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Cap Tracker Manual

1. System Settings Figure 7 1 Screen Shot for the Maintenance Menu Dispose of Cap Phone 800 771 BEST Dispose of Inventory Record will be Changed Receiving Information Serial Number 1586495 Purchase Order STOCK Date Received 8 07 96 Specifications Truck Type Chevy Long Bed Model Manufacturer Color Black Jade Pearl Window Style 18 Jal Information Reason disposed R Return Loaner Deletion Notes Who knows if this prints on the invoice Figure 7 2 Screen Shot for Disposing Inventory This screen allows you to temporarily or permanently remove items from inventory Inventory is temporarily removed to accurately maintain your inventory count while caps are on loan or out for repair Items detailed above the dotted line display for reference purposes only The entry fields on this screen are as follows Reason Disposed Select the reason the cap is being disposed by entering the first letter of your selection or by using Qand R and pressing E Return is for temporary returns to the manufacturer for repairs or other reasons Loaner logs a loaner out to a customer Deletion permanently removes an item from inventory Notes Enter any facts necessary to properly log the disposition of the cap All caps processed through the Dispose of Cap option are detailed on your Inventory Exception Report for auditing purposes Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Can
2. problem due to misspelling Look at the FILES statement minimum is 130 recommended 150 If FILES statement is not at a minimum of 130 continue with step 4 FILES statement is at a minimum of 130 continue with step 5 If FILES doesn t exist add it go to the FILE menu SAVE and EXIT See Step 4 for details At C prompt type EDIT CONFIG SYS Scroll down and change FILES to a minimum of 130 recommended 150 Go to the FILE menu SAVE and EXIT At C type FIND SHARE I AUTOEXEC BAT Found continue with Step 6 Unable to find now type FIND SHARE I CONFIG SYS Found continue with Step 6 Not Found type SHARE Press lt ENTER gt If no error Reboot Go to Step 7 If error SHARE already loaded appears do clean boot with F8 key Check for SHARE statement Wherever SHARE stmt loads go to Step 6 to fix it SHARE statement has minimum parameters of F 8192 L 130 Go To Step 7 SHARE statement has incorrect parameters Phone 800 771 BEST Depending on where the SHARE statement is located Most likely in Autoexec bat At the C type EDIT AUTOEXEC BAT OR Type EDIT CONFIG SYS Scroll down and edit the parameters Add to End of line as necessary Go to the FILE menu SAVE and EXIT User MUST reboot the computer to access again Step 7 Try to Rebuild the Keys MUST COMPLETE THIS STEP Exit all PC s from Windows and be at the CT prompt meaning Cap Tracker Type in CD_ CT All PC s are at t
3. Figure 7 7 Screen Shot to Load Cap Inventory The Load Inventory option allows you to add new inventory to the system directly without working through the ordering and receiving process All items entered through this process are given the preset stock date as the Order and Receive dates The preset stock date is established in your System Settings Form but is updated when this selection is executed All items are also assigned a PO number of STOCK Items may be added using this form Changing and deleting stock items is not permitted from this form Use the Cap Inventory selection from the Maintenance Menu to modify existing stock items You will repeatedly receive the Load Inventory Form until you press X to return to the Management Menu Site Identify which site the unit belongs with The value is determined by the site code entered on your System Settings Form Serial Enter the Serial Number for the unit Each cap currently on the lot must have a unique Serial Number Model Enter the model code for the cap If an invalid code is entered or if no code is entered a list of models will appear allowing you to select the correct model Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Truck Type Enter the truck type the cap fits If an invalid code is entered or no code is entered a list of trucks will appear allowing you to select the correct truck Color Enter the manufacturer color code for the unit If an i
4. Location Phone 800 771 BEST Appendix B System Messages PROBLEM CANNOT BUILD ERROR A problem has occurred in the key files for the 277 database The database could not be accessed to repair the key files CANNOT SHARE ERROR The database cannot be opened in multi user mode This happens when the files statement in your CONFIG SYS file has not been set properly or another station has locked the file for exclusive use This may occur while running some utility functions on other stations CHANGED BY ANOTHER STATION Another user on your network has already made changes to the record on your screen CREATES DUPLICATE ENTRY The value you entered for the current field must be unique in the system The value you entered is already in use by another record in the database CREATING A NEW RECORD In a form that allows addition of more than one record at a time additional records will be added until you press X Pressing X returns you to the previous screen ERROR UPDATING CAP Occurs while transferring a cap from one site to another or changing the cost of a cap more than once in a single day ERROR Adding to Internal error occurred while adding records to database 292 ERROR Deleting from Internal error occurred while deleting records from database Phone 800 771 BEST SOLUTION Make sure all users have exited CAP TRACKER and restart the program
5. Make sure all utility programs have completed successfully Exit and restart CAP TRACKER Tf the problem persists you must edit your CONFIG SYS file Reference the Getting Started chapter for further instructions on editing the CONFIG SYS file CAP TRACKER will display the current information in the record instead of saving the information you have just entered Re enter your changes and then save your work Enter a different value for the current field Make sure your new value is unique from any already in use by the system You may either try the transaction on a different day or change the system date of your computer and retry the transaction Refer to your DOS manual for instructions on changing your system date Contact TOPPS oft Computer Solutions with the exact wording of this message for assistance Contact TOPPS oft Computer Solutions with the exact wording of this message for assistance FILE NOT FOUND A required database file was not found by the program INSUFFICIENT MEMORY Your computer does not have enough available DOS memory RAM to run the program At least 550K of RAM memory must be available INVALID KEY FILE One of database key files has been corrupted INVALID LICENSE NUMBER An invalid license number has been installed for the software LICENSE ERROR 01 The license database is not in the current directory or is locked by another station LICENSE ERROR 02 The license number i
6. Retry your current action Call TOPPS oft Computer Solutions for technical support immediately This key sequence abnormally leaves the program Check your data for possible data corruption Disable the use of virtual memory See your DOS manuals for more information on this topic Appendix C Common Support Questions Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved ERROR CODE 47 INVALID RECORD DECLARATION Problent Arises when file layout doesn t match fields usually during upgrades Get entire error message from customer and write it down before moving on Solution Step 1 Ask the basic troubleshooting questions Step 2 Go to the MAIN Computer Step 3 Insert the latest update disk NOTE Insert CT If you have it AP If you don t Step 4 Type CD CT to change directories Step 5 At C CT gt type A CT where is the version e g CT359 for CT 3 59 The number will differ per customer and is written on the front of the update disks Say NO to each question to overwrite EXCEPT UPDATE DAT will automatically be created and won t ask Step 6 Turn on the CAPS LOCK Step 7 Run CFIL UPDATE DAT filename P PRINTER DAT on each file that receives this error For example file SALESHD CFIL UPDATE DAT SALESHD P PRINTER DAT The file name used is found in the initial error screen encountered by the customer If the command is entered incorrectly or if file does not exist cu
7. For serialized inventory the Ory field will automatically adjust to 1 if a higher number is entered Also the details of the truck cap will be presented on additional lines of the invoice with additional pricing if necessary To enter a nonstock item enter a part number not found in the inventory system This item will not affect inventory quantities or statistics when the sale is completed It will also prompt for the taxable status of the item rv 4 Description Unit Cost Ext Cost Nonstock item taxable status refers to the item not the customer If the item is normally taxed in your tax district answer yes You will tell the system to make the entire invoice tax exempt on the Invoice Summary Screen It is good practice to standardize codes for nonstock items to whatever extent is practical in your business For instance you may wish to always use the code LABOR for labor charges if they exist on a separate line items To change a line item type to Serialized or from Serialized delete the existing line item and re enter it When adding a new accessory or cap line item the description field is automatically set to the standard description for the selected item If necessary you may edit the standard description When editing existing line items the existing description will be maintained but can be changed by the user For all line item types except remarks you may edit the unit cost As with the Description field th
8. Legal and Warranty Information CAP TRACKER is protected under the Copyright laws of the United States of America and International Copyright laws It is illegal to duplicate this software or instruction manual for other than archival purposes Included in your CAP TRACKER package is a Limited Warranty and License Agreement This agreement gives you specific legal rights Each license granted your company by TOPPS oft Computer Solutions allows you one concurrent use of CAP TRACKER on a stand alone computer or on a network Concurrent licensing is defined as the use of software by one person in one location at a single time Each lot location and each computer station requires a separate concurrent user license Please read and become familiar with the enclosed Limited Warranty and License Agreement for more detailed information If you do not agree with the terms set forth in the License Agreement return the entire contents of your CAP TRACKER package with the disk envelope seal unbroken to TOPPS oft Computer Solutions for a full refund of your purchase price Contact TOPPS oft Computer Solutions at 5811 Memorial Hwy Suite 204 Tampa FL 33615 or at 800 771 BEST to obtain license pricing for additional concurrent users or to address questions concerning the legal use of CAP TRACKER Acknowledgments We would like to extend our sincere appreciation to TopperKING Inc in Brandon FL for their help and suggestions in developing the
9. 54 57 59 68 87 88 90 100 103 software 1 9 10 11 19 80 116 123 station 1 41 115 116 123 string 123 system requirements 10 11 video 123 Warranty 1 9 35 windows 20 24 33 67 73 Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved
10. 771 BEST space As of 8 March 2000 WIN 95 ERROR ON DISK 2 gt Problem Problem when trying to print under Windows 95 Solution Click on START a Go to SETTINGS x z D Go to PRINTER x z w RIGHT click on the printer that you are going to be using ES z Click on PROPERTIES 2 z gi Click on the DETAILS tab that is at the top of the screen x z D At the bottom click on PORT SETTINGS e z br Find the spool MS DOS print jobs box ES z o UNCHECK the box z gt Step 10 Press OK to close all open windows Copyright O 1996 TOPPSoft Computer Solutions All Rights Reserved Phone 800 771 BEST Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Glossary 80486 Type of CPU It designates either a model from a company named Intel or a compatible model from one of several other companies access restrictions The levels of access granted to users on a network Users must have read and write access to the CAP TRACKER directory for proper operation ASCH American Standard Code for Information Interchange This is a standard format used by many computers for representing the letters numbers and other characters on a computer screen Using this standard helps different computer programs share information batch file A series of instructions and programs to be executed by the computer batch process A batch process is a series of tasks gr
11. Received Enter the date that the inventory was actually received This date is used to calculate inventory turnover rates and for aging reports The date will automatically set to the current system date in your computer Serial Number Enter the serial number for each cap A serial number can only be present in current inventory once The computer will beep and remain at the prompt awaiting a valid serial number if you enter a number that is currently in use by the system The serial number is used for inventory control and warranty purposes Location Enter a rack number or some other location code This code can determine the sort order of the Stock Report to make physical inventory counts proceed more quickly This field is optional Once the last field on the form is completed the Cap Options Table is displayed This table details the options installed on the current cap From this table options can be added changed and deleted Use lt Insert gt to add an option to delete the highlighted option and E to change the highlighted option Inventory items must be received before they can be sold Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Receive Repairs Customer Cap Inventory Return Record will be Changed ifications Ordered k Type Dakota Short Bed facturer Amazon Blue Met window 30 Jal t Window 18 Jal r PO 100025 Return Information Date Received 11 03 97 Serial Num
12. Window Style Form Code Code Name Name Code Code Name Name Code Code Name Name Code Code Name Name Copyright O 1996 TOPPSoft Computer Solutions All Rights Reserved Instructions Many window styles have been pre loaded for your convenience Browse the Window Styles Table on the Maintenance Menu to determine which if any window styles need to be added or modified to meet your specifications Phone 800 771 BEST Option Form Code 00 Code 00 Description ii Description oe a Add Desc Req d No Yes Add Desc Req d E No Yes Jobber A 0 00 Jobber 0 00 Domestic Import Domestic Import Cost 0 00 0 00 Cost 0 00 0 00 SRP 0 00 0 00 SRP 0 00 0 00 Price A 0 00 0 00 Price A 0 00 0 00 Code 00 Code 00 Description A Description Add Desc Req d No Yes Add 1 Desc Req d k No Yes Jobber 0 00 Jobber 0 00 Domestic Import Domestic Import Cost 0 00 0 00 Cost 0 00 0 00 SRP 0 00 0 00 SRP 0 00 0 00 Price A 0 00 0 00 Price A 0 00 0 00 Code 00 Code 00 Description Description Add l Desc Req d No Yes Add l Desc Req d 3 No Yes Jobber 0 00 Jobber 0 00 Domestic Import Domestic Import Cost 0 00 0 00 Cost 0 00 0 00 SRP 0 00 0 00 SRP 0 00 0 00 Price A 0 00 0 00 Price A 0 00 0 00 Code 00 Code 00 Description Description Add Desc Req d No Yes Add 1 Desc
13. many people commonly refer to full size domestic trucks as eight foot trucks Yet import truck beds aren t necessarily a round number of feet in length It would be easier to refer to mini truck bed sizes in inches For any model year of a truck you may wish to simply refer to the bed size as long bed short bed or narrow bed This is a very descriptive feature that can be used as a component It lacks the uniqueness that is required unless truck name is used with another component to create a unique code This component is very general It describes a group of trucks rather than a specific truck You may decide that the model information is sufficient In either case be sure to include the Make in the description to allow searching on this important piece of information Here is another critical component that is not specific to any single truck Often times it is the only feature that differentiates two different trucks Cab Size Many trucks have optional features such as extra cabs that affect the dimensions of the vehicle This may need to be referenced if it is a factor It is evident after examining this list of potential components that no single component would serve as a unique truck code To determine the best possible combination of facts for the above example use the following list of general statements 1 Some accessories are not impacted by specific characteristics of the truck For instance hood accessories genera
14. the Exit Windows option Answer OK to the This will end your Windows session confirmation prompt Your CONFIG SYS File should contain the line FILES 150 This number must be at least 150 for CAP TRACKER to run properly Certain menu systems and Windows may also require a minimum number of files to run This minimum number of files must be added to the 150 required for CAP TRACKER to configure your system properly Consult the user manual for your menu program and the Windows user manual for the number of files necessary to run these programs If no line reads FILES 150 edit your CONFIG SYS file and add the line FILES 150 to the top of the file If the line exists but is less than 150 edit your CONFIG SYS file and modify this line Use your favorite ASCII editor not your word processor to make necessary changes Reboot the computer after you have saved your changes If you are unsure how to change your CONFIG SYS file call the TOPPS oft Computer Solutions help line for assistance Have a bootable floppy disk or your original DOS diskettes handy when calling Start CAP TRACKER To start CAP TRACKER type the following commands C gt CD CTE l Phone 800 771 BEST C CT gt CTE The CAP TRACKER log in screen will appear If you have CAP TRACKER installed continue to use your existing employee accounts and passwords Otherwise enter the initials MGR and press E twice to enter the program the first time as illustra
15. 113K 800 771 BEST Press F1 for help TOPPS oft Computers Version 4 0 5811 Memorial Hwy 800 Copyright 1996 All Rights Reserved 771 2378 Suite 204 Tampa FL 33615 The Customer Menu allows you to perform three basic functions Customer Menu Customer Table Print Labels Export Labels ain Me Figure 6 1 Screen Shot for the Customer Menu Maintain Your Customer Database The Customer List is accessed by selecting the Customer Table option from the Customer Menu If no customers exist you will automatically be placed in the Customer Form where you may enter a new customer The Customer Table provides the flexibility of viewing your customer list alphabetically either by company or name The current sort order is indicated by the name of the table To change the sort order press the key Press to see a detailed sales history for the current customer If no history exists the computer will beep and remain on the Customer Table The Customer Table uses the Rapid Scan feature Rapid Scan locates records based on the current sort order New customers may be added by pressing the lt Insert gt key To change an existing customer record highlight the customer you wish to modify and press E See Figure 6 2 below for an illustration of the Customer Form Phone 800 771 BEST Customer Form Creating a new Record Company a h irst Name st Name z one Number 000 000 0000 lt Phone 000 0
16. Keys or the first letter of your selection and press Enter Available memory 113K 800 771 BEST Press F1 for help TOPPS oft Computers Version 4 0 5811 Memorial Hwy 800 Copyright 1996 All Rights Reserved 771 2378 Suite 204 Tampa FL 33615 Ordering Overview There are several tasks associated with ordering and receiving In all cases Pending Orders are created that can be reviewed from Create Orders prior to posting Once the orders are correct they are posted Posting generates a purchase order for each supplier prints the order and prepares the system for receipt of the item Pending orders for serialized inventory items are created three different ways 1 Generate a customer order from the Customer Sales option of the Sales Menu 2 Stock reorders are automatically created when a stock unit is sold using the Customer Sales option of the Sales Menu 3 An item can be manually entered onto the order by pressing the lt Insert gt key from the Create Orders table on the Orders Menu Customer Orders and automatic stock orders can be adjusted from this table when they have been created by methods 1 or 2 Other related tasks are Receive Repair Cancel Order After your initial data load all incoming stock must be entered through the CAP TRACKER order process Dates should always be accurate on orders and receipts This practice ensures the accuracy of your statistics Ideally different people should be responsib
