaining various reports etc to learn how to use it The evaluation copy of Reading Room Assistant is a fully functional program Live Mode When you wish to use the program for real transactions you will need to clear all test transactions do so Insert CD gt Explore CD gt Support gt sales mdb copy sales mdb and overwrite to Windows Explorer gt gt Program Files gt Reading Room Assistant gt sales mdb Next please enter the catalog information and your starting inventory see Before starting to use this program Product Catalog This is a listing of all products that are offered by the Christian Science Publishing Society or other vendors including those you have on your shelves but no longer offered by CSPS Boston By having a complete listing in your computer you will be able to correctly enter sales transactions as well as record new merchandise coming in If an item does not show up while making a
23. at for Order Number is yyyymmdd a four digit sequential number Example A Order Number 200203250001 indicates an order generated on March 25 2002 with 0001 as the sequence number Order Date by default is today s date 1 Main Menu gt Orders gt Add new 25 2 For the first time enter the vendors in Vendor Name text box and press enter Note you can also use the drop down arrow to find a vendor that you ve entered in the past Enter the Vendor s Address in the text box area Press enter to go to next line Press Tab to go to next field 5 Enter or Select previous if any the Telephone No Account No and person s name by whom the order is being placed press Enter 6 A Frequently Used Product List will be displayed automatically You can also see a full list of products by clicking on the button Product List 7 Select the product s click on the row you want to order You may select as many items as you wish To find the items quickly you can enter the product code or title in the Search box at the top of the window or you can use the drop down list under Category Click OK 8 The purchase price and the selling price of each item is automatically filled in the 39 and 4 columns respectively 9 Enter the quantity ordered for each product Use the down arrow to move to the next quantity box if applicable When you have entered the quantity in the last row pres
24. ay Report Options Select the report option criteria that you want to view Between two dates To view the report for a period between any two dates Enter the From and To dates in the same format The default for both fields is today s date You can also use the calendar button to enter the dates See calendar button below Specifying date range Place the cursor in the From and To fields and modify the date as required You can also select a date by clicking on the calendar button e Ona Specific date To view the report for a particular date enter the date in mm dd yyyy format month date year e Fora Year To view the report for the selected year 32 For a month To view the report for a given month select the year and month Calendar button located to the right of the date fields From and To To specify a date using the Calendar 1 Click on the calendar button next to the date field you want to change 2 Display the correct year and month as follows 3 Use the right or left arrow to get to your desired month year 4 Or you may click on the month at the top of the calendar and select from the choices and to change the Year click on the Year caption at the top of the calendar and select When you have displayed the correct month and year click on the date you want 6 close the calendar click anywhere in a blank area of the screen 7 Verify
25. blishing Society Effectively manage your sales and reporting functions Provide accurate meaningful reports to the Board of Trustees Position your Reading Room to benefit from technology e Increase yield from your Reading Room outreach efforts e Provide valuable business insights to the Publishing Society Program Features Easy to install and use Easy to install free download from our website Easy to use useful prompts intuitive design point and click simplicity On screen Help key for quick guidance Free help desk assistance e mail phone online Online Help from live human operators Free User Manual detailed instructions for the novice or the experienced Quick Reference Guide for the most common functions of sales and inventory Online Help feature is not yet active To obtain online help when this feature is activated you must have Internet access Training e Most users do not need training the program is easy to learn e Free training for groups of 10 or more Reading Rooms e Training available at your location for a small fee Free 2 month trial e Free trial evaluate the program at no cost for 60 days Cost e The Reading Room Assistant software costs 150 Special discounts are available Program Functions Sales e Record sales or returns quickly and accurately e Cash register record money collected cash check card not yet linked to transaction proc
26. by a particular column double click on the column or click once on the column head Search To display the search results Print To print the search results report Clear To clear the text entries in the form Close To close the form Inventory Receipts This form is used to record New Inventory received from the vendor usually CS Publishing Society and to View previous Inventory transactions Record a new shipment of merchandise received To add new stock received from the vendor The Receipt Number and Receipt Date are generated automatically The format followed for Receipt Number is yyyymmdd a four digit sequential number Example A Receipt Number 200203250001 indicates a Receipt generated on March 25 2002 with 0001 as a unique identifier Receipt Date by default is today s date 1 Main Menu gt Inventory Receipts gt Add new 2 If the vendor is other than CS Publishing Society enter the vendor s name in the Received From text box Press Enter 3 Otherwise by default CS Publishing Society is already entered Received From 4 Press Enter 5 A Frequently Used Product List will be displayed automatically You can also see a full list of products by clicking on the button Product List 6 Select the product s click on the row received from the vendor You may select as many items as you wish To find the items quickly you can enter the product code or 28 title in the
27. cash has been transferred Backup Back up will be done automatically as you follow the prompts when you close the program for the day You can also manually back up your data to view the Backup Instructions see Steps to manually backup data IMPORTANT It is highly recommended that you take a backup of the data at the close of each day to preserve data in the event of any unforeseen event Close of day cash procedure Transfer cash to the Safe amount as indicated by the program Confirm that the remaining balance in the cash box at the desk is the pre set minimum cash balance Click OK Note When you click OK the program assumes for its internal calculations that you have transferred the amount to the safe The program will offer to back up the data automatically Follow the prompts and close the application Print To Print the Day s Sales Summary Report Backup Important We highly recommended that you take a Backup of your data regularly at the close of each day in order to preserve data in the event of an unforeseen event Automatic Data Backup On Exit When you click on Exit and choose Close for the day the program will lead you automatically to the back up module You will be offered options to back up on Floppy disk CD or Zip disk depending on devices your computer has Choose the appropriate storage device you will be using the drive that it is running on and continue Note Normally the floppy
