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Guide to Using ICS - Dixon Creek Software

1. To quit a data entry screen where no quit option displays press RETURN in each field or data entry place You advance to the end of the routine where the quit option is given Introduction e 1 10 Selecting Inventory Data Determining which inventory items to enter into the program is often difficult Ideally each and every inventory item should be entered However some items are not easily tracked and your microcomputer may not enough have disk storage to accommodate all of the inventory items The best way to determine which items you should enter is to establish priorities and select inventory items according to these priorities The following criteria can determine the order of equipment selection e Cost High cost items should be entered in ICS to track their disbursement and prevent possible loss e Use Frequently used items should be entered into the program to ensure availability and simplify reordering e Importance Items that are critical to plant functions should be entered into the program For example you want to be sure a certain valve was on the shelf if a malfunction in that valve would cause a plant shutdown Inventory items that are not easily tracked might include items that are not used in a specific task or for a specific reason or items that are seldom used and not critical in nature You should establish inventory criteria early Staff members should be encouraged to update the program when they not
2. Description of Employee Information Update Option The following sections describe each employee update option F Employees e 7 5 To change the information about an existing employee that is stored in the ICS database select the Update Employee Data option F2 Select C to change the employee ICS prompts for information about the Employee ID Enter the employee ID and ICS displays the information for that employee Make the changes required or press RETURN in fields that need no change For assistance use Table 7 1 which provides the name size type of field and description of each employee data field The following screen shot illustrates an example Change Employee session Guide to Using ICS F2D Delete Employee To delete an employee ID and all its stored information from the ICS database select the Update Employee Data option F2 Select D to delete employee ICS prompts for the employee ID Enter the ID of the employee you want to delete ICS displays the information about that employee and prompts with the following Do you still wish to delete this employee Y N Enter Y to delete the employee enter N to save it The following screen shots illustrate an example Delete Employee session Note Employees may be deleted even when the employee has been issued inventory Be careful when deleting an employee F Employees e 7 7 Appendix A ICS Utility Program ICS Utility Program Overview The IC
3. D3 Item by Inventory Spares Report D4 Item Information and Recommended Spare Parts Change Change tem Informations iicssisetscsctessscasstesethassscnecseosgecepbesselessdedsdscedudvaupsseessesessseesstosscs E Audit Inventory 6 1 ANGIE OV ELV IE Ws sr2as csi csclesince rata E EAE Aa E dade astaaas va sda EEEREN E1 Audit List E2 Audit Detail Report E3 Audit Summary Report maier cueseesesayeicts tires essen veseuse dente be SEEE E4 Print Audit Form E5 Update Audit Information E50 Open Audit ies ESE Enter Audi sn rr rna aee sstavcassencconscaceegseanege shade sodas AEA OAOE RETENE ESG Close Audits A a nis E E EREE ER E i ESD Delete A Udi tis oirrc e A EOE A EATA NS F Employees 7 1 Guide to Using ICS Contents e ii Employees OVELVICW isesisi sie ssscencossestiseutl a E E Ea Ee EE EEE a E ES E RE EEE bess Fl Employee List eee F2 Update Employee Data F2A Add Employee ae s F2C Change Employee ss isie cob wetgs erste acutnesesescbied sad ebesecapsbutuedobeestvtaesbes 7 6 F2D Delete Employee lt lt eiia E E EAR ERA ns 7 7 Appendix A ICS Utility Program 8 1 ICS Utility Program Overview A Color Selection B Database Maintenance 1 Index Databases Sirs eee 2 Pack Database S oeer nia Ea a A satay A A E C Archive Work Orders enan E e EE EEEE EN TE RN RR 1 Archive Work Orders oe xe
4. Guide to Using ICS Dixon Creek Toll Free 888 349 6627 PMB 200 Oregon 541 752 3051 X Software 2397 NW Kings Blvd Fax 541 752 6804 Corvallis OR 97330 E Mail fms dixoncreek com Quality Software With Your Needs In Mind Document Revision 6 00 Contents Preface iv About This Manual A a E cose occ ancusvarcavesteabcek debtuuralscuusvoescisvavasvageabs iv Introduction 1 1 Guide to Using ICS Marital Descriptor sess cisevesscaits iceleaeceh he A A EE AE A AAN Program Description TMV OMMLOLY eee asec e a e o ee eE EENE e aE evoe er EEE e e e a a ii Eoln TOi a E EAE AEE SUPPL oroitarri eresio titio i SEEE E E EE EEEE EENE EEE EEEE EK EEEE i Item Spares Audit Inventory EMPOY COS ss cass scossestcvinvceceatetesaessesseevistesvesteesovevunse ovevencaghatiesbecexeousbunsavelooutucensuasbaueudeeetustatssbes Syst m REGUITEM EMIS aeee eee oreen reteo ENE E EE e raS EVE Peere ET SENE a e eis restates Starting LES PAE ET TEE Selecting OPti NSii enen iiio eiii a seven E E E EEEE E E i Entering Data Entering Default Response Sieiro en E EEE EE EEA T NE RECEIVING EON MESSAGES eienenn aa a e E E ERE E eiS SelECHNS eL 00 g EEEE ER TE TT ubvasduacbeancdetiessaisiectedeses RAE A Sats eee ae ae R E Patter keresne n e Rey Phrase A aaa Querying the Database QUITE TOS Bares sds EE thesis E EREE AET EEE OEE Selecting Inventory Data AE AE ERE EATE TE Establishing Numbering Systems ssssessssesssressessseessessresreessreertesserete
5. If you enter N ICS reprompts for the order and you can correct the information If you enter Y ICS prompts with the following Print Inventory Received Slip Y N If you would like an Inventory Received Slip enter Y otherwise enter N A7D Delete Inventory Order To delete an inventory order from the ICS database select the Update Inventory Orders option A7 Select D to delete an inventory order ICS prompts for the Inventory ID Note ICS will not delete the order until all items in the order have been received Enter the ID of the inventory item you want to delete ICS displays the information about that item and prompts with the following Do you still wish to delete this Inventory ID Y N Enter Y to delete the inventory item enter N to save it The following screen shot illustrates an example Delete Inventory session A Inventory e 2 30 A8 Update Inventory Issues Returns Menu Guide to Using ICS Select the Inventory Issues Returns option A8 to issue return or transfer inventory This information appears in the Inventory Issue Report A5 To display this option select 8 or Inventory Issues Returns Update from the Inventory Information Menu The system prompts for the type of update Enter I to issue an inventory item R to return an inventory item or T to transfer an inventory item The following screen shot displays the Update Inventory Issues Returns Menu ICS Demonstration Inventory Cont
6. 08 13 1998 Page 2 Audit ID 3333 Desc Audit 3333 Inventory ID and Description Location ID and Description Units Count 111111111111 Inv 111111111111 EACH 1111111111 Loc 1111111111 Comment 222222222222 Inv 222222222222 Comment Guide to Using ICS E Audit Inventory 6 12 E5 Update Audit Information Guide to Using ICS Use the Update Audit Information option to open enter close or delete an audit file To display this option select the Audit Information option from the Audit Inventory Menu The menu displays as shown below ICS Demonstration Invent Control tem MAIN MENU gis Dr B Locati li fe Tee Select option F1 for help or press ESC to return to previous menu Table 6 1 contains the names length type of entry and description of the data you can edit with this screen FieldName Size Type Description Marsan ae 8 DA puemi Inventory ID 12 A First Inventory ID to be included in audit Range From Inventory ID 12 A Last Inventory ID to be included in audit Range To Pattern 12 A Search pattern where multiple character wild card search one character wild card see the Introduction chapter section for more information Key Phrase 30 A Inventory description phrase to search Inventory Location ID 12 A First Location ID to be included in audit Range From Location ID 12 Last Location ID to be included in audit Range To Pattern Search pattern
7. Guide to Using ICS Use the Inventory Data Update A6 option to add change or delete items in the inventory To display this option select 6 or Update Inventory Data from the Inventory Information Menu The following menu displays ICS Demonstration Inventory Control System B Locati li pe Select option Fl for help or press ESC to return to previous menu Table 2 1 contains the names length type of entry and description of the data you can edit with this screen Inventory ID Code that identifies the inventory item Inventory 30 A Brief description of inventory item Description Location ID 10 A Code that identifies the location of the inventory item Location Description Description of the location where inventory item is stored 30 Name of manufacturer of inventory item Manufacturer s Part Part number used by manufacturer to identify item No Unit Cost s Cost of one unit Expected Delivery 3 Length of time in working days between order and Time delivery Order Frequency Days between orders Calculations 1 A automatic or M manual If A the computer assigns a reorder level and quantity based on use If M user assigns reorder level and quantity that remain constant Budget ID Code that identifies the budget for this item Number on hand Ist Number of items on hand gg i A Inventory e 2 21 Guide to Using ICS Reorder level 5 I Minimum number of item that should be on hand for manual
8. Note These security levels do not take effect unless security is activated in TUMMS lf you have entered new authorization data be certain that security is turned on to ensure the codes will be used When you select option 2 Modify Employee Security Levels the following screen displays Enployvees A Security ID Name Authorization Code Level 0009 Test Employee 8 8043 Kevin Kennerson 0 81893 Pat Hurbain 5 6650 Tos Dodds 0 1052 Mike DeMers 0 1952 Greg Schleusner i 2013 Glen Strait i 2070 J ck Veach 0 2102 Milton Preszler 0 2103 Pat Smith 8 2197 Mike Satnary 0 2231 Mike Jef fes a 2441 Rob Affeldt 8 2782 J ck Beecher 8 186 Britt Bolerjack 0 3746 Sven Carlson 0 3912 Tim Keltner i 3978 Eric Linkey 8 Fl for help ESC to exit screen The list of employees and IDs on the left cannot be edited To change an employee s authorization code or security level move until the space is highlighted using the ENTER key When you are there type the new value and then either press ENTER to continue entering data or ESC to leave the screen and save changes Appendix A ICS Utility Program e 8 17 Guide to Using ICS The security levels used here are set under option H3 Modify TUMMS ICS Option Security Levels in the Utility Program 3 Modify TUMMS ICS Option Security Levels Security Levels in TUMMS determine what actions a person has after logging in If you are running both TUMMS and ICS on your system then
9. where multiple character wild card search one character wild card see the Introduction chapter for more information Key Phrase 30 A Phrase within the location description to search Location E Audit Inventory e 6 13 Guide to Using ICS Inventory ID Code that identifies the inventory item Inventory 30 A Brief description of inventory item Description Location Description Description of the location where inventory item is stored How this item is sold e g dozen each case TYPEs A alphanumeric T text TABLE 6 1 Description of Audit Information Update Option The following sections describe each update audit option E50 Open Audit To open a new audit to the ICS database select the Update Audit Information option E5 Select O to open audit ICS prompts for information about the audit including the audit ID and description and range of inventory and locations to be included Enter the audit data For assistance use Table 6 1 which provides the name size type of field and description of each audit data field The following screen shot illustrates an example Open Audit session TCS Demonstration Inventory Control System z ES0 Open Audits Audit ID B5 Desc ETT Audit Start Date DIDS Inventory ID Range Eron gt Patta ten Key Phrase Inventory Desc Location ID Range Fron Fattorn Key Phrase Location Desc Do you wish to print this Audit Form Y N H To enter informatio
10. ID its description displays and ICS prompts Do you still wish to delete this Location ID Y N Enter Y or N ICS prompts for another Location ID To exit the screen press ESC or press RETURN without entering a Location ID The following screen shot illustrates an example Delete Location session B Location e 3 10 Guide to Using ICS B Location 3 11 C Suppliers Suppliers Overview Guide to Using ICS Use the Suppliers option to obtain and update information about suppliers To use the Suppliers option select Option C from the Main Menu and press RETURN The following screen shot shows the Suppliers Information Menu ICS Demonstration Inventory Control System t B Locati c li it TA F iena eles Select option F1 for help or press ESC to return to previous menu To select a suppliers option use the up or down arrow keys or enter the option number Press RETURN or ENTER A brief description of each option follows e Supplier List C1 This report lists each supplier s ID name phone number and contact person e Supplier Contact Report C2 This report lists supplier ID name address phone number contact person and additional comments e Last Order Report C3 This report summarizes information about previous orders including Supplier ID name total number of orders placed and date of the last order C Suppliers e 4 1 e Suppliers by Inventory Report C4 This report lists
11. Manufacturer e Unit cost To create this report select 1 or Inventory Item Reports from the Inventory Information Menu The Inventory Item Reports Menu displays Select A or Inventory Item List The system displays the Selection Screen for this report as seen below See the Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks where to direct the ouput Send Output to S creen P rinter or D isk File S If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As the report prints the program stops and displays the message Now Printing Inventory List A Inventory e 2 4 To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu If you chose to display to the screen the first page of the report appears as shown below Guide to Using ICS A Inventory e 2 5 Guide to Using ICS A1B Inventory Data Report The Inventory Data Report A1B contains the most extensive information about inventory items The first screen of the report lists information about the inventory item The second screen lists main and alternate suppliers fo
