FAQ

Accounting

“How do I export my data to my accounting software?”

The Export Menu is designed to create a summary of a specific day's sales information, to print-preview this sales information and to export this information to a file on your PC. This file may be imported directly into your software accounting program.

The selected Export file format (is set in Preferences form) is displayed in the bottom-left corner of this form.

Steps to Export for a Specific Date:

1. Select Journal Date

Right mouse click to open the pop up calendar and select the day that you want to process. When this form is opened, this field defaults to today. To move this date, you may use the Plus (+) key on the keyboard to advance the date by one (1) day or the Minus (-) key to subtract one (1) day from the current date displayed.

2. Press the Create button:

This action will determine all the sales information for the date specified. A pop up box will display the number of entries created.

If the value displayed starts with " 0 entries have been . . . . ", this means there wasn't any sales for this General Journal Date. You must select another date or exit this form.

If the value displayed starts with any value greater than 0, the other two buttons will be enabled, that is, you will be allowed to continue the Export process.

3. Press the Preview button:

This action will display in print-preview mode, all the sales information for the date specified. You may print this out for your records. Generally, this is done at day's end for cashing out purposes.

4. Press the Export button:

This action will use all the information added from the Create step (using the software accounting program, selected in the Preferences form on the Setup Switchboard under the WMS Defaults tab), and export it to the directory in which WMS2000 is installed. Generally, the default directory is C:\Data\Access97.

The name of the file exported will have the following format; WX991030.txt where
-WX refers to WMS2000 Export
-99 refers to the last 2 digits of the year specified in the General Journal Date.
-10 refers to the number of the month specified in the General Journal Date.
-30 refers to the number of the day specified in the General Journal Date.
-txt refers to the file extension. This may be "txt" for both "Simply Accounting and MYOB" software and "iif" for "Quickbooks."

5. Generally, this process is done at day's end for cashing out purposes.

6. As well, the process for each day should be redone at month end and the resultant files and reports used for month end analysis.

Press the Close the Door button to exit this form.

“How do I cash out at night?”

To cash out at the end of the day, do the following:

1. Print the Sales Payments report at:
- | Main Switchboard | Accounting Switchboard | Reports |

2. Print the Accounts Receivable Details (or Summary) report at:
- | Main Switchboard | Accounting Switchboard | Reports |

3. Print the Product Sales Summary by Category report at:
- | Main Switchboard | Sales Switchboard | Reports |

4. Print the General Journal Entry report for today at:
- | Main Switchboard | Accounting Switchboard | Export Menu |

Follow the instructions on the Export Menu through steps 1, 2 & 3.

5. On the Sales Payments report for this day, count the Float (for your business) and mark it on this report.

6. Take out chits and complete Chit Details for:
- Items paid with cash from Till
- any cash taken out of Till by Owner

7. Fill in values on Sales Payments report for Till Entries.

8. Subtract total of all chits from Cash total - record new total.

9. Total cheques from Till and verify with this report.

10. Verify other payment types Interac/Visa/Master Card etc with this report.

************* IMPORTANT ******************
These totals MUST match, if not - you must find the error in the WMS2000 Invoices and fix it. E.g. Payment Types were not correctly assigned as how the payment was made.

If there is a dollar amount other than $0.00 in the On Account column, this is an error. This column should always = $0.00.
*************************************************

11. Record Deposit (cash and cheques) on the Sales Summary Report.

12. Record the Electronic total on the report.

13. Verify Accounts Receivable total on that report.

14. Staple together:
- Sales Payment Report
- Accounts Receivable Report
- Product Sales Summary Report

And:
- electronic Reconciliation on form of Sales Summary Report.
- Clip any Till cash expeditures on front.
- After verifying daliy cash out, bookkeeper can file cash expenditure receipts in an envelope for the month and then post.

15. The Sales total on the General Journal Entry report for today added to the debit entries (those entries with brackets around them ($9.50) ) will equal the Product Sales Grand Total for Retail Totals on the Sales Summary by Category report.

16. Take all of the WMS2000 Invoice copies for the day and file in numeric order (highest on top).

“What do I do at month end?”

On the first day of the month do the following:

1. Verify any remaining cash out to the end of the previous month.

2. Create Journal Entry for each day of the month by opening:
- | Main Switchboard | Accounting Switchboard | Export Menu |

3. Enter each day's date for the previous month and follow steps:
- 1. Create,
- 2. Preview
- 3. Export.

Follow the shortcut key instructions for these tasks (see the Help button on the Export Menu form).

4. Print the General Journal Entries - Month Detail report found at:
- | Main Switchboard | Accounting Switchboard | Reports |

5. Do a break down of Accounts Receivable, (Debits = Sold On Account, Credits = Paid On Account).

This account must cross balance to $0.00. If it does not cross balance overall, then you must cross balance on EACH day to find out which day(s) have the discrepancy.

Do this by viewing the Invoices (on the PC) and finding the errors.

Once complete, return to the Export Menu and do steps:
- 1. Create
- 3. Export
again for the days in question. Reprint this report and cross balance the whole report.

6. For the previous month's date range, (say, January 1 to January 30) print the Accounts Receivable Aging Summary found at:
- | Main Switchboard | Accounting Switchboard | Reports |

7. For the previous month's date range, (say, January 1 to January 31) print the Product Sales Summary by Category report found at:
- | Main Switchboard | Sales Switchboard | Reports |

8. Post the totals from the General Journal Entries - Month Detail into your Accounting Program. This can be done two ways;
- as one entry - enter the totals directly into the Accounting Program.
- as daily entries - open your Accounting Program and import directly, each of the daily General Journal Entry files.

For example, in Simply Accounting, you would select the General Journal, on the File menu, select Import and select General Journal entry.

Then, import the files from the directory where WMS2000 is installed that are named like "WX010199.txt, WX010299.txt, WX010399.txt, . . . WX013199.txt.

Note the file names will be different for Quickbooks, the naming convention is like WX010199.iif as an example.

“How do I balance off at month end?”

On the first day of the month do the following:

1. Verify any remaining cash out to the end of the previous month.

2. Create Journal Entry for each day of the month by opening:
- | Main Switchboard | Accounting Switchboard | Export Menu |

3. Enter each day's date for the previous month and follow steps:
- 1. Create,
- 2. Preview
- 3. Export.

Follow the shortcut key instructions for these tasks (see the Help button on the Export Menu form).