28. ccecsensaeceeeceeseneseceeececeeseaaaeeeesesesenssaeeeeeeeeeeneea 13 ADMINISTRATOR FUNCTIONS 13 CREATE NE W WSERS ees ae eee SNS salen SRE Sa ete eee betas 13 e TE a E 13 2 14 VOID INVOICE 14 14 VIEW TRANSACTION LOG E E ESTEE EEIN 15 UPDATE PRODUCE CATALOG E wine Reirson tetas 15 UPDATE ORDERING CONTACTS ccccccesssssscececececsecsecececeesensaaececececsessaaececececseneaeaeeeeeeseseaaeaeceeececsessaaeceeecscsensaaeeeeeceeeenes 16 INSTALL SOFTWARE 2 2 00000000 0000000000000000000000 16 16 16 Deo 16 16 EDIT MINIMUM CASH 2 00 0 0001010100000000000000000 0 16 16 ENTER BEGINNING
29. d 6 Discount Enter the Discount if any Note For Free distribution type 100 Note The discount is applied for all items in the list and the net price after discount if any is displayed in the Unit Price column and in total at bottom If you have a discounted item being sold to the same customer along with item s that are NOT at a discount you will need to make 2 separate invoices sales transactions 7 Amount After Discount The sum of the value of all the items after discount 8 Sales Tax The Sales Tax Amount is calculated for each item after Discount and the sum for all the items is displayed Sales tax is not applied to tax free items if so designated 9 Donation Enter donation if any given by the customer to the church 10 Net amount is calculated as follows Net Amount Total amount of sales less discount if any plus the sales tax amount if applicable plus donation if any 11 Payment method of payment Enter the Cash amount or Check amount or Card amount paid by the customer The program accepts payment by cash check or card or any combination of cash check or card Note card charges must be done separately 12 Change due is displayed If the Change due is positive the due amount is to be given to the customer If it is negative the amount is due from the customer 23 13 Customer s Name Enter customer name optional Entering customer name helps identify that transacti
30. d on the desktop main screen automatically when the software is first installed Opening the program becomes quick and easy if you have a desktop icon present Only if you don t see the Reading Room Assistant icon already created You can create an icon as follows 1 Start gt Programs gt Reading Room Assistant gt Reading Room Assistant books 2 Right click gt Send to gt Desktop create shortcut and left click 3 A confirmation will appear indicating that an icon has been created the desktop 4 In the future you can open the program directly by double clicking on this desktop icon Form Navigation Tips Using the keyboard to move the cursor the blinking element from one field to another and from one button to another we recommend as follows 1 To move from one entry field to next entry field text box use Enter key 2 For example in Sales Invoice form after you enter quantity for a product press Enter to move to next field Similarly press Enter in Discount field to move to Donation and again press Enter in Donation field to move to Cash paid and so on To move from one button to next button use Tab key 4 For example when the focus is on Add New button and you want to move to View button press Tab key Similarly if you want to move from View to Make Void button or Close button use Tab Key The same convention applies in all the forms Using the mou
31. d the sale Click Close Enter stock received When merchandise arrives from the Publishing Society or any other vendor the procedure to enter it into the system is as follows 1 Verify the items received 2 From the Main Menu gt Inventory Receipts gt Add New 3 received from is set to default CS Publishing Society Press Enter on your keyboard 4 Ifit is different type in the vendor s name and press Enter 5 A Frequently Used Products list opens automatically If the item you seek does not show up click on the button Product List for a full list 6 Select the product s that you want to enter by clicking on the row that contains that product You can select as many items as you wish 7 Click OK 8 If you notice an item in the list that should not be there double click on that row to de select it 9 Type in the quantity for the first item and press Enter on your keyboard 10 The unit cost is automatically entered if not type in the Unit Cost for that item and press Enter on your keyboard 11 Continue entering the quantity for each item until you have done so for all the items Verify the total dollar amount in the lower part and Click OK 12 A confirmation will appear that the new stock has been added to inventory Close the Reading Room Assistant program 1 You may leave the computer on during your working hours When you have finished at the end of the day Main M
32. dd new edit delete view print Frequently Used Products Create or edit a list of items used most often Orders Place orders create an order form easily and accurately Inventory Receipts Add new view records of merchandise received print price tags Inventory Returns Add new view records of merchandise returned to vendor Lending Library Add new view lending library transactions Today s reports offers a list of reports detailing today s activity Reports other reports related to Sales Inventory Lending Library Help view user manual help topics online help copyright and system info Notepad free form writing area for general notes Product Registration registration details and to register or to renew Administrator displayed only when signed in as Administrator Add new user edit user View user view transaction log change password branch details Log Off Allows the current user to log off and another user can login without having to exit the program Exit to close the program and to perform end of day procedures Login The login form is displayed every time the application is run to allow only authorized persons to access the application 1 Enter the user name and password and Click on OK to Login 2 Click Cancel to close the application without login 3 The User name and Password are not case sensitive okay to use capital or lower case letters First time use
33. disk is located on A drive the CD Zip on either D or E drive Device selection If the size of the database is less than or equal to 1 4 MB then you are recommended to use a Floppy disk If the size is greater than 1 4 MB but less than 100 MB you can use a Zip disk If the size is greater than 100 MB you are recommended to use a writable CD needs CD Writer CD Please make sure that the New CD is formatted and that it is not a Read only CD Use a CD that can be written upon writable To format a new CD or to make a CD writable use the CD writer software and follow its instructions Marking the disk After you have done the back up using a soft felt tip pen please label the disks as RRA Data Backup if there are more than one disk1 disk2 etc suffixed by the date of backup to avoid confusion and any errors when you conduct restoration Manual Data Backup Note Back up will be done automatically by following prompts at Close for the day The steps below are given only as information in case you need to do it manually 37 95 At the end of the day after you close the Program go to the Folder C Program Files Reading Room Assistant To go the folder specified above you can use Windows Explorer Start gt Program Files gt Accessories gt Windows Explorer gt Click then in the left panel Click My computer gt C gt Program Files gt Reading Room Assistant In the right p
34. double click From the Complete Product List on the Left click select the products items that you want to add to the FUP list on the Right You may select as many items as you wish Click lt gt button moving from the left column to the right Click OK To Add to the current FUP list Follow the same procedure as To Create above To delete products from the current FUP list Main Menu gt Frequently Used Products double click From the FUP list on the Right click select the products that you want to remove from the FUP list You may select as many items as you wish Click lt lt button moving from the right column to the left Click OK Cancel To close the form without saving the changes to FUP list Start the Program Double click on the Reading Room Assistant icon image of books on your Desktop the Desktop is the main initial screen on your computer This icon is created automatically 18 when you first install the software If the icon does not appear or if you want to create a desktop icon see Create a Desktop shortcut icon below for instructions To start the program Quick method Desktop Reading Room Assistant icon image of books Double click You can also open the program as follows Go to Start gt Programs gt Reading Room Assistant gt image of books Reading Room Assistant gt Click Desktop shortcut icon The Reading Room Assistant icon is create
