VendACE_User_Manual.pub (Read-Only)
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1. 0 00 Helen El a Oo fi 10 6 2008 a J m m mE w record selector scroll bar gt form navigation buttons Id 4 9 gt gt I of 9 Se record navigation bar Navigation Each time you open the database the Sales form will automatically pop up This form is the home base of your operations You should leave it open and use the form navigation buttons at the bottom of this screen to access all other forms To view past Sales records scroll up and down using the scroll bar on the right Navigate between the records on any form by using the record navigation bar at the bottom left of the screen Use lt to skip to the first record gt to skip to the last record gt and lt to skip between records and gt to open a new record i e A new row for a sales transaction or a new vendor account in the Vendors form To jump to a specific record enter a record number in the window of the record navigation bar or scroll and use the record selector in the far left column To move between fields i e Date ID Name etc use the tab key on your keyboard Useful Toolbar Functions Microsoft Access File Edit View Insert Format Records Tools Window Help Q U BIOS Ne wy ae DO NOT TOUCH Print preview Create anew Delete selected Should always be blank record record in Form View Print current Undo last action selection Online Help Getting Started The Prices and2. Staff forms are the two main administrative forms on this database They must be filled in before you use the database for the first time in order for it to function properly Remember to update them as needed Entering Staff Members From the Sales form click the Staff button to open the Staff form Enter the name of each distribution staff member or volunteer who will be managing sales transactions through the database These names will appear on the Staff member field of the Sales form as a drop down list When staffing changes simply add or remove names from this form Record IJ 4J T rij ta Setting Prices From the Sales form click the Prices button to open the Prices form For each item enter the price that the vendor pays for one item i e one copy of the current issue one bag etc Hie 025 050 010 The database will use these numbers to calculate the amount of money due in each transaction If the price of your sales items changes in the future simply update the prices on this form The Vendor Data form i cx a Enter timely Vendor Records communication Update vendor ID 001 Name Curt Anderson sales location Sales Pitch 4th Avenue and Ping ffeet Notes Curt left his jacket in the office 10 4 08 Auto generate Upload vendor vendor badge photos Track loaned pre paid Print Badge Select Photo and earned magazines
3. the Pre paid field upon receiving money from the vendor When s he comes in to pick up the papers you do not need to enter anything on the Sales form Simply open his her vendor record in the Vendor Data form and manually modify the data in the Prepaid issues section to reflect the number of pre paid issues remaining after this transaction PLEASE NOTE It is very important to remember to modify the loaned earned or pre paid issues fields on an individual vendor s record in order to avoid under or over crediting a vendor for papers s he has earned or paid for If there are no loaned earned or pre paid issues remaining on a vendor s record you must enter a Zero in this field Other Transactions Use supplemental fields to enter sales transactions for other merchandise pins books bags etc according to the specifications that have been requested PLEASE NOTE lf you have only one field Other for other merchandise and you have various items with different prices you will need to set the price for Other according to the price of the most common item and manually adjust the amount due in the TOTAL field for all other items Completing a Sales Transaction The TOTAL amount due will automatically be calculated based on the prices set in the Prices form see Page 3 You may also manually modify the number in the TOTAL field to reflect the actual amount of money being collected i e If a vend
4. the menu bar 12
5. Request vendor Sues 0 Date Sales Reports sales reports Pyepaid Issues 0 Date Start Date 10 6 2008 Eng Date 10 6 2008 Barned Issues 10 Date 9 6 2008 Detail Report Monthly Summa qed for Recruiting vendor 121 _ Detail Report ly y Track outreach and recruitment data Registration Date 2 4 2008 Registered by Lisa Maclean Create a new Recommended By vendor record Scroll down to enter social lt development data i gt 1 J 2 ar Creating New Vendor Records Before you make any sales you need to create individual records for each of your vendors You cannot enter a sale for a vendor who does not exist in the Vendor Data form To create a new vendor record press the Vendors button from the Sales form to open the Vendor Data form A new blank record should automatically appear the first time After that use the gt button on the record navigation bar to open a new blank vendor record Each vendor must have a distinct vendor ID If your vendors already have assigned numbers start with the lowest vendor number and enter it in the ID field If you are starting from scratch we recommend that you begin giving vendors numbers starting from 1 2 3 and so on This will make it easier to navigate between vendor records by entering the vendor number in the window on the record navigation bar as this should correspond with the vendor number Searching Vendor Records To
