|1. General Information|
|2. Program Navigation - Access - SQL|
|3. List Orders - General|
|4. List Orders - Screen 1 - Basic Info|
|5. List Orders - Screen 2 - Mailer, Broker, ShipTo, Supplier|
|6. List Orders - Screen 3 - Special Instructions|
|7. List Orders - Screen 4 - Quantities, Percentages, Net Name|
|8. List Orders - Screen 5 - Invoicing Line Items|
|9. List Orders - Screen 6 - Accounting Summary|
|10. Accounting Transactions|
|11. The Accounting Menu|
|12. The Reports Menu|
|12. The ListPro Support Files - Datacards, Customers, Vendors etc.|
|13. Backup Proceedures For Data And Program|
|14. The Clearance Module|
The ListPro System is written with Microsoft's Visual Basic 6.0. This version uses a Microsoft Access Database. However, other databases can be used by the ListPro System if the are ODBC (Open Database Connectivity) compliant. The ListPro System uses a combination of ISAM (Indexed Sequential Access Method) and SQL (Standard Query Language) to access data. ListPro is a relational database system. A relational database is a made up of a number of Data Tables that are connected to each other by indexed keys such as Vendor Number. There is a Table for List Orders, Data Cards, Customers, Vendors, etc. The Customer in a List Order is "related" to the Customer file by a unique Customer number. When Customer information such as a street address or Zip Code is changed in the Customer file that change is automatically reflected in every record in the List Order Table. There are intentional exceptions to this rule to give the system more flexibility such as contact names and phone numbers since there may be more than one contact at a company.
The system has been designed so that it can be operated solely with the keyboard or with a combination of the keyboard and the mouse. This is very important for productivity in a data entry environment. All pull-down menus and command buttons have keyboard shortcuts utilizing the Alt key with a letter or number that allow the user to activate them. For example: The Add menu selection on any screen can be accessed by clicking it with the mouse or holding down the Alt key while pressing the "a" key. This enhances data entry efficiency and users are encouraged to try both the mouse and the keyboard methods to decide which works best for them. The one exception is the Duplicate command button on Screen 1 of Orders which is a very powerful feature and therefore has been intentionally left without a keyboard shortcut. (See Orders - Screen 1)
There are seven ways of getting around in the system:
1. Using Menus to get to other Menus or data entry screens.
2. Navigation to a specific record using the Find method.
3. Navigating up and down through a Table one record at a time.
4. Navigating through the various screens that comprise one record.
5. Jumping to the beginning or end of a Table.
6. Using an SQL Query To Select one or more records. 7. Using Microsoft Access to view and alter data directly.
The System starts with the Main Menu. From the Main Menu users can access all of the System's Dynamic Data. A distinction is made between Dynamic Data or data that changes frequently or is constantly being added to (i.e. List Orders, Data Cards) and Static Data, which changes infrequently (i.e. Shipping Methods such as FedX and UPS). The users can also access the Accounting and Reports Menus which will be discussed later.
When a user selects a Table (i.e. the file in which data is stored) such as Orders to Add, Inquire or Update they are automatically taken to the first Record in the Table. From that record the user has four choices of movement:
1. Using Menus - The Main Menu takes the user to subsidiary menus for Customers, Vendors, Datacards, etc. and to the Accounting and Reports Menus. The system always starts with the first record when a table such as Customers is chosen from the Main Menu. Then the user selects one of the following methods to move through the records in that table. When the Accounting or Reports Menu is chosen the user is presented with another menu. 2. Navigation To A Specific Record - By using [Alt - F] (holding down the Alt Key and hitting F) or by clicking on the Find Menu Item at the top of a Data Entry Screen a drop down menu will appear allowing the user to find a specific record using an Index. Selecting one of the choices by using the keyboard or the mouse will bring up an input box that prompts the user to enter all or part of a number or text string. After the number or text is entered the user may press the [RETURN] key or click OK on the input box. The system will then search for an exact match or the next greater match. For example if the user is looking for ABCDEF Company and the user types in "ABC" the system will find the first record that matches "ABC". If there is an ABC Company the search will stop there. If there is only an ABZ Company and nothing starting with ABC the search will stop at ABZ because it is the next greater match. Once a search has found a match the user can then utilize the following method to move through the Table one record at a time.