35. ecommended that you keep your existing file Solution Click on Yes and continue Message An access violation occurred while copying the file Or The destination file in use Please ensure that all other applications are closed Solution Click on Ignore Then a message follows If you Ignore a copy error the file will not be copied The application may not function properly as a result Do you want to Ignore the error Solution Click on Yes and continue Message An error occurred while registering the file 11 Solution Click on Ignore and continue The above messages are displayed if some of the files being copied already exist on your system or they are currently open This does not affect the program execution Branch Details It is only necessary to fill this form when you first install the Reading Room Assistant program on your computer You may edit it at a later time if any of that information changes It provides information to the program for example the name of the Church that it can print on the reports and identifies the branch correctly Enter Branch Code You may proceed without the Branch code during the trial period Please obtain the branch code from Data Flo upon registration Enter Branch Name Church Name its address and communication details The following are optional street address2 city phone number fax number and E mail OK Click OK to Save the details Cancel To exit
36. enu gt Exit double click choose close for the day and follow the prompts 2 When the Reading Room Assistant has closed you will see the Windows desktop screen 3 To shut down the computer Start bottom left corner gt Shut down or Turn off computer gt OK 41 Index A About Copyrights 32 About the Report Window 29 Activate a menu item 19 Add new users See User maintenance Administrator Functions 12 Audit 8 15 Automatic Data Backup 35 B Back up 14 Backup 35 Before starting to use the program 9 Before you begin 9 Branch Details 11 Edit Branch Details 11 Calendar button 31 Catalog See Product catalog Catalog items list See Product list Change Password 34 Circulating LibrarySee Lending Library Close the program 39 See Exit Contact Data FloSee Sales support See Sales support See E mail Contact info 1 Cost 7 Create desktop Icon 17 Criteria for reports See Reports Form D Data Flo Data Flo contact 1 42 Desktop shortcut icon 17 DSN 12 E Edit Catalog 13 E mail 1 Enter a Sale 38 Enter Beginning Stock On Hand 15 Enter stock received 39 Exit 34 F First steps 9 First time use 2 Form Navigation Tips 17 Free distribution 22 Frequently Used Products list 16 H Help Form 32 I Index 40 INSTALL Program 2 Install Software Upgrade 14 Introduction Data Flo 6 Management perspective 6 Program description 6 Reports 6 Introduction 6 Inventory on handSee Stock on hand repor
37. essing display change due to customer allow discounts record donations Record miscellaneous sales at discounted prices or free distribution Print sales receipts for customers or hard copy for your records Prepare and reconcile bank deposits with ease Obtain various reports such as by period units dollar volume product etc Determine quickly and accurately the sales tax amount for any period Inventory e Track inventory automatically purchased sold given away or moved to lending library Instant up to the minute stock on hand reports including valuation Inventory receipts by units dollars summary returns Track expenses purchase reports by period units dollars etc Create order forms easily from within the program e Smart re ordering based on activity reports by item quantity sold etc e Print price tags labels quick and easy for ease of sales Lending Library e Record transfer of merchandise to Lending Library e Obtain reports of Lending Library activity End of Day sales cash procedure e Automatic calculation of cash transfer to safe at end of day leaving the pre set minimum cash balance as opening balance for the next day e Summary of day s activity to verify cash check and credit card sales Reports Sales by period by units by dollar volume by product etc Sales tax collected for any given period Top selling items by units by dollar value Inventory
38. f your choosing on your C drive and send it as an e mail attachment as you would any other file Today s Reports Various reports like Today s Sales Summary Today s Inventory Summary Today s sales by Dollars and Units Today s Collections etc are listed under this option Click on a sub menu option to view or print that day s report Reports all The reports are classified into 5 categories a Sales Orders Inventory Lending Library d Donations Sales Reports you ll find reports like Sales Summary Sales Activity by Dollars and Units Top 10 product sales by Units and Dollars Sales Activity Invoices List Void Invoices List Sales Returns List Sales Tax etc e Orders reports detailing Purchase Orders by units or by dollar value and units e Inventory Reports consists of reports like Inventory Summary Report Receipts by Units Receipts by Dollars Receipts List Stock On Hand Report Stock On Hand Valuation and Inventory Returns List etc e Lending Library Reports offers reports like Stock Lending by Units Top 10 stock lending by units e Donations Provides details of donations received at the Reading Room for any specified period On selecting any of the above reports except Stock On Hand report and Stock On Hand with valuation a Report Form is shown where you can select the report type and enter the period from to dates for which you want the report Stock on hand default is tod
39. g Stock On Hand This will give the computer base line starting information to keep track of inventory Create users Enter names of all persons who are expected to use the program so that they have permission to log on see Create New Users Later you can edit this list at any time add names or deny access to anyone Setup Instructions Screen Resolution Settings The program is best viewed with a screen resolution of 1024 x 768 recommended To set the screen resolution A BWN Go to Start gt Settings Control Panel In the Control Panel double click Display icon In the Display Properties window Click on Settings Tab Set adjust the slider in the Screen Area section bottom right to 1024 x 768 Click OK and close the Control Panel Setup Messages During the setup one or more of the following messages warnings may be displayed 1 2 3 4 Message Setup cannot continue as some of the system files on your system are outdated You need to restart you system to update the files and continue with the setup Click OK to restart your system or Cancel to exit setup Solution Click on OK Yes and allow the system to restart Remove the Setup CD from the CD Drive before restarting After the system has restarted insert the Setup CD again and click on Install Reading Room Assistant or Setup exe from the CD Message A file being copied is older than the file currently on your system It is r