17. Menu Model Template u cet anis disease des me en dl send Cap Invento ERA LE adas Smet ad use Made M del Styles Luce Sa ur a E Mine dede ONE A A ONE DIAS ater gs air ET Te a COLES us iba ir e bt it ds Color Cate BONES te ee AAA AT AAA e OS AA ido A ces E ETA IAS NA iS is S pla AS E Customer PS atra Window Styles net ae sg A En NS ls ee dano plans e uta asen aa Dein ats Be a a Ban ARS Den ae fe all Payment Types Lesage ae a Dee Chapter 6 The Customers Menu er la u Maintain Your Customer Database Customer Table Print Customer Lab l u 2 22 A ec u Ha Export Customer Wale ls an an eee aude oie Malo aN GR sn near e do Chapter 7 The Management Menu re eu lea Dispose f Cap sisia po senda Aw palettes anne rigen ken ler kl Cancel INolee tee rn ne eee a cmt en nue Ce TAE Stock aa a Sa re de An en AO nr a Sa nue Change Costs ses hen IN A TE eines ote a awe S DEN he ee Be eu cates EN RIAS a A SARA Taxe aleulalonss eu ee A A areca eee EoadInvenlary na see ar Dae a u ee Se u Research Receiving Activity su he00d sew ann dead nn dew en o RER ee ee ee ee ee ee Company a RE REDE HER Hardware aan ae a ee me Na RR aM e a Pen en ds re u Pa BE ACCOUNT ATA A ea ete Chapter 8 Hot IPS AS a TA IA aaa Appendix A Initial Setup Forms u a en Bi AAA Creatine Good Reference Codes nn a es dans does SU OLIN NS NS Mis EES Pa a a ER dd System
18. Reserved disk cache A buffer used by the computer to speed up a computer program that frequently accesses the hard disk Generally the larger the disk cache the faster the computer will run DOS Disk Operating System This is the control program the computer uses to handle basic input and output devices connected to the computer It manages and controls access to these devices so that they can be shared by different programs in the computer dot matrix printer A printer that creates characters by pressing a group of pins onto the page The pattern of pins used determines the character that is printed This type of printing is called impact printing It s advantage is that the printers are low cost and are capable of making several copies simultaneously using multi part forms field Each entry area on a form is called a field This is where a single element of data such as a phone number can be entered file A single collection of characters or bytes stored in the computer font This is the type face used by the computer The screen has a set of fonts and the printer also has a set of fonts Fonts can be different styles and sizes form Data entry screens which allow users to add and change information in a database Forms are usually accessed from tables floppy diskette A flat object made of plastic used as storage by the computer They come in two different sizes 3V2 and 5144 They must be inserted into a special slot
19. a Create Orders 2a ir ae Sa New nas th OS Pe A oo ne rast Post Orders a es estes eat es es ar a AS a OA ee BR aS RECEIVE DICTE ser Nee ee AA ann et ee e y Rh oh ARES ACTS BAS qn OH ROARS Receive Re pails a a whl ee AR awe ean Te Ben ets dE Cancel Order assure ia Poo Gadd beara baie des Mow ae wl gale Sedan gate Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved B Chapter 3 The Sales Menta hentai ten lies pees Customer Sales Orders and Quotations Available Stock 422 4 rain re Das eh CAPAS An a Sa a a N ee A a a See od See a A Sales Rel iia da t at diia Research Sales it a ita IOABA REAN ia a EEEE A A A A AU A en ee AAA A an der Chapter 4 The Reports Menu aan e dando a e Dai q a e tdo La Daily Sales Report i caco A At heb on Daily Transactions Munster aia nds ds aa Cap brasier Sheet sirr e note AA Ged a ALE a A AT REG Statistics Summary A EEE mas ee Stock Repatt ns ne Basar rm ar u Sales Invoice Report queratina E A AI Soe na A trs DR Serialized Sales REPO A ae ds baie Ka eee ane ee Conimission Report tic lt p neue was Hai ern ar Aged Inventory Report iii bee a ee eka Bann race Inventory Exeeplion Rep rter eses SS I Se Yow Rae See eee woes FAR Report rue oh Nitti ger e SN a A en GN A e ad a id Cuistandine Deposits xr does Bees er A each Options Mareim Report mens atteste sms ehe Bnd of Monthy a Maintenance RepurS 00 gelaunt Chapter 5 The Maintenance
20. and monitors VGA is capable of displaying up to 640 x 480 pixels on the screen in 16 colors or 320 x 200 pixels at 256 colors Phone 800 771 BEST Index access 15 26 32 33 43 51 57 59 65 66 67 68 69 70 71 72 73 86 87 89 108 109 111 112 116 121 122 123 access restrictions 121 administrative data 19 21 ASCII 20 79 80 93 121 123 batch file 79 121 byte 121 Cancel Orders 29 36 cap 1 9 10 11 12 14 15 17 19 20 21 22 23 24 25 26 27 29 31 32 33 34 35 36 37 39 43 44 46 47 49 51 53 58 59 61 63 65 66 67 68 69 72 74 75 79 81 83 85 88 89 91 95 96 98 101 109 111 112 113 115 116 121 122 123 color 10 23 24 32 40 42 54 57 58 59 60 63 65 68 70 71 72 73 74 88 100 110 111 112 CONFIG SYS 12 19 20 115 context sensitive help 121 CPU 121 Create Orders 29 31 33 current directory 116 121 customer 11 15 31 37 39 40 41 42 43 44 45 46 47 51 54 57 63 65 72 75 77 18 79 83 101 102 CVT 79 directory 19 79 115 116 121 123 disk cache 121 DOS 10 12 19 20 66 79 115 116 117 121 123 employees 21 22 81 83 85 86 103 file 19 20 79 80 115 116 121 122 123 floppy diskette 122 font 122 function keys 12 13 15 32 34 42 65 71 84 122 hard disk 19 121 122 123 hardware 92 101 122 help 1 11 13 14 15 17 20 21 29
21. be cleared from this screen They should immediately log in and create a new password Select Y to clear the password Sites Site Form Creating a new Record Site Name Address Zip Code Phone 000 000 0000 000 000 0000 tact lculations Sta Tax on Products State Tax on Labor Federal Tax on Products Federal Tax on Labor Tax Mixed Labor Figure 7 6 Screen Shot to add a Site The Sites option allows you to add and modify sites The following fields are located on the Sites template Site Name Enter the name of the site If all sites have the same company name you ll want to use some other identifying characteristic as part of the name For example if your business is called Tops Inc and you have two locations one on Main Street and one on Park Avenue you might designate them as Tops Inc Main Street and Tops Inc Park Avenue Address Enter the Street address for the site Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Zip Code Enter the Zip Code for the site If the Zip Code is not listed in the database the Cities Table will display allowing you to select another Zip Code or to add the new Zip Code to your list Zip 4 and international zip codes are supported up to 10 characters Phone Enter the phone number for the site Fax Enter the fax number for the site This field is optional Contact Enter the primary contact person for the site This might be the Bran
22. change These two dates determine the range of units affected by this process Manufacturer Enter O for all manufacturers or press for a list to select the manufacturer Material Select the material of construction for this process This value will be compared to the Construction Material field in the Model Template for a match If Every is selected all caps regardless of material type will be selected Category Select the cap category from the Model Template for this process This value will be compared to the Category field in the Model Template for a match If O is selected all caps regardless of category will be selected Otherwise press for a list of cap categories and select from this list At this time the number of units affected will be counted This simple reality check identifies for you the scope of the change you are about to implement If the number of items affected seems odd use the X key to retreat Changes made based on the results of this screen are irreversible Total Rebate Enter the total amount of the rebate received This total will be evenly divided among all the items meeting your selection criteria The remainder will be included with the first unit to match your criteria By pressing E at this time you will change the costs for the selected units A detailed report will be generated which identifies your selection criteria the units affected the old and new costs and displays the total number of unit
23. determine the number of times the invoices print With a three part form and a setting of two you will end up with six copies of your invoice To disable invoice printing enter 0 for the number of copies Phone 800 771 BEST Print Company Info on Invoice Enter N to disable printing of your company information on the top left corner of invoices and payment receipts You may wish to do this if you are using preprinted invoice forms with your logo Invoice Message Enter the message you wish to have printed on the bottom of each invoice and payment receipt To turn off the message leave this entry blank Custom System Settings Custom Features Record will be Changed Default Stock Date 09 06 97 Allocate Shipping costs N Yes No Cash Drawer Start Bal 150 00 Cap Auto Reorder Limit 0 Enter 0 to automatically reorder all stock Enter 999 to disable automatic stock reorders Cap Model for Used Allow Edit of Invoice N Catalog part for Nonstock F2 for Catalog by Item Invoice number prefix PA Last used invoice 200108561 Credit Memo prefix CM Last used Credit Memo 00107274 Print costs on Reports Y No Yes Type of costs for Accs S Average Last Standard Invoice message Thank You Please come again Fl Help ESC Previous field Ctrl ESC Abort to previous screen Figure 7 9 Screen Shot to adjust Custom Feature System Settings Def Stock Date Enter the stock date for your initia
24. from the Maintenance Menu All standard keys listed in Table 5 2 with the exception of are active for the Options Form The following is a list of fields located on the Options Form Name Enter a description for the option Domestic Cost Enter your cost for the option when adding it to a full sized truck This field is optional Import Cost Enter your cost for the option when adding it to a mini truck This field is optional Domestic Retail Enter your retail price for the option when it is installed on a full sized truck This field is optional Import Retail Enter your retail price for the option when it is installed on a mini truck This field is optional Desc Required Set this flag to y if you will require an additional description line for this installed option when it is used An example of this could be when a Pin Stripe is added to Phone 800 771 BEST the cap You may wish to require that your sales and ordering staff specify the color of the stripe Setting this flag to n would allow but not require entry of an additional description Payment Types Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Chapter 6 The Customers Menu CAP TRACKER Developed especially for Your Company License XXXXXXXXX Customer Menu Customer Table Print Labels Export Labels Main Menu Use Arrow Keys or the first letter of your selection and press Enter Available memory
25. given a choice to select caps or accessories each sorted several different ways You may also select Tint if you installed the Tint feature You may then select the desired item from the appropriate list For a new line item the Description field will automatically be set to the description of the selected item For customer orders you can select to order accessories or truck caps Choose Item and Sort Order Accessories Truck Caps Other Part Serial Tint Truck Truck Category Model Stock Sales and Quotations Choose Item and Sort Order Accessories Truck Caps Customer Orders With Customer Orders the sales person is prompted for the necessary information to create the order For truck caps the specifics of the cap will be entered For accessories the Part number is entered Labor A hot key is available to add Labor to specific line items and change the account code for the inventory record Once the line item requiring labor is highlighted press to access the Sales Line Options Form On this form you may enter a labor charge and change the account code for this inventory item The labor will be totaled separately at the end of the invoice or receipt For serialized inventory the Qty field will automatically adjust to 1 if a higher number is entered Also the details of the truck cap will be presented on additional lines of the invoice with additional pricing when applicable Phone 800 771 BEST
26. it then write down what happened Be at your computer and have the following available License number and version number from your installation diskette These numbers are required when calling for customer support Phone 800 771 BEST CAP TRACKER reference manual Original CAP TRACKER installation and update diskettes The brand name type and model of your computer The brand name type and model of your printer for printer problems only Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Chapter 1 Getting Started CAP TRACKER Developed especially for Your Company License XXXXXXXXX Main Menu Orders Sales Reports Maintenance Customers Management Change Password Suggestion Box Exit Use Arrow Keys or the first letter of your selection and press Enter Available memory 113K 800 771 BEST Press F1 for help TOPPS oft Computers Version 4 0 5811 Memorial Hwy Suite 204 Copyright 1996 All Rights Reserved Tampa FL 33615 800 771 2378 To begin using CAP TRACKER you must complete the following tasks Install the CAP TRACKER software Check your computer configuration Start the CAP TRACKER program Load your administrative data Set and maintain your password InstallCAP TRACKER Follow these steps to install CAP TRACKER to your hard drive 1 Place the Installation Diskette into your floppy drive Ze From the DOS Prompt type the drive letter
27. quickly locate the proper sale Highlight the desired sales invoice and press E The detailed line items for the invoice will appear on screen To process the return of a line item highlight it press E and press E again to confirm the return Enter the account number to post the return The item will be canceled from the sales invoice and an entry will be posted that prints with the Inventory Exceptions Report Research Sales To review the history for a particular invoice you may wish to view it online The View Invoices feature allows viewing of invoices created in both CAP TRACKER and ACCESSORY PACK To view a sales invoice highlight the Research Sales option on the Sales Menu and press E A list of sales invoices appear At this time you may enter the sales invoice number to quickly locate the proper invoice Highlight the sales invoice and press E The line item detail for the invoice will appear on screen If you wish to reprint the invoice simply press and it will print on your invoice printer Use the key to view the accounting transactions generated by the highlighted invoice Chapter 4 The Reports Menu CAP TRACKER Developed especially for Your Company License XXXXXXXXX Reports Menu Print Daily Sales Report Print End of Month Print Daily Transactions Print Aged Inventory Report Print Cap Transfer Sheet Print Inv Exceptions Report Show Statistics Summary Print Tax Report Print Stock Report Print O
28. sale Once the final field is completed the user is prompted to confirm the totals on the sales invoice and press E to complete the sale The customer s invoice or quotation will now print if printing has been enabled The following fields must be completed on the Customer Order Summary screen Taxable Shipping Deposit Pay Type Payment Reference Notes This field determines whether or not sales tax is calculated for this invoice The value is determined by the presence of a Tax Exempt ID in the customer database If it exists the value is set to Not taxable Enter any shipping costs associated with this sales invoice These costs will be included in the total for the invoice Enter the amount of the deposit to be paid Select the pay type for the invoice Split payments should be indicated on the notes line described below For checks credit cards A R and split payments you can enter information such as check number authorization code driver s license number account number etc For cash sales this field is skipped Enter any notes about the sales invoice such as split payments or special terms for the sale Once the final field is completed the user is prompted to confirm the totals on the sales invoice and press E to complete the sale The customer s payment receipt will now print if printing has been enabled and pending orders will be created for review by the inventory manager Copyright 1996 TOPPSo
29. scrolling list of valid sites is available by pressing Phone 800 771 BEST Daily Collections and Deposit Report All Sites For Oct 24 1995 Description Amount Cash Total 447 00 LESS Starting Cash Drawer Balance 150 00 Bank Deposit Total 297 00 OTHER RECEIPTS Total Other Receipts Bank Deposit Total 297 00 PLUS Total Other Receipts PLUS Previous Deposits LESS New Deposits LESS A R Payments TOTAL FOR DAILY SALES REPORT 297 00 Figure 4 3 Daily Collections and Deposit Report Daily Transactions The Daily Transactions Report shows total collections for the day It shows a total for cash and credit cards and itemizes checks collected for the bank deposit Please note This report will be blank for any dates prior to installing your update Cap Transfer Sheet The Cap Transfer Sheet is an inventory tracking device Inventory Transfers are listed separately on the report and shows totals at the bottom of the report Also reports information such as the name of the person who received this transferred cap and the date Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Statistics Summary The Statistics Summary is a statistical analysis tool Statistics are generated by model manufacturer color group model style employee zip code and more Each statistical report can be viewed on your screen prior to actually printing it Also more detailed sales and inventory statistics a
30. tS o Site Enter the Social Security Number for this employee Enter the Street address of this particular employee Enter Apt or Additional Street information Enter the Zip Code of the employee Enter the phone number at which the employee is most commonly reached Enter an alternate phone number for employee if applicable Enter spouse s name if applicable Indicate whether the employee is a salesperson by entering Yes or No or by using Q and R to highlight the desired option Only employees designated as sales staff are presented on the table If No is selected the Sales age and Gross age entry fields will be skipped Enter the commission percentage the salesperson receives from their own sales Enter the commission percentage the salesperson receives from sales for the lot This might be used for Sales Managers or for other upper level staff Indicate whether the employee should have management authorization Management level access should be restricted since it gives unlimited access to the system Make sure that at least one employee has management access If management access is removed from all employee accounts noone can access this screen to add it back Identify the Site where this employee will be located If no valid site code is entered the Site Table will be presented for selection Phone 800 771 BEST Clear Password In the case where an employee has forgotten their password it can
31. the floppy diskette drive in the computer to be used floppy diskette drive This is an input output device on the computer that reads and writes to floppy diskettes A single computer may have several of these devices function keys A set of special keys found on a computer keyboard They are usually found on the left hand side of the keyboard in two columns or across the top in a single row hard disk A device usually found inside the computer that lets you store programs and data This device is described by the amount of storage available e g 200 MB Information kept on a hard disk is stored until erased by programs or the user hardware The equipment component of a computer system Each of the physical parts that you can touch are considered hardware Phone 800 771 BEST hot key A special key that can be pressed at any time to perform some special task Any screen with hot keys will have information near the bottom about that hot key IDE A technical specification that identifies the type of hard disk installed on the computer system KB See kilobyte kilobyte 1024 bytes of information Usually designated with the abbreviation KB 1024 KB equals 1 megabyte laser printer A printer that creates pages by heating the paper with a laser and applying toner ink to the page This type of printing is called non impact printing It s advantage is that the output is very high quality and prints very quickly lice
32. 00 0000 Type ddress rice Level Exempt ID Payment Terms Co ment Figure 6 2 The Customer Form The following list describes each field found on the Customer Form Company For commercial customers enter the company name For private customers leave this field blank First Name For commercial customers enter the first name of the company contact For private customers enter the first name of the customer Last Name For commercial customers enter the last name of the company contact For private customers enter the last name of the customer Phone Number Enter the phone number where the customer can be reached Alt Phone Enter an alternate phone number where the customer can be reached Alt Phone Type Enter a short description of the alternate phone number Examples might be home work beep cell Mom etc Address Enter the customer street address Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Zip Enter the customer zip code If the zip code is already in your reference table the city and state will automatically display to the right of the zip code field If the zip code is not listed the Cities Table will appear allowing you to enter the new zip code Zip 4 and international zip codes up to ten characters are supported Zip Code Entry Zip Code entry has been simplified wherever zip codes are used customer and site addresses If the zip code is not fo