3. Navigation One Record At A Time - To move through a Table one record at a time the user presses the Page Up or Page Down Keys. NOTE! The Navigate Command Button at the bottom of each Data Entry Screen must be Highlighted (also called having focus). When a command button has focus (also called highlighted) it will have a series of small dashes around its perimeter. The user can use [Alt - N] or click on the Navigate button to give it focus. When the Navigate button has focus the user can press Page Up or Page Down to move through the records one at a time. NOTE! The System always starts with a default Index to order the records. This Index is typically the unique number of the record. (e.g.Order Number, Customer Number). However, when a search is done the Index is changed to the one that the search uses. Changing the Index - Each Data Entry Screen Allows the user to Change the index at will. Simply press [Alt - I] or click the Index Menu Selection at the top of the Data Entry Screen and a drop-down menu with the available Indexes will allow the user to change the order of the table for Navigation. The system will keep the same record on the screen but the order of records will now be determined by which Index was selected. If the user searches for a Customer By Company Name and then presses Page Up or Page Down the next record displayed will be in Company Name Order. This facilitates the process of finding a record when the user only knows part of the name. All matching is done starting with the leftmost character and then moving to the right. If the user wants to move quickly to the beginning or the end of a Table they can use the following method.
4. Navigating Through Multiple Screens - The Listorders and Datacards tables need more than one screen to display their data. NOTE! Navigation can only take place when the focus is on the Navigate Button. When each screen loads for the first time the Navigate button has focus. You can tell because it will be highlighted by having a dashed line running around the edge of the button. To give the Navigate button focus click on it or [TAB] to it. To move from one screen to another press a number on the keys above the letter keys (the number pad sends a different code). To move from Screen 1 to Screen 3 simply press the '3' key on the keyboard. Screen 3 will display. To go back to Screen 1 press the '1' key. Listorders has 6 screens and Datacards has 4. All the other tables have one screen each.
5. Jumping To The Beginning Or End Of A Table - Since new Records given a unique ID number that is higher by one than the last record entered and because the default Index is the ID number then users may wish to immediately jump to the end of a Table to find records just entered. This is accomplished using the End key. While the Navigate button has focus the user may press the End key and the system will automatically jump to the end of the Table using the current Index. The Home key will jump to the first record in the Table. NOTE! If a Find method has been executed using a different index then the End key will jump to the end of the Table using the Index set by the find method. This means that if the user searched for ABC Company using the Company Name Index and the user jumps to the end of the Table the user will be at the end of the Table alphabetically by Company Name. (i.e. the Z companies).
6. Using MicroSoft Access - This is a powerful way to find and edit records. A complete discussion of how to search for records using Access is beyond the scope of this manual. However, a brief description of how to invoke Access and start the process of querying data is in order. The user must be at a PC which has Access installed on it. After Starting Access the user must open the ListPro database. If the ListPro database is not shown on the recent files opened dialog box then click on "more files" to begin searching. The default ListPro Database will be on the network in a Directory called \\ListProServer\C\ListProData. If it is not there check with the Systems Administrator to see if it was installed to a different directory. (\\ means that the Data is installed on the network PC called ListProServer).
Once the user opens the ListPro.mdb Database the user will see all of the tables, Orders, Datacards, Customers, Vendors, etc. listed. Be careful! It is possible to delete entire tables with the Delete key. If the user has any concerns, contact the systems administrator. The user will also notice tabs across the top of the window showing the entries entitled Tables, Queries, Forms, Reports, Macros and Modules. ListPro uses only the Tables section of this window. However, users are encouraged to explore the Query and Reports sections because they add a wealth of functionality to the program. As with any new Software there is a learning curve but once the user becomes familiar with Queries in particular finding information on the system becomes very easy.
There are sample Queries in the Queries section that give a basic idea of what the user can do to query the database for information. Users may select which fields they want to see including fields from related tables and what search criteria to use in finding records.
7. Using SQL(Standard Query Language) - Finding A group of records that match certain criteria is best handled by the SQL Query Selection on the Menu Bar on all Screen 1's. By selecting fields and operators from the Combo Boxes and entering values the user can perform an SQL search that selects only the records that match the given criteria. Then the user can use the other methods of navigating through the system to move through only the selected orders. First, click on SQL Query, the Start Query. The user will be prompted with the following screen.