40. g the item s 4 Details of that invoice are displayed with item s purchased 5 From the product s in that invoice select the product s that the customer wishes to return by clicking on the row s containing the returned item s 6 Enter the Quantity Returned for each product in the 5 column of the grid Quantity Returned of course cannot be greater than the Quantity Sold for a product 7 Note You can choose multiple products before clicking OK 8 To de select any item from the grid click on that row 9 Click OK 10 Total Refund Amount for all the products is calculated and displayed 11 Enter the Remarks if any or the reason for refund optional 12 Select the mode of Refund Cash is set as default mode of refund 13 Click OK to save the record 14 Pay refund amount to the customer View 1 To see a particular Return from returns already processed click on View 2 A list of previous Returns in a descending order of date is displayed if not displayed place the cursor in the Return Number text box press F2 3 Select the Return you wish to see from the list 4 Click on your selected Return Number Details of the selected Return are displayed Close To close the form Orders This form is used to place orders Purchase Orders with a vendor usually CS Publishing Society and to view previous orders Place a New Order with a vendor The Order Number and Order Date are generated automatically The form
41. he new password Cancel To close the form without saving changes Main Menu gt Exit double click or click on the X located in the top right corner of the screen or window Exit has two options Close the Program Select this when you want to close the program temporarily during the day during a break for instance or to allow login by a different user at the end of your shift Close for the day Select this when you want to close the program at the end of the day This includes a convenient feature that specifies how much money you should move from the cash box to the safe and offers doing a back up of the data for security Follow the prompts Sales Summary Contents This form is displayed when you choose to exit the application at the end of the day The summary includes details like the Total Sales Amount for the day Total Discounts Amount given Donations collected Net Sales Amount Sales Returns of the day and the Net Cash Collections of the day as well as check and credit card collections Cash Check Card Of the Collections Amount Cash check and card collections are shown separately to assist in reconciling collections Cash is net less cash refunds 36 Move to safe The program tells the user how much cash must be transferred to the safe leaving a balance equal to the pre set balance that will be the next day s opening balance in the cash box When you click OK the program assumes that the
42. hout selecting any items Sales Invoice This form is used to Add new sales Print the Invoice View previous sales transactions and to void an Invoice Add New record a new sale To create a new Invoice Sales Bill The Invoice Number and Invoice Date are auto generated The format followed for Invoice Number generation is yyyymmdd a four digit sequential number The first four digits indicate the Year next two the Month next two the Day and the last three the sequential number of the invoice on that day Eg An Invoice Number 200203250001 indicates an invoice generated on March 25 2002 with 0001 as Invoice number Date by default is today s date To select the products being sold and to enter the sale 1 For every new sale the Frequently Used Product List is displayed automatically you can also click on items in stock button for the full list of products available 2 From the list select products that the customer intends to purchase by clicking anywhere in the row containing the chosen product 3 Click OK Note You can choose multiple products before clicking on OK 4 Quantity by default is 1 You can change it to reflect the number being sold Press Enter key to move to the next row You can also use Up Down Left or Right arrow keys to navigate in the table or click the mouse in the correct box 5 Total Amount for all the products based on the catalog price is calculated and displaye
43. in Menu gt Inventory Returns gt Add new 2 Select the Receipt Number by clicking on the row that contains the transaction from which you want to return merchandise 3 Note To know the correct Receipt Number under which the item that you wish to return originally came in see Reports gt Inventory gt Receipts List 4 Click OK 5 Details of that receipt all items originally received under that receipt will be displayed 6 Select the item s that are being returned to the vendor by clicking on the row s that contain relevant item s 7 Click OK 8 Enter the Quantity Returned for each product in the 58 column of the grid Quantity Returned cannot be greater than the Quantity Received for a product 9 Enter the Remarks or the reason for return if any optional 10 Total Return Amount for all the products is calculated and displayed 11 Click OK To de select an item from the grid click once on the row to be de selected The check mark will disappear to indicate it has been removed from the selection View To see a particular Return A click on View displays a popup with the list of previous Returns in descending order of date Click on the row that you want to see All the details of the selected Return are displayed Close To close the form Lending Library The lending library form is used to record the details of the products lent stock lending and to view the details of previous lending records This feature
44. ing Number text box press F2 2 Select the Lending record from the list click anywhere in the row 3 Details of the selected Lending record are displayed Make Void To make the lending Void Only an administrator is authorized to make a record void Reports About the Report Window e To make the page larger smaller At the bottom of the screen the button with 3 squares icon after the Cancel button is for Zoom In and Zoom out e Navigation If the report is a multi page report the first 4 buttons can be used to navigate between pages The 1 button to go to First Page of the report 2 button for Next Page 34 button for Previous Page and 49 button to move to Last Page of the report e Print Printer icon is to print the report e Save as The button with Briefcase icon is for Exporting Saving the report as a File You can select the Format in which you want to save the report For example you can save the report in Excel Word Lotus 1 2 3 Text flat file or Crystal report format Recommended formats Word or Excel 31 e How to e mail reports The button to the left of Close with Mail Attachment icon is for sending the report as a Mail Attachment If your default is MS Outlook Express the process is automatic If not see next point here e To e mail reports Alternate If you use another e mail service please save the report in your preferred format as described in save as above in a folder o
45. is Alt the letter underlined in the label caption Alternate method using the mouse Point and click You may also use or may find it easier to use the mouse and point to the field or button and click Program Functions Below is the detailed explanation of each form with description about buttons functions options entry fields in the forms and steps and conventions to be followed Main Menu The Main Menu is a hierarchical menu with appropriate sub menus Some of the frequently used options are also placed on the Menu bar at the top Each menu option provides a brief description in the right frame Using the mouse when you place the arrow over any item the corresponding description is displayed in the right frame Expand a menu item to display the sub menu items 20 Click on the plus sign to the left of the item you wish to expand Or click once on the menu item itself Compress a menu item Click on the minus sign to the left of the menu item Activate a menu item Mouse Double click on the menu item you want to activate Keyboard You can also do the same via the keyboard use the Up and Down arrow keys to select an option and press Enter Menu items have the following primary items some of which have additional functions or features that are available within the sub menu items Sales Add new view existing sales records Sales Returns Add new view sales returns Catalog A
