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18.1.11.a Year End Utility

K. FILE UTILITIES

The File Utilities section of the program has many features, from fixing damaged databases to viewing and editing data. The Data File Maintenance program is used to correct various issues caused by network errors or incorrect closing of a file along with executing mass changes to data.

Requires Exclusive Use:

Exclusive use means that before using any of the File Utility programs all other files must be closed. If the system is on a network, all other users must close out of the program.

Backup Data:

Always ensure that a recent backup of the program exists before performing any of the File Utility functions.

Once a menu selection has been made in the Utilities area, the system will automatically prompt for a File Access Code. The File Access Code is PTM-FAC these letters must be entered in caps and the dash must be included. When typing the File Access Code the characters may not appear on the screen. When the access code is entered, press enter on OK.

The File Access Code is used to indicate the function requested is an exclusive operation and all users must be out of the program. If any files remain open by users a message will appear after entering the File Access Code that the “file is locked”.

**Note** If after typing the File Access Code the screen displays a File Lock message, this means that system files are still being held open and users have not completely exited the program—one way to deal with this is to shut down all stations and then bringing only the server back up to perform the needed utility

A. & B. INDEX ERRORS

1. RECONSTRUCT INDEX FROM 1 DATA FILE

2. RECONSTRUCT INDEX FROM ALL DATA FILES

If an Index Error is encountered, a file name is usually given, such as: C:\PTM\INVEN.DBF. Have all users exit the Vision, then go into File Utilities, choose option A to reconstruct only that index. If a file name is not given, all files may be re-indexed by choosing option B.

If A is selected, the screen below will appear to show all databases.

Select the file/database that needs to be reindexed by selecting it off the menu with the mouse or arrow keys and press [ENTER] or type in the Letter or Number corresponding to the file.

When selecting B. Reindex All, the system will return to the menu bar with a progress bar showing the files being re-indexed.

C. & D. DELETING RECORDS FROM A DATA FILE OR DATA FILES

These utilities WILL DELETE ALL OF THE DATA from one or all of the files. This should be doneonly if the data is useless and unnecessary.

**USE WITH CAUTION**

CAUTION: THIS UTILITY REMOVES DATA FROM THE ENTIRE DATABASE OF ONE OR MORE FILES. MAKE SURE THAT ALL VALUABLE DATA HAS BEEN PROPERLY BACKED UP BEFORE USING THIS UTILITY.

E. FLUSH BAD DATA FROM A FILE

Flushing bad data will remove data from the selected file, the data removed will either be damaged data or items that have been marked for deletion. For example, in the case of the Inventory File; any parts that have been marked for deletion will not be permanently removed until the Inventory file is “flushed”. Damaged or “bad” data getting into a file is a sign of a serious problem, usually poor network connections or interrupted power supply.

**Note** To help prevent low power or power surges, we highly recommend an uninterruptible power source, available at local computer stores, to prevent serious data structure damage. Remember, it does not take a complete loss of power to cause serious damage to the data; minor fluctuations in the power can also cause damage.

Some data files will also prompt to have duplicates removed which in most cases is recommended (with the exception of Kit Assemblies). As the system locates the bad data it will provide you with a print out of the raw data if desired, or you may send the information to screen. Following the systems finding and elimination of bad data the system will prompt to have files packed, this is always recommended. Packing files simply means that you are condensing the deleted data to allow the system to easily dispose of it.

After flushing, files must always be reindexed. Flushing a files “bad data” creates holes or blank areas so the re-index utility must be performed on that file or ALL files to get the data back into order with no blank areas…

F. SET UP LEDGER ACCOUNTS

Vision comes with a default set of numbers in the Chart of Accounts. These default General Ledger accounts can be viewed in Accounting under D Chart of Accounts, [F6] Options, B System Setup Defaults. If you are not using the Accounting portion of the program or do not wish to change the default G/L accounts, the system is ready to go live with Point-Of-Sale.

G. RESTORE MEMORY

This utility restores the variables used by the system. If a new update is installed with new memory variables, Updating with U may need to be done. U will update the variables without changing the old variables.

If O to Overwrite is selected, all headings, starting invoice, purchase orders, work orders, and estimate numbers, etc., General Ledger accounts, printer ports and codes will be restored back to the original factory settings. This is usually used ONLY if a variable error occurs. If this utility is run, all of the System Setup information will need to be re-entered.

** USE THIS AREA WITH CAUTION **

To exit without making any changes, press X.

H. END OF YEAR PREPARATION

This area is used to complete the Year End process. The Year End utility must be performed at the end of your business year prior to closing or transacting any New Year business. Year End dates are based off of the System Setup Information under Utilities, J System Setup, N Set Year End.

DO NOT MODIFY OR CHANGE THESE DATES TO AVOID CLOSING THE YEAR!

If it is the end of your accounting year, run the utility to close your year even if you are not using the accounting in Vision.  

Refer to the Year End Utility if you not using the full Accounting Module in Vision.  If you are using the Accounting Module in Vision please refer to the instructions in Year End Close - full Accounting.

I. FLUSH BAD DATA FROM ONE FIELD

This utility will require exclusive use and should only be utilized with a technician. A prompt will appear reminding the user that this area should only be utilized with a technician’s help.