When the submit button is clicked the Query will run and only those orders that match will be selected for viewing. If no records are selected a message will pop up saying so. NOTE! It is important to select SQLQuery and then EndQuery when the user is finished so that all records in the database will be available again. However, the user may run as many Queries in a row as desired. Just remeber to EndQuery when done. The Find and Index Menu items are not available when an SQL Query is running. The SQL Operators are = (equals), >= (greater than or equal to), <= (less than or equal to), T/F (true or false), and like (pattern matching). T/F is used for checkboxes. An order that has the Exchange? checkbox checked is found by the SQL Statement proforma - T/F - true. Unchecked is false. The SQL Operator 'like' matches patterns and uses the '*' as a wild card. Listname - like - g* would find all the list names that start with 'g'. Listname like *gov* would find all lists that have the pattern 'gov' somewhere in the Listname. And Listname - like - *ing would find all the lists that end in ing. The = operator finds only exact matches and is used primarily for very narrow searches.
List Orders - General
The Orders selection from the Main Menu brings the user to the heart of the ListPro System. The List Order Data Entry and Inquiry Screens. From these screens the user can enter new Orders to the system, update existing Orders and print out various forms such as Orders, Acknowldegments, File Copies and Invoices. Many, if not all of the other tables in the System will be accessed by the Orders Screens for pulling in information as data is entered, displaying data from other tables in drop-down combo boxes to be selected for inclusion in a particular order or for displaying information about the current order from other tables such as the Accounting Transactions file.
List Orders Support Files
All of the other Tables in the System exist to support List Orders and they need to be there before the first List Order is written. However, because of their subsidiary role they will be discussed after List Orders. Simply keep in mind that before a List Order can be effectively written the user will have to create Customers, Vendors, Datacards, Shipping, etc.
When Orders is selected from the Main Menu the user is taken to the first record in the Orders Table and Put in Screen 1 of List Orders. To enter or change data in any of the System's screens the user must either be in Add or Edit Mode. When Add is activated by [Alt-A] or by clicking with the mouse on the menu bar at the top of the data entry screen the system opens a new blank record and puts the user into the Order Status field to start. When Edit is clicked the user is put into the currently displayed record, also starting in the Order Status Field. NOTE! To move from one field to another use the TAB key to move down through the fields and [SHIFT-TAB] (Holding the Shift key down while pressing the Tab key) to move in the opposite direction. When the user is finished adding or updating a record the changes are saved by [ALT-S] or clicking the Save item on the menu at the top of the screen. This is true for all System data entry screens.
In the upper left hand corner of the screen is the Screen Name and Number - Orders Screen 1. In the upper right hand corner are the familiar Windows Minimize, Maximize and Close buttons. This will be true for all Screens in the System.
Order Status - Contains a list of User Definable Words to describe the status of the List Order (e.g. Revised, Canceled, ***Rush***, etc.) If a Status is selected it will print at the top of the List Order, Acknowledgment and File Copy. NOTE! To access the list of choices click on the arrow to the right of the field or press the down arrow key.
Order # - This field is locked and cannot be entered into by the user. It is automatically given the next List Order ID number when the Order is saved.
Order Date - If the user Tabs out of this field leaving it blank the Order Date will default to today's date. This saves typing today's date.
Enter the Mail Date and if the order has been revised or canceled the Revised/Canceled Date. If the Order Status is Revised Or Canceled the Revised/Canceled Date will print with the Order Status at the top of the order.
Client Order # - This field can be very important for finding Orders later when a client calls and knows their Order number but not the user's company. An Index and Find is available for Client Order # in the Find and Index pull downs at the top of the Orders screen.
Offer - Same as Client Order # including Index and Find.
The Order Type, Media, Ship Via, and SalesPerson combo List boxes are all user-definable and can be revised by using Access to open their respective tables in the ListPro Database. NOTE! Users can type directly in to a combo box and it will record the typed data. However, standardization is generally good in these situations and it will usually be better to use the existing lists or add to the underlying database. NOTE! The combo boxes are loaded when the program starts and Orders is loaded for the first time. Changes to the underlying database will not take effect until the program is exited and then started again.