4. Print the General Journal Entries - Month Detail report found at:
- | Main Switchboard | Accounting Switchboard | Reports |

5. Do a break down of Accounts Receivable, (Debits = Sold On Account, Credits = Paid On Account).

This account must cross balance to $0.00. If it does not cross balance overall, then you must cross balance on EACH day to find out which day(s) have the discrepancy.

Do this by viewing the Invoices (on the PC) and finding the errors.

Once complete, return to the Export Menu and do steps:
- 1. Create
- 3. Export
again for the days in question. Reprint this report and cross balance the whole report.

6. For the previous month's date range, (say, January 1 to January 30) print the Accounts Receivable Aging Summary found at:
- | Main Switchboard | Accounting Switchboard | Reports |

7. For the previous month's date range, (say, January 1 to January 31) print the Product Sales Summary by Category report found at:
- | Main Switchboard | Sales Switchboard | Reports |

8. Post the totals from the General Journal Entries - Month Detail into your Accounting Program. This can be done two ways;
- as one entry - enter the totals directly into the Accounting Program.
- as daily entries - open your Accounting Program and import directly, each of the daily General Journal Entry files.

For example, in Simply Accounting, you would select the General Journal, on the File menu, select Import and select General Journal entry.

Then, import the files from the directory where WMS2000 is installed that are named like "WX010199.txt, WX010299.txt, WX010399.txt, . . . WX013199.txt.

Note the file names will be different for Quickbooks, the naming convention is like WX010199.iif as an example.

“When I try to run an accounting report, I get 'error executing command'. What does this mean?”

This error message means that one of your products has some critical data missing. Generally, a value for the "Unit Price", "Cost Price" or other numeric field has an empty or null value in it.

To fix it, press the F11 key and WMS2000 will cycle through all of your product inventory, Invoices and fix missing values for dates, inventory items or empty fields and correct them automatically. See the report for details of the results.

At the end of running F11, System Checkup, you will be able to find which items were at fault by filtering your products field for "Status" fields that were changed to "Changed" with today's date as the "Status Date".

“Accounts Payables: Does WMS2000 track accounts payables?”

No. These entries should be entered into your accounting software program.

“On Account: Where will these outstanding debts show up?”

You will see the dollars owed by a customer in a couple of places:

- The Accounts Receivables reports (see Accounting Switchboard)

- F8 - Function key "F8" will display any outstanding balances for any customer once you select their name. When a customer calls or arrives at your store, you can determine immediately if they owe you any money for earlier Invoices.

“Step 2 of the Export Menu says there is no data, but there is?”

In the Export Menu after Step 1, the resultant message would show the number of entries.

If the message was more than 0, you would proceed to Step 2.

After pressing the Step 2 button (Preview), you received an error message "There is no data."

The reason for this error lies in the Accounts form on the Accounting Switchboard.

1. Close the Export Menu.

2. Open the Accounts form and move through all of the entries in this form.

3. If you see any entries that do not have an entry in the 'Name' field, fill in the name of the banking institution that this account is to be deposited.

For example, the field 'For' could show 'Visa', then the 'Name' field could show 'To Royal Bank'.

Or another example could be, the field 'For' could show 'Cash', then the 'Name' field could show 'To Canada Trust'.

4. Close the Account form.

5. Open the Export Menu and follow steps 1, 2, and 3.

“I can't find get one day to balance, all the payments seem fine?”

This form, Verify Invoice Payments, is for editing/verifying the payments made to Invoices on a specific date. This form is an aid to correct any payments made in error and assist in Account Receivables reconcialation.

This form can be accessed in WMS2000 from:
- | Main Switchboard | Accounts Switchboard | Verify Invoice Payments |
- Function key, Ctrl-F6

1. Select a Date:
- Using the pop up calendar (click the right mouse button), pick the date you want to check. The Invoice Date is filled.

2. Find the Invoices for this Invoice Date:
- Press the red exclamation button ( ! ) to initiate the search for Invoices

3. Using the Tab button on the keyboard, move through the Invoices that are displayed in the top half of this form.

4. For each Invoice selected, all of the payments made on this Invoice will be displayed in the bottom half of the form.

What am I looking for?

1. If there is more than one payment made on the Invoice and these payments are on different payment dates:
- the Credit Acc Rec checkbox should be filled for the different Payment Date.
- the Payment Amt should be the same amount showing in the Initial Acc. Rec. field.
- ** if these are not the same, change it **

OR

2. If the Payment Date is different than the Invoice Date:
- the Credit Acc Rec checkbox should be filled.
- the Payment Amt should be the same amount showing in the Initial Acc. Rec. field.

OR

3. If there are duplicate payments made on the same date:
- select the line in the bottom half of the form
- press the Delete key to remove the payment.

“Accounts Receivables: We haven't been keeping up to date, how can we 'zero out' our old receivables?”

Generally, this happens when users to cash out at the end of the day.

To correct or zero out all of a previous years receivables:

1. Open the form 'Update Selected Accounts Receivables' located at Main Switchboard | Setup Switchboard | Administrative Switchboard |.

2. Following the instructions on the form, press the '1.Find Acc. Rec.' button.

3. This will display all Invoices that do not have a zero balance.

4. Using the checkbox to the left of each entry, fill/leave clear the box. Those marked items will have a Payment Method of Discount entered and the Balance updated to zero.

5. Press the '2.Update Balances and Payments' button.

6. All of the marked items will disappear from this report and similarly from your Accounts Receivables reports.

“General Journal Entry: This report shows 'Bank of Montr', I want to change it to my bank, where do I do this?”

To change the banking destination of the specific payment accounts, please do the following:

1. Open the Accounting Switchboard from the Main Switchboard.

2. Select 'Accounts'.

3. Using the arrow buttons at the bottom of the screen, move through each of the entries on this form.

4. Edit the existing entries in the 'Name' field to your banking institution for each account type.

5. If you want to include the 'Bank Account #', edit this field as well.

6. Close the door to exit the form once done.

“Can I export all of my sales details from WMS2000?”

Yes, version 4.70.02 will allow you to export all of the Invoice details, called Invoice Line Items from WMS2000 to an Excel formatted file. Here's how:

1. Select the 'Accounting Switchboard' from the 'Main Switchboard' upon opening WMS2000.

2. Select the 'Export Menu'.

3. At the bottom of the form is a button labelled 'Export Line Items', press this button.

4. A screen 'Date Range' will be displayed with 2 fields for you to insert the 'Start Date' and the 'End Date' for the period of Invoice Lineitems you wish to export.

5. Press the 'Export' button on this form to start the action.

6. A dialog box will open (at My Documents) prompting you to name the file you wish to export and specify the location you wish to put the file.