33. 00 Price 0 00 Qty 0 Std Opt 2 0 None Cost 0 00 Price 0 00 Qty 0 Std Opt 3 0 None Cost 0 00 Price 0 00 Qty 0 Std Opt 4 0 None Cost 0 00 Price 0 00 Qty 0 Std Opt 5 0 None Cost 0 00 Price 0 00 Qty 0 Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Model Description Manufacturer Std Front Access Std Window Left Right Construction AAA A E Fl Help Installation Price 0 00 Esc Prev Field Domestic Full Size Import Mini Jobber 0 00 0 00 Use TSTOOLS to Your Cost 0 00 0 00 set and edit MSRP 0 00 0 00 multi level Sales Price 0 00 0 00 pricing Std Opt 1 0 None Cost 0 00 Price 0 00 Qty 0 Std Opt 2 0 None Cost 0 00 Price 0 00 Qty 0 Std Opt 3 0 None Cost 0 00 Price 0 00 Qty 0 Std Opt 4 0 None Cost 0 00 Price 0 00 Qty 0 Std Opt 5 0 None Cost 0 00 Price 0 00 Qty 0 Instructions 1 Each cap model must have a model template Enter the code for each model 2 Enter a description of each cap model and the manufacturer s name 3 Enter Std Front Access information This should be the front access you will order most often for this cap model 4 Enter the standard window code for the left and right window for each cap model These should be the window styles you will order most often for this cap model 5 Enter the construction information for the cap 6 Enter the standard installation cost for each cap model 7 Enter your wholesale and reta
34. 32 34 37 40 42 46 49 55 63 65 75 81 84 92 93 113 121 hot key 43 122 installation 9 11 15 19 22 61 67 90 108 109 116 installed options 24 34 35 57 inventory control 9 35 kilobyte 121 122 license 1 9 10 15 17 21 29 37 45 47 49 63 75 81 116 122 license agreement 1 9 10 122 mail merge 11 79 80 122 manufacturers 21 23 56 61 63 65 70 84 85 96 97 megabyte 122 123 menu 10 11 12 14 15 20 21 22 23 24 25 26 27 29 31 32 34 35 36 37 39 40 46 47 49 51 52 54 55 56 57 58 59 60 61 63 65 66 68 69 70 71 72 73 75 77 79 81 83 84 88 90 92 95 104 106 107 110 111 merge 11 79 80 122 123 model 15 24 25 32 33 34 40 42 43 46 54 56 57 58 59 60 61 63 65 66 67 68 69 85 88 89 96 97 98 100 101 106 108 109 111 112 117 121 online help 15 32 34 42 46 65 84 121 ordering 9 11 25 31 65 67 74 88 90 100 Post Orders 29 33 90 91 RAM 10 116 123 Receive Orders 29 34 Receive Repairs 35 receiving 9 11 25 31 33 34 35 83 85 88 100 Reports 11 17 25 34 35 36 49 51 52 53 54 55 56 57 58 59 60 61 69 70 79 86 89 90 92 93 100 101 121 122 sales personnel 31 serial number 34 35 39 42 43 57 58 59 68 84 88 serialized inventory 31 39 42 43 91 101 123 Phone 800 771 BEST site code 25 26 33 41 52
35. 7 The Management Menu for more detailed instructions Employee Templates Employee information should be entered upon completing the System Settings form The employee template is where you specify each individual employees commission rates and security clearance Only employees with templates will be able to enter the system 1 Choose the Employees option from the Management Menu 2 Enter each employee s personal information as detailed on your Employee forms This information may be updated at any time by users with manager security clearance Employee sales history will be lost if employee initials are modified Do not alter existing employee initials after you have sold inventory from CAP TRACKER o Manufacturer Templates You are now ready to enter your manufacturer information The manufacturer entry screen is located on the Maintenance Menu Follow the steps outlined below 1 Choose the Maintenance Menu option from the Main Menu 2 Select the Manufacturers option from the Maintenance Menu 3 Select m for the proper list Enter the information detailed on each Manufacturer form This information may be modified at any time by users with management security clearance Manufacturer statistical history may be lost if manufacturer codes are modified Do not alter existing manufacturer codes after your initial data load o Truck and Color Templates Copyright 1996 TOPPSoft Computer Solutions All Rig
36. 996 TOPPSoft Computer Solutions All Rights Reserved System Settings Report Processing Record will be Changed Print the following during End of Month Processing Manufacturer Summary Y Yes No Customer Summaries Model Summary Yes No Inventory Except Materials Summary Salesman Summary Stock Report Taxable Sales Sort Order for Stock Report L Print Orders N Yes No Sales Invoice Copies 0 Yes No Model Styles Summary Yes No Color Groups Yes No Tax Collections Yes No 2 2 2 Serial Truck Location 0 disables printing of invoices Print company info on invoice Y Yes No Invoice Layout 1 11 _Form 7 _Form Letterhead Custom Invoice Message Thank You Please come again Fl Help ESC Previous field Ctrl ESC Abort to previous screen End of Month Sort Order for Stock Report Print Orders Sales Invoice Copies Figure 7 8 Screen Shot to adjust Report Processing System Settings For each report indicate with a Yor an N whether it should automatically be printed when the End of Month procedure is executed from the Reports Menu For the End of Month procedure indicate how you wish to sort the Stock Report Indicate with Y or N whether you wish to print orders during the Post Orders procedure If your company requires multiple copies of sales invoices and payment receipts indicate how many copies should print When you are using multi part forms the number you enter here will
37. Base Cost Date Received 11 03 97 Serial Number Location Figure 2 4 Receive Inventory Order Form Once an item is ordered it must be received to enter physical inventory When receiving an order you have the capability to change the installed options on each cap as needed This is accomplished on the Cap Options Table Serial numbers for each item must be unique The serial number must not be the same as any in existing inventory To receive an order go to the Orders Menu and select Receive Orders If no outstanding orders exist the system will beep and return to the menu From the Outstanding Orders Table the keys detailed in Table 2 5 are active Function Key Lt View ontne hep View edit options for the highlighted order Phone 800 771 BEST Table 2 5 Valid Function Keys for the Receive Orders table and the Receive Repaired Inventory table The following is a description of each field displayed on the Receive Inventory form Shipping Invoice Enter the invoice number on the shipping label There should be a number for each delivery from each manufacturer Base Cost Enter your wholesale cost for each unit The standard cost from the Model Template will automatically display and may be overridden at this point This feature allows you to make adjustments to accommodate rebates or other special pricing This should be the base cost only and must not include any costs detailed in the Cap Options listing Date
38. ER offers help prompts along the bottom of the screen which describe valid function keys All TOPPS oft programs also offer online context sensitive help Online help offers quick access to documentation without reaching for a manual Press the key to access the online help screen for the current on screen task You may press E while highlighting the BRIGHT words on the help screen for further information related to the current topic Use the arrow keys or the first letter of each bolded word to move around the screen Words highlighted in yellow designate valid keystrokes for the current task Press X to return to the program Refer to the CAP TRACKER user manual for more detailed instructions or for background information The manual is arranged by menu task and offers detailed step by step instructions for each task associated with CAP TRACKER The TOPPS oft Computer Solutions help line can be reached at 800 771 BEST Help line calls are free for the first 90 days following shipment of all TOPPS oft products and for members of the TOPPS oft customer support program In exchange for this free service we do ask that you explore the on line help system and manual for answers to your questions before you call Refer to the enclosed brochure or contact TOPPS oft Computer Solutions for more information concerning the benefits of our comprehensive customer support program When calling please be prepared to explain your problem Try to duplicate
39. Enter spouse s name 5 Enter Yes for employees of sales status 6 Enter sales and gross percentages each employee receives from his her sales of caps and accessories 7 Enter employment management status Default 0 which is No for management status and Yes 1 which is setting employee to management status You must have at least one employee with manager authority Once a manager has been created you should remove manager authority from the MGR account 8 Enter Site Code for employment location of employee Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved 9 Enter No for Clear employee password For security reasons very few users should be given management clearance a setting of 1 Truck Form Code Code Name Name Type Domestic Import circle one Type Domestic Import circle one Bed Length Width Width Code Code Name Name Type Domestic Import circle one Type Domestic Import circle one Bed Length Bed Length Code Code Name Name Type Domestic Import circle one Type Domestic Import circle one Bed Length Bed Length Width Width Instructions Many truck sizes have been pre loaded for your convenience Browse the Trucks Table on the Maintenance Menu to determine which if any truck templates need to be added or modified to meet your specifications l Phone 800 771 BEST Copyright 1996 TOPPSoft Computer Solutions All Rights
40. Follow the steps below to periodically change your password 1 Select Change Password from the CAP TRACKER Main Menu Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved o Type your old password and press E Type your new confidential password and press E Retype your password and press E to confirm the change Password protection is the only mechanism for preventing unauthorized persons from accessing your data Each employee password should be kept confidential for security reasons Change your password immediately if you suspect someone has learned it Using the Suggestion Box To assist us in implementing program enhancements and other suggestions for improving CAP TRACKER we have included a Suggestion Box on the Main Menu To use the Suggestion Box 1 4 Select Suggestion Box from the CAP TRACKER Main Menu Enter your suggestion To complete the form press CE Fax the suggestion to us or fold stamp and mail it Customers covered under our support program receive first priority for all enhancements As we integrate your suggestions into our program we give them to you at no charge as part of your support package Phone 800 771 BEST Chapter 2 The Orders Menu CAP TRACKER Developed especially for Your Company License XXXXXXXXX Orders Menu Orders Need Posting Create Orders Post Orders Receive Orders Receive Repair Cancel Orders Main Menu Use Arrow
41. MTD and YTD orders and sales in the system as of the date specified on the report options form Also printed is the current number of units in stock and on order This information is Phone 800 771 BEST Sales Staff Tax Status Zip Codes Color Groups Model Styles Customer Type summarized for aluminum fiberglass and Rovel material types Miscellaneous material types are summarized in the Other category The Sales Staff Summary Report prints MTD and YTD unit and dollar sales in the system as of the date specified on the report option MTD and YTD commissions for each employee are included on this report as well The Taxable Sales Summary Report prints MTD and YTD unit sales in the system as of the specified date on the report options form This information is summarized for taxable sales non taxable sales and unknown tax status non sales The Zip Code Summary Report prints MTD and YTD unit and dollar sales in the system as of the specified date on the report options form This information is summarized for each zip code This feature illustrates where your customers come from and provides you valuable information that can be used in target marketing campaigns The Color Groups Summary Report prints the MTD and YTD orders and sales in the system as of the date specified on the report options form Also printed are the current number of units in stock and on order This information prints for each color group The
42. Menu Make sure your printer is turned on and ready to print Enter the site code for the data you have just entered Verify the accuracy of your inventory by inspecting your stock report for data entry errors and making any necessary changes Your system is now fully configured and ready to go into production Set and Maintain Your Password Each employee with authorized access to CAP TRACKER has a personal account with a confidential password Each employee s account name is defined on the Employee Table on the Management Menu Under normal circumstances each employee s account name is set to be their first middle and last name initials If you are unsure what your account name is please ask the person responsible for initially setting up the program The first time each employee logs in to the system no password is required After logging into the system for the first time each employee should set a confidential password The process for setting your password for the first time is as follows 1 Select Change Password from the CAP TRACKER Main Menu 2 Press E 3 Type your confidential password and press E 4 Retype your new password and press E to confirm the change Your password will not be changed if the characters typed in steps 3 and 4 do not match exactly or if your old password is entered incorrectly It is a good idea to change your personal password often This practice adds an extra level of security to the system
43. Model Styles Summary Report prints MTD and YTD orders and sales in the system as of the date specified on the report options form Also printed are the current number of units in stock and on order This information prints for each model style The Customer Type Summary Report prints the MTD and YTD sales in the system as of the date specified on the report options form This information prints for each customer type defined in the system to allow you to review the relative sizes of your various markets Stock Report The Stock Report lists the inventory currently on the designated lot Select Stock Report from the Reports Menu and enter the site you wish to detail in this report You may select the site from a list if you are unsure of the correct site code by pressing Select O to generate report for all Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved sites You may also designate the sort order for the report This report may be sorted by serial number truck type or location code The Stock Report prints in checklist format It is a list intended for use during your physical inventory process Serial number truck type and model codes color front access and left and right window styles display on a single line Installed options if any are displayed in list format on subsequent lines The inventory for each site is grouped together and then sorted by serial number At the end of each site section you will s
44. Options Payment Types Main Menu Use Arrow Keys or the first letter of your selection and press Enter Available memory 113K 800 771 BEST Press F1 for help TOPPS oft Computers Version 4 0 5811 Memorial Hwy 800 771 2378 Copyright 1996 All Rights Reserved Suite 204 Tampa FL 33615 The Maintenance Menu contains all of the administrative databases used for reference purposes in CAP TRACKER The following is a list of databases available from this menu Maintenance Menu Model Templates Cap Inventory Model Styles Manufacturers Trucks Colors Color Categories Cities Customer Types window Styles Options Payment Types Main Menu Figure 5 1 Maintenance Menu Screen Shot The standard keys that are active on the Maintenance Menu reference tables are described in Table 5 2 All keys are active unless otherwise indicated in the description for each reference table below Function Key View online help for the current task Insert Add a new entry to the table E Change the highlighted entry on the table View edit options and cross references for the highlighted entry Return to previous screen Table 5 2 Valid Function Keys for Reference Tables Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Model Template The Model Template is used to add and modify general cap model information To access this form select Model Template from the Maintenance Menu It is important to
45. R our interface for a variety of popular bookkeeping and accounting systems Additional modules may be used in conjunction with any combination of the other modules in the product family to provide the best custom designed inventory control system on the market for your business CAP TRACKER is designed to accurately track and invoice your serialized cap inventory Tasks include ordering receiving and selling caps tracking loaners returns and stock transfers In addition CAP TRACKER provides extensive management reporting mailing labels point of sale and much more Package Contents Your CAP TRACKER package contains the following components lea Installation Diskette lea Reference Manual lea License Agreement and Limited Warranty lea Service Level Agreement Call TOPPS oft Computer Solutions at 800 771 BEST to arrange shipment of a new diskette if the enclosed installation diskette is not compatible with your computer Phone 800 771 BEST System Requirements See Table 0 1 for computer system requirements Generally the fastest computer in your price range will serve your company much longer without becoming obsolete PC SYSTEM REQUIREMENTS MINIMUM RECOMMENDED 80386 Processor 80486 Processor Monochrome Graphics VGA Color Graphics 550KB free DOS RAM 600KB free DOS RAM 10MB free disk space 10MB free disk space DOS ver 3 3 or higher DOS ver 6 2 or higher 4MB RAM Compatible with most network syste
46. Req d No Yes Jobber 0 00 Jobber 0 00 Domestic Import Domestic Import Cost 0 00 0 00 Cost 0 00 0 00 SRP 0 00 0 00 SRP 0 00 0 00 Price A 0 00 0 00 Price A 0 00 0 00 Instructions Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Many options have been pre loaded for your convenience Browse the Options Table on the Maintenance Menu to determine which if any options need to be added or modified to meet your specifications Phone 800 771 BEST Model Template Form Model Description Manufacturer Std Front Access Std Window Left Right Construction F1 Help Installation Price 0 00 Esc Prev Field Domestic Full Size Import Mini Jobber 0 00 0 00 Use TSTOOLS to Your Cost 0 00 0 00 set and edit MSRP 3 0 00 0 00 multi level Sales Price 0 00 0 00 pricing Std Opt 1 0 None Cost 0 00 Price 0 00 Qty 0 Std Opt 2 0 None Cost 0 00 Price 0 00 Qty 0 Std Opt 3 0 None Cost 0 00 Price 0 00 Qty 0 Std Opt 4 0 None Cost 0 00 Price 0 00 Qty 0 Std Opt 5 0 None Cost 0 00 Price 0 00 Qty 0 Model Description Manufacturer Std Front Access Std Window Left Right Construction Installation Price 0 00 F1 Help Domestic Full Size Import Mini Esc Prev Field Jobber 0 00 0 00 Your Cost 0 00 0 00 Use TSTOOLS to MSRP 0 00 0 00 set and edit Sales Price 0 00 0 00 multi level Std Opt 1 0 None Cost 0
47. Reserved Manufacturer Form Manufacturer Long Name Contact Address Zip Code Phone Fax Order Phone Manufacturer Long Name Contact Address Zip Code Phone Sl Je E Fax er se 2 Order phone __ __ Manufacturer Manufacturer Long Name Long Name Contact Contact Address Address Zip Code Zip Code Phone D 5 Phone a a Fax GQ Fax TZ Order Phone _ 2 __ Order phone 2 Manufacturer Manufacturer Long Name Long Name Contact a Contact Address Address Zip Code Zip Code OOOO Phone ARE E ee Phone MC oy es Fax 2 2 __ Fax 2 2 a Order Phone __ __ _ Order phone _ __ __ Manufacturer Long Name Contact Address Manufacturer Long Name Contact Address Phone 800 771 BEST Zip Code Zip Code Phone Bl ei Phone a ME ee Fax Ele Sr Fax be a Order Phone _ 2 __ Order phone __ __ _ Instructions Each manufacturer and supplier must have a template Enter the short and long names contact address and telephone information Model Style Form Code Code Description Description Account Code Account Code Code Code Description Description Account Code Account Code Instructions Many model styles have been pre loaded for your convenience Browse the Model Styles Table on the Maintenance Menu to determine which if any model styles need to be added or modified to meet your specifications