12. Program e 8 2 Guide to Using ICS The current color selection displays for each of the screen elements listed For example Error Message Color may display as white letters on a red background this color combination is the same as the color of the error messages Enter the option number of the screen element whose colors you want to change The following color table displays This table displays in color on a color screen and shows the palette of colors available The column headings describe the background colors The row headings describe the foreground text colors Two sets of foreground colors are available low intensity in the top half of the table and high intensity in the lower half The current color combination for the selected screen element is bracketed gt gt TEXT lt lt Use the arrow keys to position the brackets on the color combination you want and press ENTER The following prompt then displays at the bottom You selected Black on Red Are these the correct colors Appendix A ICS Utility Program e 8 3 The color description between the parentheses displays in the selected color combination If the colors shown are not what you want enter N to return to the color table If the colors are what you want enter Y The Change the Current Color Selections Menu redisplays Enter the option number of the next screen element whose colors you want to change or enter Q if you are done The following prompt display
13. and lost and total value of count at unit cost Audit Summary Report E3 This report contains summarized information available from the Audit Detail Report E2 Information includes the audit ID and description start and end dates audit range patterns and key phrases and summary statistics Print Audit Form E4 Use this form to collect data for an audit It can be formatted by location or inventory The form includes inventory ID and description location ID and description and units Blank space is left for the auditor to enter the inventory count and comments The following update option allows you to open enter close or delete information about an audit Audit Information Update E5 Use this update to open enter close or delete information about an audit The open option creates and defines the parameters for a new audit including start date inventory and location ranges You can also print an audit form E4 from this option Use the enter option to enter audit results including item count and comments Use the close option to end an audit by entering end date The program then asks whether or not you want to update current inventory counts with the current audit results Once an audit is closed its data cannot be changed Use the delete option to erase audits that are no longer needed E Audit Inventory e 6 2 E1 Audit List Guide to Using ICS The Audit List E1 displays a list of audit IDs and descr
14. does not require that the security system be operating When you select 1 Activate Deactivate TUMMS ICS Security the following submenu displays Dixon Creek ese i TUNMS Utility Program lor Sel Monn Archive Work Orders D Eha haig egy iE E tod eos wa eects tisk F Change Plant Ei formation System Maintenance Select option Fl for help or press ESC to return to previous menu Appendix A ICS Utility Program e 8 16 Guide to Using ICS On either of the options displayed you can change its setting by pressing either Y or N If the Activate Security option is set to N then TUMMS will not prompt you for an authorization code when starting Without security activated anyone can access any portion of the TUMMS program The Encrypt Auth Codes option if marked Y will save all authorization codes in an encoded format This makes it so that someone looking at the data file will not see the actual codes but rather an encrypted and thus unusable form of them If security is a major issue this option should be marked Y otherwise it is not necessary 2 Modify Employee Security Levels Individual employees in TUMMS can be given different security levels which may restrict access to various portions of the program This is useful in allowing access to sensitive data employee pay rates overall plant costs etc to be controlled Only those who need to reach a particular part of the program will be allowed in
15. e Inventory ID e Inventory Description e Units e Quantity on Hand e Unit Cost e Days on Shelf e Days at Zero e Usage per Month To create this report select 4 or Turnover Report from the Inventory Information Menu The system displays the Selection Screen for this report as shown below See the Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks whether or not you want a report printed Send Output to S creen P rinter or D isk File S Guide to Using ICS A Inventory e 2 17 If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As the report prints the program stops and displays the message Now Printing Turnover Report To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu If you chose to display to the screen the first page of the report appears as shown below Guide to Using ICS A Inventory 2 18 A5 Inventory Issue Report The Inventory Issue Report A5 displays information about inventory that has been issued You can update the information in this report in Update Inventory Issues Returns A8
16. highlighted response on the screen To enter this response simply press RETURN The program provided response is called the default response If you do not want to use the default response type the information you want and press RETURN Your new response is entered into the program and the default response is overwritten Receiving Error Messages ICS is designed to prevent user errors and inconsistencies When you enter something that does not make sense or is questionable an error message appears on the screen The message identifies the problem and prompts you to reenter the information or in a few instances to review the information for accuracy Selecting Reports You can select the content of each ICS report Depending on what is applicable you can select a report by entering a range search pattern and or key phrase When you select a report option a report request screen displays as shown below ICS Demonstration Inventory Control System AiN Inventory List Selection Screen Inventory Range Fron o pen Pattern Key Phrase Inventory Desc Location Range Fron E To Pattern Kov Phrase Location Desc Guide to Using ICS Introduction e 1 7 Guide to Using ICS Use this screen to define the report contents To define an inventory range for example enter the smallest and largest IDs you want in the report The program includes these IDs and everything between The screen shown specifies IDs from 01001006010
17. the screen for printing editing and exiting Error information may be required by technical support to help determine the nature of any problems you run into 8 Recall records from one or more databases After data has been deleted from a TUMMS database sometimes it is able to be recovered Be certain you wish to delete data completely before removing it because this option cannot always be counted on When you select 8 Recall records from one or more databases the following screen displays Guide to Using ICS Appendix A ICS Utility Program e 8 22 all ALT U to unselect all Pressing ENTER will begin the undelete process and you will be prompted about whether you wish to continue All deleted records will be restored to the database so be sure you must restore before doing it 9 Zap one or more databases Occasionally you will need to completely delete a certain type of data from your database When that need arises the Zap database function is available When you select 9 Zap one or more databases the following screen displays Important Note This is a highly dangerous procedure because it will completely delete the data from a file After that the Recall function will not work Be absolutely certain you wish to remove the file s data before performing this option You can select files to delete from using the or keys Press ALT A to select all ALT U to unselect all Pressing ENTER will begi
18. this screen will appear presenting you with the different files you can edit Choose one by highlighting it and pressing ENTER Once you have selected a data file this screen displays On this screen you can move between lines using the UP and DOWN keys between values using the ENTER key These values can be change to determine what function in TUMMS you are restricting access to The Option column on the far left contains the letter and number designation for the option within TUMMS as Appendix A ICS Utility Program e 8 18 Guide to Using ICS determined by the menu options is appears under The routine and parameter are used to further determine exactly what function is being restricted The Level column is the core of the security system It is a numeric value which is used by the employee authorization codes to determine what they have access to If an employee s security level equals or exceeds that of a particular option on this screen they are allowed to perform that option Otherwise they cannot perform that action 4 Modify Other TUMMS ICS Flags When you select 4 Modify other TUMMS ICS Flags a screen will display asking you for a password provided by technical support You can only access this option with the assistance of technical support and should not attempt to use it otherwise 5 Modify Other TUMMS ICS Files Sometimes it is necessary to edit the data in a TUMMS database without using the TU
19. type D and press RETURN After the report displays prints or exports the program returns to the previous menu If you chose to display to the screen the report appears as shown in the three screen shots below A Inventory e 2 7 Guide to Using ICS A Inventory e 2 8 Guide to Using ICS A1C Cost and Quantity Report The Cost and Quantity Report A1C contains unit cost and inventory on hand information You can update this information in Update Inventory Data A6 The report includes the following information e Inventory ID number e Inventory description e Number on hand e Units e Unit cost e Total cost for the item unit cost X number on hand To create this report select 1 or Inventory Item Reports from the Inventory Information Menu The Inventory Item Reports Menu displays Select C or Cost and Quantity Report The system displays the Selection Screen for this report as shown below See the Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks whether or not you want a report printed Send Output to S creen P rinter or D isk File S A Inventory e 2 9 If you do not want to print the report press RETURN to accept the default response S the report displays on the screen T
20. 1 through V123 1234 inclusively The PAGE DOWN key is a global default key for report request screens When you use it all of the information shown on your screen is entered automatically This key eliminates the need to continually press RETURN or ENTER to accept the values on the screen The following sections describe each portion of the report selection screen range pattern and key phrase Range A range is a series of identification numbers When you request a report define this range by entering the minimum and maximum IDs When you select a range the program includes these IDs and everything in between A date range works the same way as the ID range You enter the start date and the end date The resulting report includes data for those days and the time period between Pattern You can further define a report s contents by entering a search pattern The program looks for IDs that include the search pattern and includes them in the report However the program first finds IDs that fall within the specified range and then finds IDs that meet the search pattern within the range The question mark wildcard requests a search for any character letter or number appearing in that column The asterisk requests a search for any character appearing in that column and to the right For example if you wish to search for IDs that begin with MOTOR you would enter the following search pattern Pattern MOTOR The progr
21. 1 which provides the name size type of field and description of each location data field After you enter the information ICS continues to prompt for more Location IDs and Descriptions To exit the screen press ESC or press RETURN without entering a Location ID The following screen shot illustrates an example Add Location session B Location e 3 9 Guide to Using ICS ICS Demonstration Inventory Control System B4A Add Lecation s Location ID i Description Sz To change the information about an existing location stored in the ICS database select the Location Update option B4 Select C to change an existing location ICS prompts for an existing Location ID After you enter a valid ID its description displays Change the description For assistance use Table 3 1 which provides the name size type of field and description of each inventory data field After you finish editing location information ICS prompts for another Location ID To exit the screen press ESC or press RETURN without entering a Location ID The following screen shot illustrates an example Change Location session ICS Dewonstration Inventory Control System B4C Change Location s Location ID Description FS To delete an existing location select the Location Update option B4 Select D to delete a location Note ICS will not delete a location that is assigned to an inventory item ICS prompts for an existing Location ID After you enter a valid
22. 2 Combine Archive Datafiles manne eneeier an i eai R aaa Eia 3 Delete Archived WO ADS inenen nenu nn e e n n a a a an aa 4 Backup TUMMS Data Files D Change Printer Type sessseeeesseeeersreresresreeesn E Update Subdirectory List ees wees Fe Change Plant Name ae dees cdsscie tare e Ab E Eora OOE eE ES re e dh he ao Eer E ESENES EA E ESEE ES CG TCS AMF OTM ath OM EEEE EOR ASAE EE H System Maintenance 00 ceeesesseeeeeseeseseseeeseeeeeeeaeans 1 Activate Deactivate TUMMS ICS Security 2 Modify Employee Security Levels wo eee eseseseseeeetecesesesseseeeesescsesnseeeesesseaeas 3 Modify TUMMS ICS Option Security Levels 4 Modify Other TUMMS ICS Flags cece ceesseeseeseeescsesesseseecesesssesnseeeeeeessenees 5 Modify Other TUMMS ICS Files oo csescseseeeseecseseseaeesesenesesnseeeeseseeneas 6 Change Major TUMMS ICS IDs ee 7 View Print Error Log or Release Notes 8 Recall records from one or more databases ae 9 Zap one or More databases oo cece sseseesesceseseseseeeeseecsesesseseecesesesesnseeseesessenees Guide to Using ICS Contents iii Preface About This Manual Guide to Using ICS This manual explains how to use the COMPS Inventory Control System ICS Section 1 Introduction describes what ICS does how it works and how to use its conventions and features In addition it discusses how to select inventory data and establish numbering syst