7. With the details filled in, press the 'OK' button.

8. A message screen will be displayed telling you where the file is located and what the name of the file is called.

9. Note this information and find this file via the Import portion of your Accounting system to import into your software.

10. Press 'OK' to close this screen.

“Year End: What is required for my Year End reporting?”

There are a number of procedures we recommend you follow for your business year-end.

1. On the day of your year-end, you should backup your data as usual to diskette (or CD), however you should create this data file on a separate set of diskettes rather than the normal daily diskettes.

2. These year-end diskettes should be marked as 'Store Name - Year End Aug 31/2004' as an example. This will provide you with a snapshot of your Inventory at this point in time for future reference.

3. Following this, Inventory sheets and/or Inventory Blanks should be printed out from the "Inventory Switchboard" and the annual inventory count of all stock should be collected on these sheets.

4. From these sheets, the Products form (under "Purchasing") should have the stock levels entered to this form.

5. The field "Units in Stock" is the field that should be updated with the appropriate numbers from your sheets.

6. After you enter each value in the above field, you should press the "Pencil/Exclamation Mark" button at the bottom right of this form.

7. This action will automatically copy this number from the "Units in Stock" field into the field labelled "Inventory Count". As well, the current date will be added to the "Inventory Date". This value does not change and is an indicator of what stock you had at this particular date.

8. Continue updating all of your products in this manner to complete the inventory update procedure.

9. Once the products have been updated, open the "Inventory Switchboard" (under "Purchasing") and select "Reports".

10. Select the report "Inventory Year End by Category".

11. This report will summarize all of the products in the system by Category and provide a $ value of your inventory.

“When I try to open my Accounts Receivable report, I get 'Error executing command!'. What do I do?”

This error means that one or many of your Invoices has some empty values in the Balance or Amount Paid fields.

How to fix it, press the Function Key "F11".

The system will automatically search through the database and "fix" any empty entries in the Invoice and Payments data.

As well, a number of other system functions are run to give WMS2000 a checkup and correct any minor issues within your data.

You are only required to press the "OK" button as a screen is displayed. Once are checks are completed, you may run your Accounting reports.

It is a good idead to run the F11 key at least once a month.

General

“Where do I find the serial number of my WMS2000?”

The serial number that is unique to your copy of WMS2000 may be found by navigating through the | Main Switchboard | Setup Switchboard | Administrative Switchboard | About WMS2000.

This form will display the serial number as well as the version for not only the program, but also the data portion of the database.

“How do I print a mailing list?”

In WMS2000, labels can be found in a couple of locations:

1. Customer's address mailing labels (3 X 10 sheets) are found at:
- | Main Switchboard | Sales Switchboard | Labels |

These names and addresses refer to only active customers, that is, on the Customer's Information form, the checkbox, Inactive, is not filled.

2. Bottling labels for today (for attaching to their wine bottles - has date bottled and your store name) are found at:
- | Main Switchboard | Sales Switchboard | Labels |

These are handy for giving to your customer on the day of bottling their wine for their future reference.

3. Supplier's mailing labels (3 X 10 sheets) are found at:
- | Main Switchboard | Production Switchboard | Production Labels |
- | Main Switchboard | Purchasing Switchboard | Reports |.

These labels are printed one supplier per page, so you may print them off and keep them when you do you mailing.

4. Your company's return address labels (3 X 10 sheets) are found at:
- | Main Switchboard | Production Switchboard | Production Labels |
- | Main Switchboard | Sales Switchboard | Labels |

This is your business' mailing address. Use them as the return address for any mailers.

Each of these sheets use Avery sheets as defined in the parenthesis above.

“How do I print a label?”

In WMS2000, labels can be found in a couple of locations:

1. Customer's address mailing labels (3 X 10 sheets) are found at:
- | Main Switchboard | Sales Switchboard | Labels |

These names and addresses refer to only active customers, that is, on the Customer's Information form, the checkbox, Inactive, is not filled.

2. Bottling labels for today (for attaching to their wine bottles - has date bottled and your store name) are found at:
- | Main Switchboard | Sales Switchboard | Labels |

These are handy for giving to your customer on the day of bottling their wine for their future reference.

3. Supplier's mailing labels (3 X 10 sheets) are found at:
- | Main Switchboard | Production Switchboard | Production Labels |
- | Main Switchboard | Purchasing Switchboard | Reports |.

These labels are printed one supplier per page, so you may print them off and keep them when you do you mailing.

4. Your company's return address labels (3 X 10 sheets) are found at:
- | Main Switchboard | Production Switchboard | Production Labels |
- | Main Switchboard | Sales Switchboard | Labels |

This is your business' mailing address. Use them as the return address for any mailers.

Each of these sheets use Avery sheets as defined in the parenthesis above.

“How do I print a report?”

To print a report, generally you have to be looking at a form or to have selected a report from a Switchboard.

In the first case, to print a report, or a copy of what is displayed on screen, merely press the printer button and the data associated with the screen displayed will be printed.

If you filled the Print Preview checkbox, this data will be previewed on your screen. To print this data, you must press the Printer button on the Toolbar, top left of the screen or on the Menu Bar, select | File | Send To | to export in another format, this data.

In the second case, you have selected a report that is displayed on the switchboard. When you have pressed the button, you will see the report in print preview mode, therefore, on the Menu bar, press the Printer button to print this information.

“How do I print a quote?”

To print a quote, you must first fill in the estimates for a prospective customer on the Quote form.

This form can be found in 2 ways:

1. Press the F10 key.

2. Navigate through the system | Main Switchboard | Sales Switchboard | Quote.

Once the information is entered, see ? Button for help, press the Printer button to print this for your customer.

Remember, this data is NOT saved, once you close the form, it is deleted.

“How do I give my list of customers to my mailing service?”

This process will create a file containing all of the customer's information you have selected. The process is as follows:

1. Open the Customer Information screen (from Customer Switchboard in Sales) and press the Filter button at the bottom of the screen.

2. Within the "Filter Select - Customers" form for the Customer Information showing, click the "Status: Inactive" check box twice to clear the checkbox (display a white background). If you want further filtering, say by Postal/Zip Code, enter the first 3 values in the Postal Code field.

3. Press the Apply Filter button.

4. This should display all of the filtered customers in your system that match this criteria.

5. Then, on the Customer Information screen, in the Report Selector drop down button to the left of the Printer button, select the item "Export Mailing List".

