WinOrder
Version 4.01
INSTRUCTION MANUAL
Tucson Cooperative Warehouse
TABLE OF CONTENTS
WHAT'S NEW!
V4.01
- WinOrder Database backs up when WebOrders
are imported.
- Out of Stock Hold items now keep the correct
quantity.
- Other minor bugs fixed.
V4.00
- Integration with WebOrder added. Allows
members to place orders online.
- Short stocks now distributed properly.
- Member invoices now display Quantity Ordered
correctly when Out of Stock.
- Added distribution report sorted by member.
- Second tax rate added. Some members needed
this.
- More troubleshooting tools added.
- Upgrade has been simplified.
- Some report bugs fixed.
- Other minor bugs fixed.
V3.x
- Comments were not sent with v3.09 and 3.10.
This has been corrected.
- Fixed problem with some invoices. This was a
display problem only.
- Fixed problem with Pricelist STOP error if
you have Texas Tax Override enabled.
- Direct Internet Connectivity! WinOrder will
now send orders and download invoices/pricelists via the Internet
automatically. You will need to connect to the internet before
sending/receiving files. WinOrder will not connect or disconnect for you.
- Fixed problem with WinOrder crashing on some
systems after more than 20 orders were put in at once.
- Download screens will redisplay after being
covered by another application.
- After any transfer failure
(invoice/pricelist/order), WinOrder will display an error, and go back to
the main WinOrder screen.
INSTALLATION
Close all programs before installing WinOrder
(including the MS Office Toolbar) and de-activate any antivirus software.
New Installation:
For Windows systems With a CD-ROM. Insert CD into the CD-ROM drive
and it will autorun the setup . If it does not automatically run, click on START
and click on RUN. Type D:\setup.exe (where D: is the CD-ROM drive
letter ) and click OK.
WinOrder can also be downloaded from our
website at
or http://www.tcw.coop. Download the
WinOrder install file to a temporary location on your hard drive and then run it
by double clicking on the file via Windows Explorer.
Upgrade From 2.x or 3.x Version:
Follow the New Installation instructions. After the new version is installed,
run the program, and WinOrder will prompt you to import your previous
settings.
Upgrade From Provisions:
Follow the New Installation instructions. Once the new version is installed,
follow the Setting Up Group Information instructions (below) and then import the
members from Provisions by selecting Tools...Import Data. Then click on Select
Files, change the File Type to Members and then browse to the location of the
members.dbf file in the Provisions installation directory and select that file.
Once selected, import the members and then exit when finished.
SETTING UP GROUP
INFORMATION
With the tab Customer Information in
bold type
If you don't have a previous version
installed, then enter your customer number (otherwise import the data
following the directions given above). The field is eight digits long and you
must fill in all eight digits with zero’s as a place holder and with three
trailing zero’s.
Example: If your customer number is 2458,
then you would enter the number as 02458000. If your customer number is
170, you would enter the number as 00170000. The last three digits will
always be zero’s.
Then you will fill in your Club Name and contact
information. When that is done, click on the Next Page button.
With the tab System Information in bold
type.
In Modem Comm Port field enter the
communications port your modem is on for your system. If you are unsure, go to
the Windows Taskbar and click on Start...Settings...Control Panel...and then
double-click on Modems and view the properties of the modem. The program default
is comm port 2.
The default for the modem speed and
initialization string in most cases works with most modems. Leave the modem and
initialization string at default unless you have problems connecting.
Note: If you have call waiting ,
enter "*70," in front of the BBS phone number to disable call
waiting each time your computer calls TCW. If you need to access an outside
line, enter "9," in front of the BBS phone number.
Call TCW to receive your registration number. Then
enter it into the field Registration #. This field is required before you
can continue with the rest of winorder.
Under Club Options enter the following
information:
Tax Rate. Enter the appropriate tax
percent for your location. If you do not know the tax rate for your area call
TCW Customer Service.
Volume Adjustment. This field is
automatically filled when you download your warehouse invoice. If you wish, you
can enter a value so it will be calculated as you enter your order. If you know
you will reach a volume discount amount, enter the appropriate percent (see
table in TCW Price Book) in this field and it will show volume discount when you
are building your order. If your order is under a discount amount and you know
you will be getting a Handling Fee, you will want to put the
amount in as a negative figure. Fees and volume adjustments can be either a
percentage (%) or a fixed dollar amount ($) selected by using the drop-down list
box.