48. Selimes Forms val 1 are ne ei Aal eat Employee Komm Zu une re tt te cease ea se Tr ck FO eepo i ren a a DEI ee BAG ea dr Manufact rer Form 55h nb A Me n AT MS A nt feed Model Style Form AR ns eu ner a at A ea ed Ban AE Window Style Form cid e Den en Kata ea er an an Option POT AN dr ia Eee se Pia Model Template Por lt 2 on 0 2 22 EI tees Color Categones FORM drangen riskieren Color POM an Ile Cap Inventory POr sonoras Kiss abi tenir Bi Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved 5 Appendix B System Messages iopo ica e a Binnen een aa Appendix C Common Support Questions Appendix D End of Month Program u us de Bader ta aa Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Ci Introduction Congratulations on your purchase of CAP TRACKER This Software is part of the TOPPS oft product family TOPPS oft is the most complete inventory control system available for truck cap and accessory dealers These products are developed by professionals for professionals Over six years of research development and testing have gone into the initial CAP TRACKER project TOPPS oft manages both serialized cap inventory CAP TRACKER and non serialized accessory inventory ACCESSORY PACK Other available TOPPS oft modules include POS INTEGRATOR a complete point of sale interface for the CAP TRACKER and ACCESSORY PACK modules and A R MANGE
49. T2 LPT3 Cash Drawer Port COMI COM2 COM3 COM4 Cash Drawer Control 0 0 0 Instructions lt Enter the make and model of your invoice and report printers Indicate which ports they are connected to on the computer LPT1 LPT2 or LPT3 Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved ACCOUNTING Customer Deposits GL Select the correct account for each type Cash GL Account Checking GL Account A R GL Accounts Instructions lt Enter your Customer Deposits General Ledger account number and then choose the GL account numbers for Cash Check and Accounts Receivable Phone 800 771 BEST Employee Form Initials Last Name First Name Social Security ___ Address 1 Address 2 Zip Code City St Primary phone ___ Alt Phone A Spouse s Name Sales Staff Yes No Initials Last Name First Name Social Security ___ Address 1 Address 2 Zip Code City St Primary phone ___ Alt Phone El Spouse s Name Sales Staff Yes No Sales Percent RS eee Sales Percent Foe Gross Percent _ _ ___3 Gross Percent ei no ei Management 0 Management 0 Site __ Company Name Site Company Name Clear Password ae No Yes Clear Password me No Yes Instructions 1 Enter each employee s initials and name Each person must have a unique set of initials 2 Enter Social Security number for employee 3 Enter address information and telephone numbers 4
50. TABLE 0 2 Special Function Keys On some keyboards the Y Z Q R and lt Insert gt keys require the use of lt NumLock gt to operate properly The NumLock light should be off to activate these keys on your keypad Types of Screens There are five different types of screens in use with CAP TRACKER They are menus tables forms also called templates help and warning screens Menus are used to select the various functions in CAP TRACKER Menus are grey with bright white single line borders and titles You can navigate menus by selecting the first letter of the menu option or by using the arrow keys Exit the menu by pressing the X key or selecting the appropriate menu option When using the first letter where several menu options begin with the same letter repeatedly pressing the correct letter will cycle through all available selections Press E to choose a menu option Tables are lists of information Each list will be sorted in a specific sequence and may be filtered depending on your selection criteria Tables have an aqua background yellow double lined borders and bright white titles The list portion has a blue background with bright white lettering Highlighted entries are grey with blue letters On many tables you may quickly find entries on the list by using our Rapid Scan feature Simply type the first few letters of the value to locate and the table will scan directly to the proper entry on the list Forms or templa
51. TOPPS oft product line The Beasley Family for all of their encouragement and support in our endeavor Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved LJ Phone 800 771 BEST Table of Contents Introduchon 222222 en hee die AR M NAN ee ei Package Contents sim nsvetimdhisetaidtehspitiodasbiaiehstet md da te he System Requirements o ted sed cee Sedat Sy ae a ee en ne ONCE W 22 ces na le ope Sa ae ae ed to nr wh IDE E eA EEE CONVENIOS area a we G ee ea ee are yes eee a Symbols and Abbreviations o 2 45 Sea Ha beck a ben IPOS OL Screens Sh A iS a a a Asa hen ets gs AOE do de er AH Getting A a eb are Chapter 1 Getting Started 15 404 ddr pes Install CAP TRACKER nuera a a tea seiner aaa Check Your Computer Configuration Start CAP TRACKER 22 zu ann tds an a a a a a a e A a rene Load Your Administrative Data Store Location s assi ada lada de dede Led Syste SEINES ee e E N EEE Employee Templates ss nes Ta este an due ren Manufacturer Templates sweet ee aa Truck and Color Templates 51222 2 242 424 a u Rn a a ae a Model Templates 6 2000 dys RA lO anna a Bat Load Inventory yt cadenas ei en A NER Set and Maintain Your Password Using the Suggestion Box nn ea Vin nn Chapter 2 TheOrJerSs MemE 44 400 ue re ls ne Dre OS RN A Ordene Overview us ar re ee
52. UFFERS 30 TACKS 9 256 EVICE C DOS HIMEM SYS EVICE C DOS SERVER EXE EVICE C DOS ANSI SYS HELL C DOS COMMAND COM C DOS p e 512 DOS HIGH umb vU J un wD Menu items and field names fom CAP TRACKER are represented in an italic typeface such as the following Choose System Settings from the Management Menu Characters entered by the user are represented in the following bold typeface C gt TYPE CONFIG SYS Symbols and Abbreviations The key symbol is used to designate information intended to broaden your understanding of the current subject i e a tip for ease of use or a key point about the current subject The exclamation symbol identifies a potential hazard This symbol is used to alert the user to possible problems that may arise while performing the current task o Special keyboard function keys are displayed using the key symbols e g E or enclosed in lt gt brackets A partial list of special keys is listed in Table 0 2 on the following page Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Special Key The Enter key is above your right shift key It is used to select entries from tables and to advance to the next field on a form Use the Control key usually next to or below the shift key by holding it down while selecting the second key Cc would be accomplished by holding down the C key and pressing the C
53. accurately maintain the information found in these templates Having the current information as standard entries in your ordering and sales screens will save you time during data entry All standard keys listed in Table 5 1 with the exception of are active on the Model Template table The values entered in the Model Template are used as standard values when creating orders and selling inventory For individual units these standard values may be overridden The following is a list of fields found on the Model Template Model Enter the cap model code This code must be unique in the system Refer to Appendix A for guidelines on creating codes Manufacturer The Manufacturer Table automatically displays allowing selection of the correct manufacturer Standard Front Access Standard Window Left Right Construction Installation Price Description Enter a description for the model Cost Domestic Enter your cost for versions of this cap model that fit full size trucks Cost Import Enter your cost for versions of this cap model that fit mini size trucks Retail Domestic Enter your retail price for versions of this cap model that fit full size trucks Retail Import Enter your retail price for versions of this cap model that fit mini size trucks Phone 800 771 BEST Rather than enter additional price levels for each item individually use the new utility program TSTOOLS to make changes to a range of items based on suppl
54. be entered using inches Colors Phone 800 771 BEST Color Form Creating a new Record Code Name Start Year Color Group Manufacturer Figure 5 7 Screen Shot to Create a New Color Form The colors database keeps track of manufacturer color codes The Colors Form is used to add and modify manufacturer color codes Select Colors from the Maintenance Menu To access this form The function keys listed in Table 5 2 with the exception of are active on the Colors Form The following is a list of fields located on the Colors Form Code Enter the manufacturer color code Each code in the system must be unique Name Enter the full name for the color Start Year Enter the first year this color was used Color Group Select the corresponding color category from the Color Group Table These groups are used to generate statistics by color to identify color trends in your sales Manufacturer Press E to select the original equipment manufacturer OEM from the list Color Categories Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Color Groups Creating a new Record code Cities Descriptdoning a new Record CTEV S Zip Figure 5 8 Screen Shot to Create a New Color Group Figure 5 9 Screen Shot to Create a City The Color Categories database provides sales statistics of your inventory by grouping different colors into like categories The Color Categories Form is used to add and modify Co
55. ber 5664655423 Notes Return of scrap plus issue RMA Location Figure 2 6 Receive Repair Screen If an item has been sent back to the manufacturer for repair it must be received again to return it to your physical inventory When receiving a repair you have the option to change any installed options Items out for repair print on a separate page of the Stock Report To receive a repair go to the Orders Menu and select Receive Repair If no items are out for repair the system will beep and return to the menu From the Receive Repaired Inventory table the keys detailed in Table 2 5 are active The following is a description of each field on the Receive Repaired Inventory form Date Received Enter the date that the inventory was actually received This date is used to calculate inventory turnover rates and for aging reports The date will automatically set to the current system date in your computer Serial Phone 800 771 BEST Number Enter the serial number for the cap The original serial number for the cap is displayed The serial number may be changed if the manufacturer replaced the unit rather than repaired it The serial number for each item must be unique It must not be the same as any existing inventory This number is used for inventory control and warranty purposes Notes Enter any notes related to this receipt Location Enter a rack number or some other location code This code can determine the sort or
56. blank From this point use Rapid Scan to find the desired truck and press E A description of the truck will display to the right of the truck entry field on the order form Model Enter the model code for the cap If you don t know the correct code leave the entry field blank and press the E key to bring up a list of valid selections A description of each model will display to the right of the model entry field on the order form Color Enter the color code for the cap A scrolling table of colors will appear if an invalid color code is entered or if the color entry field is left blank when you press E The color name will display to the right of the color entry field on the order form Front Access Enter the front access ordered from the manufacturer Select from the list of choices appearing to the right of the field The standard you established in the Model Template will automatically display for selection Your choices are detailed in Table 2 3 ACCBOOT NONE Other Cutout Use the notes field at the bottom of the screen to detail the cutout for future reference Phone 800 771 BEST Table 2 3 Standard Front Access Choices Windows Enter the left and right window styles for the cap A list of valid window styles will appear if an invalid style is entered or if the entry field is left blank A description of the window style will display to the right of each window entry field on the order form The standards you chose in y
57. cel Invoice Occasionally you may need to cancel an entire invoice Since invoices can t be modified once they are posted it is best to cancel an invoice and re enter it to make any changes This provides the added benefit of providing an audit trail for invoice changes When an invoice is canceled items on the invoice are returned back to stock To cancel an invoice highlight Cancel Invoice on the Management Menu and press E A list of posted Sales will appear At this time you may use the keys detailed in Table 7 3 Use Rapid Scan to quickly locate the proper invoice Press to cancel the invoice To view the detailed line items for the invoice press E Function Key RC View online help for the current task Cancel the highlighted invoice View the highlighted invoice on the table View the accounting transaction s created by the highlighted invoice Return to previous screen Table 7 3 Valid Function Keys for Cancel Invoice Table Transfer Stock Phone 800 771 BEST Transfer Inventory Form Record will be Changed Receiving Information Serial Number 1586495 Purchase Order STOCK Date Received 8 07 96 Specifications Truck Type Chevy Long Bed Model Manufacturer Color Black Jade window Style 18 Jal Information New site 01 Central Location Figure 7 4 Screen Shot for the Inventory Transfer Form The Transfer Stock option allows you to log transfer of stock between lots Items above the d
58. ch Manager or another key contact person for the site Tax Calculations State Tax on Products State Tax on Labor Federal Tax on Products Federal Tax on Labor Tax Mixed Labor Enter the taxable rate for goods in your state or province Enter the taxable rate for labor in your state or province Use 0 if labor is not taxed in your area For international installations enter the federal tax rate for goods For installations in the United States this field may be used to detail local taxes on goods For international installations enter the federal tax rate for labor For installations in the United States this field may be used for local taxes on labor Different tax jurisdictions have distinctive methods of calculating tax on labor when it accompanies the sale of tangible goods Some districts tax goods at a normal tax rate and others don t tax it at all If your taxing district taxes labor at the same rate as the tangible good when it accompanies the sale of those tangible goods enter Yes for this field Otherwise enter No Load Inventory l Phone 800 771 BEST Load Cap Inventory Form Creating a new Record Specifications PO Number STOCK Order Date 9 06 97 Receive Date 9 06 97 Site 01 Central Location Serial Model Truck Type Color g Front Access PIC FS BOOT ACCBOOT NONE Window Style L R Base Cost 0 00 without options Retail A 0 00 Notes Location
59. der of the Stock Report to make physical inventory counts proceed more quickly This field is optional tS Repaired inventory items must be received before they can be sold Cancel Order Cancel Order Record will be Changed Specifications Ordered Truck Type Model Manufacturer Color Window Style Order PO Enter to Cancel Order or ESC for menu Figure 2 6 Cancel Order Screen If a cap order is cancelled the cancellation must be reflected in the system to maintain the accuracy of your reports Canceling an order creates an activity record which displays on your Inventory Exception Report If you elect not to use the system to cancel an order canceled units may accidently be received into inventory In addition your current order status statistics will be inaccurate Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved To cancel an order select the Cancel Orders option on the Orders Menu Highlight the desired order and press E A confirmation screen will display To confirm the cancellation press E again To refuse the cancellation press X Phone 800 771 BEST Chapter 3 The Sales Menu CAP TRACKER Developed especially for Your Company License XXXXXXXXX Sales Customer Sales Available Stock Layaways Sales Returns Research Sales Loaner Return Use Arrow Keys or the first letter of your selection and press Enter Available memory 113K 800 771 BEST Press F1 f
60. e standard price is set when adding a new line item The extended cost is automatically calculated by multiplying the quantity by the unit cost Once all line items have been completed you must save and continue to complete the transaction To do so press the key The next screen is either the Customer Invoice Summary for Stock and Quotation transactions or the Customer Order Summary for customer orders The following fields must be completed on the Customer Invoice Summary screen Taxable Shipping This field determines whether or not sales tax is calculated for this invoice The value is automatically determined by the presence of a Tax Exempt ID in the customer database If it exists the value is set to Not taxable Enter any shipping costs associated with this sales invoice These costs will be included in the total for the invoice Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Pay Type Select the pay type for the invoice Split payments should be indicated on the notes line described below For quotes Pay Type and Payment Reference are no longer entered Phone 800 771 BEST Payment Reference Notes For checks credit cards A R and split payments you can enter information such as check number authorization code driver s license number account number etc For cash sales this field is skipped Enter any notes about the sales invoice such as split payments or special terms for the
61. ee a count of the total number of units as well as the total inventory value for that lot In addition the stock report may print cost information depending on the value of the Print Costs on Reports flag found on the System Settings menu from the Management Menu To make the report complete all outstanding repairs and loaners are itemized on the final page s of the report Sales Invoice Report The Sales Invoice Report prints a summary of sales or other activities for a specific range of dates You specify the starting and ending dates and select the site enter O for all sites to be reported The available activity codes include Open Posted and Canceled sales transactions Each invoice prints on a single line This allows a large number of sales to be summarized on a minimal number of pages Each line of the Sales Invoice Report displays the invoice number sale date sales person retail labor tax amp shipping and handling the dollar total and the pay type If Print Costs are enabled on the System Settings screens the report also totals costs and displays the gross margins for each invoice The report is sorted by invoice number Totals for Retail Price Labor and Tax amp Shipping and Handling are located at the end of the report Serialized Sales Report The Serialized Sales Report prints a summary of sales or other activities sorted by serial number for a specific range of dates You specify the starting and ending date
62. entry field is left blank A description of the window style will be displayed to the right of each window entry field Enter a rack number or some other location code This code can determine the sort order of the Stock Report to make physical inventory counts proceed more quickly This field is optional Enter any notes pertaining to the cap You can clarify non standard specifications etc with this field These notes will print on the Sales Invoice and on some of the reports Use of this field is optional Model Styles The model styles database provides sales statistics of your inventory by grouping different models into similar categories The Model Styles Form is used to add and modify new model styles To access the form select Model Styles from the Maintenance Menu All standard keys listed in Table Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved 5 2 with the exception of the key are active on the Model Style Form The model style code is generated automatically by CAP TRACKER Enter the description of the style to create a new style or to edit an existing style Once a new model style has been created models may be added to the group from the Model Template Manufacturers Manufacturer Form Creating a new Record Manufacturer Long Name Contact Address zip Code Phone 000 000 0000 Fax 000 000 0000 Order phone 000 000 0000 Figure 5 4 Screen Shot to Create a Manu
63. est unit printed first At the bottom of the report the total number of aged units as well as the total wholesale value of aged inventory are calculated Inventory Exception Report The Inventory Exception Report generates a list of adjustments and changes to inventory that are non sales related This report details irregular transactions created by loaning returning for repair and deleting inventory items It captures cost changes and lot transfer activity as well This report enhances the security of the CAP TRACKER system by forcing an audit of all abnormal transactions To generate this report specify a date range This report displays site code disposition serial number truck type and model codes color code front access and left and right window styles for each unit Tax Report The Tax Report prints sales tax collections for a specific date range You specify the starting and ending dates and select the site enter O for all sites to report Each sale prints on a single line Each tax category is detailed on a separate column of the report Phone 800 771 BEST Outstanding Deposits The Outstanding Deposits Report prints a list of all open invoices with deposits paid Each invoice prints on a single line Options Margin Report The Options Margin Report tabulates the quantity sold total cost and gross revenues for each option It then calculates profit margins for each option and for all options togethe