J. SET DEMO

To be used by a VISION certified technician only.

K. DATA FILE UTILITIES

Data File Utilities are available to fix data damage issues when no backup is available, make universal changes or update to Customer files. Selecting this option will prompt for the File Access Code (PTM-FAC) to warn the user that utilizing these tools exclusive use of the area and possibly the entire program is required.

A. Remove/Update Parts Sold Backup file

Error! Bookmark not defined.Error! Bookmark not defined.ES creates a backup of all parts and labor sold on work orders and invoices. The backup is used to recover damaged or lost data on the work order and invoices. Using the ALT+R recovery from the middle of a work order can recover the parts sold. Eventually the parts sold backup takes up a lot of disk space and at an appropriate time you can use this option to remove the parts sold backup file and reduce the disk space used. The parts sold backup is just that: a backup. No data is used in the system and it can be reset at any time.

B. Remove OLD Work orders, Parts & Labor Sales By Date

This feature allows you to remove parts, labor and work orders prior to a date you specify. The old data should be backed up prior to removing it.

C. Changing Customer File Information / Sales Tax / AREA CODE

Several options are available under this selection, allowing you to make global changes to the customer database:

A. Replace Tax Percentage by Type of Account

B. Replace Tax Area by Type of Account

C. Other Options

D. From Tax Area to Tax Area

E. From Area Code to Area Code

TO CHANGE TAX AREA/PERCENTAGE PER TAX AREA

(requires all resources be closed & only one computer be in ES)

1. F File Utilities

2. O Data File Maint

3. PTM-FAC [Enter] (the file access code will not show on the screen!)

4. C Changing Customer file info…

5. C Other Options

6. Type in County Code: WA4502 press [Enter]

7. Type in Old Tax %: 7.00 press [Enter]

8. Type in County Code again: WA4502 press [Enter]

9. Type in NEW Tax %: 7.25 press [Enter]

10. PRESS [Enter] again to continue…

11. Proceed from Step #5 to #11 until all tax codes have been done.

How to Print a Report of all the current Tax Areas in Use

1. Q Reports

2. C Income Receivable Reports

3. L Tax Information, Y to sort on tax area

4. P Print report

5. Y Summary only

D. Updating Inventory Seasonal Sales Current to Last

This utility moves the individual monthly sales volume from the current year to last year. The year-end will do this for you as well. The system will optionally clear the current years sales volume too. The second option, “Remove category codes from Labor”

E. Updating Customer Files with YTD Paid / YTD Purchases

This will check the sales ledger and make sure all invoices represent Year-to-Date purchases and that all invoices posted Paid represent invoices posted paid. The difference will be on account and represent ACCOUNT BALANCE. The amounts that are last year will go into the last year’s column and the amounts that are current will go into the current years column. The system will also add up the cost of goods to update customer profit margins.

F. Archive Maintenance and Recovery

If you had serious damage to your archives, this utility will use the parts sold backup to recover the parts and labor lost on archived work orders and invoices. This utility takes a long time to repair lost data especially if the size of work orders and invoice files is quite large.

G. Remove Added Space in the Inventory (Between Line/Part)

If you put a space between the line code and the part number, this utility will remove the space.

H. Setup Archiving Work orders and Invoices

Archiving moves the completed work orders and invoices to a sub-directory where they are always accessible and can be reported on but are protected a little more from data damage. The archiving process should take place every morning or every other morning. You can specify how many days between each archiving time period. Enter the path name of the archive. Simply enter the work ARCHIVE as the path, this eliminates any confusion to where the Archive directory is, by default the system will place the Archive directory within the ES directory.

Next, enter how many days between archives. The days between archives should be set to 1 so that it will run every morning.

You will then be asked WOULD YOU LIKE TO ARCHIVE RIGHT NOW;

If this is a first time setup, go ahead and archive right now. This will copy the files over to the archive directory.

NETWORK NOTE: Setup your archiving so that 1 workstation goes into the system right away in the morning to “do” the archiving. The other workstations must be outside the ES program when this is being done. The system requires exclusive use of the archives when it is running.

I. Update Missing Sales from Old Invoices/Work orders

This utility will attempt to rebuild the sales ledger with the individual items sold. NOTE: if work orders entered in the sales ledger are not in the same format, i.e. WO # 1222 and not 1222 or # 1222 etc., this selection will not check archived work orders. If you are archiving work orders, the work orders are stored in a sub-directory.

You can also append from your archive database by pulling data from the archived database onto the current directory. This selection is tricky so ask for assistance from technical support.

J. Delete Kit Assemblies from Deleted Inventory

When you delete a kit in the inven­tory, it will not automatically delete the contents from the kit assemblies in the database. This selection will remove those kit items from the kit database. Make sure you have packed the inventory files so the items marked for deletion are removed from the database file.

K. Delete Income from Last Year Excluding Posting (R)

This selection will remove sales from last year that are not currently open on the books. All invoices posted R will not be removed.