6. Press the Printer button.

7. A dialog box will be displayed suggesting where you would like to create this file, this defaults to "My Documents".

8. You will need to enter a name for the file you are about to create... type "CustList" in the File Name spot on this form.

9. In the 'Type' field below the name, select either "*.CSV" or "*.XLS" format. This will create a file called either "CustList.CSV" or "CustList.XLS" in this folder (usually in "My Documents").

10. Press the "Open" button to initiate the creation of this file.

11. A message box will be displayed summarizing the name of the file and where it was saved. Write this location down if necessary.

12. Find this file using Windows Explorer on your PC, likely in "My Documents" folder and copy it to a diskette or email it as an attachment to your mailing service.

13. The layout of the file you have just created displays all of the individual's information into separate columns for your mailing service to sort efficiently for mailing.

“What does WMS2000 do?”

WMS2000 is a software program that will follow a fermented or brewed product from the time your customer sits down and orders their wine (cooler, cider or beer) to when this same customer comes in to bottle this product.

WMS2000 does almost everything in-between . . . Except the physical labour.

You can make appointments for your customer to make their wine, bottle it and even schedule your staff's work shifts.

WMS2000 will allow you to track each and every product in your system as well as give you the status, at a moments notice, of any customer's wine or beer credit standing.

As a point of sale, it is easily mastered.

Your daily sales from WMS2000 can be imported as General Journal Entries into Simply Accounting, Quickbooks or MYOB. Your dollar days of countless hours trying to balance your statistics are incredibly reduced.

We have tried to make this product the best from all of the recommendations from each of our customers. We hope it makes your job easier.

The WMS2000 Management System

“What's a Field?”

A field is an area on a screen that data is read or can be edited.

The standard used throughout WMS2000:
- grey background areas are READ-ONLY, that is, you may read them, but you cannot change the data.

- white background fields are editable fields, that is, you may either enter text to fill this field, or select an entry using the drop down buttons.

Generally, all fields will display a short pop up help field, called Tip Text Help. It is accessed by holding the mouse over a field for a brief moment until the Help shows.

This information provides very concise information about this field.

“What's a Drop Down button?”

A Drop Down button is an field that has pre-stored information that assists you in making your selections.

A Drop Down button is a field with a downward arrow on its right side.

Pressing the Drop Down button opens a list of all of the items that have coded for this Drop Down button.

In some cases, Drop Down buttons will allow you to double click:

- with the left mouse button to either enter a new name (as is the case for Cities, Regions(County, Province or State), or Countries),

- with the right mouse button, to bring up a pop up calendar to select a date.

“Do I need to do anything to my PC for Y2K?”

Yes, you do need to check your PC for Y2K.

You should do 2 things:

1. It is recommended that the short date format be changed to
MM-DD-YYYY.

To verify your short date format, go to
| Start | Settings | Control Panel | Regional Settings | Date

Set your Short Date Format to MM-DD-YYYY and press OK.

2. Have your PC tested by a computer retailer or using on of the current products on the market (Norton 2000 is recommended) to verify that your PC's system BIOS will correctly handle the rollover date changes.

“What's all this fuss about Y2K?”

The Y2K issue became an issue when programmers in earlier years, decided to code their programs when referencing years as only 2 byte (89) fields instead a 4 byte (1989) fields to signify the year.

This created a problem for software programs because some calculations would assume that when the changeover to the year 2000 occurs, this date could be interpreted as the year 1900.

The critical rollover dates are Jan 1 2000, the leap year 2000, the non-leap year 2001 and the leap year 2004.

“What about 2 digit years already entered?”

WMS2000 was designed using MS Access version 8.0.

This version introduced a feature called the "Cusp Date" and as such is the year 1929.

The Cusp Date is used to interpret any 2 digit text date between 00-29 as moving from Century 19 to Century 20. All other dates are in Century 19.

This feature will cover any exisiting entries in WMS2000.

“Can I enter a 2 digit year into WMS2000”

No, all date entries use a data entry format called an "input mask" which forces you to type a four digit year.

Right mouse click in any date field in WMS2000 to speed the entry of a correctly formatted date.

“What's the Pop Up Calendar?”

The Pop Up Calendar is a short cut to allow you to enter a date by only using your mouse buttons.

In any date field in WMS2000, if you right mouse click in this field, the calendar will be displayed.

With your mouse, select the day of the month that is displayed or using the left arrow or right arrow buttons, move the month backwards or forwards by one (1) month and select the day on this month.

The left arrow button with the vertical bar moves you back one (1) year and the right arrow button with the vertical bar moves you ahead one (1) year.

When you select the date, by clicking on the number, you entry will automatically be selected and entered into the date field from the originating form.

If you do not want to select a date, press the Exit button.

“Backup Data - how do I know if it was done?”

When you close WMS2000, you will see the "Backup Data" screen. On the screen it ask you to press:

- Yes - to back up the data to the location you specify
- No - close and exit WMS2000
- Cancel - return to WMS2000.

When you press "Yes", follow the on-screen instructions and WAIT for each instruction to be displayed.

If the backup was completed successfully to a diskette, you will told "data successfully backed up to ...".

If the backup failed, a warning message will tell you. Follow the instructions presented.

“Backup Data - what is the name of the saved file?”

The file where all of your data for WMS2000 is named WmsData.MDB.

When you back it up to diskette (or other location), the file is compressed into a file named WmsData.ZIP

The zipped file may be unzipped using the WMS Utility Manager in the Wine Management System program group.

“How do I save my emailed data backup?”

Assuming you have a backup of your data as an attachment from an email, the following is the method for storing this data in another folder on your PC:

1. With your email open, viewing the document with the attachment, select the attachment with your mouse and in the ToolBar menu item, File, select 'Save As'.

2. A dialog box will appear asking you to select the location or folder where to store this file, 'WmsData.Zip'. Lets say, 'C:\TerrysWW' is the folder.

3. Press the 'OK' button to save the file to this folder and the attached file will be copied to this folder. (If you want to maintain daily copies of these zipped files, create subfolders under your default folder for each day, for instance, 'C:\TerrysWW\Monday' or 'C:\TerrysWW\Tuesday' etc.)

4. Close your email and open 'Windows Explorer' and open the folder where you saved the latest zipped file, 'WmsData.zip'.

5. Double click onto this file and it will prompt you to select the folder you want to 'Extract' the file; select 'C:\TerrysWW'. This will unzip the file and move 'WmsData.MDB' into this folder.

6. If you want to view the data, then open the Wine Manager (WMS2000) and attach to this file as normal.

“Printing Labels: Sorting Options - how do I select them?”