Note: This can also be done in the Build
Order screens as well.
Shipping Cost/Pound. This field will fill
in automatically when TCW adds a freight charge to the order.
Taxable override file. This is reserved
for special files that TCW may need to create for a state that taxes items that
other states do not tax. Check with TCW Customer Service if you feel this may
apply to your group.
Use the mouse to check the following options to
activate them. Click again to deactivate. A check mark in the box indicates
active.
I want everything taxed. This will tax
every item when activated. Default is unchecked.
I want to order by the case. This will
allow you to order items by the full case instead of units. Default is
Unchecked. Ordering by the case does not allow you to split cases between
members as well as piece ordering does.
Note: If you change this option you need
to re-import the price list (from the File menu). If in the middle of an
order, you will then need to re-enter the orders.
I want to distribute taxes to members. By
activating this option, taxes will show on each member's order. Default is
Checked (This is recommended).
We are a Member Owner of TCW. By
activating this option, a TCW capitalization fee will be applied to your group
order (but not to each member). Default is checked to indicate that your club is
a member club.
I want to distribute capitalization to
members. By activating this option, the TCW capitalization charge will be
distributed to each member’s order. Default is Checked (This is recommended).
I want to distribute the volume discount to
members. By activating this option any volume adjustment value will be
distributed to the members’ orders.
I want the default quantity ordered set to
the units/case. By activating this option when building the order and you
have selected to order by the piece, the unit quantity will default to the full
pieces per case amount instead of a piece quantity of 1.
I want to auto-backup our database. By
activating this option, your database containing your member and order
information will be backed up automatically each time you download your invoice.
This will allow you to restore your database if an error occurs.
Update prices during invoice download.
This option determines whether or not the item prices in your pricelist will be
updated to match the prices in your order after you download your invoice. The
default is checked and should remain so unless you have a special need for
preserving the pricelist.
When you have finished entering all the
information, click on the Accept button. You are now finished with the
WinOrder setup.
SETTING UP
MEMBERSHIP
Upgrade Note: Customers upgrading from Provisions
3.8h may import their members by selecting Tools...Import Data from the menu
and then selecting the members.dbf file for importing. If you have a previous
version of WinOrder, then follow the instructions given in Installation (above).
To add a new member, click on the button New
Member.
Under Personal Data, Enter a unique
member number and the name, address, and contact information for the member. The
Date field at the bottom can be used for any date you wish (birthday, etc).
To change any member’s information, select the member you want either by the
pull down window, or click on the up arrow or the down arrow
button until you find the member you wish to change. Then click on the Edit
Member button and make the changes you want. Click on the accept
button when done.
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Changing existing member numbers is not an
option. You can change any other field of a member. |
To delete a member, select the member you wish
to delete and click the Delete Member button. When a member is deleted,
they are only "de-activated". The member can be restored or
permanently deleted by clicking on the View Deleted Members button. A
window willlisting all de-activated members who then can be restored or
deleted by selecting the member in the list and clicking on the appropriate
button.
Under Club Charges enter any fees you
wish to apply to members. In the Fixed Fee box, any dollar amount you place in
this field will be charged on that member’s invoice. In the Percentage Fee
box, any percentage amount entered will be the percent of the value of the
member’s order and listed on the member’s invoice. Click on the Accept
button when done.
Note: This charge is for any charges the
group wishes to assess it’s membership for whatever reason.(An example of
use of this charge is to cover any group expenses such as computer time,
paper, supplies etc.). If a negative value is used in either fixed fee or
percentage amount a credit will appear on the members order.
Member Search Feature: To search for a
member, click in the member list box (upper left corner) and type in the member
number, member first name, or member last name and press enter. Partial matches
work as well (for example: bob or Bob will find Bobby).
GETTING PRICE
LIST
Click on the small down arrow in the Select
Month window to select the month you wish and highlight the month. Select
whether to get via Internet or Direct (Internet is usually downloads faster),
and then click on the Get File button. The program retrieves the file you
selected via your modem or internet connection..