L. Put second name in report order

This allows you to change the 3- letter report order code in customer files and automatically puts the second name in the report order. Take for exam­ple DAVE WILSON. Instead of the 3-letter code being DAV, it automatically makes the 3 letter code WIL. You have the opportunity to confirm any changes in the 3-letter code.

You will have a customer Name, Address, City, State, Zip appear on your screen. Your options will be F5 - leave it in first name order or F6 - change it to report by the second name. Both of your options will be shown. You will have to go through all of your customers and select which way you would like them to report.

Now when you go to print your statements and select A. Automatically Print All Statements, you will be asked

a) If you want to perform maintenance on the sales ledger to ensure proper indexing

b) If you would like to zero current charges

c) If you would like to start printing with a particular name and finally

d) Would you like to Setup Statements in Report Order; say Y to this one

M. Work order Maintenance Menu and Options

This feature provides an array of utilities to check the work orders

A. Checking for Duplicate Parts or Removing old Work orders

If damage occurs to the archive files and duplicated items start to show up, this utility will remove duplicate parts and duplicate work orders. Two options are available:

1. Remove Work orders by Date

2. Remove Duplicate Work orders and parts sold in Archives

B. View Change Status or Current Work orders

For Editing Workorders that have been deleted and not archived. This utility can also delete old work orders, associated parts and more.

The above screen will be your workspace. This will give you the opportunity to delete a work order or assure it will update archives. Work orders that have been removed from the open screen will not update archives, therefore, press the corresponding key so that you can delete the work order and its corresponding parts or make sure the work order will update the archives the next time you archive. The print status listed above will give you an idea of the current status. If it is not printed it will not be archived. If the current status is open, no selection for deletion or archiving will be provided.

C. Update Service

This utility updates work orders that have service in the description of the parts sold. This is primary to create reminders for service when you have not been doing them all along. This utility is not very accurate and is used to approximate service reminders.

D. Placing Archive Parts Sold in Date Order

This is primarily for reporting purposes when you don’t like the order of the parts sales.

E. Update Work order Closed Date

Updates the Promised Date field with the date the work order was closed out.

F. Replace Accounts Payable Acct.

Replaces Accounts Payable information with Invoices Attached

Update Work orders with Correct Customer Spelling by Account

The utility will prompt for the customer account number. The system will then check all the work orders for this account number and update the spelling with what is currently in the customer file.

N. Sales Ledger Maintenance

Most of the tools in the Sales Ledger Maintenance screen were designed if data damage or personnel sabotage has occurred to the Sales Ledger with no backup available to restore.

NOTE: after running any of these utilities the Indexes should be rebuilt, verify that you have exclusive use, exit out of Vision then go back in from the main menu select 9. UTILITIES, K. FILE UTILITIES, B. Reconstruct Index from All Data Files, the File Access Code is PTM-FAC.

A. Rebuild Sales Ledger from Orders

If the Sales Ledger has been compromised (data damage or sabotaged) and records have been removed – but the detail of the sales still exists in the Orders area and can be retrieved from Open Orders this utility will re-bill those missing sales. The utility will prompt to verify the user wants to re-bill missing sales, then prompt for a date range to check the Orders against the Sales Ledger. The utility also has the ability to recreate Deposits; Cash Sales that were paid at the time of sale have ‘Deposit’ records associated with them, select Yes if the Deposits have been damaged or sabotaged, select No if the deposits and check register is fine.

Note: this utility will put the Cash Sales in the Sales Ledger as PAID but any sales that were Charged on account as Receivable and Paid later will show as RECEIVABLE – the Verify Accounts Receivable utility will need to be checked to fix the customers accounts properly.

Refer to 5. CUSTOMER FILES, [F8] Accounts Receivable for more details on Balancing Accounts Receivable.

I. Build Beginning Balances for Customers and Vendors

This utility should be run when setting up your system for operation. There are two options available: Customers and Vendors. For more details on this utility, see the section on setting up beginning balances for customer and vendor in bookkeeping index.

15. Check for Duplicated Names in Customer Files: This will ensure that duplicate customer names are removed from the customer database.

P. Place Sales/Deposits in Date Order: This is useful if you have had to enter a deposit manually into Part-Time Manager. By selecting this option, it will be put into its proper place by date.

Q. Remove Old deposits by date: This utility will remove deposits on a From Date/To Date basis. This utility is used only when the Year End utility left old deposits behind or to clean old deposits up.

R. Update Vendors Open Purchase Order Information: This will update any open purchase orders that are on hand and that have had alterations made to them, i.e. price and/or quantity changes, so that the data will be accurate in the vendor's file.

S. Sales Ledger Utility Update (3.0): This is a utility that will update your Sales Ledger. This is a One-Time-Only utility that will lengthen the name field in the Sales Ledger. Once it has been performed, you need not ever do it again. This is a feature that was added to Version 3.0 and is intended to update versions prior to 3.0.

T. Inventory (Maintenance):

For more selections, also see INVENTORY OPTIONS on the Inventory screen.

Inventory Utilities has several unusual options many of which are located under the inventory options in C. Inventory at the Main Menu. Options that are not listed here should be used ONLY with Technical Support from ES.