To print mailing labels to customers, often it is handy to sort the labels to take advantage of Postal Rates or bulk handling options.

WMS2000 allows you to print your customer mailing labels by either:
- Customer Surname/First Name
- Postal Code
- City

This option is available on the Customer Information screen on the Customer Switchboard.

1. Open the form and filter your customers if required (select only the "Active" customers).

2. At the bottom of the form is the report selector drop down button. Open this and select "Mail Labels".

3. Fill the "Print Preview" checkbox and press the "Printer" button.

4. A form will allow you to set the type of sort you prefer, then press the "Preview" button.

5. Your selection will be displayed. Press the "Printer" button on the Toolbar to print these labels.

“Will WMS2000 run on Windows XP?”

Yes, The Wine Management System, WMS2000 will run on all Windows platforms

“Backup Data: Can I save it to a CD?”

Yes.

There are a few things to consider, though:

1. Your PC must have a Read/Write(R/W) CD ROM drive.

2. You must configure the R/W CD you are to back your data onto as readable using Windows Explorer. This is done using the software that came with your CD writer and configures the CD so you can drag-and-drop files onto this CD.

3. Once the R/W Cd is configured, create folders on this CD for each day of the week.

How do I backup my data from WMS2000 to my CD:

1. When you exit WMS2000, you will be prompted to back up your data (Yes, No, Cancel).

2. The location of the data backup is defaulted to your floppy A: drive. Press the "Select Location" button.

3. Using the dialog box that appears, find your CD writer drive and select the folder you wish to save your data.

4. Press the "OK" button to confirm this location and you will be returned to the Backup Data form.

5. Press "Yes" and the data will be compressed into the folder on your CD you selected as "WMSData.Zip".

6. Once completed you will be notified if the backup was successful and then the system will exit.

“Printing: My report has a small column on one sheet and is spread over 3 pages when it should only be 1 page, why?”

The Star SP200 is installed on your printer and is set as the default printer.

In Windows, change your default setting for printing to the another printer (for 8.5" X 11" pages). The Star Printer is not meant to be used as the default printer.

“Backups: How do I back up my WMS2000 data?”

The Wine Management System provides each new user with a set of daily labels for diskettes to save your data. These diskettes should last for about 2 years.

When a diskette is full, you may use a second diskette or copy your data to a CD as described below:

1. When you exit WMS2000, you will be prompted to back up your data (Yes - to backup, No - to exit, Cancel - to return to WMS2000).

2. The location of the data backup is defaulted to your floppy A: drive. Press the "Select Location" button.

3. Using the dialog box that appears, find your CD writer drive and select the folder you wish to save your data.

4. Press the "OK" button to confirm this location and you will be returned to the Backup Data form.

5. Press "Yes" and the data will be compressed into the folder on your CD you selected as "WMSData.Zip".

6. Once completed you will be notified if the backup was successful, where the data was saved and then the system will exit.

“Customer History: I want my customer's purchase history to show on their receipt, how do I show this?”

The customer's history is an option to display on every receipt. Here's how to show or hide this display:

1. When you are completing a customer's order on the Invoice form, there is a check box called "Show History" just below the "Make Date" on the form.

2. To show this customer's 10 most recent purchases, whether bottled or not, fill this check box.

2. Some customers choose not to have this history show on their receipt, clear the "Show History" check box.

3. WMS2000 "remembers" the previous settings for an Invoice. That is, if the last Invoice had the "Show History" cleared, the next NEW Invoice will also have that "Show History" check box clear.

5. If you change the status of this check box, remember to press the "Save" button to refresh the data in WMS2000.

“Our network went down, the Wine Manager won't open, how do we fix it?”

Generally, if you are working in the database over a network and the network goes down (either by a power bump or a disconnection), you may receive the following message:

'Error (Checkpath) = 3343, Unrecognized database format 'C:\Program Files\WMS2000\wmsDATA.MDB'

This usually indicates that the link between the WMS2000 Wine Manager and the Data has been corrupted.

How to fix this?

1. Exit out of the Wine Manager on each PC.

2. On the Primary PC (where the data is located, usually C:\Program Files\WMS2000), you need to repair the data files.

3. On the Task bar, usually at the bottom of the screen, press "Start", then "Wine Management System".

4. Select "Utilities" and then choose "Repair Data".

5. A Repair and Compact utility will run to correct any errors in the data portion of the database. You will receive a prompt that the data has been repaired, press "OK".

6. A second portion of this utility will compact the data to ensure it is healthy. It will stop automatically without your intervention.

7. Once completed, open the Wine Manager using the icon on your desktop and your networked system will be operating.

Should this not correct your data problem, please contact Technical Support at dbsrus@telus.net or 604-802-6358.

“My data files are too large, how do I 'Repair and Compact WMS' to reduce the backup files?”

This process is a simple procedure to keep WMS healthy, and since WMS is comprised of multiple databases, it is important to work with both of them! One is the Program and the other is the Data database, so to ensure each is healthy and efficient, running the 'Repair and Compact' utility on a regular basis is a good thing.

How do you do it?

With each installation of WMS, a number of tools has been created for your use to run the 'Repair and Compact' features (R&C). Here is what you should do:

1. With WMS open and running, press the F11 function key, the 'System Checkup'. Press the OK button with each pop-up screen. This will correct minor issues with missing or empty data fields and incorrect formats for date and/or postal/zip codes. This also cleans up any Invoicing errors for your accounting reports. It takes all of a minute to do.

2. Close WMS.

3. On your PC, click the 'Start' button, select 'All Programs' ('Programs', depending on your Windows version), select 'Wine Management System' and then select 'Utilities'.

4. You will see a number of options, one of which is 'Repair Wine Manager Data'. Select this by clicking on it. Follow through the screen messages and press OK to end.

5. Repeat step 3 above.

6. Again viewing the options available, select 'Repair Wine Manager', and a number of screens will be displayed, press OK to complete this process.

7. Open WMS again and go to the 'Main Switchboard'.

8. Press the 'Exit WMS2000' button and backup your data as per your normal process. You should find it should take less space than previous backups as the database has now been compacted.

9. As a reminder, this process should be done once a month to keep it healthy.

“WMS won't open, a message "Unrecognized database format..." is displayed. What do I do?”

Generally, if you are working in the database over a network and the network goes down (either by a power bump or a disconnection), you may receive the following message:

'Error (Checkpath) = 3343, Unrecognized database format 'C:\Program Files\WMS2000\wmsDATA.MDB'

This usually indicates that the link between the Wine Manager and/or the Data has been corrupted.