46. item and clicked OK click on Edit button at the top of the window select the item to edit and repeat the procedure as indicated above Add new item to Catalog To add items to the catalog of products from the main menu click on Catalog gt Add new Enter the information in each field of that row Click OK and Close To add more than one item after each new item has been entered and you have clicked on OK click on Add new and repeat the procedure as above Void Invoice 1 Main menu gt Sales gt View 2 Select the invoice that you want to void by double clicking on the row that contains that transaction 3 Full details are displayed so that you can verify that this is the correct item you want to void If it is not the correct item or if you do not wish to void it click on Cancel Click on View to see the list again and choose the correct invoice If it is the correct item Click on the button Make Void in the top row of this window A warning message will appear asking you to confirm that you want to void this invoice 8 Click on Yes to continue 9 A message in red confirms that this invoice has been voided 10 You can either print it or close the window Void Receipt 1 Main menu gt Inventory Receipts gt View 2 Select the Receipt that you want to void by double clicking on the row that contains that transaction 3 Full details are displayed s
47. m you will receive the new software as well as complete instructions on how to install it Reports The administrator can either take on or assign to another person the function of generating periodic reports to give to the Board of Trustees or for analysis by Reading Room staff or to meet your specific needs For a full listing of reports available please see Reports Back up While each person who closes the program for the day is responsible to take a back up we suggest that the Administrator ensure that this is being done regularly The automatic back up procedure has been made simple and easy with the intent that it can be done daily see Back The storage device used for back up such as floppy disk CD or zip disk should be stored securely to protect its contents in the event of an unforeseen event Audit Using this software as an aid the Administrator can perform routine audit or feedback functions such as discern trends in sales activity determine items in greater demand identify slow moving merchandise verify that the bank deposits match Collections Report Main Menu gt Reports gt Sales Reports gt Collections confirm from the Stock on Hand report that specific items match physical inventory Edit Branch Details See Branch Details Edit Minimum Cash Balance See Set Minimum Cash Balance Edit Sales Tax rate See Set Tax rate for your state 16 Enter Beginni
48. n Add New To add a new product into the catalog list 1 Main Menu gt Catalog gt Add new 2 Enter the CSPS product code or a unique code product name product description category to which the product belongs the purchase price selling price and specify if the item is tax free 3 Ifthe product falls under an existing category select from the list or else type the name of the new category the new category will show up next time 4 Click OK Edit To edit an existing product s details 1 Main Menu gt Catalog gt Edit 2 Select the product that is to be edited from the catalog list 3 Click Edit button in the top row 4 Make the necessary changes to Product name description product category purchase price and selling price Click OK 6 Note Product code and stock on hand cannot be edited Delete To delete a product 1 Main Menu gt Catalog gt Delete 2 Select the product that you want to delete from the Catalog and Click Delete 3 Note You cannot delete a product that has recorded transactions associated with it earlier Print To view and print the product price catalog 1 Main Menu gt Catalog gt Print 2 To Print the catalog click on the Printer Icon button in the report window 3 To zoom in or zoom out click on the button with the 3 Squares Icon 4 A pop up box allows you to specify the pages you wish to print and the number of copies as well 5 Click OK
49. ng Stock On Hand When you have assembled current inventory data product code title description purchase price selling price and quantity or if you already have records showing the correct current status you will need to enter this information into the Reading Room Assistant program so that it will become a starting point to keep track of inventory See Going from trial mode to live Step 1 Product Catalog must be created first to reflect current product offerings Main Menu gt Catalog gt Add new Product catalog includes all items that you possess and may possibly order or sell whether or not you currently have some of them in stock Step 2 Next enter your actual inventory that you have in stock Note If a product does not appear in the product list during this operation see the note at the end of the steps below Main Menu gt Inventory Receipts gt Add new 2 The Received From field is set to default CS Publishing Society if an item is received from another supplier type that supplier s name 3 Other vendor s name is added automatically to the drop down list in the Received From field for use in the future 4 Press Enter on your keyboard 5 product list opens automatically You can also click on the button Product List 6 Select the products that you want to enter by clicking on the row that contains that product 7 You select as many items as you wish or fo
50. o make a Receipt void When a receipt is made void stock is updated accordingly i e the stock in the receipt is not considered as received Available only to the administrator Note Any changes made to the Purchase Prices of the items in a Void Receipt are not revoked in the product catalog So you will have to change them accordingly in the Product Catalog form Close To close the form Printing Price Tags Labels You can print price tags labels that contain product code product title and the selling price The size of the labels needs to be about 1 x 2 Avery label 6461 or similar When you record new inventory received Inventory Receipts you are prompted for printing of Price tags for the Inventory received Click Yes if you want to print price tags 29 To print price tags for previously received merchandise Main Menu gt Inventory Receipts gt View gt Select receipt gt Print tags button in top row Inventory Returns Use this form when you return inventory to the vendor for any reason You can also view previous records of Inventory returns To record inventory being returned to the vendor The Return Number and Return Date are generated automatically The format for Inventory Return Number 15 yyyymmdd a four digit sequential number Example A Return Number 200203250001 indicates Return number 0001 generated on March 25 2002 date by default is today s date 1 Ma
51. o that you can verify that this is the correct item you want to void 4 If it is not the correct item or if you do not wish to void it click on Cancel 5 Click on View to see the list again and choose the correct receipt 14 6 If it is the correct item Click on the button Make Void in the top row of this window 7 A warning message will appear asking you to confirm that you want to void this receipt 8 Click on Yes to continue 9 A message in red confirms that this receipt has been voided 10 You can either print it or close the window Note When a receipt is made void stock is updated accordingly i e the stock in the receipt is not considered as received Any changes made to the Purchase Prices of the items in a Void Receipt are not revoked in the product catalog So you will have to change them accordingly in the Product Catalog form View Transaction Log 1 To see a listing of all transactions Main menu gt Administrator gt View Transaction Log 2 In the window that opens you have the choice of selecting a specific listing from the drop down menu Transaction Log Name 3 In addition you can choose Today s Transactions or All Transactions or Transactions by date 4 Click on View to see the listing 5 Click on Close to close the window Update Product Catalog Periodically you may receive an updated product price list or new product