Note: If you have had to put the price
list on your system via copying from a diskette, to import the price list you
will need to click on FILE at the top of the screen and then click on Import
Price List. In the next window click on the small down arrow to select the
month you wish to import.
You may also download the latest news by selecting
News from the list of months.
USING WEB FEATURES
To use the web features, you must:
-
Get a login and password from
TCW technical support ).
-
Setup your members on the web.
(See the web Help page, or the addition to this manual).
-
Add the member login from the
web to the member setup.
-
You will give each of your
members a login.
-
On the Members setup in
WinOrder, there is a place to enter this login name.
-
Inform your members that they
can use the website.
-
Give each member the login
name & password you setup.
-
Tell them to go to
or http://www.tcw.coop click on TCW
Members, click on WebOrder, and click on Member Login.
-
There is a link to help
on the login page. Encourage them to read it the first time they use
WebOrder.
-
If you haven't already, be
sure to Clear your previous order, and Download the new month's price list.
-
Before sending your order,
login to the Coordinator Control Panel and export any orders your members
have placed.
-
After exporting orders, click
on the Web button in WinOrder (see above screen).
-
Click Get Web Orders.
This will download your members' orders.
-
Click on View Web Orders.
This will display the orders you downloaded. This will NOT import the orders
yet.
-
Click on Import Web Orders.
This will import the orders into WinOrder.
-
If you have existing
orders in WinOrder, Import Web Orders will add to the
order, not replace it.
-
You may export, download,
and import orders as many times as you want, although it may be easier
to do this just once before sending your order.
white page lookup
Important information about
WinOrder and WebOrder:
BUILDING YOUR
ORDER
When starting a new order, be sure to
remove the previous order (if one exists) by clicking on the CLEAR
button while in the Build Order screen.
Note: If you wish to "hold"
items that members frequently order, click in the "H" column in the
row of the item you wish to hold so that a small folder appears in the column.
The item will then remain after you have cleared an order.
You will then get a window asking you if you are
sure you want to do this option. If you are sure you want to do this, click on
Yes. You then will get a second window asking if you want the order to be saved
to history.
If you want to have the order sorted by the
sequence you enter it, then leave the box marked Sort by Item Number unchecked.
To enter a member’s order, select a
member from the MEMBER list at the top of the Order screen. Note that the
cursor is now in the Item field. You just type the item number and press
enter. The cursor is now in the Quantity field. Enter the quantity and
press enter (Any items that are on sale will have a Y in the "S"
column). Repeat the item and quantity process until you have entered all the
items for that member. When you are done with that member, select another member
and repeat until you have entered all of the members’ orders.
SEARCHING FOR ITEMS
You may lookup item descriptions by selecting Tools...Lookup
Items from the menu, from within the Build Order screen by placing the cursor in
the Item# field and pressing the F4 key, or by clicking on the Search key. The
following screen will then
You will then be able to search for items by
entering up to 3 search words and pressing enter while the cursor is in one of
the Search Words fields or by clicking on the Search button. Once you have found
the item you are looking for, you may select it by double-clicking on that item
number in the grid. This will place the selected item number in the Item# field
on the Build Order screen (if that screen is where you need to return and
enter the quantity you wish to order. Clicking the Reset button restores the
entire list of items.
MEMBER SEARCH FEATURE:
You may search for a member by highlighting the Member field and
entering the member’s number, first name, or last name and pressing the ENTER
key. Partial matches work as well.
HOLDING ITEMS FOR NEXT ORDER
You may specify items in your order that you want to have on your
next order. Click on the empty box in the "H" column next to the item
you want to hold, then click the empty box again to toggle the hold option
"on". This will retain these items for your next order.
SPLITTING AN ITEM
Under the Group Member you have a column labeled
NEED. If the column is highlighted, there is a quantity that you need to change.
Either go back to the member that ordered the item and change it to the correct
quantity or add the item to another member’s order so the ordered item
represents a full case. To view all of the members that have ordered an item ,
either double click on an item number under the Item# column or click on the By
Item button (as explained below in Redistributing Items). You can also print out
a report of uncompleted cases in Reports.