How to fix this?

1. Exit out of the Wine Manager on each PC.

2. On the Primary PC (where the data is located, usually C:\Program Files\WMS2000), you need to repair the data files.

3. On the Task bar, usually at the bottom of the screen, press "Start", then "Wine Management System".

4. Select "Utilities" and then choose "Repair Data".

5. A Repair and Compact utility will run to correct any errors in the data portion of the database. You will receive a prompt that the data has been repaired, press "OK".

6. A second portion of this utility will compact the data to ensure it is healthy. It will stop automatically without your intervention.

7. Once completed, open the Wine Manager using the icon on your desktop and your networked system will be operating.

Should this not correct your data problem, please contact Technical Support at dbsrus@telus.net or 604-802-6358.

Help

“I have an error message, what do I do?”

If you receive an error message, there should be an option to exit from the error situation. Usually, an OK button is displayed, press to continue.

WMS2000 is equipped to assist in tracking error messages for you.

Press the F12 key immediately after the error occurred and a form will be displayed with details about the latest error that you have encountered.

Should you wish to forward this message to WMS Technical Support, you have the option of printing this message or writing the details down and calling us directly. (See Technical Support in the | Setup | Administrative Switchboard | ).

The details on this form are important to relay to WMS2000 Technical Support so we may assess the nature of the error.

You may print the report (1 page or pages) or fax or email it to us at WMS2000 Technical Support.

Note: if you do a System Checkup on WMS2000 (by pressing the F11 key), all of the current error messages will be deleted from the log file.

“What is the 'yellow ?' button for?”

The yellow '?' button is an information guide:

A yellow background form will be displayed in the top right corner of your screen and will explain or define the form that is currently being shown. It may be for:

Forms or other switchboards,

The information displayed may explain the basic process in navigating through a particular form.

Each Help screen, when opened, allows you to print the topic that you have displayed, so you may file this data for future reference.

“Who do I call for Technical Support?”

Standard Support for:

New WMS2000 Installation:
- WMS2000 offers unlimited no-charge usability support via toll call for the first two (2) months.
- Support after this time is based on an hourly rate.
- Support contracts after this period are available for periods of three (3) months, six (6) months and one (1) year periods.
- Call for support schedule details.

Upgrade to WMS2000 from standard WMS,version 3:
- WMS2000 offers unlimited no-charge usability support via toll call for the two(2) months.
- Support after this time is based on an hourly rate.
- Support contracts after this period are available for periods of three (3) months, six (6) months and one (1) year periods.
- Call for support schedule details.

Standard Support hours are 7:00 A.M. to 7:00 P.M. Pacific time, Monday through Friday, excluding holidays.

For Saturday, the Standard Support hours are 9:00 A.M. to 6:00 P.M. Pacific time.

For technical support for this product, Call:

Canada, United States and Australia:
- Phone: (604) 802-6358 or (604) 533-6728
- Fax: (604) 533-6729
- email: dbsrus@telus.net

When you call, you should be at your computer and have the appropriate product documentation at hand. Be prepared to give the following information:

- The version of the WMS product you use.
- The type of hardware you use.
- The operating system you use.

“How do I edit the On-line Help screens?”

The On-line Help entry form is used to allow you to create solutions that are unique to your business. You may want to give your employees some help in some particular task. This screen will allow you option.

How do I use the Edit/enter On-line Help Screen?

1. Create a new entry by first pressing the right arrow button with the asterisk at the bottom of the screen. A blank entry is displayed.

2. In the Help For field, at the top of the screen, type a short entry to summarize your solution.

3. In the Description field, enter a step-by-step process that fully describes your solution to this entry defined in the Help For field.

4. Press the save button.

5. In order to access this solution, you need to create a FAQ question to link this solution. Return to the Administrative Switchboard and select On-line FAQ Help - edit/entry.

“How do I edit the On-line FAQ Help screens?”

The On-line FAQ Help entry form is used to allow you to create FAQ questions that are unique to your business. You may want to give your employees some direction for some particular task. This screen will allow you option.

How do I use the On-line FAQ Help - Edit Entry Screen?

1. Create a new entry by first pressing the right arrow button with the asterisk at the bottom of the screen. A blank entry is displayed.

2. In the Frequently Asked Question field, at the top of the screen, type a short entry to summarize your question?.

3. In the Help Group field, select, using the drop down button, a group that this question belongs.

4. Select using the drop down button, the specific solution that was entered by you in the On-line Help - edit entry screen. This must be done before you create the FAQ. If you haven't created the solution in the On-line Help edit entry screen, close this form (On-line FAQ Help - edit entry) and create the solution in the On-Line Help - edit entry screen.

5. Press the save button. This FAQ will now be available when you press the Ctrl-F12 button.

6. Press the Close the Door button to return to the switchboard.

“I can't remember where a specific form is located? How do I find it?”

The easiest way is to use the "Flowchart & Index" file. This file is available on your install CD and was installed with WMS2000.

You may print out the "Flowchart & Index.PDF" from the program menu under either "WMS2000" or "Wine Management System".

If you cannot find it, please see our website and login to the secure area and download the latest version of this helpful tool.

On the Index, page 2 (sorted alphabetically), lookup the name of the form (ie. Accounts).

Make note of the path ("1-A") to the form.

Return to page 1 of the Flowchart and follow the path, "1" refers to the Main Switchboard.

The second part of the path, "A" refers to the Accounting Switchboard and select this switchboard.

Click on your form, Accounts.

“Startup Guide - Where is it and what is it for?”

The Startup Guide is installed on PC with the WMS2000 installation. It is located in your PC (the default directory) at C:\Program Files\WMS2000\Help.

You will also find it in the Program Group under "Wine Management System" under "Documents".

This guide to WMS2000 explains :
- the basic features
- the naming standards
- business recommendations
- navigational tools
- things to do when you first start WMS2000
- and daily procedures.

This guide is saved in PDF format so you may print any of the sections you need to review.

If you have any suggestion for future additions, please forward your comments to dbsrus@telus.net.

“Reports Manual - What is it?”

The Reports manual illustrates all of the reports available to you in WMS2000.

It is broken into 5 different sections:
- Introduction
- Accounting
- Production
- Purchasing
- Sales
- Scheduling

The report layout is similar to the Switchboard section used in WMS2000.

If you want to see what reports are available in a section, simply print off the section (PDF format) for your reference.

To find a specific report, use the "Flowchart & Index" that is located in the program group "Wine Management System" under "Documents".