List Number - Enter a valid List Number from the Data Cards table and when leaving the List Number field the name and supplier of the list will pull in from the Data Cards Table. NOTE! What to do if you don't know the List Number!!! There are two ways to handle this. One, press the F6 key and an input box will appear. Enter all or part of a List Name using the '*' as a wildcard and the system will perform an SQL Query using the 'like' operator. (Use the '*' wildcard as described above in SQL and Navigation to find matching patterns). A list box will appear with all of the matching results. Click on the one you want and the proper number will be inserted into the List Number text box for you. When you [TAB] out of the field the rest of the List infor will pull in Two, click on Main Menu and open up the Datacards Selection and use the Find Menu Item or the SQL Query in Datacards to find a List by it's name. If the user is in Add or Edit Mode the user will be asked to save what the user has entered so far. Go ahead and save. Then when the user comes back to the Order the user can enter Edit mode and resume where they left off. The user can have any or all of the System's windows open at the same time and may jump back and forth between them using [ALT-TAB] or clicking the taskbar at the bottom of the Windows Screen. NOTE! By holding down the ALT key and pressing tab the user can see all of his open windows and by pressing TAB repeatedly can move between them and select by releasing the ALT key.
Segment Description - The Segment of the List Ordered
Segment Note - Additional Segment Info that prints directly Under the Segment Description on the List Order.
Universe - Used to show the total number of names for the segment entered.
Managed/Brokered - The System prints different headers and omits some fields from the List Order and the Acknowledgment if an "M" (representing a managed List) is entered here. If nothing is entered the System assumes the list is Brokered although it is wise to enter a B here to be sure that the user has filled out the field correctly. NOTE! This field is only one character. If, inadvertently, the user should enter a space and then try to put in an M or B it might appear that the box will accept no entry. Be sure that the text box is empty by hitting the DEL key to clear any space in the box if the user cannot enter a character in this field.
Exchange? (Y/N) - The System uses the typical Windows Check Box to indicate a Yes/No or True/False condition. A Check is considered Yes or True and no check is considered No or False. NOTE! The user can use the space bar to Mark/Unmark checkboxes or click them with the mouse.
Exchange Control # - This field is for backward compatibility purposes only and is not needed.
Guaranteed? (Y/N) - Same as Exchange
Guarantee Days - When a number of days is entered in this field up to a maximum of three characters (999) and the user tabs out of the field the Guarantee Date is automatically calculated by the System based on the Mail Date.
Pre Pay Req? (Y/N) - Is A Prepay required? And then the date the prepay is received.
THE DUPLICATE BUTTON - This is a very powerful feature of the ListPro System. Once the user has entered an order the user may have several more orders for the same client that differ only slightly (list, pricing, etc.). The user can "duplicate" an order in it's entirety including all screens filled out by clicking the duplicate button. The only change will be the assignment of a new Order Number. This also makes it possible to write several orders with contiguous numbers that will allow the user to print a group of Orders by Order number.
When all data is entered and the Save Item is clicked or [ALT-S] is pressed and the SaveYesNO Dialog box has been answered affirmatively the Navigate button is given the focus and the user is ready to move on to Orders Screen 2. To get to Screen 2 from Screen 1 the Navigate button must have focus (be highlighted). The user then presses the number 2 on the keyboard and not the number pad. The number pad sends a different code to the System. Only the numbers above the letter keys will work. The user will then be taken to screen 2. This is true throughout the system where there is more than one screen for a record. Currently only Datacards and List Orders have multiple screens per record.
The Undo Menu Item - When In Add or Edit Mode press [ALT-U] or click Undo to erase any unsaved changes and return to the previous record. Use when an Order should not be added or updated.
The Print Menu Item - The first selection prints the Order, Acknowledgment and File Copy with one click. Each of the other Items - Order, Acknowledgment, File Copy and Invoice print only the single form named.
Screen 2 of Orders is primarily an Information Screen. The Supplier Information in the lower left-hand box will have been filled out automatically by the System pulling in information from the Vendors File. (Each List has one Vendor assigned to it.) There will always be a Mailer, and most of the time a Ship To and some of the time a Broker. Mailers, Brokers and ShipTo information is maintained in the Customer File. By entering in the Customer number and tabbing out of the field the System will pull in all related information for that Mailer, Broker or Ship To.
Since it often happens that there are multiple people to whom the user might wish to send an Order, the System allows the user to overwrite any of the Attention line, Phone, Fax and Email addresses. The system will only pull information into these fields if they are blank. Therefore if you wish to change Mailers, Brokers, etc. the user may have to blank all of the relevant fields before new information will pull in. Company names and addresses are relational and will pull in whatever is in the Customer or Vendor file when the Order is displayed. If you don't know the Broker, Mailer or ShipTo Name press the F6 Key while in the Number field for Broker, Mailer or ShipTo and you will get an input box that works exactly like the List Number F6 lookup as described in Screen 1 - List Number.