Note: When you enter an item number, the
center box displays the description of the item. Over the quantity field it
displays the unit price and the number of units or cases you need to enter to
make that item’s minimum purchase unit. Also, at the bottom of the screen,
you have Individual and Group totals as you build your members’ orders.
DELETING AN ITEM
This is done by entering the item number and putting a zero (0)
for a quantity. This can only be done from within a member’s order, not from
within the Group order.
REDISTRIBUTING ITEMS
If you have already entered orders and you wish to change those
orders by item number, click on the By Item button. You may also double
click on an item in the table (from within an individual's order) which will
bring up the list of members who have ordered that item. The following screen
will be displayed:
This screen will allow you to make changes to
Member Numbers and Units (the columns highlighted yellow) for a selected item. This
screen is only intended for making changes after you build your order. It
does not display order subtotals nor does it allow you to select items beyond
the ones already ordered by members.
Item numbers are selected from the drop down
list titled Item Numbers by clicking on the item number from the list or by
typing in the item number in the same field and pressing the Enter key (this
will search for the item in the list). Item numbers that have uncompleted cases
are indicated in the list by a trailing asterisk (*). Once an item number is
selected, all of the members who ordered that item will be displayed. The
quantities ordered can then be changed and other members can be given that item.
To remove a member's order, enter a zero (0)
quantity under the Units column and press the Enter key. You can return to the
Build Order screen by clicking the Return button (the one with the hand).
CALC DISC
After completing an order, any m-code discounts can be applied by
clicking on the CALC DISC button. A message will appear if none of the orders
qualify for a discount.
SENDING ORDER
TO TCW
Just click on the Send to TCW button
to send the order. You will be given the option of connecting via the Internet
or Direct. We recommend Internet for more reliable connections. If for some
reason you are not able to send the order to TCW using your modem or internet,
you can then send the order to a file by clicking on the Send to File button.
Then use another program to send the order to TCW's BBS system or send the order
by another means coordinated with TCW.
If you wish to send us a message (such as item
substitutions), enter any comment or message under Order Comments in the
lines provided. If you have standing comments you want to send all the time,
click on the save comments button after you have entered those comments.
When you are ready to send the next month and you want the same comments, click
on the load comments button and the comments will be put in.
Note: There is only one file for saving
comments. So whatever was in the comment area when you clicked on save
comments, will be what see when you load comments the next time.
After TCW gets your order, your product
selections will be picked from the warehouse and packed for shipping. An invoice
for the buying club will be produced and sent with your shipment. At the same
time, an electronic invoice will be generated and posted on the BBS system for
your retrieval. Your group’s invoice will be available 2 days after your order
due date.
DOWNLOADING
TCW INVOICE
Click on the Get Invoice button. You
will then get be prompted to download via Internet or Direct. We recommend
Internet for a more reliable connection. Clicking on Get File will call
the warehouse, download your invoice and process it. If you clicked on this
option in error, click on cancel and it will bring you back to the main screen.
When this function is done, any changes in prices (like Quantity Discounts) will
be changed in the price list. Any substituted items not in the pricelist, will
be added at this time also.
Note: This step does not post member
invoice balances to the accounting portion of the program. To do this, you
need to Post your invoice from the ACCTS screen AFTER you have made any
adjustments to your member's orders.
If you had to get the TCW Invoice on your system
other than by your modem, to process the invoice click on File...Process
Invoice. The Re-Process Invoice is used for trouble shooting and should be used
only when instructed by TCW Technical Support.
If any errors occurred while processing
your invoice resulting in your order being hosed, you can restore your order by
going to the menu and selecting Tools...Restore Database (assuming that you
backed up your database...see Setting Up Group Information above). You may then
process the invoice again by selecting Files...Process Invoice.
REPORTS
This will bring you to the Reports/Invoices tab.
From this menu you can print the following:
- Invoices
- Exceptions
- Distribution
- Group Summary
- Member Detail
- Distribution Labels
- Uncompleted Cases
- Member Labels
- Member Roster
INVOICES
To print out the TCW Warehouse Invoice or member invoices, click
on Invoices. Then under Send Report, click on either Screen to
display the report or Printer to send directly to your default printer. In the
box labeled Date-Invoice #, choose Current Order if you wish to work with
the invoice for the last order sent to TCW or select a past invoice. Under Member,
select the either "Group invoice", "All Member Invoices", or
select a member to view the individual invoice for that member.