64. facturer Form The Manufacturer Form is used to add and modify manufacturers suppliers and OEMs To access this form select Manufacturer from the Maintenance Menu All standard keys listed in Table 5 2 with the exception of the key are active on this form Prior to viewing the table you must decide which type of company you wish to view The valid options are detailed in Table 5 5 Values Description Designates the manufacturer of inventory items Indicates supplier sources for inventory Indicates Original Equipment Manufacturers These are the originating sources for items like color codes Phone 800 771 BEST Table 5 5 Manufacturer Table category codes The following list details fields found on the Manufacturer Form Manufacturer Enter a short name for the manufacturer This name will be used on forms and reports where the long name would consume too much space Long Name Enter a long name for the manufacturer This name will be used on forms and reports where it fits easily Contact Enter the name of your contact person for the manufacturer Address Enter the manufacturer street address Zip Code Enter the zip code for the manufacturer If the zip code is already in your reference table the city and state will automatically display to the right of the zip code field If the zip code is not defined the Cities Table will appear This table allows entry of new zip codes Zip 4 and international zip codes are suppo
65. ft Computer Solutions All Rights Reserved Available Stock If the sales person wishes to check for the availability of stock or verify the price of an item without creating an invoice or order they may do so by selecting the Available Stock option from the Sales Menu After pressing E on this option from the Sales Menu identify the sort order you wish to use to view the stock Your choices are by Serial by Truck or by Model You may Rapid Scan by your selected sort order to quickly find the desired item Layaways Process Layaway Payment Invoice PA108540 Customer x Taxable Total Sale Total Labor Tax Shipping Handling TOTAL Payment Date 11 03 97 Figure 3 4 Layaway Screen Shot There are three steps in processing layaways Each step is handled by a different menu option in AP TRACKER The following summary should guide you in creating and updating layaways Create Layaway for a stock unit Customer Sales on Sales Menu Create as QUOTE Create Layaway for an order Customer Sales on Sales Menu Create as ORDER Phone 800 771 BEST Add payment to Layaway Layaways on Sales Menu Close Layaway Sold and Delivered Customer Sales on Sales Menu Create as STOCK For Layaway payments select Layaways from the Sales Menu and press E You will be presented with the Open Invoices and Quotes table At this point you may use any of the keys listed in Table 3 5 Key View ontn el Add a pa
66. he CT prompt type DEL FILENAME K Press lt ENTER gt Restart the program space As of March 8 2000 Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved ERROR CODE 46 REBUILD KEYS License Error Problenr Problem with license numbers More licenses were used than what the client paid for Solution Step 1 Ask the basic troubleshooting questions Press ESC to get out of error msgs Step 2 Is the user on a single PC or a Network PC Go to Step 3 Network Go to Step 4 Step 3 Is the user running from Windows or the DOS prompt DOS prompt Go to Step 5 Windows Hold down the ALT and TAB key simultaneously Make a note of how many applications that your system is cycling through The application may already be opened or CRASHED in a second window If already opened Done If application is NOT already opened or has CRASHED go to Step 5 Step 4 Get all computers in network out of TOPPSoft programs MAKE SURE USER IS AT MAIN COMPUTER Step 5 From Windows go to START Click on MS DOS PROMPT Type CD CT All PC s must be at the CT prompt Type DEL LICENSE K K KEY FILES DOESN T CARE If no error restart the program NOTE If user pressed lt ENTER gt while the screen shows the error message this will allow the person into the application but will force another on the network out of the system and the error message will again appear on the screen Phone 800
67. he date entered in the report options form The inventory turnover rate is calculated by comparing the number of units in stock to the number of units sold to determine how many months it will take to sell all in stock inventory at the current rate Shorter turnover rates indicate sales are healthy while longer turnover rates may indicate that you are overstocking certain items Current wholesale cost for all in stock units On the right side of the Detailed Statistics screen unit sales for the twelve months prior to the date entered in the report options are displayed To obtain history for earlier time frames regenerate the statistics using an earlier date Pressing B amp displays a menu of Statistical Reports available as output to your printer The following is a description of each report Models Manufacturers Materials The Model Summary Report prints the month to date MTD and year to date YTD orders and sales in the system as of the date specified on the report option form It also calculates the current number of units in stock and on order This information prints for each model defined in your Model Template The Manufacturer Summary Report prints MTD and YTD orders and sales in the system as of the date specified on the report option form It also calculates the current number of units in stock and on order This information prints for all models and is totaled by manufacturer The Materials Summary Report prints
68. he report layout Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Daily Sales Report Site Central Office October 9 1996 Ext Price _ Margin Invoice RP1235 Sold to Your First Customer 1 BLSBFU Bedliner SBF Under 139 00 199 00 30 2 1 Aluminum Cap used 200 00 390 00 48 7 1 Labor 0 00 0 00 0 0 90 Day Warranty 0 00 0 00 0 0 1 Miscellaneous Items 6 00 100 0 Line Item Totals 339 00 595 00 43 0 Other Totals Tax 38 68 Labor 0 00 Shipping 0 00 Invoice RP1236 Sold to Your Second Customer 1 BGSBFBLK Bug Guard SBF Black 39 93 89 00 55 1 90 Day Warranty 0 00 0 00 0 0 Line Item Totals 39 93 89 00 55 1 Other Totals Tax 5 79 Labor 0 00 Shipping 0 00 Line Item Totals 0 00 Tax Total 44 47 Labor Total 0 00 Shipping Total 0 00 TOTAL SALES FOR OCT Figure 4 2 Daily Sales Report Layout Totals are calculated for costs selling price and margins These totals appear at the bottom of the report Accounts with Management Rights can disable printing of costs and margins by accessing the System Settings functions To generate the report select Print Daily Sales from the Reports Menu Enter the date and site code you wish to report Any valid date may be entered This feature provides flexibility for reporting on historic sales as well as current sales Enter the site code to report for a single site or enter O to report for all sites A
69. here it is the only component that changed long bed 8 universal long bed Chevy SBCEC short bed Chevy extra cab short bed Ford TABLE A 1 Possible Truck Codes Table A 1 illustrates truck codes developed using the above guidelines By following a similar method of reasoning you can be assured that your codes will work for your company and can grow with you In summary here are the steps necessary to develop good meaningful codes 1 Identify the key features that are used to describe the item de Determine how many different features would be required as part of the code to ensure the code uniquely describes the item 3 Select the most important components to provide the information necessary to identify the item Determine how each component should be used in the code This includes determining the number of characters needed the placement of components in your code and any special considerations that are particular to each component 4 Identify possible exceptions and define how those exceptions should be handled 5 Create your codes Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Phone 800 771 BEST Site Form Site Name Address Zip Code Phone Fax I T Contact TAX CALCULATIONS State Tax on Products State Tax on Labor Federal Tax on Products Site Name Address Zip Code Phone Fax 5 Contact TAX CALCULATIONS State Tax on Products State Tax on Labor Federa
70. hts Reserved There are three more tables you need to become familiar with before you begin loading your inventory information Follow the steps detailed below to inspect and possibly modify the truck color group and color tables 1 Select the Trucks option from the Maintenance Menu This table has been pre loaded with current truck size information We define domestic trucks as full sized pickups and import trucks as all mini sized trucks including Ford Ranger Chevy S 10 Toyota etc 2 Inspect the pre loaded truck information If necessary enter or modify the information from your forms detailing each truck type This information may be modified at any time by users with manager security clearance If you wish to change the truck codes it should be done now before your initial data load 3 Choose Color Categories from the Maintenance Menu This table allows you to define color categories for more meaningful analysis of color trends in your day to day sales 4 Inspect the pre loaded color group entries If necessary enter or modify the descriptions for each category This information may be modified at any time by users with manager security clearance 5 Select Colors from the Maintenance Menu The color table is the last reference table you need to inspect Over 800 color codes have been pre loaded for your convenience This list includes the complete list of manufacturer truck colors from 1990 1995 and most color codes f
71. ier manufacturer and inventory category To access this new program exit to DOS type TSTOOLS and press E Access requires management level initials and a password From the Main Menu select Multi Level Pricing and then select Set Model Prices Choose a price level to set and the parameters for the calculation The example in the middle of the form show the results for your calculation Select the filters to determine which models will be affected and press E to confirm and proceed Value to Adjust Select aLevel Adjustment Basis Adjustment Type Adjustment Zero if Basis Example Basis Filters Manufacturer Supplier Materials Units Affected Model Style Standard Front Access Standard Windows Construction TOPPSoft TSTOOLS Utility Multi Level Price Entry for Cap Models iI Import Domestic Both ABCDE Std Cost Jobber Fixed MSRP Discount Price A Discount Percent Dollar 0 Y 100 00 Result 0 00 Use 0 for all F2 for list 0 0 All Alum F G Rovell Other 0 Select the style category that best describes the cap This style will be used to generate sales statistics Enter the front access ordered most often for this cap model See Table 5 2 for a description of front access types Enter the left and right window styles ordered most often for this cap model A list of valid window styles will appear if an invalid style is entered or if the entry field is left blank A description of the window sty
72. il costs for full and mini truck sizes for each model 8 Enter standard options individually including cost price and qty for each cap model These should be the options you will order most often for each model Up to five standard options may be specified You may add an unlimited number of options to each individual order Enter NONE as the last standard option for each cap model with less than five standard options Phone 800 771 BEST Color Categories Form Code Description Code Description Code Description Code Description Code Description Code Description Code Description Code Description Code Description Instructions Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Code Description Code Description Code Description Code Description Code Description Code Description Code Description Code Description Code Description Many color categories have been pre loaded for your convenience Browse the Color Categories Table on the Maintenance Menu to determine which if any color groups need to be added or modified to meet your specifications Color Form Code Code gt Name Name Start Year a Start Year 2 Color Group Color Group Manufacturer Manufacturer Code Code 7 Name Name Start Year Start Year Color Group Color Group Manufacturer Manufacturer Code Code Name Name Start Year Start Year Color Gro
73. iled in Appendix A you are prepared to begin the data entry process It is a good idea to fill out all paperwork before initiating the data entry process This ensures no information is forgotten during your initial setup procedure Follow the steps outlined below to begin the initial setup procedure Store Location s You will need to enter your different lot location s first Follow the steps outlined below 1 Choose Management Menu from the Main Menu 2 Select the Sites option from the Management Menu 3 Enter the information detailed on each of your Site forms As you enter stores they will display on the Site Table Press lt Insert gt to enter each new site Repeat step until all sites have been entered If you wish to change an entry now highlight it press E and make your changes This information may be altered at a later time by users with manager security clearance System Settings Next you will need to enter information describing your business System Settings are the general setup parameters necessary for overall operation of CAP TRACKER You only need to complete this information once per installation Follow the steps below 1 Choose the System Settings option from the Management Menu Phone 800 771 BEST 2 Enter the information detailed on the System Settings form you filled out earlier This information may be updated at any time by users with manager security clearance 3 Refer to Chapter
74. in that range To include all customers use dates that include all possible invoice dates in your system The Label Report is designed for use with one inch single column one up labels Export Customer Labels For printing other label formats or for advanced mail merge functions use the Export Labels option This option creates an ASCII file suitable for use with many word processors To export your labels enter the low and high zip codes for your labels Next enter the destination file name for the merge file Use standard DOS naming conventions when naming your output file Refer to your DOS manual for more information on file naming conventions Your labels will export sorted numerically by zip code You may also specify a date range to only include customers with invoices within that range To include all customers use dates that include all possible invoice dates in your system CAP TRACKER comes with a batch file that creates a merge file suitable for use with WordPerfect To use the batch file export your labels in a range of zip codes and make note of the output file name you entered Exit the program and go to the DOS prompt Assuming WordPerfect is in your search path you can run CVT immediately Enter the following commands to run CVT C gt CD CT C CT gt CVT ct is the CAP TRACKER directory and is the file name you entered when exporting your labels When prompted for characters to exclude enter a double qu
75. ion is accomplished by pressing E while highlighting the desired record and completing the following required fields Description Enter a description for the color category Account Enter the account from your chart of accounts where you wish to post revenues for this market segment Window Styles Window Styles Form Creating a new Record Code Name Figure 5 10 Screen Shot to Create a New Window Style The window styles database provides descriptions for the left and right windows installed on caps The Window Styles Form is used to add and edit window styles To access this form select Window Styles from the Maintenance Menu All standard keys listed in Table 5 2 with the exception of are active on the Window Styles Table The following is a list of fields located on the Window Styles Form Code Enter a unique code for the window style Refer to Appendix A for guidelines on selecting codes Name Enter a description for the window style Options Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Option Form Creating a new Record Code 85 Description Add l Desc Req d No Yes Jobber 0 00 Domestic Cost 0 00 SRP E 0 00 Price A 0 00 Figure 5 11 Screen Shot to Create an Option Form The Options database provides descriptions and prices for the options ordered and installed on caps The Options Form is used to add and modify Options To access this form select Options
76. ish to have printed on the bottom of each invoice and payment receipt To turn off the message leave this entry blank Hardware System Settings Hardware Record will be Changed Report Printer 43 HP Laserjet II III Report LPT Port LPT1 1 1 PT3 Invoice Printer 34 KX P1124 LO 2500 Invoice LPT Port LPTI PT3 Cash Drawer Port DISA DISABLE M1 COM2 COM3 COM4 Cash Drawer Ctrl 0 0 0 ESC Previous field t ESC Abort to previous screen Figure 7 10 Screen Shot to adjust Hardware System Settings Report Printer Select your printer type from the list of available printers If your printer is not specifically listed consult your printer manual for a list of compatible printers If your printer manual offers no help try the HP LaserJet option for laser printers or Copyright O 1996 TOPPSoft Computer Solutions All Rights Reserved Report LPT Port Invoice Printer Invoice LPT Port Cash Drawer Control Cash Drawer Port the Epson FX option for dot matrix printers If neither of these printers work properly select Generic Printer from the list of available printers If you select Generic Printer reports that require compressed print capabilities may not fit on a printed page You will need to set compressed mode manually on your printer in this circumstance Please refer to your printer manual for directions Select the port your report printer is con
77. k Report ___ Serial Truck Location Print Orders z Yes No Sales Invoice Copies ____ 0 Disables printing of invoices Print Co info on invoice ___ Yes No Invoice Layout 11 Form 7 Form Letterhead Custom Invoice Message Instructions Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved lt Choose Yes for the reports you wish to print automatically at the end of each month lt Choose Yes for Print Orders if you wish to print orders for verification or to send to your suppliers Phone 800 771 BEST CUSTOM Default Stock Date Allocate Shipping Costs Cash Drawer Start Bal Cap Auto Reorder Limit Allow edit of invoice Invoice number prefix Credit memo prefix Print costs on reports Type of costs for accs Invoice Message Instructions ee She ___ Yes No REES Enter 0 to automatically reorder all Enter 999 to disable automatic stock reorders Yes No Last Used Invoice 00000000 Last Used Credit Memo 00000000 ____ Yes No Average Last Standard lt Set Allocate Shipping to Yes if you are using CAP TRACKER and you wish to distribute the cost of shipping among non serialized inventory items lt Enter the number of copies of each customer invoice you wish to print lt Enter a custom message to appear at the bottom of your customer invoices HARDWARE Report Printer Your Printer Type Report LPT Port LPT1 LPT2 LPT3 Invoice Printer Your Printer Type Invoice LPT Port LPT1 LP
78. key Use the Alt key usually next to the space bar by holding it down while selecting the second key Ac is achieved by holding down the A key and pressing the C key The function keys are either across the top of the keyboard or in a block of keys to the left side of the keyboard Valid keys range from to is the HELP key The Escape key is at the top left of the keyboard It is used to back out of a screen without saving your changes The Number lock key is above the numeric keypad It is used to switch your numeric keypad between arrow keys and numbers Numeric values of the keypad are valid when the lt NumLock gt light The Caps Lock key is to the left of the A key It forces lt Caps Lock gt T The Tab Key is above your lt Caps Lock gt key lt Back Space gt The Back Space key deletes characters to the left of your cursor The Insert key is on the numeric keypad and may also be above the lt Insert gt isolated arrow keys between the typewriter keyboard and the numeric keypad lt Insert gt is used to add entries to tables The delete key is on the numeric keypad and may also be above the arrow keys between the typewriter keyboard and the numeric keypad is used to delete entries from tables or to delete the character at your current cursor position Phone 800 771 BEST lt NumLock gt Up down right and left arrow keys These keys move your cursor YZQR er in the direction of the arrow