23. 7 The report includes the following information e Supplier ID e Supplier Name e Number of Orders e Date of Last Order To create this report select 3 or Last Order Report from the Suppliers Information Menu The system displays the Selection Screen for this report as shown below ICS Demonstration Inventory Control System C3 Last Order Report Selection Screen Supplier ID Range Fron o i Pattern Key Phrase Supplier Nome Send output to S creen P rinter or D isk file S See Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks whether or not you want a report printed Send Output to S creen P rinter or D isk File S If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As the report prints the program stops and displays the message Now Printing Inventory List C Suppliers e 4 7 To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu If you chose to display to the screen the first page of the report appears as shown below Guide to Using ICS C Suppliers e 4 8 C4 Suppliers by Inventory Report G
24. ID Nunber on Hand E Reorder Level Reorder Quantity A Inventory e 2 22 To change the information about an existing inventory item stored in the ICS database select the Update Inventory option A6 Select C to change the inventory ICS prompts for information about the Inventory ID Enter the inventory ID and ICS displays the information for that inventory item Make the changes required or press RETURN in fields that need no change For assistance use Table 2 1 which provides the name size type of field and description of each inventory data field The following screen shots illustrate an example three screen Change Inventory session Guide to Using ICS A Inventory e 2 23 Guide to Using ICS A Inventory e 2 24 A6D Delete Inventory To delete an inventory item and all its stored information from the ICS database select the Update Inventory option A6 Select D to delete inventory ICS prompts for the inventory ID Enter the ID of the inventory item you want to delete ICS displays the information about that item and displays the following prompt Do you still wish to delete this Inventory ID Y N Enter Y to delete the inventory item enter N to save it Note Inventory cannot be deleted if it is assigned to an equipment item or referenced elsewhere You must unreference an inventory item before deleting it The following screen shot illustrates an example Delete Inventory session Guide to Us
25. MMS program i e something is entered incorrectly and causing the program to malfunction For this eventuality the Modify Other TUMMS ICS Files option exists When you select 5 Modify Other TUMMS ICS Files the following submenu displays Dixon Creek Basin WPCE TUMMS Utility Program lor Selecti Maint C Archive Work Ord D inl 9 pags A P a a List T Nove G H System Maintenance Q Quit UTILITY ICS Information Select option Fl for help or press ESC to return to previous menu You can select a data file from this list by highlighting it and pressing the ENTER key Choosing one will open a screen which shows the contents of that data file and allows you to change or delete values Appendix A ICS Utility Program e 8 19 Important Note This option can lead to damaged data if not used properly It is suggested that you only use this option with the assistance of technical support 6 Change Major TUMMS ICS IDs IDs are the data that TUMMS uses to relate information throughout the system As such you cannot change IDs within TUMMS to protect the integrity of your data However if you are certain you wish to change an ID you can do so using the Change Major TUMMS ICS IDs option Selecting H6 will open the following submenu Dixon Creek Basin WPCF TUMMS Utility Program D Eha palor election B By Haintenance Archive Work Orders nter Typ Pr e Fse bdirectory List F Change Plant Nane formation H te
26. Output to S creen P rinter or D isk File 5 If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As the report prints the program stops and displays the message Now Printing Supplier List To C Suppliers 4 3 export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu If you chose to display to the screen the first page of the report appears as shown below C2 Supplier Contact Report Guide to Using ICS The Supplier Contact Report C2 displays information about one or more suppliers including supplier ID name phone number and person to contact This report can be sorted by Supplier ID or Supplier Name You can update this information in the Supplier Data Update option C6 The report includes the following information e Supplier ID e Supplier Name e Supplier Address e Phone Number e Contact Person e Comments To create this report select 2 or Supplier Contact Report from the Suppliers Information Menu The system displays the Selection Screen for this report as shown below ICS Demonstration Inventory Control System 2 Supplier Contact Report Selection Screen Supplier ID Range foams o m Pattern Key Phrase Supplier Nome Ordered by Supplier ID or Supplier Name I N E Send output to S creen P rint
27. S Utility program is the same utility program used by TUMMS The information and settings stored here are used for both programs Use the ICS Utility program for the following functions e Set screen colors e Index database files e Pack database files e Archive work orders e Choose the printer driver e Set paths to the databases e Enter the name you want at the top of reports and screens The utility program filename is UTILITY EXE The utility should reside in the same subdirectory as the ICS program To call up the utility program enter UTILITY The TUMMS Utility Main Menu displays Guide to Using ICS Appendix A ICS Utility Program e 8 1 Note If your system is set up with more than one group of data files a list of them displays for you to choose from The changes you make using the utility will affect the group of data files you specify Each of the options on the TUMMS Utility Main Menu are discussed separately below A Color Selection Use option A Color Selection to set the colors of the screen elements for TUMMS With some monochromatic monitors this option manipulates the brightness and shading of the display elements You can change the foreground and background colors of the screen data entry field error message bar report headings report data pop up box submenus and sub submenus When you select option A the following submenu displays Guide to Using ICS Appendix A ICS Utility
28. TURN to accept the displayed default values for each field The program asks whether you want a report printed Send Output to S creen P rinter or D isk File S If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As the report prints the program stops and displays the message Now Printing Inventory Spares D Item Spares e 5 5 by Item Report To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu If you chose to display to the screen the first page of the report appears as shown below Guide to Using ICS D Item Spares e 5 6 D3 Item by Inventory Spares Report Guide to Using ICS The Item by Inventory Spares Report D3 displays the spare parts inventory and associated equipment for the selected inventory items You can update the information in this report in the Item Spares Update option D4 The report includes the following information Inventory ID e Description Item ID e Description To create this report select D3 or Item by Inventory Spares Report from the Item Spares Menu The system displays the Selection Screen for this report as shown below ICS Demonstration Inventory Control System 03 Itens by Inentory Report Selection Screen Inventory Range Fron To Patter aa Key Phrase Inventory Des
29. The report includes the following information e Inventory ID e Inventory description e Work Order ID e Employee ID e Budget ID e Quantity Issue Return a T displays if item was transferred e Date e Units e Unit Cost e Total Cost To create this report select 5 or Inventory Issue Report from the Inventory Information Menu The system displays the Selection Screen for this report as shown below See the Introduction chapter for information about how to select particular values from this screen Enter the issue date inventory employee ID Work order ID range pattern and or key phrases that define your selection criteria Or press RETURN to Guide to Using ICS A Inventory e 2 19 Guide to Using ICS accept the displayed default values for each field The program asks whether or not you want a report printed Send Output to S creen P rinter or D isk File S If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As the report prints the program stops and displays the message Now Printing Inventory Issue Report To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu If you chose to display to the screen the first page of the report appears as shown below A Inventory e 2 20 A6 Update Inventory Data Menu
30. am finds IDs that begin with MOTOR within the indicated ID range In the following example the characters in the fourth through eighth places of the ID must spell MOTOR Introduction e 1 8 Pattern MOTOR The program finds IDs that include MOTOR in the fourth through eighth places followed by any string of characters For example 123MOTOR90 would be included in the report The default search pattern is an asterisk which requests the program to search for all letters and numbers in all columns of the ID Key Phrase Use the key phrase similarly to the pattern except the program searches within the description instead of the ID You may also use asterisks and question mark wildcards as shown in the following screen shot ICS Demonstration Inventory Control System AiN Inventory List Selection Screen Inventory Range Fron To Pattern Bee Key Phrase Inventory Desc Location Range Fron 905 Pattern Kev Phrase Location Desc In this screen shot ICS searches for the key phrase NOZZLE that appears anywhere in the Inventory Description However the range is limited to IDs 010010060101 through V123 1234 containing the word HOSE anywhere within the ID Querying the Database Guide to Using ICS The ICS database query feature allows you to search for IDs and descriptions stored in the database This feature is available for update options To use the database query use an asterisk or question mark The
31. and in stock To use the Inventory option select Option A from the Main Menu and press RETURN The following screen shot shows the Inventory Menu ICS Demonstration Inventory Control System HAIN A Invent B Locati C Suppli UE aa D S ie Select option F1 for help or press ESC to return to previous menu To select an inventory option use the up or down arrow keys or enter the option number and press RETURN or ENTER A brief description of each option follows e Inventory Item List A1A This report lists inventory ID numbers inventory descriptions manufacturers and unit cost e Inventory Data Report A1B This 3 page report provides the most extensive information about inventory items including the inventory ID number and description location ID number and description manufacturer manufacturer s part number units unit cost expected delivery time order frequency calculations automatic or manual Guide to Using ICS A Inventory e 2 1 budget ID number on hand reorder level and quantity main and alternate suppliers and item spares e Cost and Quantity Report A1C This report includes unit costs and quantity on hand for inventory items e Inventory by Budget Report A1D This report lists inventory items within a specified budget identification number It also lists inventory description quantity on hand and total cost e Reorder Report A2 This report is extremely useful in ordering stock and i
32. as shown below ICS Demonstration Inventory Control System E4 Print Audit Form fudit 10 Sa Format audit form by Location or I nventory I See the Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks whether or not you want a report printed Send Output to S creen P rinter or D isk File 5 If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As the report prints the program stops and displays the message Now Printing Audit Form To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu E Audit Inventory e 6 11 Following is an example of what the audit form looks like INVENTORY AUDIT FORM ICS Demonstration Inventory Control System 08 13 1998 Page 1 Audit ID 3333 Desc Audit 3333 Key Phrase Inventory Desc Audit Range Audit Start Date 11 18 1986 Audit End Date Inventory ID Range From 111111111111 TO 222222222222 Pattern Location ID Range From 1111111111 To 1111111111 Pattern Key Phrase Location Desc INVENTORY AUDIT FORM ICS Demonstration Inventory Control System
33. asterisk is a wildcard that searches for all characters from the column in which it appears and columns to the right The question mark is a wildcard that searches for all characters appearing in the column in which it appears The following screen shot illustrates an example query session Introduction e 1 9 Quitting ICS Guide to Using ICS Tes Daoneirattoa Inventory Control System tory aS not all here Use the arrow keys to browse the list of are ts press to previous screen This example uses the database query to look at the Inventory IDs and descriptions previously stored in the database Enter C to view the next page of the query report Enter Q to end the query session and return to where you left off Query reports are available in most of the update options ICS usually tells you how to quit a routine or menu In the Main Menu and submenus select the Q or Quit default option and press RETURN In some instances Q is not the default option For example when you view reports on the screen the following appears at the bottom of the screen MORE C ontinue or Q uit The default option C displays the next page of the report on the screen To end the report session type Q RETURN Think of the Main Menu as the front door of an office building To get out you must find your way back to the front door By following the quit options similar to following the exit signs in a building you return to the Main Menu
34. ate the information in this report in the Location Update B4 The report includes the following information e Location ID e Location description e Inventory ID number e Inventory description To create this report select 2 or Inventory by Location Report from the Location Information Menu The system displays the Selection Screen for this report as shown below ICS Demonstration Inventory Control System 82 Inventory by Location Report Selection Screen Location ID Range Fre ma 05 Pattern Key Phrase Location Desc Inyentory Range Fren 05 Pattern Key Phrase Inventory Desc Send output to S creen P rinter or D isk file S See Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks whether or not you want a report printed Send Output to S creen P rinter or D isk File S If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As the report prints the program stops and displays the message Now Printing Inventory by B Location e 3 5 Location To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu If you chose