52. of the software permits you to move products out of inventory without generating sales revenue and tracking the status of the Lending Library 30 To record items being moved from stock to the lending library area of the Reading Room The Lending Number and Lending Date are generated automatically The format followed for Lending Number is yyyymmdd a four digit sequential number Eg 200203250001 indicates a Lending number 0001 generated on March 25 2002 Date by default is today s date 1 Main Menu gt Lending Library gt Add new 2 The Product List pops up automatically if not displayed click Product List button Select the product s being lent by clicking from the list click anywhere in the row You can select multiple items Click OK Enter the quantity for each product in 4 column of the grid under quantity Press Enter key to move to the next row After you have entered the quantity for all items Click OK 95 Soy ice To add more items Click on Product List button for the list and select the products To de select an item from the selection click on the row item that is to be removed The check mark will disappear to indicate it has been removed from the selection View To see a particular Lending record 1 Click on View displays a popup with the list of previous Lending records in a descending order of date if not displayed place the cursor in the Lend
53. on later when you wish to find it for instance if you re doing a Sales Return 14 If you receive a donation from the customer you must enter his her name 15 Click OK Confirmation A confirmation window pops up to allow you to verify the accuracy of the sales transaction being made Click OK if it is correct Printing the Invoice An option to print is displayed You can specify the number of copies you wish to print Click OK Yes if you want the invoice printed or Click No if you do not want it printed To add more items to an active invoice before finalizing the sale Click on Product List button for the list and select the products Click OK and continue as above To delete an item from the selected list double click on the row item that is to be deleted View To see a particular invoice A click on View displays a popup with the list of previous Invoices in descending order of date if not displayed place the cursor click the mouse in the Invoice Number text box press F2 Select the Invoice Number that you want to see Details related to the selected Invoice are displayed Make Void To make a sale Invoice void or to cancel a sales transaction Available only to the administrator OK To save the new Invoice Print To Print the Invoice specify the number of copies to print and click Yes Cancel To clear the form 1 to reset the entry fields in the form or to close the form if the ent
54. portant It is recommended that the user change his her password after the first time login using the Change Password form Upper case lower case The user names and passwords case insensitive i e BOOK and book are treated the same Edit To edit a User s Authorization Level or Permission Access Find To find a User enter the User Name and click OK If the User is found the first occurrence 15 shown as the first row Sort To sort the User s list by a particular column double click on that column OK To save changes made to an existing User s Authorization Level or Permission Cancel To clear the form or to close the form if the entry fields are blank 35 Close To close the form Change Password Exit All users Main Menu gt Change Password Administrator Main Menu gt Administrator gt Change Password Use this form when you want to change your password Enter your current password then the new password and re type your new password again to confirm the new password Click OK to save the new password The new password will be effective from the next login All persons using this program are recommended to change their password every now and then for security and retain it confidentially Forgot your password In case a user forgets his her password the administrator will need to assign that person a new user name that automatically assigns a new password OK To save t
55. products present in the catalog Note It is also displayed in Sales Returns and Inventory Returns forms but here the list contains only those products that were sold or received earlier Sort To sort the items in the product list by a particular column click on the column header Search Type the Product Code or the Product Name you want to find The item being searched if found is displayed in blue color Category Selecting a category will show items in that category This helps narrow your search to quickly find the item you want to include in the transaction Categories are reflected in the same manner as they appear in the Ordering Information or product catalog of the Christian Science Publishing Society Item selection You can select the Products Items being sold received lent returned by clicking anywhere in the row of your interest The row is highlighted and the check box at the left edge of the row is checked You can select more than one item in this process To de select If you click on the row again the selection is cancelled de selected and the check mark at the left edge of the row is removed Mouse You can use the mouse and click anywhere in the row 22 Keyboard If you prefer to use the keyboard select the row using the up or down arrow key and then press the space bar on the keyboard to effect selection OK Click OK after the selection of items is complete Cancel To close the list wit
56. py from WinZip 44 Legal notices Copyright 1996 2005 Data Flo New York Data Flo All rights reserved 244 Fifth Avenue 2624 First Printing September 2002 New York NY 10001 7604 Web www data flo net Mail info data flo net Trademarks Windows Windows 95 98 NT 2000 ME XP are trademarks of Microsoft Copy and Use Corporation Redmond WA PDF Acrobat Reader are trademarks of Adobe Systems Inc of San Jose CA Although you are encouraged to make back up copies of the data residing in your Reading Room Assistant program you are prohibited from making Restrictions any unauthorized copies of the Software This Software is protected by Disk warranty Software warranty Terms copyright laws that pertain to computer software It is illegal to make copies of the Software It is illegal to give the Software or its copies to another person or organization or to duplicate the Software by any other means including electronic transmission The Software contains trade secrets and in order to protect them you may not decompile reverse engineer disassemble or otherwise reduce the Software to human perceivable form You may not modify adapt translate rent lease loan resell distribute network or create derivatives based upon this Software or any part thereof Data Flo warrants that the original disks are free from any defects in material and workmanship assuming normal use for a period of nine
57. r greater convenience enter for instance 10 at a time or all items contained in one page at a time 8 To quickly find the item you want to enter a Hint 1 Searching for the item Using the mouse click inside the box called Search at the top of this window Type in the product name or code The Product List will adjust itself to display your desired item highlighted in blue b Hint 2 You may also narrow your search by specifying the Product Category Click on the arrow at the right edge of the box called Product Category to activate the drop down menu Select click on the suitable category The Product List will adjust itself to display products in that category making selection of your desired item quicker and easier 9 After selecting items click OK 10 The list of items you have selected is displayed 11 If you notice an item in the list that should not be there double click on that row to delete it 12 With the correct products now in the list type in the quantity for the first item and press Enter on your keyboard Press enter to go to the next item enter quantity 13 Unit Cost is pre filled If you need to enter a different cost type it in 14 NOTE When you type in a new cost price the program will use the new price for future transactions 15 Continue entering the quantity for each item until you have done so for a limited number 10 items for instance or for all items on one page at a time 17