The Add To Mail Schedule button will add the current order to the Clearance Module. It will then appear on the Mail Schedule screen displays and printed reports. If the order number already exists in the Clearance Module it will not be added again.
Screen three of List Orders is for Special Instructions concerning the Order. The Look Up combo box does not print anywhere on the order nor is it part of the List Orders Table. It is a support file called SpecialInst and can be modified by the user with Access to add common phrases used in List Order Special Instructions. (E.g. "Mark Tape Packaging with Customer Number ___________" or "Omit the following Zip Codes") The user may open the combo box with the mouse, highlight a line of text and then cut and paste it in any of the Special Instruction fields. This saves much typing time and also standardizes the phrasing used for Special Instructions. On Managed Order Acknowledgments (going to the customer) the bottom nine lines do not print. This is so Instructions for the Service Bureau can be put here and the Customer will not see them. All of the special instruction lines print on Brokered Acknowledgments. All Special Instruction lines print on the Order and file copy.
Net Name Percentage - Enter a number (that will later be divided by 100 by the System) that is the Net Name Percentage for this Order. Enter nothing for non-Net-Name Orders. If there is a number in this field the System will print the following line at the top of the Special Instructions. "This is Order is 85% Net Name and $10.00 Running Charges." (Assuming the field below is $10.00)
Net Name Run Charge - The price that will be charged on all names shipped. It prints in the Net Name Percentage Line on the Order, Acknowledgment and File Copy. NOTE! This does not calculate anywhere and Running Charges must be entered as a line item in Screen 5. This field is only for Printing purposes. The system defaults to $10.00 for Running Charges if the Run Charge field is blank and there is a number in the Net Name Percentage field. This may be overwritten by the user. Once there is a number in the Run Charge field the default will not pull in.
Ordered Quantity - The quantity ordered.
Shipped Quantity - The quantity actually shipped.
Adjusted Quantity - An arbitrary quantity assigned by the user to allow for bad addresses, as a discount or any other reason the user wishes to lower the number of billable names.
Net Name Quantity - This field is for informational purposes only. It is derived by taking the last field filled in above it. So, it there is an ordered quantity but no shipped or adjusted quantity the field is the result of ordered * net name percentage. If there is a shipped quantity then it is shipped * net name percentage and if there is an adjusted quantity the it is adjusted * net name.
Billing Quantity - This field acts as an override for the Base Rental Quantity. Typically this field will be the net name quantity but may be any number assigned by the user. It will be used to calculate the Base Rental Extension only. All other line items on screen 5 will use the shipped quantity.
Ship Date - The Date the order shipped
Material Received - The actual names received.
The Five Commission Fields - Broker Comm, Manager Comm and Supplier Comm are pulled in from the datacard when the order is first written. They are the default commissions used by the system to calculate the Commission amounts on screen six and the Base Rental Cost on Screen 5. They may be overwritten by the user. They will only pull in from the Datacard if they are blank. AMLC and CMLC Commissions are used to calculate the split in Screen 6 only.
Key Code 1 & 2 Fields - These print on the Order, Ack and Copy. Mailers typically wish to Key Code their orders so the results can be tracked.
Cat Code - Pulled in from the DataCard to code the Order for reports or searches.
Change All Quantities? (Y/N) - The majority of List Orders use the same quantity for all line items (with the exception of the Base Rental for Net Name Orders). Therefore the System defaults to True or checked for this field. When there is a change in the quantities on Screen 4 and Edit and Save are selected in Screen 5 the quantities for all items will change to the new quantities and the extensions will be recalculated. This is a major time and error saver when invoicing. If the Order is a Net Name Order the Base Rental(the first line item) will be the Billing Quantity. However, there are orders that don't fit this rule so by un-checking this check box the user can enter any quantity in any of the quantity fields. For example if a list has some names with phone numbers and they are extra then the number of names with addresses may well be different from the number of names with phone numbers.
Current Base Quantity - the current quantity used to calculate the Base Rental (line item one) if Change All Quantities is checked.