35. by inventory ID the suppliers who carry the item e Inventory by Suppliers Report C5 This report lists by supplier ID the inventory items carried by that supplier The following update is also available e Supplier Data Update C6 Use this update to add change or delete supplier information including name address phone number contact and comments Guide to Using ICS C Suppliers e 4 2 C1 Supplier List Guide to Using ICS The Supplier List C1 displays information about one or more suppliers including supplier ID name phone number and person to contact You can update this information in the Supplier Data Update option C6 The report includes the following information e Supplier ID e Supplier Name e Phone Number e Contact Person To create this report select 1 or Supplier List from the Suppliers Information Menu The system displays the Selection Screen for this report as shown below ICS Demonstration Inventory Control System Ci Supplier List Selection Screen Supplier ID Range toa o i Pattern Kev Phrase Supplier Nome Send output to S creen P rinter or D isk file S See Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks whether or not you want a report printed Send
36. c Location ID Range Fron 95 Pattern Koy Phrase Location Desc Send output to S creen P rinter or D isk file S See the Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks whether or not you want a report printed Send Output to S creen P rinter or D isk File S If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As the report prints the program stops and displays the message Now Printing Item by D Item Spares e 5 7 Inventory Spares Report To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu If you chose to display to the screen the first page of the report appears as shown below Guide to Using ICS D Item Spares e 5 8 D4 Item Information and Recommended Spare Parts Change Guide to Using ICS Use the Item Information and Recommended Spare Parts Change option to change the information about an existing equipment item and its assigned spare parts You cannot add or delete new equipment Items with this option Use A6 Inventory Data Update to add new equipment items To use this option sele
37. calculations this level remains constant for automatic calculations it provides a starting point to determine amount of order to maintain the ideal order frequency Reorder quantity 5 I Number of units to be ordered at one time this number remains constant in manual calculations and provides a starting point for automatic calculations Main supplier Primary suppliers of the item Alternate supplier Alternate suppliers of item Equipment ID 10 A Code that identifies the equipment that uses this item as a spare part Description 30 A Brief description of equipment that uses this item as a spare part TYPEs A alphanumeric I integer TABLE 2 1 Data Description of Inventory Update Option The following sections describe each Update Inventory option A6A Add Inventory To add new inventory to the ICS database select the Inventory Update option A6 Select A to add inventory ICS prompts for information about the inventory item Enter the inventory data For assistance use Table 2 1 which provides the name size type of field and description of each inventory data field The following three screen shots illustrate an example three screen Add Inventory session ICS Demonstration Inventory Control System fA6A fldd Inventor ni a e Location ID Desc Manufacturer a lll Manufacturer s Part No Units B Unit Cost SEONG Expected Delivery Time BE Order Frequency Devs W Calculations A utomatic or H anual H Budget
38. cond archived datafile The program adds the first to the second 3 Delete Archived WO ID s When work orders are archived TUMMS retains a record of their IDs to prevent their re use in TUMMS proper If you want to re use these IDs select this option You need this option only when TUMMS was installed with blank CM work order IDs Appendix A ICS Utility Program e 8 9 4 Backup TUMMS Data Files This option initiates the DOS backup command to make a backup copy of the database files For the backup to work a system path to the DOS BACKUP COM file must exist Format the disks you plan to backup to before running this option This option prompts you for the drive and subdirectory to backup from and the drive to backup to The default source is the subdirectory chosen when starting the utility The default target is drive A Guide to Using ICS Appendix A ICS Utility Program e 8 10 D Change Printer Type Use this option to specify the kind of printer being used with TUMMS When you select D Change Printer Type a list of available printer drivers displays as in the following example If your printer is not listed consult your printer manual to determine a comparable printer that is on the list Use the arrow keys to highlight the appropriate driver and press ENTER Press ESC to exit the list and return to the Utility Main Menu Note If you view the list without selecting a printer the current printer typ
39. crolling list of database files Press ESC to return to the previous menu Guide to Using ICS Appendix A ICS Utility Program e 8 7 C Archive Work Orders Guide to Using ICS As disk space becomes scarce and precious you may need to archive preventive and corrective maintenance work orders Also report searches may be slowed by looking through old work orders that are rarely referenced Work orders are archived together by date range You may separate preventive maintenance from corrective maintenance work orders Important Once the work orders are archived they cannot be restored to the TUMMS proper database You must view archived work orders with the Archived Work Order Reports program ARCRPT00 EXE which contains a selected set of TUMMS reports Because archived work orders cannot be referenced as completely as those contained in the TUMMS proper database you should defer archiving until really necessary Important Before archiving you should make a backup copy of the complete TUMMS program and data file set and store this backup as a snapshot of the program for future reference This way the work order information is retained with the full capabilities of the TUMMS program When you select option C the following submenu displays Dixon Creek Basin WPCE TUMMS Utility Program WAIN MENU A Color Selection B Database Maintenance C Archive Work Orders pk Change Printer Type f Update Subdirectory List F Chang
40. ct the Item Information and Recommended Spare Parts Change option from the Item Spares Menu Table 5 1 contains the names length type of entry and description of the data you can edit with this screen Item ID Code that identifies the equipment item cannot edit Description A brief description of the equipment item Location ID 10 A Code that identifies the location of the inventory item cannot edit Description 30 A Description of the location where inventory item is stored cannot edit Main Alternate Supplier s Mainor Assigned Spare Parts ID 12 A Code that identifies the inventory this equipment item uses as a spare part 30 A Brief description of inventory this equipment item uses as a spare part TYPE A alphanumeric TABLE 5 1 Description of Item Information and Spare Parts Update Option The following section describes the item spares update option Change Item Information To change the information about existing equipment items and their associated spare parts select the Item Information and Recommended Spare Parts Update option D4 ICS prompts for the Item ID Enter the Item ID and ICS displays information for that item including Item Description Location ID and Description Supplier and D Item Spares e 5 9 Spare Parts ID and Description Make the changes required or press RETURN in fields that need no change For assistance use Table 5 1 which provides the name size type of field and d
41. de to Using ICS E Audit Inventory e 6 4 E2 Audit Detail Report The Audit Detail Report E2 displays detailed information about a particular audit You can update the information in this report in Audit Information Update option ES The report includes the following information Audit ID e Description e Start and End Dates e Inventory ID Range Pattern and Key Phrase e Location ID Range Pattern and Key Phrase e Inventory ID and Description e Location ID e Units e Number on hand e Audit Count e Count Difference e Cost Difference e Number of Inventory IDs included in audit e Number of Inventory IDs audited e ICS count of items on hand e Audit count of items on hand e Number of items gained e Number of items lost e Cost of items gained e Cost of items lost e Total cost difference e Total value of count at unit cost To create this report select E2 or Audit Summary Report from the Audit Inventory Menu The system displays the Selection Screen for this report as shown below Guide to Using ICS E Audit Inventory e 6 5 Guide to Using ICS See the Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each ield The program asks whether or not you want a report printed Send Output to S creen P rinter or D isk Fil
42. dit select the Update Audit option E5 Select D to delete the audit ICS prompts for the Audit ID Enter the ID of the audit you want to delete ICS displays the Audit Description ranges and prompts with the following Do you still wish to delete this Audit Y N Enter Y to delete the Audit enter N to save it The following screen shot illustrates an example Delete Audit session Guide to Using ICS E Audit Inventory e 6 16 F Employees Employees Overview Use this option to obtain a report or update information about employee names and IDs To use the Employees option select option F from the Main Menu and press RETURN The Employees Menu displays as shown below ICS Demonstration Inventory Control System A I t B Locati li E Audit EEE F E Spokie Select option Fl for help or press ESC to return to previous menu To select an audit inventory option use the UP or DOWN ARROW keys or enter the option number Press RETURN or ENTER A brief description of each option follows e Employee List F1 This report lists the names and IDs for all employees Other information includes social security number craft available hours per day and work week This information is used to issue or assign inventory and authorization codes F Employees e 7 1 Guide to Using ICS The following update is also available e Update Employee Data F2 You can use this update to add change or delete employee i
43. dit Form Updates 5 Audit Information F Employees Reports 1 Employee List Updates 2 Employee Data Introduction e 1 2 Guide to Using ICS Each of these options has a submenu of further options Submenu options are divided into two groups Reports and Updates As might be expected options in the report group lead to reports that you can print or view on the screen Options in the update group lead to routines for adding changing or deleting information generally information related to the reports listed on the submenu Inventory The Inventory option is the backbone of the ICS program Basic information about inventory items includes inventory ID number inventory description location ID number location description manufacturer and manufacturer s part number units unit cost expected delivery time order frequency number on hand reorder level reorder quantity item spares and inventory suppliers ICS compiles this information in its reports which can be corrected changed or amended as needed The reorder feature is also very useful for inventory control This feature allows you to determine what items are in stock on order or need to be ordered This information is included in the Reorder Report to facilitate ordering Supplier information is also included to simplify the order process Location The location option supplements the inventory option This option lists location identification numbers and descrip
44. e S If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As the report prints the program stops and displays the message Now Printing Audit Detail Report To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu If you chose to display to the screen the report appears like the two screen shots shown below E Audit Inventory e 6 6 Guide to Using ICS E Audit Inventory e 6 7 E3 Audit Summary Report The Audit Summary Report E3 displays summarized information from the Audit Detail Report You can update the information in this report in Audit Information Update option E5 Guide to Using ICS The report includes the following information Audit ID Description Start and End Dates Inventory ID Range Pattern and Key Phrase Location ID Range Pattern and Key Phrase Number of Inventory IDs included in audit Number of Inventory IDs audited ICS count of items on hand Audit count of items on hand Number of items gained Number of items lost Cost of items gained Cost of items lost Total cost difference Total value of count at unit cost To create this report select E3 or Audit Summary Report from the Audit Inventory Menu The system displays the Selection Screen for this report as shown below E Audit Inv
45. e becomes NO SPECIAL PRINTER CONTROL Guide to Using ICS Appendix A ICS Utility Program 8 11 E Update Subdirectory List This option sets the path to the TUMMS datafiles If the path is not set correctly the program will not run If you have only one set of datafiles you probably put them in the same subdirectory as the program files The path for TUMMS is usually C TUMMS or C COMPS You can have multiple sets of datafiles for TUMMS For example the program files could be placed in C TUMMS and four sets of datafiles in separate subdirectories such as C EAST C WEST C NORTH and C SOUTH Use this option to tell the program where to look for the data The paths are stored in a single database file called PATHS DBF When TUMMS or the TUMMS Utility program are started they look in PATHS DBF to see where the datafiles are located If more than one path is indicated a list displays to choose from When you select option E Update Subdirectory List a list of the currently defined subdirectory paths displays as in this example Dixon Creek Basin WCF TUMWS Utility Progran E Hodify the TUMMS Subdirectory List Current Subdirectory List MS DOS Subdirectory Description ATUMMSNDATR TUMHS Data TUMMS DEMO Demonstration Data Fl for help ESC to exit screen Two columns are available in the entry screen MS DOS Subdirectory and Description Press CTRL RIGHT ARROW to move the cursor and the lightbar to the right col