“Function Key-F4: What is it for?”

The function key, F4, is used to lock or unlock all of your invoices at once.

Like all function keys in WMS2000, you may access these keys at any time while in the program.

When F4 is pressed, a dialog box is opened and you are asked to select either "Lock" or "Unlock" all of the Invoices.

Once a selection has been made, press the "Execute" button, the Invoice form will be closed if it was open, and all Invoices will marked "Locked" or "Unlocked".

“Function Key-F5: What is it for?”

The function key, F5, is used to open the Appointment Scheduler.

Like all function keys in WMS2000, you may access these keys at any time while in the program.

When F5 is pressed, the Appointment Scheduler opens and you may enter an appointment for any customer simply by following the 1-2-3 steps on this form.

Once a selection has been made, press the "Close the Door" button, the Appointment form will be closed and if an appointment was made, this will be added to the appropriate Invoice selected. (See the Help button for a detailed description of the Appointment Scheduler.)

“Function Key-F6: What is it for?”

The function key, F6, is used to open the Production Checklist.

Like all function keys in WMS2000, you may access these keys at any time while in the program.

When F6 is pressed, the Production Checklist opens and it is here that you either:
- produce a report(paper copy) of all those products that need to be tended for a specific day (usually done at the start of the day for your staff)
- open the update form to check off all of the tasks that were completed by your staff for that day (usually done at the end of the day).

Once a selection has been made, press the "Close the Door" button, the Checklist form will be closed. (See the Help button on this form for a detailed description of the Checklist procedures.)

“Function Key-F7: What is it for?”

The function key, F7, is used to open the Invoice, the main form used in WMS2000.

Like all function keys in WMS2000, you may access these keys at any time while in the program.

When F7 is pressed, the Invoice opens as the point of sale form and provides access to:
- add a new customer, or edit their current info,
- view/jump to all invoices for this customer,
- enter an order,
- add/view/edit the details of any product,
- view/edit the production dates for any product made,
- print a production label for your staff,
- print a copy of the Invoice for your staff and customer,
- print bottle labels for your customer,
- print this customer's history,
- determine their count if using a rewards program,
- add/edit/view multiple payments by multiple customers,
- enter discounts to items by either percentage or dollars.

Once a Invoice has been made, press the "Close the Door" button and the Invoice form will be closed. (See the Help button on this form for a detailed description.)

“Function Key-F8: What is it for?”

The function key, F8, is used to open the Find Customer form.

Like all function keys in WMS, you may access these keys at any time while in the program.

When F8 is pressed, the Find Customer form opens to allow you to find any customer in WMS.

The Drop-Down button at the top of the form allows you to enter a selection by either:
- first name or
- last name.

Once a selection has been made, the following information about this customer is available:
- the current address,
- the current phone number,
- the Invoices that they have associated with them,
- the balance owing for each Invoice if that is the case,
- a button to jump to any specific Invoice,
- their current rewards status,
- print/view their history for vintning products

Press the "Close the Door" button and this form will be closed. (See the Help button on this form for a detailed description of this form's operation.)

“Function Key-CTRL-F7: What is it for?”

To look up a customer by phone number, press the CTRL-F7 key. This re-designed form will open a pop-up form similar to the F8 function key, Find Customer.

Like all function keys in WMS, you may access these keys at any time while in the program. Here's how it works:

When CTRL-F7 is pressed, the Drop-Down button at the top of the form allows you to enter a selection by either:
- phone number with area code or
- phone number without the area code

Start typing the number and it will pre-fill with numbers available in WMS.

NOTE: you must type a DASH at the appropriate positioning, ie. 555-1122 or 604-555-1212

Once a selection has been made, the following information about this customer is available:
- the current address,
- the current phone number,
- the Invoices that they have associated with them,
- the balance owing for each Invoice if that is the case,
- a button to jump to any specific Invoice,
- their current rewards status,
- print/view their history for vintning products

Press the "Close the Door" button and this form will be closed.

“How do I find a customer by Phone Number?”

To look up a customer by phone number, press the CTRL-F7 key. This will open a couple of pop-up dialog boxes:

- the "Find in Field 'Phone'" screen
- the "Find Customer by Phone#" screen.

The focus will be on the first screen and the cursor will be blinking in the "Find What" field.

Enter a full number, a partial number into this field.

If you are entering a partial number, say "533", be sure to change the "Match" field below it, from "Whole" to "Any Part of Field".

Press the "Find First" button. The display in the dialog box "Find Customer by Phone#" screen will display the first number that matches your criteria, "533". If this is not the number you want, or the name, press the "Find Next" button.

When you have found the number you want, simply close the two dialog boxes.

For a detailed description of how to use this form, and a printout if you choose, press the On-Line Help button (?) on the "Find Customer by Phone#" screen.

“How do I find a specific Invoice Number?”

To look up an Invoice by a specific Invoice Number, the Invoice form first must be open.

Double click on the "Invoice Number" field (in the top right corner of the form in any of the three tabs).

This will open a pop-up dialog box:
- the "Find in Field 'Invoice Number'" screen.

The cursor will be blinking in the "Find What" field.

Enter the Invoice Number that you want to locate into the "Find What" field.

Press the "Enter" key on your keyboard or press the "Find First" button.

The Invoice, in the background, will now have "jumped" to match the number that is displayed in the dialog box "Find in Field 'Invoice Number'".

Close the "Find in Field..." dialog box and the focus will be returned to the Invoice form.

“Utility Manager - How do I restore my zipped data?”

Opening the Utility Manager, you will see the WMS2000 Utility Menu. Select the option you would like to do, in this instance, “Restore Data”. (Note, this is applicable for any compressed file, not just WMS2000's Data file).

1. Fill the round option button next to “Restore Data”, and press the “Start” button.

2. The “Restore Selection” screen will be displayed. The top half of the form is where the file you want to restore is currently located and the bottom half is where you want to put it.

3. Press the “Press to select file to restore” button in the top half of the form. This will open a dialog box titled “Please select an input file”. Using the features (buttons) on this form, find the folder, say, your floppy drive “A:” where the file is located. You should see all types of files in this folder.

4. Locate the file, say “A:\wmsdata.zip” and click on it once. The name of the file is saved into the “file name” field on this form. If this is the file you want to extract, press the “Open” button.

5. You will be returned to the “Restore Selection” form and the name and path to this file will be displayed in the top half of this form's “Name & Location of File to Restore (*.zip) field.