Current Select Quantity - the current quantity used to calculate the rest of the line items if Change All Quantities is checked.
The Line Items - Invoicing is one of the most powerful and flexible aspects of the ListPro System. The user is completely free to invoice an order in any fashion. The Price and Cost fields are independent of each other and of the commissions in Screen 4. Any combination of Flat(F) and per thousand(M) prices, quantities and costs may be entered. For example, if the cost of a list is a Flat Price of $500 to take all of a list of 6,346 names but the user wishes to bill the client at a rate of $150.00 per thousand the user can override the necessary fields and the Account Receivable will calculate at 150 * 6.346 or $951.90 and the Account Payable will be $500.00. In many list ordering systems this is simply not possible and can only be done with a great deal of difficulty. This flexibility allows for tracking almost any conceivable list supplier invoice to the penny as well as affording the opportunity to mark up any or all line items without worrying about how to deal with arbitrary commission percentages.
It is only necessary to fill out the description, price and quantity for each line item on a simple order. When the Save menu item is selected the system will default to the Screen 4 commissions and quantities for the Base Rental and assume the rest of the line items are not commissionable. To Erase a line item simply blank out the description field and leave it. The System assumes that a line item without a description is to be erased.
Once the Line Items have been completed on Screen 5 the order is ready to be invoiced. If a Pro Forma Invoice is desired click or mark the Pro Forma? (Y/N) box with the space bar. When this box is checked the Order, Acknowledgment File Copy and Invoice will all Print the words PRO FORMA in the Title Box. Pro Forma Orders are also not selected in any AR or AP Trial Balance reports.
Screens 5 and 6 have an Accounting Status that displays in blue in the upper right hand corner of the order. This is for information and also identifies OPEN Orders for the Open Order Report. Orders go through the following Accounting Status cycle. New orders are OPEN. When they are invoiced but not yet posted to the Transaction Table they are INVOICED. When the Orders are verified and the AR and AP are posted to the Transactions Table they are POSTED. They stay POSTED until all money due is collected and all money owed is paid. When the AR Due and the AP Due fields are both zero the order will become CLOSED either by selecting Edit and then save in Screen 6 or by running Close Order Processing from the Accounting Menu. To maintain proper accounting controls a POSTED or CLOSED Order cannot be Edited. These Orders can only be changed by making AR or AP adjustments in the Transactions Table. This insures that there is a proper audit trail from the Invoice to the Closing of each Order.
The only fields that can be changed in Screen 6 are Shipping, Shipping Cost, AR Adj and AP Adj. These fields may only be changed prior to the Posting of the Order. This is to allow for rounding differences in the case of AR and AP Adjustments. Shipping and Shipping Costs can be dealt with in Screen 5 but since older systems had special fields for shipping this makes the System backward compatible.
When an order is not a Pro Forma and there is an Invoice Date the order will be marked as INVOICED when Edit and then Save are selected.
Invoice Attn - If the Invoice should be sent to the attention of someone other than the customer attention on Screen 2 (The customer is the mailer if there is no Broker or the Broker if there is one) the name can be filled in here and it will print on the Invoice.
Invoice Revised Date - This may be filled in if adjustments have been made to a previous invoice and it will print on the Invoice.
Accounting Notes - The five fields in the upper right hand corner of Screen 6 are Notes fields for this order that print on the Invoice.
All Accounting Transactions are entered through the Transactions Screen. This Screen is reached by going to the Accounting Menu from the Main Menu and then to Transaction Entry/Inquiry from the Accounting Menu. To Enter a Transaction first pick one of the eight types of Transactions from the TRX Type list box:
|1.||AR CashRec||Record Cash Receipts - Allocate Checks By Order - Posts To Order|
|2.||AR Debit||Adjust Accounts Receivable - Posts To Order As Increase In AR Adj|
|3.||AR Credit||Adjust Accounts Receivable - Posts To Order As Decrease In AR Adj|
|4.||AR Invoice||Original Or Revised Accounts Receivable - Posted From Order|
|5.||AP Check||Enter Manual Checks(Put In Check Number) And Computer Checks(No Check Number)|
|6.||AP Debit||Adjust Accounts Payable - Posts To Order As Decrease In AP Adj|
|7.||AP Credit||Adjust Accounts Payable - Posts To Order As Increase In AP Adj|
|8.||AP Invoice||Original Or Revised Accounts Payable - Posted From Order|
Transaction Entry - The process is basically the same for all Transaction Types. Original and revised AR and AP entries are made automatically in List Orders Screen 6 when the Order is invoiced. Enter the type, order number and amount for all TRX. If you are using a GL numbering system for reports enter it. It is an optional field. For all AR TRX there should be a customer number entered. Cash Receipts need the customer's check number entered. For other AR TRX enter a Customer PO, if any. For AP TRX enter a vendor number and the vendor invoice number, if any. NOTE! For Manual Checks enter a check number. To pay on a check run do not enter a check number. The number will be entered automatically when the checks are printed. List Order AR and AP and Check runs get the TRX Date automatically posted. TRX that are manually entered need a date entered. The default is Today's date. The TRX Number is automatically assigned. The Batch Number is automatically assigned unless the TRX are entered manually. The TRX Description and the NOTE Field are optional and are used to describe the TRX.