46. e Plant Nane IC i H System Maintenance Q G S Information Quit UTILITY Select option Fl for help or press ESC to return to previous menu Each of the options is discussed separately below Appendix A ICS Utility Program e 8 8 Guide to Using ICS 1 Archive Work Orders When you select option 1 Archive Work Orders the following screen displays Dixon Creek Basin WPCE TUMMS Utility Program Ci frchive Work Orders Archive CIH PIH or Bhoth B Completion Date Range Fins Rete o H ard Disk or Floppy drive F Enter the completion date range of the work orders you wish to archive Then indicate whether you wish to archive to a hard disk or a floppy disk drive Enter H for hard disk or F for floppy drive The program then asks for the drive and subdirectory 2 Combine Archive Datafiles Work orders are archived by date range Therefore as time passes work orders are archived in separate groups according to date range This option makes it possible to combine archived datafiles into a single datafile for the combined date ranges For example if you archive work orders for January through June 1986 into one file and six months later archive July through December 1986 into another file you may want to combine this information for a continuous date range of January through December Enter the drive that contains the first archived datafile Then enter the drive and subdirectory that contains the se
47. e discrepancies and as conditions change Establishing Numbering Systems The inventory ID is the heart of the Inventory Control System Almost all of the information stored and retrieved in the program is referred to by an inventory ID Because of its importance the size type and definition of the inventory ID should be carefully planned before any data are entered You may use many different numbering systems with this program Inventory IDs can be up to 12 alphabetical and or numerical characters The program was designed with this flexibility so that existing numbering systems could be used without significant problems The following criteria may help you define your inventory ID numbering system e Inventory IDs should have the same number of characters e Inventory IDs should be left justified Guide to Using ICS Introduction e 1 11 e Inventory IDs should contain only upper case letters If numbers dashes or periods are used they should always be used in the same column Otherwise the computer sort feature will not work effectively These rules are important and are based on how the program interprets information If the rules are not followed the inventory items may be displayed in an unpredictable order Guide to Using ICS Introduction e 1 12 A Inventory Inventory Overview Use the Inventory option to create reports as well as add change or delete inventory information ICS helps you track inventory on order
48. e report prints the program stops and displays the message Now Printing Location by B Location e 3 7 Inventory Report To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu If you chose to display the report on the screen the first page will appear as shown below Guide to Using ICS B Location e 3 8 B4 Update Location Menu Guide to Using ICS Use the Location Update option B4 to add change or delete location information To display this option select 4 or Update Location from the Location Information Menu The menu displays as shown below Tes MOSTAN gi fake Control System n B Location C Suppliers A Inventory E Audit Inventory F Employees Select option Fl for help or press ESC to return to previous wenu Table 3 1 contains the names length type of entry and description of the data you can edit with these options Code that identifies the location of the inventory item Location Description Description of the location where inventory item is stored TYPE A alphanumeric TABLE 3 1 Data Description of Location Update Option The following sections describe each Update Location option B4A Add Location To add a new location select the Location Update option B4 Select A to adda new location ICS prompts for a new Location ID and Location Description For assistance use Table 3
49. ee the following screen shot Press RETURN to accept the current date as the default response Next if security is turned on ICS prompts for your authorization code as follows Authorization Code Enter your authorization code followed by a RETURN The program pauses as it initializes the database then displays the Main Menu shown below Introduction e 1 5 ICS Demonstration Inventory Control System WAIN MENU A I t B Locati C Suppli Ae Si eg a B a iiei Daai Select option F1 for help Selecting Options Entering Data Guide to Using ICS ICS is a simple menu oriented program You decide which option you want to use from a list displayed on the screen select that option and press ENTER or RETURN The next menu displays and you repeat the process The ICS menu system allows you to back up one menu level at a time The cursor is the small often flashing rectangle or underline that appears on your screen which indicates your location on the computer screen As you type the cursor moves To move the cursor you can use the keys listed in Table 1 LEFTARROW HOME Move to beginning of line update options or move to first menu option menus END Move to end of line update options or move to last menu option menus Introduction e 1 6 TABLE 1 1 Keyboard Commands Entering Default Responses In many cases where ICS asks a question or prompts for information the program provides a
50. eeseeceecesseseecesescaesnsueseeeeseeeneas ABT ISSUE IN VENLOTY siori iss seseina TEE ARTRO AEAEE RREA O A8R Return Inventory see seis AST Transfer Inventory oo eceseceeseceessesseseseseescscsesnescseecsesasasaneseseseaeasnsseesesseeaeas B Location TOC AtLOM KODAS DAA AETA AAE OTO A ANE B1 Location List Bes eee B2 Inventory by Location Report oc eesesesceseseseseeseseecesssesesneseseecsesesseseeceseusaeansesessessseeaeas 3 5 B3 Location by Inventory Report eeeseseeseseseseeseseecessseseseesesescsesesecseecessssaeanseeseseessseeaeas 3 7 B4 Update Location Menu a ya BAA Adds BOTE 10101 EPET OA E A ET 3 9 B4E Change Locations En E RE RT O a E E 3 10 B4D Delete Locations sanre ates e AN E AEE EEE E E e 3 10 C Suppliers Suppliers Overview iirinn r MAR a E ERO Mele TR VG leh AAR EA Cl Supper List ereere n ere ERE aves ween EEN K C2 Supplier Contact Report R sie C3 Last Order Report ea nese ds eR ads ee NAA iy a deen Peta eles C4 Suppliers by Inventory Report esecceseseseseesesesceseseseseesesescsessecseecesessseanseeseseesseeaeaeas 4 9 C5 Inventory by Suppliers Report ae sik C6 Supplier Data Update Menu nesese ei COA Add S Uppl Gt iernare T T ER 414 COD Delete SUPP eT xo ets RRS ee A dee ER a 415 D Item Spares Item Spares Overview niaccicnc hh hha AERE EEEE Di Item List ccs ent weenie aie D2 Inventory Spares by Item Report
51. ems The remainder of the manual is organized in sections that parallel the layout of the ICS program so you can refer to the manual at any point in the program For example Section A applies to the routines of Option A Inventory on the Main Menu Section A contains sections that correspond to the option of the Inventory Menu All of the sections A through G are divided this way so that an individual section in the manual corresponds to every menu option in the program To learn how to use ICS you should read the Introduction To understand how each of the sections work you should read the introductions of sections A through G After reading these sections of the manual you should be able to use the program Refer to the appropriate section for assistance when you have questions Preface e iv Introduction Manual Description This user s manual parallels the layout of the ICS Main Menu to make it easy to use For example Chapter A discusses Option A Inventory Chapter B discusses Option B Location and so on Chapter A is divided into sections that correspond to the options found in the Inventory Menu All of the chapters A through G are subdivided this way so there is a separate discussion of each menu option Program Description Guide to Using ICS The Inventory Control System ICS is designed to help plant operators keep track of parts and materials inventory You can use ICS alone or with TUMMS the Total Utility Ma
52. entory e 6 8 Guide to Using ICS See the Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks whether or not you want a report printed Send Output to S creen P rinter or D isk File S If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As the report prints the program stops and displays the message Now Printing Audit Summary Report To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu If you chose to display to the screen the report appears like the two screen shots shown below E Audit Inventory e 6 9 Guide to Using ICS E Audit Inventory e 6 10 E4 Print Audit Form Guide to Using ICS The Print Audit Form E4 option prints a form you can use to collect audit information You can format this form by location or inventory The report includes the following information e Inventory ID and description e Location ID and description e Units e Blank space for comments To create this report select E4 or Print Audit Form from the Audit Inventory Menu The system displays the Selection Screen for this report
53. er or D isk file S See Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The report may be ordered or sorted by Supplier ID or Supplier Name ICS prompts with the following Ordered by Supplier ID or Supplier Name I N C Suppliers 45 Guide to Using ICS To sort by Supplier ID enter I to sort by Supplier Name enter N Next the program asks whether or not you want a report printed Send Output to S creen P rinter or D isk File S If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As the report prints the program stops and displays the message Now Printing Supplier Contact Report To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu If you chose to display to the screen the first page of the report appears as shown below C Suppliers 4 6 C3 Last Order Report Guide to Using ICS The Last Order Report C3 displays information orders from suppliers including supplier ID name number of orders and the last date an order was placed with each supplier You can update this information in the Inventory Orders option A
54. escription of each equipment item and spare parts inventory item data field The following screen shot illustrates an example Change Item Information and Spare Parts session Guide to Using ICS D Item Spares e 5 10 E Audit Inventory Audit Overview Use this option to record and keep track of audit results and help organize audits To use the Audit Inventory option select option E from the Main Menu and press RETURN The following screen shot shows the Audit Inventory Menu ICS Demonstration Inventory Control System nveatory B Location C Suppliers udit Inventory F Employees Select option Fl for help or press ESC to return to previous menu To select an audit inventory option use the up or down arrow keys or enter the option number Press RETURN or ENTER A brief description of each option follows e Audit List E1 This report lists basic audit information including audit ID description and status e Audit Detail Report E2 This report contains more detailed information about an audit including audit ID and description start and end dates audit range patterns and key phrases inventory ID and description location ID number on hand units audit count and count and cost differences It also contains summary statistics about the audit E Audit Inventory e 6 1 Guide to Using ICS Guide to Using ICS including total number of inventory IDs included number of items on hand number gained
55. esreenteeserenteeseesntererententreseeeseeese Iniy ntory OVeryie Wep onta a a Eae E E EA E beh AE E E A REEERE Al Inventory Item Reports Menu uu eecsseeccesesseeeecsceeeessesenceececsesescescacaesesasscaeeacecueeesenseaeees ALA Inventory Item List 5 ssicsseeusecvivas sven cssecsninevcen acsten treteeteavancatinen A1B Inventory Data Report eeceseeesseecsceeceeseseneeececsesesesscaceesecasseneeasecseeeceeaeaeees AIC Cost and Quantity Report A1D Inventory by Budget Report A2 Reorder Report ccecessecceseneeeeeteneeeeeteneeeeeteneeees ra A3 Inventory on Order Report ss sesessesesesssessstssresssessttssreerttsseesttesreenteesersnteesersntentrententreseeesreese AA Turnover R EPOri e a TE EE A E E E A EAA A5 Inventory Issue Report esesssssesesssseeresseesressesss A6 Update Inventory Data Menu A6A Add Inventory 0 eee a A6C Change INVentory eisss ceaind dy nnntnekhcdiena iw dene a AGD Delete Inventory issin ririri piii ian A7 Update Inventory Orders Menu oie eeecescseseseeseseecesescseseeseseeceesesseaeeceescaeansneeeeeesseeaeas Contents e i ATA Add Inventory OLdetin ss sscsecs cssssseiscsnssesensdeosnedescbssedonesessapesesoavesnsstinnese sehatesapsees A7C Change Inventory Order ATR Receive Inventory Ordert A7D Delete Inventory Ordet bes side A8 Update Inventory Issues Returns Menu ue eee ceesesesee
56. frequency type of calculations budget ID number on hand reorder level and quantity main and alternate suppliers and ID number of equipment that uses this inventory item as a spare part e Update Inventory Orders A7 Use this option to issue purchase orders as well as change delete or receive them e Update Inventory Issues Returns A8 Use this option to update inventory to be issued to a work order and or employee number You can also use it to credit returned inventory to an employee number or work order and to transfer issued inventory to a work order Guide to Using ICS A Inventory e 2 2 A1 Inventory Item Reports Menu The Inventory Item Reports Menu A1 allows you to select one of the Inventory Item Reports To access this menu select option 1 Inventory Item Reports from the Inventory Information Menu The Inventory Item Reports Menu displays as shown below ICS Demonstration Inventory Control System HAIN A Inventor i B C li B Audit ks tory R kepa Suppliers Select option F1 for help or press ESC to return to previous menu Guide to Using ICS A Inventory e 2 3 Guide to Using ICS A1A Inventory Item List The Inventory Item List A1A displays the ID description and manufacturer of the inventory item You can update the information in this report in Inventory Data Update A6 The report includes the following information e Inventory ID number e Inventory description e