A. Update parts sold file with current price: This is a utility that will update the individual parts prices of parts that you sold where the cost was wrong in the inventory. To use this utility make sure that you have the correct price in the inventory.

K. Cores menu Transactions: This feature will subtotal all detail on the customers’ core banks and create the summarized core total for the customer.

M. Removes core bank: Use this feature to remove the customer’s core bank and turn off the core bank-updating feature in System Setup.

O. Import Labor & Time Guide: Error! Bookmark not defined.Use this feature to import the Labor & Time Guide available from ES Inc.

R. Import Old Source Power Customer & Inventory This feature will import the data files from the older version of Source Power EMS. :

S. Load Prices & Update Inventory with Source Power prices: This feature will import the parts and prices from the Source Power Catalog into the prices database. Pricing levels can also be setup based on the WD, J, and LIST price levels.

T. Export Inventory Key Fields PART, DESC, QTY, and APPLICATION: This feature will export these fields to an ASCII file.

U. Adjustment journal repair for Cash on hand: This repair should be used ONLY with ES’s Technical Support.

V. Customer Notation Maintenance. This option display’s the options below, which will allow you to perform maintenance work on the notations file.

Each of the Customer Notation Options is simple and will clean up the Notations in K. Customer Maintenance under N. Notations. (Option G. is utilized for the PM Service Module)

L. PRICING UPDATES

This is a powerful feature that will help to import manufacturer’s pricing disks either into the regular inventory or into the prices database.

Many part suppliers are now providing Inventory pricing on computer diskettes or CD. This price updating is very convenient for ES, it allows the updating of the inventory and prices in one step, rather than changing the prices one part at a time, every time there is a manufacturer price change. ES has the ability to import nearly any supplier price change, if it is provided in an ASCII text format. To use this feature, first contact your part supplier and ask if they supply price updates in an ASCII format. If the supplier can provide the data, ask if the files have carriage returns at the end of each part. If the file doesn't have the carriage return, ES can put one in, but the process is much easier if the carriage returns are already there.

Most pricing updates also include a File Layout sheet that explains what each field is and how long the fields are. It will also usually give the filenames of the updates. The records are saved in ASCII format and are either delimited or not delimited. Delimited means that the fields are separated, (defined), with commas, quotes marks or apostrophes. Your Layout sheet will indicate whether they are or not.

Part-Time Manager has an import feature that allows these new prices to be imported directly into the inventory by simply building a filter to accommodate the manufacturer's disk structure. Add either complete lines or pick and choose the part numbers that need to be added to the inventory.

ES provides two different kinds of databases to maintain the inventory and prices. Each of these databases performs different functions in making the inventory control and pricing as smooth as possible. The first database is the inventory database, which holds the parts that are routinely stocked and sold. This database contains all the information needed to maintain the daily inventory operations. The second database is the price database. This database is used much the same as a pricing sheet. It provides only pricing information but it can be used to provide pricing information on every part your supplier has in stock, even though all parts are not routinely stocked. Keeping the non-stocked items in the price database leaves more room on the computer hard drive since each part record is smaller than a record in inventory. Keeping the non-stocked items on the PRICE database also allows the computer to run faster since it doesn't have to search through the non-stocked parts when it uses inventory during the daily operations. All parts in the price database are accessible from within the ES program and can be added to the inventory at any time, if on an invoice/work order screen when F10 is pressed to add to inventory, or when a price database part is brought up on the inventory screen, M to Move to inventory may be pressed.

PREPARING TO USE “SUPPLIER PRICE UPDATE DISKS”

When a price update diskette is received from a supplier, an information sheet should be included with it describing the following:

1. The name of the file on the diskette containing the PRICE information and any special instructions for using that file.

Many supplier files come in a compressed format that allows much more data to be stored on the diskette. This file must be "uncompressed" for ES to read it. The file may be in either a self-extracting file or in one that requires a decompressing program to make it readable.

If the file is self-extracting, it will have an ". EXE" extension on the filename (Example: PRICELST.EXE). Follow the supplier’s instructions on how to use this file. If there are no special instructions, the best way to handle this is to use the ES Price Update program to prepare the file for import at the same time the importing is done. Detailed instructions on how to do this are included later in this manual.

If the file is compressed, but does not have an .EXE extension, another program will be needed to decompress it. The program should come on the diskette with the file. Follow the supplier’s instructions to decompress the file. The most popular of these programs is PKUNZIP.EXE. If there are no special instructions, and you have a price file with a .ZIP extension and PKUNZIP.EXE on the diskette, the best way to use the program is to exit to the DOS (C:\) prompt, place your diskette into drive A: and type the following, pressing <ENTER> after each line:

EXAMPLE: THERE ARE TWO FILES ON THE DISKETTE CALLED PRICELST.ZIP, which will decompress to PRICELST.TXT, and PKUNZIP.EXE.

CD\ (Go to the C:\ Directory)

MD XFER (Makes a directory called "\XFER”)

CD\XFER (Changes to that directory)

COPY A:\*. * (Copies all files from the diskette.)

PKUNZIP PRICELST.ZIP (Runs PKUNZIP which creates a usable price in your \XFER directory.)