Datacards - There are four screens for Datacards:
|Screen 1||Basic Information|
|Screen 2||Profile or descriptive information - prints on the Datacard|
|Screen 3||A second screen for descriptive information - prints on the Datacard|
|Screen 4||Segments with pricing - prints on the Datacard|
Customers And Vendors - They Each have one screen of basic information that pulls in to List Orders and Datacards.
Other Files - Lookups for the list boxes can be viewed using Microsoft Access. They include:
|Cat||Category Codes for Coding Orders|
|Company||Basic Information About Your Company|
|CustType||Codes For Identifying Types Of Customers|
|LineItems||Lookups For Screen 5 Line Items|
|Media||Mag Tape, Pressure Sensitive Labels, Cheshire etc.|
|Number||The Next Number For List Orders, Datacards, TRX etc.|
|OrderStatus||***RUSH***, EXCHANGE, CANCELLED etc.|
|Order Type||TEST, CONTINUATION etc.|
|Salesperson||Basic Info On Sales Staff|
|ShipBy||FED-X, UPS RED/BLUE etc.|
|SpecialInst||Listorders Screen 3 Boiler Plate Lookups|
|TRX Type||AR Invoice, AP Debit etc. DO NOT CHANGE!!! - Used By System|
|VenType||Codes For Identifying Types Of Vendors|
All of these files are accessible through Microsoft Access.
The Default DataBase location for the ListPro System is located in the \\ListPro\c\ListProData Directory on the ListPro Server. The ListPro Manual, in HTML Format, and Programs, including the Visual Basic source code, for the ListPro program are located in the \\ListPro\c\ListPro Directory by default. These two directories should be backed up on removable media and put in a safe place to avoid loss. The Data should be backed up nightly on different media using the following schedule.
|Media 6||Week 1|
|Media 7||Week 2|
|Media 8||Week 3|
|Media 9||Month 1|
|Media 10||Month 2|
|Media 11||Quarter 1|
|Media 12||Quarter 2|
|Media 13||Quarter 3|
|Media 14||Year End|
It is only necessary to back up the programs once unless there are changes made to the programs, in which case, the programs should be backed up again to save the changes. However, the best course is to back up both the programs and data on a nightly basis to insure that everything is protected against loss.
In the event of a hard drive crash requiring the installation of a new hard drive the following steps should be followed to recover the programs and data.
At this point you should be able to begin normal operations. If you get a message saying that the path to the data is incorrect then you must verify that the database "ListPro.mdb" is in the same path as the path written in the file "ListPro.ini" in the ListPro directory on each individual PC. The file "ListPro.ini" is read by the program when it first starts and tells the program where to look for the database. If the desktop shortcut or menu item does not start the ListPro program then verify that the shortcut or menu item points to the program "ListPro.exe" on the ListPro server.
|ListPro.ini||Resides on each PC. Read By ListPro Program to establish path to Data.|
|ListPro.exe||Resides on ListPro Server. Menu Items And Desktop Shortcuts should point to this file.|
|ListPro.mdb||Resides on ListPro Server. The Microsoft Access DataBase File|
To install ListPro on a new PC you may use the CD that came with the program or a network install. To use the CD, place the CD in the PC and open up the ListPro\Package Dirctory and double-click Setup.exe. ListPro and all necessary programs will be installed on the new PC. If there is no ListPro Directory on the PC, create one. Then either copy ListPro.ini from another machine or use notepad to create/edit it as follows: \\ListPro\c\ListProData\ListPro.mdb where \\ListPro is the name of the server where the ListPro.mdb file is stored.