57. he current value of the inventory the difference between the manual count and the ICS count and the value of any missing inventory In addition you can automatically update the inventory records to reflect the results of the audit Employees This option records employee ID numbers and names used in other sections of the program such as the Issue Inventory Report or the Authorization Code Update A report lists the Employee ID name craft rate hours available per day and the days available during the week System Requirements Starting ICS Guide to Using ICS ICS operates on IBM personal computers or compatibles It requires a hard or fixed disk and 640Kb RAM Before you run ICS make sure you are in the program directory where the program resides Locate to the subdirectory usually CD COMPS where ICS resides or include that subdirectory in the PATH search definitions of your AUTOEXEC BAT file See your DOS manual for more information To start the program type the following command C COMPS gt ICS RETURN If you have more than one ICS dataset the program displays the datasets available so you can select one See the following screen shot If you have just one dataset ICS prompts for the date as shown in the next screen shot Introduction e 1 4 Guide to Using ICS The program displays the date the program was last run on your machine and prompts for today s date which is highlighted as the default response S
58. ing ICS A Inventory e 2 25 A7 Update Inventory Orders Menu Use the Update Inventory Orders A7 option to add change or delete inventory orders To display this option select 7 or Update Inventory Orders from the Inventory Information Menu The system prompts for the type of update Enter A to add a new inventory order C to change an existing inventory order R to log the receipt of an inventory order or D to delete an inventory order The following screen shot displays the Update Inventory Orders Menu ICS Demonstration Inventory Control System WAIN MENU t B Locati li it TA F Ea eels Select option F1 for help or press ESC to return to previous wenu Table 2 2 contains the names length type of entry and description of the data you can edit with this screen Field Name Size ype Description Supplier ID 5 Code that identifies supplier Supplier Name Supplier s name Date Ordered s A Date of order Supplier Order 10 Supplier assigned order number Purchase Order Code identifying purchase order Purchase Order 10 Code that identifies requisition for purchase order Requisition Inventory ID Code that identifies the inventory item Inventory 30 Brief description of inventory item Description Unit Cost s Cost of one unit on Order Number or inventory items ordered Supplier Part fs fa Supplier assigned number for inventory item Net Cost s Calculated by ICS Est Delivery Date ls oa Date
59. int the report enter P As the report prints the program stops and displays the message Now Printing Inventory by C Suppliers e 4 11 Supplier Report To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu If you chose to display to the screen the first page of the report appears as shown below Guide to Using ICS C Suppliers e 4 12 C6 Supplier Data Update Menu Guide to Using ICS Use the Supplier Update option C6 to add change or delete supplier information To display this option select 6 or Update Supplier Data from the Suppliers Information Menu The system prompts for the type of update Enter A to add a new supplier C to change an existing supplier or D to delete a supplier ICS Demonstration Inventory Control System m Inventory i Location C Suppliers Audit Inventory Enployees Select option F1 for help or press ESC to return to previous menu Table 4 1 contains the names length type of entry and description of the data you can edit with this screen Comment Added comments Comment2 Added comments TYPE A alphanumeric 5 5 5 5 TABLE 4 1 Data Description of Supplier Update Option The following sections describe each supplier update option C Suppliers 4 13 Guide to Using ICS C6A Add Supplier To add a new supplier to the ICS database select the Supplier Data Update op
60. intenance Management System When used together these systems share information ICS uses a database to store and retrieve information about the inventory By accessing this database information you can use ICS to identify existing as well as needed inventory analyze turnover rates and update inventory The program is divided into seven options A through F as follows e A Inventory e B Location e C Suppliers e D Item Spares e E Audit Inventory e F Employees Introduction e 1 1 Updates Reports Updates Updates A Inventory 1 Inventory Item Reports Reorder Report Inventory on Order Report Turnover Report Inventory Issue report Inventory Data Inventory Orders Inventory Issues Returns B Location 1 Location List 2 Inventory by Location Report 3 Location by Inventory Report 4 Location C Suppliers 1 Supplier List 2 Supplier Contact Report 3 Last Order Report 4 Suppliers by Inventory Report 5 Inventory by Supplier Report 6 Supplier Data Guide to Using ICS ICS Main Menu A Inventory B Location C Suppliers D Item Spares E Audit Inventory F Employees Q Quit TUMMS D Item Spares Reports 1 Item List 2 Inventory Spares by Item Report 3 Item by Inventory Spares Report Updates 4 Item Information and Recommended Spare Parts Change E Audit Inventory Reports 1 Audit List 2 Audit Detail Report 3 Audit Summary Report 4 Print Au
61. iptions and the status of those audits You can update the information in this report in Audit Information Update option E5 The report includes the following information e Audit ID e Description e Status To create this report select El or Audit List from the Audit Inventory Menu The system displays the Selection Screen for this report as shown below ICS Demonstration Inventory Control System E1 Audit List Selection Screen Audit TD Range Fron o a Pattern Key Phrase Audit Desc Send output to S creen Printer or Dj isk file See the Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks whether or not you want a report printed Send Output to S creen P rinter or D isk File 9 If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As the report prints the program stops and displays the message Now Printing Audit List Report To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu E Audit Inventory e 6 3 If you chose to display to the screen the first page of the report appears as shown below Gui
62. isplays the information about that supplier and prompts with the following Do you still wish to delete this Supplier ID Y N Enter Y to delete the supplier enter N to save it The following screen shot illustrates an example Delete Supplier session C Suppliers e 4 15 D Item Spares Item Spares Overview Guide to Using ICS Use the Item Spares option to keep track of parts assigned to equipment as spares To use the Item Spares option select Option D from the Main Menu and press RETURN The following screen shot shows the Item Spares Menu ICS Demonstration Inventory Control System t B Locati C Suppli udit Inventory F Employees Select option F1 for help or press ESC to return to previous menu To select an item spares option use the up or down arrow keys or enter the option number Press RETURN or ENTER A brief description of each option follows e Item List D1 This report lists equipment item ID description and location ID e Inventory Spares by Item Report D2 This report lists equipment item ID and description and inventory ID and description for the selected items D Item Spares e 5 1 e Item by Inventory Spares Report D3 This report lists inventory ID and description and equipment item ID and description for the selected inventory The following update option allows you to change information displayed in the item spare reports e Item Information and Recommended Spa
63. it the lookup table Old ID vs New ID option selecting the 2 Change the ID s using the lookup table option will actually perform the change You are prompted whether you want to continue and if you select Yes all TUMMS data will be checked and changed in accordance with the lookup table you created 3 Erase the contents of the lookup table After you have performed the ID changes or if you decide not to change the IDs then you can remove everything from the lookup table This is done by selecting the 3 Erase the contents of the lookup table option You will be prompted whether you want to continue Choosing Yes will remove all entries from the lookup table Appendix A ICS Utility Program e 8 21 7 View Print Error Log or Release Notes Errors can occur in any computer system and to help deal with them TUMMS stores a log of all errors that happen This menu option allows you to see those logs along with the release notes for the current version of the TUMMS program When you select 7 View Print Error Log or Release Notes the following submenu displays Dixon Creek Basin Wie Utility Program WAIN ecti intenan Archive Work Ord Bister Tve E AB Update Subd Subdirectory List Change Pl Plant oe Maintenance Select option F1 for help or press ESC to return to previous menu After selecting which file you wish to view press ENTER The file will be opened with instructions on the bottom of
64. lues from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks whether or not you want a report printed Send Output to S creen P rinter or D isk File S If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As the report prints the program stops and displays the message Now Printing Reorder Report To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu If you chose to display to the screen the first page of the report appears as shown below A Inventory e 2 14 A3 Inventory on Order Report Guide to Using ICS The Inventory On Order Report contains information about inventory that has been ordered but not entirely received You can update the information in this report in Update Inventory Orders A7 The report includes the following information Inventory ID number e Inventory description e Purchase Order ID e Order Date e Supplier ID e Supplier Name e Supplier Order Number e Number on order or number on back order e Units To create this report select 3 or Inventory on Order Report from the Inventory Information Menu The system displays the selection screen for this report as sh
65. mation The ICS Information screen is used for setting inventory control information Since the Utility program is used by both TUMMS and ICS if you are running both the settings here are used by both programs The ICS Plant Name stores the name for the ICS division of your plant ICS System Start Date allows you to set the date that your inventory tracking began The Reorder Quantity Safety Factor and Reorder Level Safety Factor are both used in the automatic reordering systems in TUMMS and ICS For more information on inventory tracking refer to the Update Inventory section of the Guide to Using TUMMS or the Guide to Using ICS manual Guide to Using ICS Appendix A ICS Utility Program e 8 15 H System Maintenance Guide to Using ICS Use option H System Maintenance to set security codes check error logs recall records from other databases and delete databases Many of these options can be dangerous to your data if not used properly so it is important to grant access to the System Maintenance menu to only people who need it Dixon Creek Basin WPCE TUNMS Utility Program lor Si B Dot Maint Archive Work Orders D Eha En at Pr cia Ny ar rear Hieber soli PO R Chan a Plant Nene formation H Sexten Haintenance Quit UTILITY Select option F1 for help or press ESC to return to previous menu Each of the options is discussed individually below 1 Activate Deactivate TUMMS ICS Security TUMMS
66. n arrow keys to highlight and select a purchase order number After you select an order ICS displays information about the order on the next two screens Make the changes required or press RETURN in fields that need no change For assistance use Table 2 2 which provides the name size type of field and description of each inventory order data field The following screen shots illustrate an example two screen Change Inventory Order session A Inventory e 2 28 Guide to Using ICS A7R Receive Inventory Order To log the receipt of an inventory item select the Inventory Orders Update option A7 Select R to receive the inventory order Select the Inventory Supplier and Purchase Order Number Ranges See the Introduction chapter for information about how to select ranges ICS lists the purchase orders in a pop up list and prompts End of Query S elect ID or Q uit Enter S to select and change an order Use your up and down arrow keys to highlight and select a purchase order number After you have selected an order ICS displays information about the order you are receiving in the next two screens Enter the information in the highlighted boxes as shown in the following screen shots For assistance use Table 2 2 which provides the name size type of field and description of each inventory order data field ICS prompts with the following A Inventory e 2 29 Guide to Using ICS Is everything correct Y N
67. n about an existing audit select the Update Audit Information option E5 Select E to enter the audit information ICS prompts for the Audit ID Enter the Audit ID and ICS displays its description ICS prompts for the type of formatting you want E Audit Inventory e 6 14 Guide to Using ICS Format Audit results by L ocation or I nventory I Enter L to format by Location ID and I to format by Inventory ID The system displays each inventory item including its Inventory ID and Description Location ID and Description and Units Enter the audit information including count or number in inventory and comments The following screen shot illustrates an example Enter Audit session To close an existing audit select the Update Audit option E5 After you have closed an audit no changes may be made to the audit data Select C to close the audit ICS prompts for the Audit ID Enter the ID of the audit you want to close ICS displays the Audit Description Start Date and ranges for the audit The system prompts for the Audit End Date Enter the date the audit was closed ICS prompts with the following Do you wish to update the inventory count with audit results Y N Enter Y to update the ICS database with the results from the audit count results Enter N not to update the database with the audit information The following screen shot illustrates an example Close Audit session E Audit Inventory e 6 15 To delete an au