58. received by period by product by dollar volume etc Up to the minute Stock on hand all products by quantity by value etc Sales returns Inventory returns Collections report easy bank deposit and accounting reconciliation Today s reports covering all activities for the day Donations received at the Reading Room See full list of reports available to meet your needs flexible powerful e View print convert to Excel Word Lotus 1 2 3 or e mail the reports Security e Restricted Access restricted to authorized personnel with individual password e Encryption Password data is encrypted for complete privacy e Security levels to designate access zones Audit e Complete transaction history log available to the Administrator Accounting Audit e Reports that provide full and accurate information to the auditor for any given period purchase expenses sales revenue stock on hand value of stock etc e Eliminate hours of effort to gather extract verify and present this information to your CPA for the annual or periodic audit Back up e Automatic easy back up on floppy CD or zip disk e Built in option to back up at close of day to ensure safety of data Updates and upgrade e Easy update of product catalog or prices as the Christian Science Publishing Society in Boston revises them periodically giving you the latest current product list e Upgrade as we release enhanced versions of the software
59. ristian Science Publishing Society postal and e mail addresses and how to return merchandise etc To keep this information current see Update Ordering Contacts Product Registration This feature allows you to view information related to your user license the start date of your free trial the date the program was installed the expiration date and how to contact Data Flo in order to obtain a registration code in order to continue using the Reading Room Assistant When you have paid for the purchase of the software you will receive the registration code that can be entered using this menu option Product Registration reminder is no longer displayed after you have registered Managing Users This form is visible only to the administrator authorized to add new users and give them access permission to use the program or to terminate access to any person Add New To add a new user to the Users list Enter the User Name first name is acceptable or you may enter first name space last name select the authorization level Administrative or Normal and select allow access Click OK Password for new users By default the Password is the same as the User name The Administrator should inform each new user that for their first time log in a new user should use the same assigned word for both the user name and password and that for security the password should be changed to a secret one encrypted known only to the user Im
60. ry fields are blank Close To close the form Miscellaneous items Miscellaneous items appearing as Miscellaneous in the Product List are all products or services that do not appear under Main Menu gt Catalog Miscellaneous may include used items offered at discounted prices or donated periodicals or books being disposed basket sales copier machine use charge etc Note While recording the sale Miscellaneous items are treated as one single item and the price to be entered is the combined total price of all the items being sold to that customer Price Enter total due from customer in the price column Quantity Should always be 1 24 Sales Returns Use this form when a customer wishes to return items s for refund and to view previous sales returns records Add New To enter a new Sales Return The Return Number and Return Date are auto generated The format followed for Return Number is yyyymmdd a four digit sequential number Eg A Return Number 200203250001 indicates a Return generated on March 25 2002 with 0001 being the Return number Date by default is today s date 1 Main Menu gt Sales Returns gt Add new 2 From the list of invoices displayed select the Invoice Number against which you want to record the return see 3 below 3 NOTE To quickly identify the Invoice Number see Main Menu gt Reports gt Sales gt Sales Activity Look for the name of the customer now returnin
61. s Enter 10 Enter the Handling and Shipping Charges if any Click OK 11 After the Order is saved you are prompted for printing of the Order Click Yes if you want to print the Order 12 You can fax this order to CSPS or vendor Mark it as faxed date for your records Note The products entered in an Order are automatically added to FUP Frequently Used Products which you can edit later Main Menu gt Frequently Used Product List To de select an item from the grid click on the selected row item that you want to delete from the list you can also use Up or Down arrow keys to highlight the row and press the space bar once The check mark will disappear to indicate the item has been removed from the selection View To see a particular Order Main Menu gt Orders gt View 1 Displays a popup with the list of previous Orders in a descending order of date if it s not displayed place the cursor in the Order Number text box press F2 2 Select the Order from the list click in the row click OK 3 Details of the selected Order are displayed 4 Click OK Close To close the form Product Catalog The Catalog form is used to add new products to list edit or view existing product details search for a product and to print the Catalog Note Only Administrator is authorized to Add New Edit and Delete 26 Sort To sort the items in the catalog by a particular column double click on the colum
62. s you fast order maintain a record and verify deliveries You can print price labels so all librarians including volunteers know the exact selling price of each item The program eliminates much of the manual effort in maintaining records of sales revenues purchases and inventory It ensures accuracy and offers ease of use Reports The Reading Room Assistant has comprehensive reporting features You can view daily reports or reports for any specified period It provides various reports that help you manage the day to day functions determining what to order from CSPS what is being sold what inventory you have money collected etc The reports can be used not only to make smart operating decisions but also as a management reporting tool From a management perspective this program offers a reliable method to help manage the Reading Room to contain expenses and to get accurate relevant and timely information about costs revenues sales stock on hand etc The net result we hope is that your Reading Room can better achieve its chief purpose to offer the teachings of Mary Baker Eddy to a wider group of people Product description Program benefits Created specifically for Christian Science Reading Rooms it can help you to e Establish easy automatic accurate inventory control Get instant accurate data for annual audit Significantly eliminate time spent on clerical functions Decide what items to order from the Pu