The update file is now in the directory path \XFER\PRICELST.TXT

2. A description of the price update file information.

There are two types of parts data formats provided by suppliers: delimited and non-delimited. The types of files are defined by the way they display the information about the parts. Each item of information about the part is called a field (i.e. product number is a field, description is a field, etc.).

The more common type of file is the standard text or ASCII file. Each field is listed in columns of a specific width, which are wide enough to hold the part information for that field. These usually come from the supplier with a file layout sheet as seen in Fig. 1 below. Each part line would look something like this:

FIELD1 FIELD2 FIELD3 FIELD4

SAR3 90 W LUBRICATING OIL 5.45 8.95

SAR123-24 1/4" GASKET 2.45 3.54

SAR123-3 3/8" BIT 23.45 32.56

SAR123-934 525-5 S/R FILTER BELT 123.45 154.65

Notice that each column, or field, contains a specific portion of the pricing information. You will need to tell the ES program what kind of data each column contains, and how wide the column is.

An example of the layout of a file with more information about each part is shown in Fig. 2. You should receive a sheet similar to this from your supplier:

Sample: File Layout - 80 characters

1-14 Item Product No. (The numbers are the columns in)

15-35 Item Description (which you will find each type of)

36-38 Filler (information. You will have to tell)

39-46 Cost Price (ES where each column begins)

47-48 Filler (and how many characters wide it is.)

49-56 Whlsle Price

57-58 Filler Example:

59-66 Retail Price Item Description begins on column

67-68 Filler 15 and is 21 characters wide.

69-71 Measure

72-80 Blank

To import disk updates, go to F. File Utilities, Q. Pricing Updates and enter your File Access Code.

The above menu lists the options available.

1. Update Inventory Database from Supplier - Only updates the Inventory database with new pricing data.

2. Update Price database from Supplier - Updates the Prices database with new pricing data.

3. Quick Update Price/Inventory from Supplier - Allows an untested quick update????

4. Change Cost, Whlsle, Fleet, Retail or List Prices by Percentage - Allows adjusting of the price fields based on a percentage by line code

5. Update Inventory with Updated Price Database - Choose this option to update inventory with prices already in the Price Database

6. Optimize Inventory/Price Index - Useful when the Price Database becomes very large; optimizes the way the database is written physically on the hard drive.

7. Rebuilder Data Service Import - Select this option to import price disks obtained from Rebuilders Data Service.

8. Unzip a Supplier Data File to Hard Drive - Use this option to unzip a data file to a temp directory on the hard drive prior to importing.

9. Special Conversion Filter for PTM – for use by Specialist with data converted from previous PTM software.

10. NavLoad – import data for use with NavStar

Each of these options will now be explained in detail.

Selections A and B indicate which data file you want to update. B. Prices data file is a separate data file used only for prices, with each record being much smaller than the inventory allowing to store 10 times more records than the inventory with the same disk space. The prices data file is accessible in the same areas as the inventory. If a part number is typed in at any Search Inventory prompt, the system will search the inventory first. If no record is found, the system will automatically search the Prices data file for the part description and price levels. The record will show similar to the inventory record. The record can be moved to the inventory automatically in two ways: if sold at Point-of- Sale and added to inventory with the F10 key; or in C. Inventory by using the M. Move key to move the part number to the regular inventory. Moving the part to your inventory will not remove the record from the prices data file; only a copy of the record is moved.

A. Update Inventory Database from Supplier

B. Update Price database from Supplier

Select A or B. the screen will prompt to enter the product line. If there is more than one product line included in the file, enter ??? To import all of them, or enter the product line of the specific one to be imported.

The next prompt will ask for the Drive Letter that are being imported from. Manufacturers send their updates on floppy disks and CD, and depending on the system setup, this will mean either drive A or drive B. In this example, we'll use "A:" but it will indicate whichever drive the disk is in.

The next prompt will ask for the filename to be imported. This can be found on the file layout sheet. If you do not have the file layout sheet to refer to, press F10 to view the contents of the disk. The filenames will be displayed on the lower half of the screen. To display the contents of one of the files, press F9 and enter the filename to be displayed. Enter the name of the file to be imported in the field at the top of the screen and press [ENTER].

Above is an example of what will show on the screen, depending on the contents of the disk. Pick out the filename(s) that are needed to import and type in the name exactly as it is shown.

The next prompt will read:

WOULD YOU LIKE TO IMPORT A:\filename.ext TO TEMP FILE?

Answer yes to this question if you have not imported this filename yet or if it was not the very lastfile you imported. If this files has already been imported, and this area was exited (for any reason), the data will still be in the Temp file memory and it will not need to be imported again. Answer No, in this case only. The Temp file will retain the data from the last file imported.

The system will then ask is this file delimited? Delimiters are commas, quotes or apostrophes separating the fields. A typical delimited data line will look like this:

"0020022302","A40 OIL PUMP BAND", 49.88,49.88

The same line not delimited might look something like this:

0020022302 A40 OIL PUMP BAND 49.88 49.88

The file layout sheet will normally indicate whether the files are delimited or not. (Instructions for delimited files follow.) This example is of a non-delimited file so answer No.