79. l Tax on Products Instructions Site Name Address Zip Code Phone a Fax GC Contact TAX CALCULATIONS State Tax on Products State Tax on Labor Site Name Address Zip Code Phone Fax __ Contact TAX CALCULATIONS State Tax on Products State Tax on Labor Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Use this form to describe physical information about each of your lot locations The contact field should be filled in with the manager name for each lot Phone 800 771 BEST System Settings Forms COMPANY Company Default Site Code F2 List Address Zip Code Phone No A Fax Number G _ Default Stock Date e e ee Instructions lt Enter your company information as prompted The Default Site Code is the number designated to represent the lot location you are setting up lt The Default Stock Date is the default ordering and receiving date for all stock entered during the initial set up procedure This could be the date you actually begin entering data REPORTS Print the following during end of month processing Manufacturer Summary Y Yes No Customers Summaries Y Yes No Models Summary Y Yes No Inventory Except Y Yes No Materials Summary Y Yes No Model Styles Summary Y Yes No Salesman Summary Y Yes No Color Groups Y Yes Stock Report Y Yes No No Taxable Sales Y Yes Tax Collections Y Yes No No Sort Orders for Stoc
80. l data entry of inventory This date will be used for Order and Receive dates on items that are entered directly into the database Allocate Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Shipping Print Orders Sales Invoice Copies Allow Edit of Invoice Invoice Number Prefix Last Used Invoice Credit Memo Prefix Last Used Credit When using CAP TRACKER shipping costs may be distributed among all non serialized inventory items received on an order Indicate whether shipping costs should be distributed by entering Yes or No or by using Q and R to highlight the desired option Press E to confirm your selection Indicate with Yor N whether you wish to print orders during the Post Orders procedure If your company requires multiple copies of sales invoices and payment receipts indicate how may copies should print When you are using multi part forms the number you enter here will determine the number of times the invoices print With a three part form and a setting of two you will end up with six copies of your invoice To disable invoice printing enter O for the number of copies Indicate with Y or N whether you wish to print orders during the Post Orders procedure Enter a two character prefix that will be used on your automatic invoice numbering If you don t require a prefix you may leave this field blank This prefix could be used to ensure unique sequences between different store
81. le displays to the right of each entry field Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Material Select the construction material of the cap model from the list of materials Use the first letter of the item or the Q and R keys to highlight the entry Press E to choose the desired option Standard Options Select the standard options normally ordered with this cap Up to five standard options can be included as part of the model template When ordering a cap these standard options will automatically generate as part of the order Select None as the last standard option for all cap models with less than five standard options Cap Inventory The inventory database tracks every serialized unit that passes through your lot The Cap Inventory form is used to edit existing inventory items Only non sensitive fields may be edited from this form Sensitive fields such as cost can be modified from the Management Menu To reach the form select Cap Inventory from the Maintenance Menu All standard keys listed in Table 5 2 with the exception of the lt Insert gt key are active on the Cap Inventory table Once you select the sort order for the list the Cap Inventory Table displays the site code serial number truck type model code color date out disposition code and invoice number for each cap You may update the following fields for each record Model Enter the model code for the cap If you are unsure of the co
82. le for ordering inventory and receiving inventory For security purposes sales personnel generally should not perform either of these functions Create Orders Phone 800 771 BEST Cap Order Form Creating a new record Specifications Truck Model Color Year 00 F Wi ront Access PIC FS BOOT ACCBOOT NONE OTHE ndows Left Right Order Number Figure 2 1 Creating an Order Form To create an order go to the Orders Menu and select Create Orders If any unposted orders exist the Cap Orders Table will display on your screen If there are no unposted orders you will automatically be placed in the Cap Order Form From the Cap Orders Table the keys detailed in Table 2 2 below are active Function a A divi online Keen AN for the current task Add a new cap ode moe ie ighighted pending oder le Change we nignlighned pending order le Viewedit options for the bighlighted pending order La Retumiopreviousmems OO S O Table 2 2 Valid Function Keys for the Pending Orders Table Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Following is a description of each field located on the Cap Order Form Truck Enter the truck code for the specific truck the cap is designed to fit Leave the entry field blank and press E if you are unsure of the correct code for a truck A scrolling table will appear if an invalid code is entered or if the field is left
83. lly do not change if the bed size is different between two different trucks of the same model Many trucks have names that are commonly used to refer to them The name is sometimes the make and sometimes the model Examples include Toyota Ranger and Sonoma Full size truck bed sizes have traditionally been more stable Many mini truck manufacturers change the bed size regularly even two or more times in a model year Manufacturers have been known to change the bed size of a truck without changing any other listed component The only differentiating factor is the model year The type of cab can affect many accessories Phone 800 771 BEST Based on these statements the following guidelines were developed for trucks l For mini sized models use the length in inches as the initial component For full sized trucks specify long bed LB or short bed SB 2 Use the manufacturer initial as the next component since the list of manufacturers is fairly stable Where two manufacturers such as Mazda and Mitsubishi have the same initial use two initials MA for Mazda and MI for Mitsubishi for example The only exception would be early full size trucks with eight foot beds where the cap would fit both Chevy and Ford This might be designated as U for universal 3 Add any other code necessary to completely differentiate trucks with different bed sizes For instance use EC for extra cab KC for king cab and the model year for a year w
84. lor Categories To access the form select Color Categories from the Maintenance Menu All standard keys listed in Table 5 2 with the exception of are active for the Color Categories Form The color category code is generated automatically by CAP TRACKER Enter the description of the color category to create a new or to edit an existing category Once a new color category has been created colors may be added to it from the Color Table Cities The Cities database keeps track of city names and zip codes for all your customers These cities are used in addresses throughout CAP TRACKER The Cities Form is used to add and modify new cities and zip codes To access this form select Cities from the Maintenance Menu All keys listed in Table 5 2 with the exception of are active on the Cities Form The following is a list of fields located on the Cities Form City Enter the name of the city State Enter the two character abbreviation for the state or province Zip Enter the zip code Zip 4 and international zip codes are supported up to ten characters Customer Types Phone 800 771 BEST Customer Types are logical groupings for specific customers allowing statistical reporting of the customers by your target markets Sales statistics are created using these categories New types can be easily entered from the Customer Types table on the Maintenance Menu by pressing lt Insert gt You may also wish to edit an existing type This act
85. ms Please refer to our license agreement for network guidelines TABLE 0 1 Computer System Requirements Overview The CAP TRACKER reference manual is intended to guide you through the various tasks involved in using the CAP TRACKER software program Before you begin using CAP TRACKER you should carefully read the Getting Started chapter for valuable insights concerning practical guidelines for initial start up as well as step by step configuration instructions Upon completion of your initial system set up the manual provides detailed explanations for use in performing each distinct task necessary for maintaining your inventory using CAP TRACKER The CAP TRACKER manual is organized by menu functions into the following chapters Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Introduction A short orientation on CAP TRACKER including system requirements Chapter 1 Chapter 2 Chapter 3 Chapter 4 Chapter 5 Chapter 6 Chapter 7 Chapter 8 Appendix A Appendix B Glossary Index Getting Started Contains installation instructions how to stat CAP TRACKER and guidelines for initial set up of the program Instructions for changing your password are included as well The Orders Menu A detailed explanation of the ordering and receiving process Also included are step by step instructions for CAP TRACKER tasks appearing on the Orders Menu The Sales Menu A detailed ex
86. n detailed statistics Displays the Sales and Order Statistical Reports Menu See the descriptions below for more information about each report All reports are available as options for the End of Month Reporting Process TABLE 4 4 Active keys for the Statistics Summary Screen The Detailed Statistics screen is available by pressing E This feature displays the following information about the highlighted record Current MTD Sales Current number of units sold this calendar month up to and including the date entered on the report options form Current YTD Sales Current number of units sold this calendar year up to and including the date entered on the report options form Prev Year Sales Number of units sold during the calendar year prior to the date entered on the report options form Avg Growth Rate The amount of sales growth expressed as a percentage This number is calculated by prorating the current year to date YTD sales and comparing them to the prior year If sales from the previous year are incomplete this number will be overstated Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Month to Date Sales Volume Year to Date Sales Volume Inventory Turnover Current Value Sales History Current dollar value for units sold this calendar month up to and including the date entered in the report options form Current dollar value for units sold this calendar year up to and including t
87. n use by this station no longer exists in the license database LICENSE IN USE Too many stations are attempting to access CAP TRACKER This error may occur if you do not own enough license numbers for all users on your network NO LICENSE EXISTS No legal license number has been installed for the software Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Make sure you are in the correct directory when launching the program If you are in the correct directory some of your database files may have been deleted Call TOPPS oft Computer Solutions for technical support Type MEM or CHKDSK from the c gt prompt to verify the amount of available RAM If this command verifies that you are short of memory disable any auxiliary programs that may be consuming your computer memory Delete all of the key files with K extension for the database and restart the program Your keys will be rebuilt NOTE On a network no other users can run the program while the keys are rebuilding The installation program automatically adds your license number Re install the program to reset the license number Refer to the Getting Started chapter of this manual for further instructions If the error is not resolved contact TOPPS oft Computer Solutions technical support Exit and restart CAP TRACKER to clear the error Exit and restart CAP TRACKER If the problem persists reinstall the program to reset the license numbe
88. nected to On a network this port would correspond to the logical printer connections established by your system administrator Select your printer type from the list of available printers If your printer is not specifically listed consult your printer manual for a list of compatible printers If your printer manual offers no help try the HP LaserJet option for laser printers or the Epson FX option for dot matrix printers If neither of these printers work properly select Generic Printer from the list of available printers Select the port your invoice printer is connected to On a network this port would correspond to the logical printer connections established by your system administrator If your reports and invoices go to the same printer you would use the same setting as Report LPT Port Be sure to change forms if necessary when switching between report and invoice printing Enter the ASCII codes necessary to control your cash drawer Please refer to your manual for the cash drawer to identify the proper codes ASCII codes range from 0 to 255 Select the serial port your cash drawer is connected to If you are unsure try COM2 first and COM2 next Accounting Phone 800 771 BEST System Settings Accounting Codes Record will be Changed Customer Deposits GL 2100 Select the correct account for each type Cash GL Account 0030 Cash Checking GL Account 0036 A R GL Account 0031 Accounts Receivable ESC Previ
89. nse Each license purchased allows one user to access the system To use CAP TRACKER by more than one person on a network you must purchase additional licenses Please refer to your license agreement for a detailed explanation of the license agreement mail merge The process of creating a quantity of form letters or other reports by combining a standard letter with a mailing list on the computer Each letter would be customized using the information from the mailing list MB See megabyte megabyte 1024 kilobytes or a little more than one million bytes of information Usually designated with the abbreviation MB CAP TRACKER uses almost 2 MB of hard disk space when it is first installed A megabyte is equivalent to about 250 pages of printed text network A system used to connect computers so that they may communicate and share resources such as printers and hard disks A network is required to allow several users to access the same data at the same time pixel A picture element on the screen Each little dot that makes up the characters on the computer screen is a pixel program See the glossary entry for software RAM Random Access Memory Temporary storage used by the computer as working space for programs while they are in use It is automatically erased when you turn off the computer Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Rapid Scan A feature that allows a user to quickly find a single
90. nvalid code is entered or if no code is entered a list of colors will appear allowing you to select the correct color Front Access Select the type of front access currently installed on the cap You may either enter the first letter of the desired selection or use Q and R to highlight the desired selection Once your selection has been made press E to accept it Left Window Style Enter the window style for the driver side window installed on the cap If an invalid code is entered or if no code is entered a list of window styles will appear allowing you to select the correct style The window style is preset by the model template Right Window Style Enter the window style for the passenger side window installed on the cap If an invalid code is entered or if no code is entered a list of window styles will appear allowing you to select the correct style The window style is preset by the model template Base Cost Enter the amount you paid for the base item without options The standard cost is determined by the model and truck type of the item Option costs will be accounted for on the options list Notes Enter any notes relating to the unit Location Enter a rack number or some other location code This code can determine the sort order of the Stock Report to make physical inventory counts proceed more quickly This field is optional Research Receiving Activity System Settings Phone 800 771 BEST The System Se
91. of the floppy drive where you placed the diskette For drive A enter the following commands C gt A E A gt INSTALLE The installation procedure will begin when you press the second E key 3 Follow the online screen prompts until the installation is complete If you have CAP TRACKER installed in a directory other the CT on the hard disk you must enter the name of directory where it is installed instead of using the c cT selection for the first prompt Check Your Computer Configuration The installation program will automatically update your CONFIG SYS program If you are unsure about whether the changes were properly made you can verify the settings in the CONFIG SYS system file This file is located in the root directory of your boot disk On a hard disk system this is typically the C drive Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved To find the CONFIG SYS file enter the following commands from the DOS prompt A gt C E C BAT gt CD E C gt TYPE CONFIG SYSE These commands should display the CONFIG SYS file on your screen If your computer boots from a drive other than C substitute that drive letter for C on the first line If your computer has a menu system you must completely exit the menu prior to executing the above commands If your computer automatically loads Windows you must exit Windows before entering the above commands From the File menu in Program Manager select
92. or or the windows and installed options By setting the option and window values in the model template you are only establishing a starting point for individual unit orders Each unit may still be ordered with any windows or options 1 Select Model Styles from the Maintenance Menu A model style is a general category defined for each type of cap model i e the Leer 100 series and the Triglas Laser are both CABHI model styles 2 Inspect the pre loaded model styles If necessary enter or modify the Model Styles detailed on your setup forms This information may be modified at any time by users with management security clearance 3 Choose the Window Styles option from the Maintenance Menu Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved o Inspect the pre loaded window styles If necessary enter or modify the Window Styles detailed on your setup forms This information may be modified at any time by users with management security clearance Historical data may be lost if window style codes are altered Do not alter these codes after your initial data load Select Options from the Maintenance Menu Inspect the pre loaded options If necessary enter or modify the Options detailed on your setup forms This information may be modified at any time by users with management security clearance Now that all possible variations of style have been entered you can define your model templates The model
93. or help TOPPS oft Computers Version 4 0 5811 Memorial Hwy 800 771 2378 Copyright 1996 All Rights Reserved Suite 204 Tampa FL 33615 From the Sales menu you can perform the following functions Sales Menu Customer Sales Available Stock Layaways Sales Returns Research Sales Loaner Return Main Menu Figure 3 1 Sales Menu Screen Customer Sales Orders and Quotations The first option on the Sales Menu allows you to create customer invoices and sell inventory items from stock create customer orders and create quotations Only stock sales post invoices Once a sale is posted the inventory database is automatically updated to reflect the sale The following types of line items may appear on a sales invoice Accessory Inventory Non serialized inventory kept in quantities Examples include bed liners toolboxes and lights Serialized Inventory Uniquely identifiable inventory such as caps where each item has some unique identifying number serial number These items are tracked in the SAP TRACKER module Posting sales from CAP TRACKER relieves serialized inventory automatically Serialized Inventory Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Options Nonstock Items Remarks Options sold with serialized inventory Each option is priced and tracked separately These items are connected to the preceding serialized inventory item on the invoice Each serialized inven
94. otation mark This key is the lt Shift gt key Two single quotes are not the same as one double quote Your file has been converted and a new file named CAPTRACK MRG exists CAPTRACK MRG is a WordPerfect secondary merge file Refer to your WordPerfect Reference Manual for more information on working with merge files The merge file described above can be created only if WordPerfect is installed on your computer Refer to your word processing software manual for instructions on creating mail merge files from an imported ASCII file if your word processor is not WordPerfect Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Chapter 7 The Management Menu CAP TRACKER Developed especially for Your Company License XXXXXXXXX Management Menu Dispose of Cap Cancel Invoice Transfer Stock Change Costs Employees Sites Load Inventory Research Receiving System Settings Main Menu Use Arrow Keys or the first letter of your selection and press Enter Available memory 113K 800 771 BEST Press F1 for help TOPPS oft Computers Version 4 0 5811 Memorial Hwy 800 771 2378 Copyright 1996 All Rights Reserved Suite 204 Tampa FL 33615 The Management Menu contains tasks restricted to employees with management security clearance These tasks include Management Menu Dispose of Cap Cancel Invoice Transfer Stock Change Costs Employees Sites Load Inventory Research Receiving