63. sale or recording stock receipt you will need to ensure that it exists in the Product Catalog product code product name purchase price sale price To enter product information see Update Product Catalog You can either enter this information in the program yourself or request Data Flo to assist you Stock on hand When you are ready to go live you will need to enter in the computer as a starting point the actual stock in the Reading Room Please have available your inventory list including the product code product title quantity The User Manual describes fully how to Enter beginning stock on hand You can either enter this information in the program yourself or request Data Flo to assist you SUGGESTED SEQUENCE while evaluating the software HELP Add inventory Main Menu gt Inventory Receipts gt Add new Create Edit the Frequently Used Products from Main Menu Enter new sales Main Menu gt Sales gt Add new See reports for sales inventory lending library donations and all other reports of interest to you 5 Use all other functions of the program including sales inventory returns free distribution Administrator functions and all functions features from Main Menu 6 On exit choose the Close for the day option to see day s summary and automatic data back up features ae a a Please e mail info data flo net For immediate help call 1 718 809 8934 Data Flo New York
64. se to navigate the forms You also use or may find it easier to use the mouse and point to the field or button and click Keyboard Shortcuts Tips If you prefer to use the keyboard you can work with most of the forms in the application using the keyboard without much use of the mouse Some people may find that it can speed up the work You can use keyboard shortcuts to perform a function click of button or move to an entry field directly or use Arrow keys or Page Up and Page Down keys to scroll a list up and down for selection For example To open the Sales Invoice Form you can use the key combination of Alt S as shortcut 19 Some of the other Keyboard shortcuts are listed below Sales Invoice Form Alt S Sales Return Form Alt A Product Catalog Form Alt C Inventory Receipts Form Alt I Inventory Returns Form Alt V Lending Library Form Alt L Today s Reports Alt T Reports Alt R Help Alt H Similarly if you are working with the Sales Invoice Form you could use Add New AlttA View Alt V Close Alt L Make Void Alt K Product List Alt I Discount Donation Alt D Cash Amount AlttM Customer s Name Alt U OK Alt O Cancel Alt C or Esc While working with any form pressing a shortcut is equivalent to clicking on that particular button or moving to that entry field directly Keyboard convention Basically the convention
65. snsececececsesssnaecescceesenseaececececsessusececececsessaaeaeeecscsesssaeaecececeesesaaecesecseseneaaees 28 PRINTING PRICE TAGS LABELS cccccceesssceceescececssscececssececesssececueeeceesuececsssececssesecsesseeecnsseceeseeeceessececstseeceeseeeeseaeess 29 INVENTORY RETURNS ccssssscccccecsesssccecccecsessnsesececeesessssaaeeecececsensaaeceeececsessuuececececsensaesecececseseaaeaeeececseseseaeeeeeesesensaaees 30 TEENDING LIBRARY bcos 30 31 2 31 TODAY SYREPORTS eee 32 REPORTS AUD E S 32 STOCK ON HAND REPORT 33 HELP 34 MEW USER MANUAL 059 34 1 34 ONTINE HELP cue beth cba cond ho
66. strator Functions Note You must be signed on as Administrator to perform these functions Create New Users 1 From the main menu click on Administrator gt Add New User 2 User Name Enter the name of the person being added You may enter only the first name or only the last name or both the first and last name separated by a space 3 In the field Authorization Level select Normal for a normal user most people or Administrative for the person s designated to perform administrator functions 4 Inthe field Access Permission retain the default Allowed 5 Click OK 6 Click the Close button Delete a User 1 Main menu gt Administrator gt Edit User 2 Access Permission click on the arrow to release the drop down menu and click on Denied 3 Click OK 4 Close the window 13 Edit Catalog 1 Main menu gt Catalog gt Edit 2 Select the item you want to edit by clicking anywhere in the row that contains the item that you want to edit This will place your chosen item in the edit rows at the top of this window Click Edit button in the top row Modify any of the information in the edit row NOTE To mark no tax items In answer to the question Is the item tax free click Yes 7 Click OK Close the window by clicking on Close DY PD To edit more than one item follow the procedure below After you have modified one
67. t Inventory Receipts 10 26 Inventory Returns 28 K Keyboard Shortcuts Tips 18 L Labels 28 Legal notices 43 Lending Library 29 Lending Library Reports 30 Live Mode 3 Login 20 M Main Menu 19 Maintenance See User maintenance Make Void 23 Manual Data Backup 36 Menu items 19 Merchandise ReceiptsSee Inventory Receipts See Inventory Receipts MinimumSee Minimum System Requirements Miscellaneous items 23 N Navigation TipsSee Form Navigation Tips Notes Notepad 33 Online Help 32 Opening Balance Warning Message 20 Opening the program 2 Orders 24 P Password See Change password 43 Password for new users 33 Price tags 28 Printing the Invoice 22 Product Catalog 25 Product description 6 Product List 20 Product Registration 33 Program benefits 6 Program Features 7 Program functions 7 Purchase Orders 24 Q Quick Reference 38 R ReceiptsSee Inventory Receipts See Inventory Receipts Report criteria See Reports Form Report Options 30 Report Window 29 Reports 14 See Today s reports Reports Form criteria 30 ReturnsSee Inventory Returns See Sales Returns 5 Sales Invoice 21 Sales Returns 23 Sales Summary 34 Sales Support 37 Sales Tax 22 Screen Resolution Settings 10 Security g Set Minimum Cash Balance Edit Minimum Cash Balance 11 Set Minimum Cash Balance 11 Set Tax rate for your state 11 Setup Instructions 10 Today s Report 30 Installation 10 Training 7 S luti 10
68. ty 90 days from date of purchase If a defect occurs during this period you may return your faulty disk to Data Flo along with a dated proof of purchase Data Flo will replace it free of charge After 90 days you may obtain a replacement by sending your defective disk along with a check for 15 residents of NY state add sales tax to Data Flo Except for the express warranty of the original disks set forth above this Software is provided as is and Data Flo grants no other warranties express or implied by statute of otherwise regarding the disks software and related materials their fitness for any purpose their quality their merchantability or otherwise The liability of Data Flo under the warranty set forth above shall be limited to the amount paid by the customer for the product In no event shall Data Flo be liable for any special consequential or other damages for breach of warranty Terms conditions pricing features support and service options are subject to change at any time 45
69. ws l 1 2 09 9 From the Main Menu gt Sales gt Add New A Frequently Used Products list opens automatically If the item you seek does not show up click on the button items in stock Select the item s being sold by clicking anywhere in the row that contains that item You can select several different items in each transaction all the items the customer is buying When you have selected all the items being sold Click OK The quantity for each item by default is 1 If the quantity for any item is more than 1 click once in the Quantity box and change it accordingly Ask the customer how he or she wishes to pay by cash check or card In the lower part of this window in the field Cash enter the actual amount of cash handed to you by the customer If the customer is paying by check card enter the amounts 8 Note The system can accept cash or check or card or any combination of the three If any change is due to the customer it 15 displayed in the field Change 10 Enter the customer name if available recommended 11 Click OK 40 12 A confirmation window pops up so that you can verify the number of items and the total amount 13 If this information is correct click OK Yes 14 An option to print is displayed next If you want to print the invoice you can specify the number of copies you want and click OK Yes 15 You have successfully entere

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