6. VendACE A comprehensive vendor management system for global street papers User s Manual VendACE Vendor Administration and Circulation Executive is a specialized database application designed exclusively for INSP member street papers This system offers a user friendly and holistic solution to vendor management and sales tracking and is compatible with Microsoft Access 2003 or 2007 Key System Components Sales form Track individual sales transactions with automated price calculations Manages diverse sales formats including pre paid papers earned papers discounted past issues and other related merchandise Vendor Data form Create updatable profiles for individual vendors including photos pitch information sales statistics and social development data Capacity to automatically generate and print vendor badges and individual sales reports from this form Reports form Request sales reports and summaries to easily track progress of magazine sales at the end of each day and over time Reports available for overall sales and for individual vendors by specified date range Administrative forms Prices and Staff forms enable you to easily update the system directly from the main interface to handle new calculations and users as needed The Golden Rule of Microsoft Access All data that you enter into forms using Microsoft Access is automatically and immediately saved in the system You ca
7. age 11 for details E m4 Sales Reports ID 1 Name Curt Anderson August 2008 Use the Sales Reports function to track Date Cumemt Past Eamed Prepaid Lifesavers Bags Total Issues TowlPaid Saft Member vendors sales statistics either by Detail J 3 Report record of all transactions or by w o Monthly Summary monthly sum total of all transactions by month Use Start Date e ee R and End Date fields to set the date range om s o o o o s sooo for your report request Print reports by u g 8 eS 2 me selecting Print from the File menu See Refreshing Data on Page 12 for tips on ensuring that report data is up to date 0 0 C 0 00 0 1 1 260 Erin 0 0 0 0 4260 Notes Use the Notes field to manage ongoing timely communication with your vendors If you enter a message in the Notes field on an individual vendor s record the next time the vendor comes in to make a sales transaction the Notes checkbox on the Sales form will be checked indicating that there is a note on the vendor s account Bring up the individual vendor record communicate the message and delete it from the Notes field See Page 7 Loaned Pre paid and Earned Issue Bank Use the Loaned issues Prepaid issues and Earned issues fields of the Vendor Data form to account for pen
8. browse vendor records use the record navigation bar at the bottom left To search for a specific vendor number place the cursor in the vendor number field select Find from the Edit column of the menu bar or type Ctrl F to bring up the search function Type the vendor ID you are searching for into the Find What field and click the Find Next button If you are searching by name make sure the cursor is in the Name field and open the search function If you do not know the whole name simply change the Match option to Any Part of Field and search as usual You may also easily bring up a specific vendor record by double clicking on the vendor s Name or ID from the Sales form 21x Find Replace Select to search by Name or Vendor ID Find What Anderson v Find Next Look In Name v Match Whole Eield C Any Part of Field Use Any Part of Field to search by partial vendor name or ID Search Ths Start of Field earch Fields As Formatted Ctrl F or Edit Find from the main menu bar to bring up the search function If you have entered vendor ID s in chronological order starting from 1 the record number displayed in the window on the record navigation bar should match the vendor ID that you have entered To search for a specific vendor record simply type the ID into this window and press enter The record you are searching for sh
9. ding copies of the paper on an individual vendor s account Please see the following section Page 8 on the Sales form for details on how to use these fields 6 The Sales form When the Sales form opens it will automatically scroll to the last record and create a new blank row for you to enter a new sales transaction You should see a black arrow on the left hand side indicating that the row is selected and ready for you to enter a new sales transaction into the blank record Sales eeu SSS SSS Date ID Name Current Past Earned Prepaid Loaned Other TOTAL Staff Member Notes Earned Prepaid Loaned 81 2008 002 Erin Anderson jho p 520 feen J TC m E E 8 25 2008 001 Curt Anderson Elko b 1125 isa 9 3 2008 001 Curt Anderson Elo p 0 00 Lisa 107372008 _O01 z Curt Anderson Hp fo 30 Maree H 10 3 2008 001 Curt Anderson Efo p 5 10 Joe z Mow A SS A oo aleje METT MT HTT OyoOyoO oO oO oO oO 00 00000 00 00000 aoga aa T Versor Repons prees Sar Record Id 4 9 gt I gt of 9 The current date will automatically be entered in each new transaction record You can manually change the date when entering past or future sales by placing the cursor in the Date field and typing over the existing date Type the vendor ID into the next field or click on the scroll bar to view a l
10. f all transaction Monthly Summary types for each selected month Record of every sales transaction collated by month Click for Print Badges form see Page 11 Use the Date Range fields to select the days or months for which you want to request a report If you leave the Start Date blank you will receive a report from the date at which the earliest sales transaction was made If you leave the End Date blank you will receive reports through the most recently entered sale If you leave both blank you will receive a report for all existing sales in the database Remember that you can also access Sales Reports By Vendor directly from the vendor s individual record on the Vendor Data form PLEASE NOTE You must have opened the Reports Request form AFTER entering a sales transaction in the Sales form in order for it to appear on the Report you are requesting Alternately you may go to the Sales form and click Refresh from the Records column of the toolbar menu to refresh the data 10 The Print Badges Form E Badge Print Request This form is available only to those that have requested the elective feature to automatically generate vendor badges Click the Print Badges buttons from the Reports Request form to open the Badge Print Request form CutAnderson Erin Anderson Aiden Anderson lt Cs S Kelsey Anderson S Kristin A