Would you like to separate into fields? Y

Below is the Filter building screen. The top part indicates the information that Part-Time Manager will import. Some of this information may not be on the manufacturers disk. There may also be information on the manufacturers disk that is not listed here. The manufacturer's file layout sheet will indicate the type of information contained on the disk.

(The area marked "ASCII Reader Record Count on File" should be thought of as a ruler. It is there as an aid to show where the fields begin and end.)

The bottom of the screen will show the information contained on the update disk. In this case, the first column shows the part number only, without the line code; the second column is a description of the part; the third column is the cost price; and the subsequent columns indicate the pricing structure available. Part-Time Manager pricing structure is setup to handle Cost, Wholesale, Fleet, List and Retail (as indicated at the top of the filter).

NOTE: Some manufacturers' layout sheets indicate the positioning of fields in a different way. They will indicate the number to start with and the number to end on. This is not the way Part-TimeManager handles importing. Please follow this procedure carefully to set up the filter.

The way the filter works is, indicate where (by number) the fields start and how long they are. In the Part Number field, the part number starts on 1 and goes on for 21 spaces. The Part Numbers shown on the screen may not use all 21 spaces, however, if you look closely, you will see that the next field, description, begins at space 22. Therefore, the Part Number has 21 spaces available for use. Indicate "1,21", meaning start at 1 and go on for 21 spaces. The description starts at 22 and goes on for 20 spaces so you type in "22,20", meaning start at 22 and go on for 20 spaces.

For the pricing, always leave a few spaces to the left of the number in order to accommodate larger numbers. Therefore, in this example, the Cost would start at 43 and go on for 10 spaces (43,10). The following calculations would be put in Wholesale, Fleet and Retail: "54,10", "65,10" and "76,10". To see more of the data than is shown in the above screen, press F9 and the screen will scroll to the left. It is necessary to consult the layout sheet from the manufacturer to be certain which prices equal the levels available in Part-Time Manager. Here is how the same screen will appear once the necessary calculations have been entered:

The last field on this screen is the decimal place field. In our example, the pricing includes the decimal point; therefore, the field is left at zero. However, if the pricing did not include the decimal, indicate the amount of decimal places here. An example of data not showing the decimal would be if the price was $2.57, but it appears as 0000257. The number of decimal places in this case would be two.

Once this information has been entered, it will be saved in the temp file.

If importing more than 1 product line, the product line must be??? And the location of the product line change has to be specified. This field is located at the very bottom of the import screen, and labeled PRODUCT LINE.

If any price levels are left empty during the import process, the following screen will appear.

In the example above, the supplier didn't provide list price information. You may update these fields based on a percentage of a known price. In this example, the update is based on Cost with a 50% margin in List.

If the pricing shown is correct, press N to continue. If not, press Y to return to the previous screen. To exit the price import altogether, press X.

As the first item is picked up and found in the BCA database, it checks to see if has been a conversion done in the past. If one was done in the past, it would have been stored in the conversion table. An example of a conversion, importing the line code CLE for Clevite parts, but this line is carried in the inventory with a line code of CLV. The system will need to build a conversion the first time the import of Clevite parts is done. If a conversion is not found in the conversion table, the system adds the conversion as shown below.

NOTE: If entering inventory and pricing for the very first time, refer to the Point-of-Sale section for instructions on creating part numbers in the inventory before continuing with this import feature. The reason for this is that you will need to determine your Line Codes. For example, Leland could be LEL, Clevite could be CLE, Seal Power could be S/P, etc. The inventory section of the manual also contains other important information on how it is setup and on how it operates.

Some manufacturers have setup code letters and/or numbers to refer to certain groups of parts, i.e. Ewould be engines, P would be pistons, 1200 would be bearings, etc. If this is the case with your particular disk, Part-Time Manager will prompt you with “Would you like to setup a description conversion”. This means that the import feature has found one character or numeric in the description area and is asking if you wish to convert the abbreviation to a description. (Nu-Way handles their imports in this way; see the import section for Nu-Way.)

If this prompt appears and the manufacturer's layout sheet does not indicate the usage of numeric or character codes, then answer N when asked to setup a description conversion. This means that although Part-Time Manager found characters/numeric in the description fields, you do not need to setup a conversion for the description.

CREATING A DESCRIPTION CONVERSION FILTER

If the price disk to be imported does not contain descriptions, or if the description field only contains a numerical/alphabetical code that tells the type of part, it is possible to setup a description conversion filter. This filter will convert the code designated, putting in whatever description indicated. For this to work, there must be a code that can be referenced during the import that will designate what the description will be.

During the price import, it will allow a view of the contents of the file. At the following screen, press[F10] to see a listing of the files on the disk, or press [F9] to see the file typed on screen:

At this screen, press [F10] to view disk contents, or [F9] to view file on screen.

The above screen shows the listing of files on the disk.

The above screen shows the instructions for viewing the file on screen.

The above screen shows the contents of the file to be imported.

Notice in the example above that there is no description. The part number, however, does contain a code that signifies the type of part. Notice the letters “P” and “H” in the part numbers.

Notice that when we designate the fields, we have indicated that the description is space number 4, and is one character long - corresponding to the letter code that we found in the part number.