95. otted line display for reference purposes only The sole entry field on this screen is New site Enter the code for the site you wish to transfer the item to or press E while the field is empty to display a list of valid sites Completing this field creates the stock transfer tS All caps processed through the Transfer Stock option are detailed on your Inventory Exceptions Report for auditing purposes Change Costs The Change Costs option allows you to change the cost of any unit currently in stock or for a range of units based on your selection criteria Fields above the dotted line display for reference purposes only To edit only a single unit select Single Unit from the Change Cost Menu You may Rapid Scan the serial number Once the proper unit is highlighted press E to select it The sole entry field on this screen is New Cost Enter the new cost into the field and press E to complete the cost change Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved With some manufacturers you may receive rebates based on volume retroactively To properly account for cost changes on units affected by the rebate you may need to update a range of units To do so select Range of Units from the Change Cost Menu Complete the following fields Earliest Date Received Enter the earliest receiving date for caps affected by this cost change Latest Date Received Enter the latest receiving date for caps affected by this cost
96. ouped together to simplify operations The batch can be initiated and run without any user intervention bootable floppy A floppy disk that is capable of starting the computer It has DOS installed so that the computer can function properly byte A single character of information 1024 bytes equal one kilobyte cap Generic term for a unit placed over the bed of a pickup truck It has various names in different regions Some names include topper top camper top truck cover canopy and shell context sensitive help Online help that gives you specific information to help you with your current task All help is accessed by pressing CPU This Central Processing Unit is the brain inside the computer It handles all of the calculations and instructions to create the screens and reports found in CAP TRACKER current directory This is the directory that is currently in use by the computer To run CAP TRACKER the current directory must be the directory where the program and database files are located cursor The blinking square on the screen that indicates the current location for data entry New characters that are typed will appear where the cursor is located directory This is a list of files and other directories found on a hard disk It can be compared to a drawer in a file cabinet Each drawer is a different directory which may contain different files or smaller drawers Copyright 1996 TOPPSoft Computer Solutions All Rights
97. our model template are automatically displayed Order Number Enter your internal P O number to identify this order when receiving inventory Site Code Enter the lot location at which the order will be received The E key displays a list of your lots A description of the selected site will display to the right of the site field The default set in System Settings is automatically displayed Post Orders This option performs two different tasks If the print order option is set to Yes on your System Settings screen it prints your pending orders from the Create Orders screen for approval Next you are prompted for permission to proceed with posting the confirmed orders to the pending receipts list Enter Yes to post your orders when you are satisfied the orders are correct If you respond with No when asked if Orders are Correct a three second beep will sound from your computer and no orders will be posted to pending receipts You have the opportunity at this time to correct the orders from the Create Orders screen before reprinting and posting your corrections Orders must be posted before they can be received or sold Receive Orders Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Receive Inventory Record will be Changed Specifications Ordered Truck Type Jeep Commanche Short Bed Model 5 Manufacturer Color Atlantic Blue window Style 108496 iving Informati Shipping Invoice
98. ous field ESC Abort to previous screen Figure 7 11 Screen Shot to adjust Accounting Codes System Settings Appendix A Initial Setup Forms The following pages contain forms corresponding to menu choices from the CAP TRACKER Maintenance and Management menus These forms were designed to closely match actual data entry screens Completing these forms before using the computer will make it easier for you to plan ahead and will shorten the time necessary to configure CAP TRACKER to meet your custom specifications The forms contained in Appendix A may be freely duplicated for the purpose of entering your data into CAP TRACKER After your initial system setup is complete store your completed setup forms in a safe location off site They may save you some work should a disaster occur A large part of the level of success you will achieve using CAP TRACKER depends upon the codes you select for your inventory items Spend some time thinking about the codes you wish to use You may wish to create your codes and enter some test inventory to test out your coding scheme Reinstall CAP TRACKER and start fresh when you are satisfied with the codes you have developed You will need to devise a coding system for each of the following categories Cap Models Window Styles Truck Sizes Options CAP TRACKER comes pre loaded with quite a bit of valuable information Over 750 truck colors are included Many truck types are loaded comple
99. planation of the sales process and step by step instructions for CAP TRACKER tasks appearing on the Sales Menu The Reports Menu A complete list of reports available from CAP TRACKER Also included are step by step instructions for generating each individual report The Maintenance Menu An illustrated guide to maintaining the reference databases used by CAP TRACKER The Customers Menu Explains how to view and edit your customer list create mailing labels and create mail merge files for use with your word processor The Management Menu A guide to efficient management of the CAP TRACKER program Includes detailed information concerning the security features of the software Hot Tips Initial Setup Forms Explains the importance of and some guidelines for designing workable codes for your data Also included are forms designed to help you gather and organize all information necessary to begin using CAP TRACKER effectively System Messages An alphabetical list of common system messages and their meanings Answers the most frequently asked trouble shooting questions about CAP TRACKER Definitions of computer and other technical terms found in the manual Phone 800 771 BEST Conventions Standard text will be used for all narrative descriptions such as this sentence All simulated computer screens will be represented using the following typeface for ease of identification C gt TYPE CONFIG SYS FILES 130
100. r Refer to the Getting Started chapter of this manual for further instructions Contact TOPPS oft Computer Solutions to purchase additional network licenses of the software Reinstall the software Refer to the Getting Started chapter of this manual for further instructions PASSWORD NOT CORRECTLY TYPED An error occurred while changing your password Your password was not changed REBUILDING KEYS FOR The keys for database were deleted The program is rebuilding your keys RECORD NOT FOUND The record you are looking for does not exist in the database RECORD WILL BE ADDED A new item is being added to the current database RECORD WILL BE CHANGED An existing entry in the current database is being modified SECURITY ERROR PLEASE RETRY An error occurred while logging into the system or during the password change process UNKNOWN MATERIAL TYPE This error may occur while generating Summary Statistics The error indicates possible data corruption in your model templates USER ABORTED BY CONTROL BREAK The C Break key combination was pressed VIRTUAL MEMORY ERROR The virtual memory allocated to the program has EITOTS l Phone 800 771 BEST Retry your changing your password Press Enter to Delete Pressing E will delete the entry on the screen Press X to return to the previous screen without deleting the current entry Wait until the rebuild process has completed and continue with your work
101. r To run this report select it from the Reports Menu enter the starting and ending dates and the site you wish to report Maintenance Reports Several reports exist on the Maintenance Reports submenu These reports print information contained in some of the reference tables available in CAP TRACKER and in ACCESSORY PACK The following is a list of maintenance reports available in AP TRACKER Manufacturers Prints a reference list of manufacturers sorted by company name Models This report displays the model code description manufacturer retail sales prices and installation charges for each cap configured in the system Trucks Prints a reference list of trucks sorted by truck name Bed sizes are included on this report as well This new submenu allows printing of basic information used by CAP TRACKER The following reports are available from this menu Window Styles Each window style is printed on this report sorted by the style codes with the associated description for ease of reference Options All available cap options are listed for reference in alphabetical order with the retail price Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Chapter 5 The Maintenance Menu CAP TRACKER Developed especially for Your Company License XXXXXXXXX Maintenance Menu Model Templates Cap Inventory Model Styles Manufacturers Trucks Colors Color Categories Cities Customer Types Window Styles
102. re available for each on screen item at the touch of a button To generate these statistics select Show Stats Summary from the Reports Menu and enter the date you wish to detail Any valid date may be entered This feature provides flexible reporting on historic sales as well as current sales Statistics will be compiled for the twelve months prior to the date entered Enter a site code to report for a single site or enter O to report for all sites Press to display a list of valid sites At the Summary Type prompt at the top of the screen enter the category you wish to view Press the code number of the category you wish to view to activate the summary Pressing displays the following list of category codes 0 Model Summary 5 Zip Code Summary 1 Manufacturer Summary 6 Color Groups Summary 2 Materials Summary 7 Model Category Summary 3 Sales Person Summary 8 Customer Type Summary 4 Taxable Nontaxable Sales Summary Once a category has been selected you may use Rapid Scan to quickly find specific information detailed in the displayed list See Table 4 4 on the following page for active keys on the Stats Summary Screen Phone 800 771 BEST Function Key Description A Displays context sensitive help for the current function X Returns to the Summary Type prompt Press X again to exit the Stats Summary Table Displays detailed statistics for the highlighted entry in the table See the descriptions below for more information o
103. record among hundreds or thousands by simply entering the first few characters of the key field Within seconds the correct entry can be located root directory The top directory of a hard disk or floppy disk It is the master file cabinet for each disk in the computer SCSI Small Computer Systems Interface A computer standard that is used by a variety of storage devices like hard disks tape drives and CD ROMs IDE is another popular standard secondary merge file A mailing list created and used by WordPerfect for creating form letters serialized inventory Inventory items that contain serial numbers and can be individually tracked Each serialized item is stored with a complete record of activity for that item Serial numbers must be unique to ensure proper tracking software A set of instructions for the computer that accomplishes a specific task CAP TRACKER is an example of software that manages your cap inventory station A single computer which may be on a network string A sequence of ASCII characters referenced together as a group system date The date that the computer keeps It is the basis for many of the dates used by the program To correct the system date use the DATE command from the DOS prompt table Lists of database records that scroll up and down on the screen Entries on tables may be selected changed added and deleted VGA Video Graphics Array A high resolution graphics standard for computer screens
104. rom 1988 1989 You may add new colors as necessary 6 Feel free to use the codes we have defined or to customize this information to best suit your needs This information may be modified at any time by users with management security clearance Model Templates Phone 800 771 BEST Model Styles Creating a new Record Code 41 Description Account Code Figure 1 2 Screen Shot for Creating a New Model Style The CAP TRACKER Model Templates require careful consideration Each cap model you stock has unique characteristics that must be itemized to ensure the greatest accuracy in inventory management These characteristics are the model style window style and the standard options you normally order for each specific cap model Follow the procedure below to inspect the characteristics that are pre loaded into CAP TRACKER You may use the pre loaded categories enter new information or change existing information to customize CAP TRACKER for your individual needs To effectively use the model templates you should create only one template to describe each type of cap you stock For example if you stock one manufacturer s tops and they have six models of fiberglass and three aluminum models you will have a total of nine entries in the Model Templates list Each entry describes how you typically order a stock unit The model templates do not contain information about specific units in stock such as the type of truck it fits the col
105. rrect code press E while the field is blank This action as well as entering an invalid code will present the Models Table The Models Table allows you to select the correct model by name Once a code has been entered a description of the model displays to the right of the entry field Truck Type Enter the code for the truck that fits the cap If you are unsure of the correct code for the truck press E while the field is blank This action as well as entering an invalid code will present the Trucks Table which allows you to select the correct truck by name Once a code has been selected a description of the truck displays to the right of the entry field Color Enter the color code for the cap A scrolling table of colors will appear if an invalid color code is entered or if the color entry field is left blank The color name displays to the right of the color entry field Phone 800 771 BEST Access Order Window Style Location Notes Access is the front access ordered from the manufacturer Select from the list of choices appearing to the right of the field Your choices are detailed in Table 5 3 on the following page ACCBOOT NONE Other Cutout Use the notes field at the bottom of the screen to detail the cutout for future reference Table 5 3 Standard Front Access Choices Enter the left and right window styles for the cap A list of valid window styles will appear if an invalid style is entered or if the
106. rted up to 10 characters To view the Cities Table press Phone Enter the manufacturer phone number Fax Enter the manufacturer fax number Order Phone Enter the phone number you use to place orders from the manufacturer Trucks Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Code Nane Type Truck Form Creating a new Record Domestic Import Bed Size Length 0 000 width 0 000 Figure 5 6 Screen Shot to Create a New Truck Form The Trucks Form is used to add and modify truck types Select Trucks from the Maintenance Menu to access this form The function keys listed in Table 5 2 are active on the Trucks table The following is a list of fields located on the Trucks Form Code Enter a unique code for the truck Be sure to use the guidelines in Appendix A for assistance in developing workable codes Name Enter a descriptive name for the truck To make the trucks easier to find use the most significant piece of information such as the Make first in the description A description that is easy to find might read GMC Sonoma SB XCab 94 Type Select Import or Domestic by using the R and Q keys or by pressing the first letter of the desired option to highlight it Press E to select the highlighted item Bed Size Length If known enter the length of the truck bed This value should be entered using inches Bed Size Width If known enter the width of the truck bed This value should
107. s to establish different sequences by year or any other criteria you may be concerned with The prefix can be composed of letters or numbers Enter the last invoice number used in your automatic numbering sequence The system will use this value to generate the next available number Enter a two character prefix that will be used on your automatic credit memo numbering If you don t require a prefix you may leave this field blank Since credit memos are stored in the same database as invoices you should give it a prefix that is different from the invoice prefix We highly recommend using some type of prefix The standard of CM is easy to remember For a company with several sites you may wish to use C1 C2 etc Phone 800 771 BEST Memo Enter the last credit memo number used in your automatic numbering sequence The system will use this value to generate the next available number Print Costs on Reports If you don t want to see cost and margin information on standard reports from the Reports Menu including the End of Month Reports select N Otherwise select Y to display costs and margin information on your reports Type of Costs for Accs Indicate how you want costs calculated for the reports and tracking The system tracks your average cost your last cost and a standard cost You may use any of these costs to generate your historical cost basis for stock and margin reporting Invoice Message Enter the message you w
108. s affected and the total amount of the rebate All caps processed through the Change Inventory Cost option are detailed on your Inventory Exception Report for auditing purposes Phone 800 771 BEST Employees Employees Record will be Changed Initials MGR Last Name none First Name none Soc Security 000 00 0000 Address Line 1 Address Line 2 zip Code 00000 Primary Phone 000 000 0000 Alt Phone 000 000 0000 Spouse s Name Sales staff Y Yes No Caps Accs Sales Percent 0 000 0 000 Gross Percent 0 000 0 000 Management sl Site 01 Central Location Clear Password N No Yes Figure 7 5 Screen Shot to Enter New Employees The Employees option allows you to add and modify employee information The following fields are located on the Employees template Initials Each employee must be assigned a unique set of initials Typically you would use the initials from the employee s name Once this code has been set and sales have been made by the employee do not change M the code Changing the code will cause errors in your statistics and other reports Last Name Enter the last name for the employee First Name Enter the first name for the employee Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Social Security Number Address1 Address2 Zip Code Primary Phone Alternate Phone Spouse s Name Salesperson Sales age Gross age Management
109. s and select the site enter O for all sites to be reported Each serial number prints on a single line This allows a large number of sales to be summarized on a minimal number of pages Phone 800 771 BEST Each line of the Serialized Sales Report displays the serial number truck model color and window styles If Print Costs are enabled on the System Settings screens the report also totals costs and displays the gross margins for each serialized cap Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Commission Report The Commission Report displays the commissions for all sales staff between a given date range Once you enter the starting and ending dates the report displays invoice totals for each invoice in the date range and the total commission for each sales person The report is first sorted by salesperson and then by invoice number Totals are generated for each salesperson Aged Inventory Report The Aged Inventory Report details all caps that have been on your lot longer than a specific number of days You specify the number of days as part of the report criteria The report may be generated for a single site by entering a site code or for all sites by entering O at the site code prompt Each line of the Aged Inventory Report displays the serial number truck type and model codes color and the number of days the unit has been on the lot Report items are sorted by date received with the old