11. fy the data in the Earned issues section of the vendor s record to reflect the number of earned issues remaining after this transaction Return to the Sales form and enter the number of earned issues being carried out in the Earned field signifying that the vendor is collecting that number of earned issues from his her record You will receive a prompt reminding you to reduce the number of earned issues on his her record if you have not already done so While the vendor will not be charged for earned issues it is important to enter them in the Sales database when they are collected in order to track the number of outgoing issues of your magazine Prepaid if applicable Use this field to enter the number of issues a vendor is paying for now but picking up ata later time After you enter a number in this field for a particular vendor s transaction you will receive a prompt reminding you to modify the number of pre paid issues on his her individual vendor record To do this double click on the vendor s name or ID in the current sales transaction row to open their vendor record in the Vendor Data form Manually enter in the number of pre paid issues being paid for and the date If there are existing pre paid issues on the vendor s record you will need to add the number of pre paid issues being purchased to the current number on the record and update the date to the current date You should only enter a number in
12. ine if s ne has already received his her allotted loans for the month When a vendor requests a loan open up his her individual record and manually modify the data in the Loaned issues field to note of the number of loaned issues s he is receiving The next time the vendor comes in to make a transaction the loaned checkbox on the Sales form will be checked after you enter his her vendor ID indicating that s he needs to pay for the outstanding loaned issues on his her account You should ONLY enter loaned issues on the Sales form when the vendor returns to pay for the issues You will then receive a prompt reminding you to reduce the number of loaned issues on his her record to indicate that these issues have been paid for Earned if applicable Use this field to enter the number of free papers that the vendor has earned for a particular task achievement etc These papers should have been entered on the vendors individual record in the Earned Issues field After you enter the vendor s ID Name in the transaction record the checkbox in the far right columns marked Earned should be checked if that vendor currently has any earned issues on his her record waiting to be collected To view the number of earned papers s he has on his her record double click on the vendors name or ID in the current sales transaction row to open their vendor record in the Vendor Data form At this point you should manually modi
13. ist of vendor names and numbers PLEASE NOTE If you do not know a vendor number you may skip to the next field and begin typing in their first and last name Assuming this vendor has a record in the Vendor Data form their name should come up as you begin to type it Click enter and the associated vendor number will automatically be filled in for you If you would like to view the vendor s record for any notes sales reports earned or pre paid papers double click on the name or ID you have entered and the Vendor Data form will automatically open and display the specified vendor s record Type in the number of items being purchased in each category see next page PLEASE NOTE For the purpose of calculations it is required to have a number in the field for every sales transaction category so for example even if the vendor is not receiving any earned papers leave the field at 0 You will receive an error message if you try to delete it 7 Sales Transaction Types Current Past Use these fields to enter the number of current or past issues the vendor is purchasing Loaned if applicable Use this field to enter the number of loaned issues you give to vendors who have run out of money If you have a set number of times per month that a vendor may receive loans you will need to view a Detail Report sales report for that vendor for the current month see next section to determ
14. n close the program at any time without pressing save on the menu bar and all of the data will be there the next time you open it This is a great function but it can also be dangerous So remember NEVER type over existing data unless you want to permanently replace it A Note on Security When you open VendACE in Microsoft Access 2003 you may receive a Security Warning asking if you want to open the file or cancel the operation In version 2007 you may see a message bar at the top of the screen asking if you would like to enable all content In both cases you should opt to open the file 2003 or enable the content 2007 This is a standard security procedure and you will likely have to repeat this step each time you open the database E saes aaa E Date ID Name Current Past Earned a Loaned Other TOTAL StaffMember Notes Earned Prepaid Loaned 8 1 2008 002_ Erin Anderson 2 5 20 Helen O O m O 8 15 2008 001 Curt Anderson z 5 k 7 g 7 50 Lisa i m C E C 8 25 2008 001 Curt Anderson Elfo ig p fo p o 11 25 Lisa H o E E m 9 3 2008 001 Curt Anderson a p k i fo fo o 0 00 Lisa E m m o m 10 1 2008 002_ Erin Anderson 15 0 0 7 50 Maree O O O m 10 3 2008 001 _ Curt Anderson 0J 0 0J 5 3 00 00 Maree O o Oo fi 10 3 2008 001 Curt Anderson 10 o 0 o 0 1 5 10 Joe I o oO m m 10 3 2008 001 _ Curt Anderson 0 0 10 0 0 o
15. nd Delete Record from the menu bar and re enter it in order to continue Don t use the scroll function on your mouse You may notice that if you try to scroll up and down on a single page i e a vendor record on the Vendor Data form using the little wheel in the middle of some mice something strange happens You are actually scrolling through different records not up and down in the current record Be careful of this because it can become very confusing if you enter data in the wrong record 11 Tips and Troubleshooting Continued Search settings If you are using the Find function to search for a specific vendor record and are having trouble locating it try using the Any Part of Field setting instead of the Whole Field setting If a word doesn t match perfectly searching the Whole Field will not work Lost photos If the photo in one of your vendor records suddenly disappears check to be sure that this photo or the folder containing this photo was not deleted or moved to a different location on your computer Remember that this photo is not stored in the database It is linked from its location on your computer Refreshing Data You must open the Vendor Data form or the Report Request form AFTER entering a transaction in the Sales form in order for this data to register on the Report you are requesting Thus it is a good idea to close the Vendor Data form a