To Backup or Restore using Seagate's Backup Exec Software select the Backup Exec Item from the Windows Start Menu. Bypass the Wizard by clicking the close button on the Wizard Dialog box. That will leave the normal Backup Exec Screen. To Restore from a good backup tape make sure the tape is installed in the drive. Then click the Restore Tab. When the Restore Dialog Screen is displayed click Device View. This will scan the tape for backup sets and create a catalog of what is on the tape. The name of the tape will be displayed. Click OK and a temporary catalog of what is on the tape will be displayed. Next, choose which files you want to restore by clicking the appropriate box. You should, at a minimum, restore the ListPro and ListProData Directories. The selected contents of the tape will be written to the new hard drive.
The Backup process is similar except you use the Backup Tab on the main Backup Exec Screen instead of the Restore Tab. You may wish to initialize new tapes and name them Monday, Tuesday, Wednesday, etc. as mentioned above.
It is often desirable to assist mailers and list owners by maintaining a schedule of proposed mailings. The purpose of the Schedule By Mail Date (SBMD) is to prevent addressees from receiving too much competing mail at one time. Therefore each List Order must receive a “Clearance” for the mail date of the offer before it can be written. As requests for mailing periods (generally a week)are requested they are checked against the schedule and if no conflicts are evident they are entered into the schedule and given a clearance for that mail date even though an order may not be written at that time. When the order is actually placed the "Clearance" is automatically converted by the system into an order. Clearances already approved may be viewed on screen or printed in a report form.
Changes in mail date or other data in the Clearance Module records that are not yet orders will be made in the Clearance Module. Changes in data to List Orders that have been written will automatically change the data in the clearance module. In this way the Clearance Module schedule will reflect changes made to data in List Orders. Once a Clearance becomes an order it is locked and cannot be changed except by changing the related List Order.
Data Entry - The Order Number is displayed only after an Order is created. (See Create Order Button below). If there is no Order number then there is no related List Order. The Clearance ID is assigned automatically when a new Clearance is created. The Mail Date is entered manually and is required to save the record. The Date Posted defaults to Today's Date if it is left blank. Mailer, Broker and List all work the same way. The user may enter a number if it is known or by hitting the F6 Key in the field a lookup by name will allow an SQL "like" search on name. When the correct name is clicked in the lookup window the name and number will be filled in. If a number is typed in the name will be displayed when there is a match for that number. Typing in 1 will match mailer number 1. Then adding a 0 to make 10 will match mailer number 10. Adding a 0 to make 100 will match mailer number 100 and so on. This acts as a double check on the number the user has entered.
The remaining fields must all be filled in manually except for the Type and Salesperson fields where a selection may be made from a list box or may be free typed. The Screen Display Note field is used to put a note into the screen displays. The Memo field is an indefinite size and will automatically word-wrap and add vertical scroll bars for extensive notes. When a Clearance is marked "Cancelled" by putting a check in the Check To Cancel check box it no longer is displayed in lookups to the screen or printed on reports.
Menu Items - The Items on the menu at the top of the screen (Add, Delete, Edit, etc.) are the same as seen elsewhere in the ListPro Program. The Print Menu consists of four items. Given a starting date (default is today's date) the system will provide a screen display of an abbreviated report of all previously cleared orders with Mail Dates greater than or equal to the start date or send a more extensive report to a printer. The first two items show all Clearances; the second two show items for one (or more) lists. In the second case, after the beginning date is entered another input box allows for either a list number or a list name to be entered. If a list number is entered only those records matching the list number that are greater than or equal to the beginning date will display. If a "like" type search is entered all lists matching the "like" phrase and greater than or equal to the beginning date will be displayed or printed. For example, using *gov* in the search will show all lists greater than or equal to the beginning date whose names contain the letters *gov*. This feature is useful when there are two or more closely related list names that have the same or very similar universes.
Creating An Order From A Clearance - To create a new List Order from a Clearance simply click the Create Order Button. A new order will be created using most of the information from the Clearance. (The Memo, Clearance ID and Cancelled check box are not sent to List Orders). The new Order Number will be displayed at the top of the screen in blue. From that point on all changes must be made to the list order and will be automatically reflected in the Clearance.