You can print invoices before the download of
the TCW Invoice, but you will not get any out of stock items. It will just give
you an estimate of what the group or member has on order with all charges
showing in the totals.
If you wish to show a comment on every member’s
invoice, then enter the comment you want all members to get under Group
Comment. If you want only one member to get a comment then enter that
comment in Individual Comment before printing that individual’s
invoice.
Note: If you wish to reprint an
invoice from the last order or an invoice of a previous date, click on the
small down arrow of the Date-Invoice# and select the invoice you wish
to reprint. You may limit viewing invoice history to only active members when
printing for "All Individual Invoices" by clicking on the Active
Members Only check box that appears when you select a past invoice from
the Date-Invoice# list.
EXCEPTION REPORT
This option allows you to view/print the Current Order and Group
Invoice exception report. This report lists the items that are out of stock,
short shipped, or if an item that was not in your group’s order, that it was
added to the overflow member.
DISTRIBUTION REPORT
This option allows you to view/print the distribution report for
the current order for the group only. This report gives a listing by item as to
who ordered it and is an aid in splitting the order after it has been delivered
to you.
GROUP SUMMARY
This option will allow you to view on screen or print a one line
summary of what each member owes the club (provided that the history exists
under Accts).
MEMBER DETAIL
This option will allow you to view on screen or print all members’
account history as to what is owed the club (provided that the member's history
exists under Accts).
DISTRIBUTION LABELS
This option will allow you to print labels for items by member
that are being delivered on your order. The label will print the Member’s
name, Item number, Brand name, Pack and Size, Item description, Quantity
shipped, and Warehouse area. You can also print specific warehouse area or all
areas. The size labels needed for this function is 1" x 2 5/8" laser
labels 3 across.
UNCOMPLETED CASES
This option will allow you to print out a listing of unmade items
and who ordered them.
MEMBER LABELS
This option will allow you to print labels with your membership
information to be used for correspondence with your membership.
MEMBER ROSTER
This option allows you to print a listing of your members with
address, phone numbers, and e-mail addresses.
MARGINS
This option is set to a default setting. Use this area only when
your reports are not printing correctly due to the margins being too large.
Since different printers have different drivers, you will need to experiment to
find the correct sizes for your margins.
ACCOUNTS
After you have downloaded and processed your
invoice and made all of your changes to the members’ orders, click on the Post
Button and the balance of each member’s order will show in the Debit
column. Be careful to click on the Post button only once, as each time you click
on the button it will place the current order lines into Accts.
If you need to delete a line from the
posting, click inside a field of the line you wish to delete. Then click on
the gray box to the left to highlight the record (be sure that the entire record
is highlighted) and press the Delete key.
When entering credits and payments for a
member, it is recommended that you select the member from the drop down list in
the upper left corner and then enter the information for that member. It can be
done at the group screen provided you select the correct member. It is best to
enter a member's payment (credit) for an invoice on the same line as their
balance due (debit). That way a payment is associated with a particular invoice
and fewer lines are displayed per member.
If you do not want to have the program keep
track of what is owed, you can clear all balances by clicking on the button that
is labeled Clear all Accounts. You may also delete a member's balances by
selecting the member and then clicking Clear Member Account.
You may also clear Invoice history by clicking Setup and then Invoice History.
As with any history file the more you
save, the larger the file will become. You can use this screen to delete
invoices from the history file. After the invoices have been deleted click on
Tools at the top of the screen and click on Compress Database to reduce the size
of the database.
BACKING UP FILES
It is recommended that you do a Backup of the Tcwdb4.mdb
file, which is in the directory you installed WinOrder (i.e. C:\WINORDER\). This
can be done automatically each time before you download your invoice by
selecting the auto-backup option (see Setup above) or manually by selecting Backup
Database from the Tools menu. Either option will create a backup
named Tcwdb4.bak which can be restored if needed.