68. n keeping track of those orders It lists items that need to be reordered i e when the number on hand is equal to or less than the reorder level For each item in the report the report lists all orders order dates quantity ordered quantity received the total on order and the total received for the item e Inventory on Order Report A3 This report lists outstanding orders including inventory ID and description purchase order number order date supplier ID name order number number on order or on back order and units e Turnover Report A4 This report contains inventory turnover rates including inventory number and description units quantity on hand unit cost days on shelf days at zero and monthly usage e Inventory Issue Report A5 This report contains information about inventory that has been issued returned and transferred Information includes inventory number and description identification number of employee work order number quantity issued returned or transferred units unit cost transaction date budget identification number and total cost The following update options allow you to add change or delete information displayed in the inventory reports e Update Inventory Data A6 Use this option to update information about inventory items This information includes inventory ID and description location ID and description manufacturer and part number units unit cost expected deliver time order
69. n the delete process and you will be prompted about whether you wish to continue All records are completely removed from the data file be sure you do not need the data and that all other information in TUMMS that might link to it has been dealt with Guide to Using ICS Appendix A ICS Utility Program e 8 24 This manual was produced using Doc To Help by WexTech Systems Inc WEXTECH WexTech Systems Inc 310 Madison Avenue Suite 905 New York NY 10017 1 800 WEXTECH 212 949 9595 Fax 212 949 4007 Guide to Using ICS Appendix A ICS Utility Program e 8 25
70. nformation including employee name social security number craft hourly rate available hours per day and the days worked during the week Guide to Using ICS F Employees e 7 2 F1 Employee List The Employee List F1 displays information about employees You can update the information in this report in Update Employee Data option F2 The report includes the following information e Employee ID e Employee Name e Craft e Available Hours Day e Work Week e Social Security Number if user s security level is 9 e Hourly Rate if user s security level is 9 To create this report select Fl or Employee List from the Employees Menu The system displays the Selection screen for this report as shown below See the Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks whether or not you want a report printed Send Output to S creen P rinter or D isk File S Guide to Using ICS F Employees e 7 3 If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As the report prints the program stops and displays the message Now Printing Employee List To export the report to a file type D and press RETURN After
71. o print the report enter P As the report prints the program stops and displays the message Now Printing Cost and Quantity Report To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu If you chose to display to the screen the first page of the report appears as shown below Guide to Using ICS A Inventory e 2 10 Guide to Using ICS A1D Inventory by Budget Report The Inventory by Budget Report A1D displays inventory for a particular budget You can update the information in this report in Update Inventory Data A6 The report includes the following information e Budget e Inventory ID number e Description e Number on hand e Total cost To create this report select 1 or Inventory Item Reports from the Inventory Information Menu The Inventory Item Reports Menu displays Select D or Inventory by Budget Report The system displays the Selection Screen for this report as shown below See the Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks whether or not you want a report printed Send Output to S creen P rinter or D isk File S If you do not want to print the report press RETURN to accept the default re
72. of expected delivery Taxes o Je jo Taxes for item including sales and port taxes Shipping Charges fo o Cost for shipping Guide to Using ICS A Inventory e 2 26 Guide to Using ICS Other Charges 6 1 Other additional charges TYPEs DA date I integer A alphanumeric TABLE 2 2 Data Description of Inventory Orders Update Option The following sections describe each inventory orders update option A7A Add Inventory Order To add a new inventory order to the ICS database select the Update Inventory Orders option A7 Select A to add an inventory order ICS prompts for the Inventory ID and then for information about the order Enter the inventory order data For assistance use Table 2 2 which provides the name size type of field and description of each inventory order data field The following screen shots illustrate an example two screen Add Inventory Order session A Inventory e 2 27 Guide to Using ICS A7C Change Inventory Order To change the information about an existing inventory order stored in the ICS database select the Update Inventory Orders option A7 Select C to change an inventory order Select the Inventory Supplier and Purchase Order Number Ranges See the Introduction chapter for information about how to select ranges ICS lists the purchase orders in a pop up list and prompts End of Query S elect ID or Q uit Enter S to select and change an order Use your up and dow
73. or delete information about locations where inventory are stored To use the Location option select Option B from the Main Menu and press RETURN The following screen shot shows the Location Menu ICS Demonstration Inventory Control System Tien Soe DH om ES o r eE A A sais D nployees Quit Select option Fl for help or press ESC to return to previous menu To select a location option use the up or down arrow keys or enter the option number and press RETURN or ENTER A brief description of each option follows e Location List B1 This report lists location ID numbers and descriptions e Inventory by Location Report B2 This report lists inventory by location It displays inventory items at each location including location ID numbers and descriptions and inventory ID numbers and descriptions B Location e 3 1 e Location by Inventory Report B3 This report lists inventory ID numbers and descriptions and the location ID number and description where the item can be found The following update is also available e Location Update B4 This update lets you add change or delete location descriptions and ID numbers Guide to Using ICS B Location e 3 2 B1 Location List The Location List option B1 lists location ID numbers and descriptions You can update the information in this report in Location Update B4 This report includes the following information e Location ID number e Location de
74. own below ICS Demonstration Inventory Control System R3I Inventory on Order Report Selection Screen Inventory Range Fro o Eel Pattern Key Phrase Inventory Desc Location ID Range Fron o Pattern Kev Phrase Location Desc Send output to S creen P rinter or D isk file S See the Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks whether or not you want a report printed A Inventory e 2 15 Send Output to S creen P rinter or D isk File S If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As the report prints the program stops and displays the message Now Printing Inventory on Order Report To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu If you chose to display to the screen the first page of the report appears as shown below Guide to Using ICS A Inventory e 2 16 A4 Turnover Report The Turnover Report A4 contains information about inventory turnover rates You can update the information in this report in Update Inventory Data A6 The report includes the following information
75. r the item The third screen lists the equipment items assigned to this inventory item The information in this report can be updated in Update Inventory Data A6 The report includes the following information e Inventory ID number e Inventory description e Manufacturer and manufacturer s part number e Units e Unit cost e Expected delivery time e Order frequency e Calculations automatic or manual e Budget ID e Number on hand e Reorder level e Reorder quantity e Inventory suppliers e tem spares To create this report select 1 or Inventory Item Reports from the Inventory Information Menu The Inventory Item Reports Menu displays Select B or Inventory Data Report The system displays the Selection Screen for this report as shown below A Inventory e 2 6 Guide to Using ICS See the Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks whether you want a report printed Send Output to S creen P rinter or D isk File S If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As the report prints the program stops and displays the message Now Printing Inventory Data Report To export the report to a file
76. re Parts D4 Use this update to change information about an equipment item such as description supplier supplier type main or alternate and assigned spare parts Guide to Using ICS D Item Spares e 5 2 D1 Item List Guide to Using ICS The Item List D1 displays Item ID description and Location ID for the selected equipment items and locations You can change the equipment items in this report in the Item Spares Update option D4 The report includes the following information e 6ItemID e Description e Location ID To create this report select 1 or Item List from the Item Spares Menu The system displays the Selection Screen for this report as shown below ICS Demonstration Inventory Control System Di Item List Selection Screen Item Range Fra o man Pattern Key Phrase Item Desc Location Range Fron eE To Pattern Key Phrase Location Desc Send output to S creen P rinter or D isk file S See the Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks whether or not you want a report printed Send Output to S creen P rinter or D isk File 9 If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To prin
77. rol System WAIN MENU t B Locati li it TA F Ea SLS Select option Fl for help or press ESC to return to previous menu Table 2 3 contains the names length type of entry and description of the data you can edit with this screen Field Name Size Type Description Inventory ID Code that identifies the inventory item Inventory 30 A Brief description of inventory item Description Code identifing the location of the inventory item Location Description Description of the location where inventory item is stored Employee ID lo Ja Code that identifies an employee Work order ID 11 A Code that identifies the work order for which this inventory was issued Toae e BA Poemen SSSC S uantity Issued 4 Number of items issued y Budget ID Code that identifies the budget for this item uantity on hand 5 Number of items on hand cannot edit y mcos 8 orotoncunie camre How item is sold i e dozen each case cannot edit Totalisued fe i Number of items issued in transaction cannot edit Total Cot Jes p Calculated by ICS cannot edit A Inventory 2 31 Guide to Using ICS TYPEs DA date I integer A alpha numeric T text TABLE 2 3 Data Description of Inventory Issues Returns Update Option The following sections describe each inventory issues and returns update option A8I Issue Inventory To issue inventory select the Update Inventory Issues Returns option A8 Select I to issue in
78. s Do you wish to save the current colors Enter Y to enter the changes or enter N to try again Guide to Using ICS Appendix A ICS Utility Program e 8 4 B Database Maintenance Guide to Using ICS When you select option B Database Maintenance the following submenu displays Dixon Creek Basin WPCE TUWMS Utility Program MAIN HN A Color Selection tabase Maintenance Archive Work Orders Be Change Printer Type E Update Subdirectory List F Change Plant oe G ICS Information System Haintenance Q Quit Miriy Select option Fl for help or press ESC to return to previous menu Each of the options is discussed individually below 1 Index Databases Indexing provides a link between database files for the production of reports and the updating of data Sometimes these links are broken by power surges static electricity disk problems turning the computer off without exiting the program and stray cosmic rays Whenever something seems amiss with the program or the databases first try re indexing When you select option 1 Index Databases the following scrolling list of database files displays Appendix A ICS Utility Program e 8 5 Guide to Using ICS bea 8 Creek Basin WPCE TUMMS Utility Prorom Indexes one or more DBF fil SRS aren ae th ted fil ENTER to ret Sed List ee e to en EE TD tearing CIE fhe Che ke ort You can index individual database files or all of the files For e
79. s ante Quit UTILITY Select option Fl for help or press ESC to return to previous menu When you select one of the options A through G the corresponding submenu will be opened for that major ID The following is the Equipment ID s submenu Dixon Creek ag WPCE TUNMS Utility Program lor Sel Raird Archive Work Ord D Eha por aheno P Database Pantene EEN F ped ore ek formation System Haintenance Quit UTILITY Select option F1 for help or press ESC to return to previous menu Guide to Using ICS Appendix A ICS Utility Program e 8 20 Guide to Using ICS Each option is described individually below 1 Edit the lookup table Old ID vs New ID When you select the 1 Edit the lookup table Old ID vs New ID option the following screen displays Contents of EQUIPID DBF Old ID New ID ne B123456789 B42 Fl for help ESC to exit screen On this screen you describe the ID changes that you want to make in the TUMMS data You enter the Old ID into the far left column the New ID for it into the right You can move between rows and values using the UP and DOWN keys or the ENTER key Once this list is compiled then you are ready to actually change the IDs in TUMMS The changes do not take place when you leave the screen You must use the Change the ID s using the lookup table option on the submenu 2 Change the ID s using the lookup table Once a lookup table has been created using the 1 Ed
80. scription To create this report select 1 or Location List from the Location Information Menu The system displays the Selection Screen for this report as shown below ICS Demonstration Inventory Control System B cation List Selection Screen Location ID Range EFOR o m Pattern Key Phrase Location Desc Send output to S creen Printer or D isk file S See Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks whether or not you want a report printed Send Output to S creen P rinter or D isk File 5 If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As the report prints the program stops and displays the message Now Printing Location List To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu Guide to Using ICS B Location e 3 3 If you chose to display the report on the screen the first page will appear as shown below Guide to Using ICS B Location e 3 4 B2 Inventory by Location Report Guide to Using ICS The Inventory by Location Report B2 displays a list of inventory items at each location You can upd