Because we indicated the code as being the description, Part-Time Manager automatically assumes it is a description filter code, and asks to build a description conversion.

For the description conversion, we can type in the description code in the column on the left, then type in the description we want inserted in the column on the right.

When finished, Part-Time Manager will display the resulting price structure and corresponding descriptions. If everything looks correct, select N to continue with the import. If corrections need to be made, select Y to try again. Press “X” to exit.

The next prompt will ask you would you like to remove spaces. Unless absolutely certain you want to remove spaces, always answer N to this prompt! Manufacturers to designate sizing, etc usually use spacing.

The next prompt will ask, would you like to remove dashes. Again, unless you are absolutely certain you want to remove dashes, always answer N to this prompt! Many manufacturers use dashes to separate letters and numbers within a part number. If you have a part number in your inventorywith a dash, and the same part number in the prices database without the dash, these are considered two different parts!

The next screen will ask, would you like to add parts not in your inventory file. By answering Yto this prompt, select either Add the parts one at a time, Skip, or Add them All. Another option available is to filter just the parts with certain Popularity levels. To do this, press P for Pop/filt and indicate the types of priority/popularity that you wish to include: A, B, C or whichever combination suits your need.

The import feature will now import all of the parts that meet with any specifications indicated. If certain Popularity codes were not selected to import and A. Add All, was selected, the system will add all of the parts from the file you specified.

NO If N was answered to the prompt Would you like to add parts not in your inventory fileand this particular Line is not in the inventory at all, a prompt will appear stating "Line specified not found in the Inventory" and the screen will return to the first prompt asking for a product line to update. This tells the system that this is not a vendor who’s parts are in the inventory and you do not want them added.

NO If No was answered to this prompt and this particular line is in the inventory; the system will assume the pricing file is being updated. The system will give the option to update the information in the inventory. Skip that particular part or update all of the parts automatically. The difference between this "No" way and the "Yes" way is, it will show how the part is currently setup in the inventory and what the Prospected Changes will be.

Normally for a pricing update, the cost would differ in the Prospected Changes column, showing the new price. If the description of the item has changed, this too will show. Again, either skip, or update manually or automatically depending on your needs.

DELIMITED FILE STRUCTURE

If your File Layout sheet indicates that the ASCII file is delimited, there are a few different steps to be taken. The procedure will begin the same as for a non-delimited file:

1. Update Inventory Database from Supplier

2. Update Price database from Supplier

Select A or B. The screen will prompt to enter the product line. If there is more than one product line included in the file, enter ??? To import all of the lines, or enter the product line of the specific one to be imported.

The next prompt will ask for the Drive Letter to be imported from. Manufacturers send their updates on floppy disks or CD and, depending on what is specified in the system setup, this will mean either drive A or drive B. In this example, we'll use "A:" Be sure to indicate whichever drive your disk or CD is in.

The next prompt will ask for the filename to be imported. This can be found on the file layout sheet. If there is no file layout sheet to refer to, press F10 to view the contents of the disk. The filenames will be displayed on the lower half of the screen. To display the contents of one of the files, press F9 and enter the filename to be displayed. Enter the name of the file to be imported in the field at the top of the screen and press [ENTER].

Above is an example of the contents of the disk. Pick out the filename that will be imported and type in the name exactly as it is shown.

The next prompt will read:

WOULD YOU LIKE TO IMPORT A:\filename.ext TO TEMP FILE?

Answer yes to this question if this filename has not been imported yet or if it was not the very lastfile that was imported. If the file has already been imported and this area was exited for any reason, the data will still be in the Temp file memory and it will not need to be imported again. Answer No, in this case only. The Temp file will retain the data from the last file imported.

The system will then ask is this file delimited? Delimiters are commas, quotes or apostrophes separating the fields. The file layout sheet will normally indicate whether the files are delimited or not. This example is of a delimited file so answer Yes.

If Update Inventory Database from Supplier is selected from the Price Update Menu, press [ENTER] to choose the default of INVEN.DBF. If PRICES is selected, be sure this reads \PRICES\PRICE.DBF.

The next screen shows a line from the import file, and asks to designate the order that the fields are in, based upon the fields that Part-Time Manager uses. If there are any fields included in the import file that are not used in Part-Time Manager, then designate them as SKIP1, SKIP2, etc. Do not use any spacing between the field designations.

If your fields are separated by a comma (,) enter Y. Otherwise enter N and the screen will give the opportunity to tell the program exactly what the delimiter is.

From the line of text, determine if the prices have quote marks around them as well as the delimiter. If the prices have quotes, press Y. Also from the line of text, determine if the prices have dollar signs ($) in front of them. If they do, press Y to line two.

The next screen will display a prompt if a dash (-) is found in the part numbers, asking if you wish to remove the dash. If no dash is found, one may be entered. We recommend the part number is left the same as the Supplier has it. If it is not changed, remember to change it the same way every time thePrice Updating for this Line of parts or it will build duplicate part numbers within the database; one with a dash and one without.