110. se a new invoice will be created and you may enter information about your sale You may disable creation of new invoice numbers out of sequence from the System Settings Menu accessible from the Management Menu If you enter an invoice code for an invoice that has already been posted the computer will beep and display the line items for the invoice The following list of fields must completed to create a valid invoice Invoice Enter the customer s receipt or invoice number You may enter up to ten characters to create this value If the user is creating a new invoice simply enter the new invoice number and a blank invoice form will be prepared for data entry Alternatively use to view a list of open invoices and quotes or press to generate the next available invoice number The Customer Invoice must always be unique Sale Type Select the type of invoice you intend to create For the following list of transactions use the identified type Stock Sale STOCK Customer Order ORDER Create Layaway for an order ORDER Accept Payment for future pickup ORDER Create Layaway for stock unit QUOTE Customer Quotation QUOTE Sale Date Enter the date of sale for the invoice This field will automatically set to the date kept by your computer Employee Enter the sales person s initials It is automatically set to the user who is currently logged into the system at this station Delete the preset value and press the E key to display a list of curren
111. stomer will be prompted into the Clarion Filer screen press ESC to return to prompt Step 8 When step 7 is complete the system will return to the CT Prompt Repeat for any other files that have the same error space As of 8 March 2000 Phone 800 771 BEST PROBLEM WITH RETURNING INVOICES Problem Applies to CT and AP returning entire invoice Symptom Rather than deleting items line by line cancel the entire invoice Step 1 In CT Go to Management Step 2 Go to Cancel Invoice Step 3 Find the invoice that needs to be deleted Step 4 Select the invoice and delete it by pressing F3 The system will not ask you if you are sure that you want to delete this item make sure to select the correct invoice This deleted invoices will appear on every End of the Month report As of 8 March 2000 Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved ERROR CAN T SHARE FILE filename Problem Occurs when trying to install Demo disks CT and AP and computer isn t setup to handle a large number of database files Solution Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Ask the basic troubleshooting questions Get to the MS DOS Prompt and backup critical boot files Type CDI to change directory to C Type MD b BOOT Type COPY AUTOEXEC BAT BOOT Type COPY CONFIG SYS BOOT One file copied will appear on screen for each command At C TYPE CONFIG SYS A Bad command or file name
112. t sales staff Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Site Customer Phone Enter the site code The standard value will be set to the site code entered on the System Settings form If you wish to select the site from the Site Table set the Site field t0 O and press E The Site Table will appear ready for selection Highlight the desired site and press E Allows you to select a repeat customer Enter the customer phone number and press E You can omit the area code if it matches your stores area code If the customer is already in your database their information will appear If not you will be prompted to enter their name and address The list of valid customers can be searched by last name or company name by pressing the key If you wish to update a customer record press CE to edit the highlighted customer s information Press to toggle the sort order between last name and company name Press E to select the highlighted customer entry With the customer s information you can enter an alternate phone number to reach them For tax exempt sales enter the tax exemption number under the TaxID prompt Phone 800 771 BEST Truck Parameters You may also enter descriptive information about the customers truck Following is a sample of values you may wish to use for each prompt Yr Last two digits of truck year 95 1995 Bed LB Long Bed SB Short Bed SS Step Side Make Chevy Ford To
113. te with bed sizes and other helpful information These codes have been tested to maximize ease of use and to minimize ambiguity You are free to use as many of our codes as you wish You may alter any codes which do not meet your specifications Significant data corruption and or data loss may result from changing existing codes after inventory data has been loaded Make all changes to your codes BEFORE entering your data o Creating Good Reference Codes Creating good reference codes is an essential part of getting the most benefit out of AP TRACKER Good reference codes have the following characteristics Modular Codes should be constructed using small components that identify key features of the item you wish to define By putting these components together you can create codes that uniquely identify items Consistent Codes should always be created using the same components in the same order When you use a component of an item keep the same designation for all codes that use that component For example if you use R for Ranger use R every time Ranger appears as a component of an item Meaningful Codes should relate in some way to the item they describe Using components that identify key features of the item make the code meaningful A meaningful code is always easier to remember If you use an arbitrary value such as sequential numbers or B C the codes will have to be committed to memory Concise Don t put e
114. ted in Figure 1 1 on the following page CAP TRACKER Developed especially for Your Company License XXXXXXXXX Log in to System Initials MGR Use Arrow Keys or the first letter of your selection and press Enter Available memory 113K 800 771 BEST Press F1 for help TOPPS oft Computers Version 4 0 5811 Memorial Hwy 800 771 2378 Copyright 1996 All Rights Suite 204 Tampa FL 33615 Reserved Figure 1 1 The CAP TRACKER Log in Screen See Appendix B System Messages for detailed explanations and step by step Solutions if you have problems starting CAP TRACKER Load Your Administrative Data Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Basic information describing your company your employees the manufacturers you deal with and the models of caps you stock must be entered to customize CAP TRACKER to work for your business This information must be initially loaded via the CAP TRACKER Management and Maintenance Menus Both of these menus are accessed from the Main Menu See the cover page of this chapter for an illustration You should complete some preliminary paperwork before starting the initial set up procedure Carefully read the instructions and photocopy the forms contained in Appendix A Initial Setup Forms for help organizing your data entry information and creating meaningful practical computer codes for your data Upon completion of the preliminary paperwork steps deta
115. templates contain the standard characteristics of each cap You will want to detail on the model template all options window styles etc that you typically order for each of your cap models o As you will soon see this will make ordering receiving and selling caps quick and easy Choose the Model Templates option from the Maintenance Menu Enter the information detailed on each of the Model forms you have completed This information may be modified at any time by any user with manager security clearance Model sales history and inventory information will be lost if model codes are modified Do not alter model codes after your initial data load Load Inventory At this point all preliminary set up information has been entered and you are ready to begin loading your current inventory Follow the instructions detailed below 1 Select the Load Inventory option on the Management Menu Enter the site code and stock date The stock date will be used as the ordering and receiving date for your inventory Enter the information detailed on each Cap Inventory form you have completed Each form adds one current inventory item for use in CAP TRACKER Most of Phone 800 771 BEST this information may be altered at any time by users with manager security clearance You are now ready to begin working with CAP TRACKER Choose the Reports option from the Main Menu Select the Print Stock Report option from the Reports
116. tes are screens used to add or change information They are blue with bright white titles and double lined borders Entry fields are yellow and turn white with a black background during actual entry For many fields pop up lists are available by pressing E on a blank field or by pressing is indicated to the right of the field if available Help Screens are informational screens that give you guidance on how to proceed from your current place in the program They have black backgrounds with bright white single line borders Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved aqua titles and normal text Links to other screens are bright white and function like menu choices in that they are accessible by their first letter or by using the arrow keys Press X to return to the previous screen in the program Warning screens let you know about an unusual circumstance or condition in the program They may display information that warns you about potentially damaging actions or may provide an error message prior to terminating program execution Please read these screens carefully If you have any questions about any of these messages please write down the exact text of the message or print it with the Print Screen key and call TOPPS oft Computer Solutions for a more detailed explanation Getting Help If you have questions while using CAP TRACKER you can find help in several different places Each screen in CAP TRACK
117. tory item may have several options These are items which may be sold but are not considered stock items They are not considered inventory and are not tracked in the inventory statistics Some examples of nonstock items may include such components as clamps or footage of boot material You have the option to inventory any type of item but have the flexibility to sell items not established in inventory Entries on the invoice with no associated dollar value Remarks may be used to create white space on an invoice or to provide space for more detailed descriptions or notes on an invoice These items may be mixed on a single invoice allowing great flexibility in the creation of customer receipts To create an invoice select Customer Sales from the Sales Menu A blank invoice will appear with the cursor positioned in the nvoice field Invoice I 7 F2 F9 Customer Phone 000 000 0000 Sale Type Stock Order Quote Sale Date r Sales Rep Site Qty Yr Bed Make Model Cab Color Description Unit Cost Ext Cost Phone 800 771 BEST ESC Exit Current Invoice Fl Help F10 Save changes Figure 3 2 Screen Shot of an Invoice You may either press for a list of open invoices or quotes press to generate the next sequential invoice number or manually enter an invoice number and press E If an existing open invoice matches the number entered the information for the open invoice will be displayed for editing Otherwi
118. ttings option is used to alter settings that affect the operation of CAP TRACKER to capture specific facts about your company and to describe your equipment System Settings has been split into four screens company reports custom and hardware which logically group the various settings For each screen the following fields can be entered Company Company Enter your company name This name will display on many of the screens and reports found in CAP TRACKER Def Site Code Enter the site code for this installation This code will be presented as the preset value when ordering and creating inventory and when prompted for site code on all report options screens Address Enter the address for your company headquarters or administrative offices Zip Code Enter the Zip Code for your company headquarters or administrative offices If the Zip Code is not listed in your database the Cities Table will appear allowing you to select another Zip Code or add the new Zip Code to the list Zip 4 and international Zip Codes are supported up to 10 characters Phone No Enter the phone number for your company headquarters or administrative offices Fax Number Enter the fax number for your company headquarters or administrative offices Def Stock Date Enter the stock date for your initial data entry of inventory This date will be used for Order and Receive dates on items that are entered directly into the database Reports Copyright 1
119. und in the database the entry form will pop up and ask for the city and state This match is based on the standard 5 digit zip code To allow for international postal codes the first step in the match is the check for a dash in the sixth position of the postal code If the dash is present everything past the dash is ignored for the purpose of finding a match If the sixth character is not a dash the entire field is used to determine a match in the City database The following examples illustrate the values used to make a match for specific zip codes If you enter this The program will match this 33615 33615 33615 3535 33615 1H5 F5V 1H5 F5V 1HSFSV 1H5F5V different due to spacing Tax Exempt ID For commercial accounts enter the Tax Exempt ID Type Choose between commercial retail manufacturer dealership etc Price Level These price levels can be set to A through E Price level A is your normal or list price Comment List any additional information about this customer in the comment field Two reports are available from the Customer Menu You have the option to print out mailing labels or to export your label information for use with word processing programs Print Customer Labels Phone 800 771 BEST To print labels you must enter the low and high zip codes for your labels The labels will print sorted numerically by zip code You may also specify a date range to only include customers with invoices with
120. up Color Group Manufacturer Manufacturer Instructions Many colors have been pre loaded for your convenience Browse the Colors Table on the Maintenance Menu to determine which if any colors need to be added or modified to meet your specifications Follow the instructions listed below to assist in filling out your forms 1 Enter the Site for each inventory item Phone 800 771 BEST 2 Enter the Serial Model Truck Type and Color codes for each inventory item The serial must be unique for each inventory item These components will be used to create the inventory code for each unit Circle the front access currently on each inventory item Enter the left and right Window Styles currently on each inventory item Enter your wholesale cost for each inventory item Enter any special notes you wish to associate with each inventory item Use of this field is optional Se OD Ja Epterntheigrtions found on each cap If a cap has no extra options attached enter NONE PO NunWer Order Date Recent Bion for this unit Site eap Inventory Form A Model i Truck Type Color Front Access PIC FS BOOT ACCBOOT NONE OTHER Window Style Anm Base Cost Notes Location Specifications PO Number Order Date Receive Date Site Serial Model Truck Type Color Front Access PIC FS BOOT ACCBOOT NONE OTHER Window Style AO Base Cost Notes Copyright O 1996 TOPPSoft Computer Solutions All Rights Reserved
121. utstanding Deposits Print Sales Invoice Report Print Options Margin Report Print Serialized Sales Report Maintenance Reports Menu Use Arrow Keys or the first letter of your selection and press Enter Available memory 113K 800 771 BEST Press F1 for help TOPPS oft Computers Version 4 0 5811 Memorial Hwy 800 771 2378 Copyright 1996 All Rights Reserved Suite 204 Tampa FL 33615 The Reports Menu allows you access to the various reports available in CAP TRACKER All reports prompt you for information allowing you to customize how that report operates Each report can be generated for a single location or for all locations if you have more than one site defined in your System Settings The following is a list of CAP TRACKER reports Report Menu Daily Sales Report int Aged Inventory Report Daily Transactions int Inv Exceptions Report Cap Transfer Sheet int Tax Report Statistics Summary int Outstanding Deposits Stock Report int Options Margin Report Sales Invoice Report intenance Reports Menu Serialized Sales Rpt in Menu Commissions Report P P P S P P P P TE CT CT FT End of Month is now a separate program EOM at CT prompt Figure 4 1 Report Menu Screen Daily Sales Report The Daily Sales Report provides detailed information on your sales for a single day The report includes detailed information about each sales invoice and each customer See Figure 4 1 for a diagram of t
122. xtraneous information into your codes If two components are sufficient to uniquely define an item don t use three Flexible Many of the databases contained in CAP TRACKER will change with the times Manufacturers will release new truck styles new cap manufacturers may enter the market existing truck styles may change bed sizes and so on Make sure your codes are flexible enough to accommodate future growth Paying attention to these characteristics will make your codes easy to use Even simple codes such as truck codes require careful consideration For example codes need to be developed for trucks that uniquely identify the truck yet are short and fairly easy to remember To create a unique meaningful code you should start by identifying all of the characteristics about a truck that differentiate it from another These factors are the bed size in inches or feet model make year and type of cab You may identify other features but this list will be used for example purposes Bed Size Using the length of the bed can be very helpful in defining a truck code The bed size is a critical element that must be considered when customers order caps However different trucks may have the same bed length yet not provide a good fit for the cap This means that some other component would have to be used to Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Model Make Year uniquely identify the truck For the bed size
123. yment to the highlighted invoice YZ Move the highlight bar to different invoices Rapid Scan Enter the invoice number to quickly find it TABLE 3 5 Valid Keys for the Layaway Table After you have highlighted the invoice for which you intend to post an additional payment you must press E Now simply complete the Layaway Payment Form by entering information into the following fields A new payment receipt will print to the invoice printer if enabled in System Settings Notes Enter any notes about the sales invoice such as split payments or special terms for the sale Date Enter the payment date Pymt Deposit Enter the amount of the additional payment made at this time It will increase the deposit amount listed on the right side of the form Select the form of payment Payment Ref For checks credit cards A R and split payments you can enter information such as check number authorization code driver s license number account number etc For cash sales this field is skipped Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved Sales Returns Occasionally a customer may wish to return an item These items must be accounted for in inventory as they are returned To facilitate proper accounting use the Sales Returns function to log all sales return activity Highlight Sales Returns on the Sales Menu and press E A list of posted Sales will appear At this time you may enter the sales invoice number to
124. yota Dodge GMC etc Model K1500 F150 T100 2500 Sonoma etc Cab Reg Regular Cab XCab Extended Cab CCab Crew Cab Color Industry color code WA Code or just the name of the color The Color Table is available by pressing the key All truck description fields are optional Once you have completed the basic information for the Sales Invoice you are ready to enter line items If you are editing an existing invoice the first detail line of the invoice will be highlighted Otherwise on a new invoice you will immediately be positioned to enter the first line item The keys listed in Table 3 3 are active at this point nr Be ls ee I ze help 8 rame high ine em Dolec me tighighed neiem TE TABLE 3 3 Valid Function Keys for the Customer Invoice form The following fields exist for each line item Qty Enter the quantity sold If the Qty field is set to O the line is considered a remark and the Jtem and Unit Cost fields will be skipped For serialized inventory and value greater than one will automatically be adjusted back to one Item This field will accept three different types of values You may enter an accessory part number a serial number or any other code for nonstock items Copyright 1996 TOPPSoft Computer Solutions All Rights Reserved If you wish to select an accessory part number or a serial number from your inventory list press E while the field is blank When adding a new record you are

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