81. sponse S the report displays on the screen To print the report enter P As the report prints A Inventory e 2 11 the program stops and displays the message Now Printing Inventory by Budget Report To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu If you chose to display to the screen the first page of the report appears as shown below Guide to Using ICS A Inventory e 2 12 A2 Reorder Report The Reorder Report contains all information needed to order an inventory item It displays inventory whose number on hand is at or below the reorder level You can update the information in this report in Update Inventory Orders A7 The report includes the following information e Inventory ID e Inventory Description e Units e Unit Cost e Reorder Quantity how many to order e Reorder Level number at which we need to reorder e Number on Hand e Purchase Order ID e Supplier ID and Name e Order Date e Quantity Ordered e Quantity Received e Total on Order Total Received for each item with outstanding orders To create this report select 2 or Reorder Report from the Inventory Information Menu The system displays the Selection Screen for this report as shown below Guide to Using ICS A Inventory e 2 13 Guide to Using ICS See the Introduction chapter for information about how to select particular va
82. t the report enter P As the report prints the program stops and displays the message Now Printing Item List Report To export the report to a file type D and press RETURN After the report displays prints or exports the program returns to the previous menu D Item Spares e 5 3 If you chose to display to the screen the first page of the report appears as shown below Guide to Using ICS D Item Spares e 5 4 D2 Inventory Spares by Item Report Guide to Using ICS The Inventory Spares by Item Report D2 displays the equipment and associated spare parts inventory for the selected equipment items You can change the information in this report in the Item Spares Update option D4 The report includes the following information Item ID e Description Inventory ID e Description To create this report select 2 or Inventory Spares by Item Report from the Item Spares Menu The system displays the Selection Screen for this report as shown below ICS Demonstration Inventory Control System D2 Inventory by Item Report Selection Screen Item Range Fro pas 0 Pattern Key Phrase Item Desc Location Range Fron ol To Pattern Koy Phrase Location Desc Send output to S creen P rinter or D isk file S See the Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RE
83. ter the report displays prints or exports the program returns to the previous menu If you chose to display to the screen the first page of the report appears as shown below Guide to Using ICS C Suppliers e 4 10 C5 Inventory by Suppliers Report Guide to Using ICS The Inventory by Suppliers Report C5 lists the inventory items purchased from the selected suppliers You can update this information in the Update Inventory option A6 The report includes the following information e Supplier ID e Supplier Name e Inventory ID e Inventory Description To create this report select 5 or Inventory by Supplier Report from the Suppliers Information Menu The system displays the Selection Screen for this report as shown below ICS Demonstration Inventory Control System S Inventory by Supplier Report Selection Screen Supplier Range Fron To Pattern Key Phrase Supplier Nome Send output to S creen P rinter or D isk file S See Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks whether you want a report printed Send Output to S creen P rinter or D isk File S If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To pr
84. the report displays prints or exports the program returns to the previous menu If you chose to display to the screen the first page of the report appears as shown below Guide to Using ICS F Employees e 7 4 F2 Update Employee Data Guide to Using ICS Use the Update Employee Data option to add change or delete employee information To display this option select the Update Employee Data option from the Employees Menu The menu displays as shown below ICS Demonstration Inventory Control System MAIN MENU A Inventory B Location C Suppliers E Audit Inventory F Employees Select option Fl for help or press ESC to return to previous wenu Table 7 1 contains the names length type of entry and description of the data you can edit with this screen Employee ID fo fa Code that identifies the employee Employee Name Name of employee Social Security Num I Employee s social security number displayed if user s security is cleared Hourly Rate 5 Employee s hourly wage in dollars and cents displayed if user s security is cleared Available Hours Day 5 Hours available to work in one day use 2 decimal points if necessary Work Week 1 T Y yes or N no Enter Y or N to indicate days employee is available for work Authorization Code Access code that identifies employee Security Level Identifies type of security features enabled for user TYPEs D decimal I integer T text A alphanumeric TABLE 7 1
85. tion C6 Select A to add a supplier ICS prompts for information about the supplier Enter the supplier data For assistance use Table 4 1 which provides the name size type of field and description of each supplier data field The following screen shot illustrates an example Add Supplier session To change the information about an existing supplier stored in the ICS database select the Supplier Update option A6 Select C to change the supplier ICS prompts for the Supplier ID Enter the supplier ID and ICS displays the information for that supplier Make the changes required or press RETURN in fields that need no change For assistance use Table 4 1 which provides the name size type of field and description of each supplier data field The following screen shot illustrates an example Change Supplier session C Suppliers e 4 14 Guide to Using ICS C6D Delete Supplier ICS only allows you to delete a supplier from its database if that supplier does not provide inventory Use option A6C Change Inventory to remove the supplier from the inventory item To delete a supplier from the ICS database select the Supplier Update option C6 Note Suppliers cannot be deleted if they supply an inventory item The supplier must be changed in the inventory data option A6 before deleting the supplier Select D to delete the supplier ICS prompts for the Supplier ID Enter the ID of the supplier item you want to delete ICS d
86. tions that define where inventory items are located For example a location could be a shelf in a warehouse the corner of a building or an area on a job site You assign the location identification numbers and location descriptions Location numbering systems are discussed later in this chapter Various reports in this section help you find an item by keying on the location identification number or the location description Suppliers The Suppliers option allows you to enter and report on suppliers who provide inventory tracked by the program Supplier information includes supplier name address telephone number contact and comments Reports are available that list supplier information date the last order was placed with a supplier list of inventory by supplier and list of suppliers by inventory You can also use this option as a supplement to the Inventory option Item Spares Often an inventory item is a spare part for a piece of machinery or equipment This section of ICS allows you to store and retrieve information about inventory items that are used as spare parts This information includes item ID and description and the inventory ID and description for any related item spares Introduction e 1 3 Audit Inventory The Audit Inventory option produces inventory data collection forms collects audit results and creates summary reports These reports include the number of items counted the number of items recorded in inventory t
87. to display the report on the screen the first page will appear as shown below Guide to Using ICS B Location e 3 6 B3 Location by Inventory Report Guide to Using ICS The Location by Inventory Report B3 displays the location for each inventory item You can update the information in this report in the Location Update option B4 The report includes the following information e Inventory ID e Inventory description e Location ID e Location description To create this report select 3 or Location by Inventory Report from the Location Information Menu The system displays the Selection Screen for this report as shown below ICS Demonstration Inventory Control System 83 Location by Inventory Report Selection Screen Inventory Range Fron o pema Pattern Key Phrase Inventory Desc Location ID Range Fron o Pattern Kev Phrase Location Desc Send output to S creen P rinter or D isk file S See Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks whether you want a report printed Send Output to S creen P rinter or D isk File S If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As th
88. uide to Using ICS The Suppliers by Inventory Report C4 lists the suppliers who provide the selected inventory You can update this information in Update Inventory A6 The report includes the following information Inventory ID e Inventory Description e Supplier ID Supplier Name To create this report select 4 or Supplier by Inventory Report from the Suppliers Information Menu The system displays the Selection Screen for this report as shown below ICS Demonstration Inventory Control System C4 Suppliers by Inventory Report Selection Screen Inventory Range Fron o a Pattern Key Phrase Inventory Desc Location ID Range Fron o Pattern Kev Phrase Location Desc Send output to S creen P rinter or D isk file S See Introduction chapter for information about how to select particular values from this screen Enter the range pattern and or key phrase that define your selection criteria or press RETURN to accept the displayed default values for each field The program asks whether you want a report printed Send Output to S creen P rinter or D isk File S If you do not want to print the report press RETURN to accept the default response S the report displays on the screen To print the report enter P As the report prints the program stops and displays the message Now Printing Suppliers by C Suppliers 4 9 Inventory Report To export the report to a file type D and press RETURN Af
89. umn and press CTRL LEFT ARROW to move them back to the left column The UP and DOWN ARROW keys move the cursor and lightbar up and down the rows If you want to add a new path go to the bottom of the list to a blank entry place For example if the path is C drive and the subdirectory is called ZOWIE then it is entered as follows C ZOWIE Appendix A ICS Utility Program e 8 12 Guide to Using ICS Enter a description of the data to be contained in ZOWIE in the column on the right side This description will display in the list you have to choose from when you start up one of the programs If you want to delete a path highlight the path with the lightbar on it and press F5 When you are done modifying the subdirectory list paths press ESC Note When you enter a new path you must exit the utility program before you can use any of the other utility options for that new path When you call up the utility program the new path will be on the list of paths from which to choose Guide to Using ICS Appendix A ICS Utility Program e 8 13 F Change Plant Name Use this option to modify the name that displays at the top of printed reports and at the top of the program display screens When you select option F an entry field for the name displays in the middle of the screen as in the following example Type the name and press ENTER Guide to Using ICS Appendix A ICS Utility Program e 8 14 G ICS Infor
90. ventory ICS prompts for the Inventory ID Enter the information For assistance use Table 2 3 which provides the name size type of field and description of each Inventory Issues Returns data field The following screen shot illustrates an example Issue Inventory session To return inventory select the Update Inventory Issues Returns option A8 Select R to return the inventory ICS prompts for the Inventory ID Enter the information For assistance use Table 2 3 which provides the name size type of field and description of each Inventory Issues Returns data field The following screen shot illustrates an example Return Inventory session A Inventory e 2 32 Guide to Using ICS To transfer inventory select the Update Inventory Issues Returns option A8 Select T to transfer inventory ICS prompts for the Inventory ID Enter the ID of the inventory item you want to transfer ICS asks if you want to transfer the inventory If you enter Y or Yes the program prompts for a Work Order ID for the transfer The program only displays issues that have blank Work Order IDs For assistance use Table 2 3 which provides the name size type of field and description of each Inventory Issues Returns data field The following screen shot illustrates an example Transfer Inventory session A Inventory e 2 33 B Location Location Overview Guide to Using ICS Use the Location option to create reports as well as add change
91. xample if you want to index the database CLPM you use the arrow keys to highlight CLPM on the list and press ENTER If you want to index all of the files press Alt A and then press ENTER Note The time needed to index depends on the size of your database Small databases take a few minutes When the indexing is completed the cursor returns to the top of the scrolling list of database files Press ESC to return to the previous menu 2 Pack Databases When you delete data items the items are not actually erased from the disk They are flagged as deleted so that the program skips them when reading the data The Pack Databases option erases deleted data from the disk and rearranges the data so that it takes up a minimum of disk space The frequency you use this option depends on the amount of information you delete from the system and the amount of disk space you have available When you select option 2 Pack Databases a scrolling list of the databases displays Appendix A ICS Utility Program e 8 6 You can pack individual database files or all of the files For example if you want to pack the database CLPM you use the arrow keys to highlight CLPM on the list and press ENTER If you want to pack all of the files press Alt A and then press ENTER Note The time needed to pack depends on the size of your database Small databases take a few minutes When the packing is completed the cursor returns to the top of the s

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