Note: We recommend that this be done
(either automatically of manually) before receiving your invoice from Tucson
Cooperative Warehouse so that any invoice processing errors can be overwritten
by restoring your backup.
You can also make a copy of your database by
going to the menu and selecting Tools...Copy Database. You will then be prompted
for the location to save the file.
MENU SELECTIONS
File Menu
- Download Price List - Download a price list
from TCW
- Import Price List - Import an already
downloaded price list
- Send Order - Send an order to TCW
- Get Invoice - Download an invoice from TCW
- Process Invoice - Process an invoice that
has already been downloaded
- Reprocess Invoice - Reprocess an invoice
that has already been downloaded
- Transfer Database - Troubleshooting tool.
Use only at direction of TCW Staff.
- Exit - End the WinOrder application
Tools Menu
- Backup Database - Make a backup copy of
buying club database
- Compress Database - Compress the buying club
database
- Copy Database - Make a copy of the buying
club database to a selected location
- Repair Database - Repair the corrupted
buying club database
- Restore Database - Restore the buying club
database to the state of the last backup
- Import Database - Import database from
previous version of WinOrder or import members from EZORDER (members.dbf
file)
- Lookup Items - Search the price list using
keywords
View Menu
- News - View the latest news (downloaded with
the price list)
- About - Brief WinOrder information
- Help - HTML help file for WinOrder (need a
web-browser to view)
License
Agreement for WinOrder
IMPORTANT: Please read carefully the License
Agreement below before using WinOrder (the "Software"). The
right to use this Software is conditioned on your agreement with the terms of
the following License. Your use of this software indicates your acceptance of
this license agreement and warranty, and your agreement that the Software is
protected by copyright laws.
In consideration for this License Agreement,
you agree to provide us with any modifications, corrections, additions or other
changes in the Software that you believe will improve the Software’s
functionality. Our incorporation of such changes will not create any rights in
the Software in anyone but Tucson Cooperative Warehouse Association.
One registered copy of the Software may either
be used by a single person who uses the software personally on one or more
computers, or installed on a single workstation used non-simultaneously by
multiple people, but not both.
If you wish to access the Software through a
network, please contact Tucson Cooperative Warehouse for an expanded license.
You will need to obtain individual licenses for the software covering all work
stations that will access the software through the network. For instance, if 8
different work stations will access the Software on the network, each
workstation must have its own Software license, regardless of whether they use
the Software at different times or concurrently.
No registered user may alter or modify the
Software. You cannot give anyone else permission to modify the Software. The
Software is for the use of our buying clubs and retail stores, but may not be
used for transacting business with third party wholesalers. Use of the Software
for purposes other than transacting business with TCW will serve to immediately
void this license.
The Software product may be transferred to a
third party, only with our prior written consent, provided the third party
agrees to a License Agreement and you do not retain any copies of this software
product. No copies of the software product may be produced for sale to third
parties or for any purpose.
We reserve the right to terminate this license
upon breach. In the event of termination, you will return all copies of the
products to us, or, with our prior consent, provide us with a certificate of
destruction of all copies. The above license agreement is also binding to
updates as received in any future distribution.
Disclaimer of Warranty
THIS SOFTWARE AND THE ACCOMPANYING FILES ARE
SOLD "AS IS" AND WITHOUT WARRANTIES AS TO PERFORMANCE OR
MERCHANTABILITY OR ANY OTHER WARRANTIES WHETHER EXPRESSED OR IMPLIED. Because of
the various hardware and software environments into which the Software may be
put, NO WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE IS OFFERED. In no event
shall we be liable for any damages whatsoever, and in particular we shall not be
liable for special, indirect, consequential, or incidental damages, or damages
for lost profits, loss of revenue, or loss of use, arising out of or related to
the Software, whether such damages arise in contract, negligence, tort, under
statute, in equity, at law or otherwise. Good data processing procedure dictates
that any program be thoroughly tested with non-critical data before relying on
it. The user must assume the entire risk of using the program. ANY LIABILITY OF
THE SELLER WILL BE LIMITED EXCLUSIVELY TO PRODUCT REPLACEMENT OR REFUND OF
PURCHASE PRICE paid, if any.
Governing Law: This agreement shall be
governed by the laws of the State of Arizona.
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