16. nd the Report Request form after use and reopen them the next time you need to access them Alternately to ensure that your report has the most up to date data you may open the Sales and Report Request forms and then click Refresh from the Records menu to refresh the data Beware of Design View This database has been created to enable easy administration from the forms on the user interface There is a dangerous button at the left of the menu toolbar at the top of the page that allows you to select different options for viewing the database This should always be kept in Form View Design View enables you to manipulate the structure and format of the database but it is very easy to mess up calculations or links between forms unless you have a very strong knowledge of Microsoft Access PLEASE NOTE The database s creators will not be able to help repair mistakes made in attempts to change the database s structure through Design View Keep your database clean In order to keep your database from growing unnecessarily large over time you should periodically compact and repair the database This function shrinks the database down to reclaim unused space From the menu bar go to the Tools menu and scroll down to Database Utilities Select Compact and Repair Database Back up data regularly Always a good idea Select Back up Database from the File column of
17. nderson Cis Kathy Pirog oan Pirog OOS Show Selections Check the Print Badge check box next to the vendors names or use the Mark All button to select all badges inniit MIm Eaa a Mark All Click the Print Badges button to bring up the badge preview Select Print from the File menu on the toolbar to send them to the printer Clear All Record 44 4 1 gt bi bx of 8 Tips and Troubleshooting Deleting records If you make a mistake entering a record i e a sales transaction row on the Sales form or a vendor record on the Vendor Data form and you need to start again go to the Edit menu on the menu bar and select Delete Record This will permanently delete the current record that you are currently on which is indicated by the black arrow at the left of the screen on the Sales form or by the current vendor record that you are viewing on the Vendor Data form If you accidentally delete a record select Edit and Undo immediately as there is no other way to recover the record after it has been deleted Zeros are necessary In all of the number fields that are used for making calculations the default value has been set at 0 If you try to enter a record without a number in one of these fields you will receive an error message and will not be able to continue Occasionally you must delete a sales record Edit a
18. or is 0 05 short Simply put the cursor in the TOTAL field and type over the existing total This degree of accuracy is important for measuring actually money in hand against the overall sales report Enter the name of the Staff Member who is making the sale either by selecting your name from the drop down list or beginning to type it and pressing enter when it appears in the field Names of staff members not yet entered in the Staff form will not appear on the list but may be manually typed into the field The Reports form The Reports form enables you to generate reports of Total Sales or Sales by Vendor as well as to print badges for selected vendors To open the Reports Request form click the Reports form navigation button at the bottom left of the Sales form Date range for which report is being requested Sum total of all sales transactions for a given day end of day report Record of every sales transaction Total Sales Sales by Day collated by day end of day report Start Date Detail Report Sum totals of all transaction End Date types for each selected month Monthly Summary List of monthly sales summaries for all vendors ranked top seller Sales Ranking ID Name of vendor for whom Sales by Vendor j report is being requested Vendor Date range for which report Start Date End Date is being requested Sum totals o
19. ould automatically appear To determine the next Vendor ID for a new vendor account just open a new blank record and use the number displayed in the window on the record navigation bar Uploading Vendor Photographs Click the Select Picture button and browse your files for the photo you want Please note that the photo file itself is not stored in the database Instead the database stores a link to the photo s location on your computer If you move the photo to another folder in the future you will need to update this link For best results 1 Resize your photos to fit the dimensions of the space 2 Store all vendor photos in a single easily accessible folder 3 Name vendor photo files with their corresponding vendor number i e 124 jpg Other Actions from the Vendor Data Form In addition to storing permanent information the Vendor Data form is an important place for managing key ongoing functions relating to vendors sales and management E Printing Badges Once you have created a new vendor record with an ID Name and photograph you may automatically generate a badge for this vendor using the Print Badge button After bringing up the badge preview go to the File menu and select Print from this page to print a copy Vendor 1 PLEASE NOTE This function is also available from the Reports e form where you may print badges for any number of selected vendors simultaneously see P
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