The screen will prompt to remove spaces, again, we recommend not removing spaces! The screen will prompt to insert a dash into the part numbers, again, we recommend not changing the part number! A current view of the file is displayed. Then the screen will prompt to add parts not currently in the Inventory from the update file.

If N is selected on the previous screen (do not add parts that are not currently in your inventory), the parts that are not in inventory will not be added, but those that are, will be updated with the new pricing.

If Y is selected, the above screen will appear. E Enters the displayed part and goes to the next part. AAdds/Updates all parts without further prompting. X Exits the Price Update area with no further changes. P is used only if Popularity is one of the fields available on the Supplier disk. If a field for Popularity was added, by pressing P the screen will allow you to select which codes are to be added to the Inventory.

After updates are complete, the screen will return to the Price Updates Menu.

C. Quick Update Price/Inventory From Supplier

This feature is not currently supported by ES.

D. Change Cost, Whlsle, Fleet, Retail or List Prices by Percentage

This feature allows the pricing by percentage to change in either the prices database or the inventory database, by line code.

The first prompt will ask which database pricing will be adjusted in, either A. Inventory, or B. Prices. After selecting the database, this screen will appear:

Enter the line code to be updated. To exit, leave the prompt empty and press enter.

The next screen allows matching criteria to be designated. These are optional. To adjust the pricing for all parts in the CLE line that have a cost less than $100.00, and/or have a description of BEARING, and/or have an application of FORD, and/or belong to a product class of 12 (the class codes must be setup in inventory), then enter that information at this screen. To do the entire line code, leave these fields blank and press [ENTER] through each on, or press [PAGE DOWN] to advance to the next screen.

This screen shows the current pricing on a sample part from the line you have designated. Enter the margins to be updated. The margins can be based on any of the price levels: Cost, Wholesale, Fleet, Retail, or List. At the bottom of the screen is a prompt where you designate which price level is being used to base the margins on.

Ex.: To base the margins on COST, leave the cost field blank, and then enter the new margins for Wholesale, Fleet, Retail and List. At the bottom, enter a C for Cost.

Ex.: To base the margins on LIST, enter a negative percentage for the margin for Cost, Wholesale, Fleet, and Retail, leaving the List field blank. At the bottom, enter an L for List.

If one of the price levels is left at 0.00, besides the one that is being used to base the margins on, then the screen will ask to verify that it is not updating that price level.

The next prompt will ask “Use Margins and not Percentages?” Answer Y to use these Margins; answerN if you want to use Percentages.

The final prompt will allow the session to be started over if a mistake has been made.

E. Update Inventory with Updated Price Database

This option will allow inventory update to match the pricing already imported to the prices database. On occasion, you may want to import a manufacturer’s price update to the prices database to make the new pricing available, NOTE: It is not recommended to change the current inventory pricing until the following month. When ready to update the inventory, this is the option to run.

F. Optimize Inventory / Price Index

This option will optimize the way the inventory and/or the prices databases are written on the hard drive, allowing for faster retrieval of parts data. If B. Prices Database is selected, then any duplicate part numbers will also be removed.

G. Rebuilders Data Service Import

HOW TO INSTALL:

1. Insert the Rebuilders Data Service diskette into floppy drive A (or B).

2. From the Main Menu screen in Part-Time Manager press F. File Utilities.

3. Select Q. Pricing Updates

4. At the prompt for the file access code, type PTM-FAC.

5. Select G. Rebuilder Data Service Import.

6. Optionally remove dashes from part numbers. Memo (S) will insert sizes for parts into inventory.

NOTE: the user prior to receiving the Rebuilders Data Service pricing diskettes must request this feature.

The inventory load will take about 10-20 minutes depending on the computer. Any questions regarding price levels, jobber costing, or requests for additional lines should be directed to Rebuilders Data Service at 1-800-625-4193.

This sample of the Rebuilders Data Service covers the following lines:

A.E. Clevite (AEC) Dynagear (DYG)

Manly Valves, Guide Seats (MAN) Pioneer (PNR)

Badger Pistons (BAD) Melling Tool Company (MEL)

Detroit Gaskets (DET)

There are approximately 45,000 parts that will be loaded into the \PRICES directory. To access these parts while in a Workorder, press the F9 key. To look up parts by Line, Part number, Description or Application. The system searches inventory items first by default. To search the \PRICES directory, press F9 again (F9=Search Prices). The system will then switch over to the \PRICES directory. Type in the Line and a partial Part number at the next prompt.

S. (Special Conversion Filter for ES)

This utility is for importing databases that have been converted by PTM Inc. for use in the Vision Program. If customers and/or inventory is already on the computer, but in a different program, it is quite possible they can be converted for use in this program. Check the other program to see if there is an export utility. For further information on this service, contact technical support.

When ready to import, place the disk in the floppy drive. The above screen shows the prompts: What drive is being importing from? Are dashes being removed? Are these parts to have a memo of S? Will the existing descriptions be over written with the descriptions on the disk? Answer these and the system will proceed with the import.

H. Unzip a Supplier Data File to Hard Drive

This utility is used when a price data file is received from a manufacturer that contains a compressed, zip file. This utility will unzip the file to the directory C:\TRANSFER. After unzipping the file, it will import the file into prices and/or inventory.