6. Next, on the bottom half of this form, press the button, “Press to select location of the restored file”.

7. This will open another dialog box titled “Browse for Folder” starting with “Desktop”, “My Computer”, “3 1/2 floppy (A:)” etc. Note, the “OK” button is greyed out at this time.

8. Move to the drive that you want to place the extracted file and press the “+” button to the left of the drive letter. This will change to a “-“ and the folders that are included in this drive will be displayed.

9. Repeat this step, #8, until you locate the folder where you want to place the extracted folder, usually, it is “C:\Program Files\WMS2000”(or "C:\Data\Access97").

10. Once you have located the folder, click on it once to “Open” it. The “OK” button will now be enabled.

11. Press the “OK” button.

12. You will be returned to the “Restore Selection” form and the name and path to this folder will be displayed in the bottom half of this form's “Location to Restore the File” field.

13. Press the “Next” button. A pop up screen will summarize your selections and ask you to continue with the restore, select “Yes” to continue ("No" will return you to the previous screen.)

14. A DOS window will appear for a moment to extract the data to your selected location.

15. When completed, the “Restore Utility” info screen will display “Restore completed!”. Press “OK” to return to the “WMS2000” Utility Menu”.

16. Press the “Close the Door” button to exit from this program.

“Utility Manager - How do I backup my data file?”

Opening the Utility Manager, you will see the WMS2000 Utility Menu. Select the option you would like to do, in this instance, “Backup Data”. (Note, this is applicable for any file, not just WMS2000's Data file).

1. Fill the round option button next to “Backup Data”, and press the “Start” button.

2. The “Backup Selection” screen will be displayed. The top half of the form is where the file you want to backup is located and the bottom half is where you want to put it.

3. Press the “Press to select file to backup” button on the top half of the form. This will open a dialog box titled “Please select an input file”. Using the features (buttons) on this form, find the folder, say, "C:\Program File\WMS2000" where the file is located. You should see all types of files in this folder.

4. Locate the file, say “wmsdata.mdb” and click on it once. The name of the file is saved into the “file name” field on this form. If this is the file you want to backup, press the “Open” button.

5. You will be returned to the “Backup Selection” form and the name and path to this file will be displayed in the top half of this form's “Name & Location of File to Backup" field.

6. Next, in the bottom half of this form, press the button, “Press to select location of the backup file”.

7. This will open another dialog box titled “Browse for Folder” starting with “Desktop”, “My Computer”, “3 1/2 floppy (A:)” etc. Note, the “OK” button is greyed out at this time.

8. Move to the drive that you want to place the compressed file and press the “+” button to the left of the drive letter. This will change to a “-“ and the folders that are included on this drive will be displayed.

9. Repeat this step, #8, until you locate the folder that you want to place the compressed file, usually, it is “A:\”.

10. Once you have located the folder, click on it once to “Open” it. The “OK” button will now be enabled.

11. Press the “OK” button.

12. You will be returned to the “Backup Selection” form and the name and path to this folder will be displayed in the bottom half of this form's “Location to Backup the File” field.

13. Press the “Next” button. A pop up screen will summarize your selections and ask you to continue with the backup, select “Yes” to continue.

14. A DOS window will appear for a moment to compact the data to your selected location.

15. When completed, the “Backup Utility” info screen will display “Backup of data complete to A:\”. Note: the filename uses a date stamp for the name. Press “OK” to return to the “WMS2000” Utility Menu”.

16. Press the “Close the Door” button to exit from this program.

“Enhancement(changes) - I would like to add something (report, name etc) to WMS2000, how do I request it?”

First, if you cannot find the report you would like using the Flowchart (and Index), then likely, the report is not in WMS2000.

To request a new report, you need to complete a form in WMS2000.

This form, called the "Enhancement / Error Request" is located on the "Administrative Switchboard" and can be found via "Main Switchboard | Setup | Administrative. This maintains a history of your requests for your system.

Open this form and create a new request. Complete the form and print out this request using the printer button at the bottom of the form.

Fax the completed printout to "The Wine Management System" at (604) 533-6729.

We will complete your request and return it to you within 2 working days with an estimate of how long it will take and what release of WMS2000 this request will be included. In some instances, there may be a charge. This information will be included in the returned fax request.

Generally, the new release will be available for you from the secure portion of our web-site (available when you login). You will be notified via email when the new release is available.

When you receive the completed request, open the form in your WMS2000 and complete the details of this request number.

“WMS2000: When I try to start the program, I get the Windows message, 'Can't find the C:\Program Files... wmspgm.mde'.”

This error generally means the Windows Registry entry for WMS2000 has been corrupted.

Resolution:
- Open "My Computer" and select "Control Panel",
- Select "The Wine Management System" (Or "Wine Management System"),
- Click on "Add/Remove Programs",
- On the next screen to display, select "Re-install",
- Follow the on-screen instructions to repair the corrupted file entries.
- When complete, close all windows and open "WMS2000".

“Points System: Our customer's points are not being calculated now? Why?”

The Points System is an enhancement available in WMS2000. The information about each customer's current Points is displayed in the "Customer Info" tab on the Invoice form.

If you do not see this in the bottom right of this screen, check the Preferences form (tab - Enhancements) to see if it is enabled and if not, contact WMS2000 support staff.

If you do see the points there, but they seem incorrect or low, please do the following:

1. Find a customer that you know has recently purchased a Points applicable wine and go to this Invoice.

2. Open the "Verify In Production" tab and locate the wine on this tab.

3. Using the Horizontal scroll bar at the bottom of this screen, move all the way to the right. The checkboxes should be displayed and note if the "Wine Cnt" (Wine Count) checkbox is filled.

4. If it is not filled, return the "Invoice" tab and select the wine in the middle section of the Invoice.

5. Press the "Add/edit Product Details" button to jump to this product. The "Wine Count" checkbox should be filled.

6. This is likely the problem; if this checkbox is not filled, the wine will not be counted in the Points system.

How do you fix this problem?

1. Go back to the Invoice and select the "Verify..." tab, and find the "Wine Cnt" checkbox on the right.

2. Fill the checkbox for this wine and Save. The points for this customer will be updated the next time you select this customer.

“Reminders: How do I leave a message for tomorrow's staff?”

In the latest version of WMS, version 4.71.01, a new feature has been added... it is called Reminders.

This new form is accessed using the function key, Shift-F7.

Displayed on this form is the following:
- Date
- Staff - name of staff member message is for
- Customer - name of customer this message is referencing
- Message - short entry about the message
- Read - checkbox to indicate the message has been read
- Show Read - toggle button to alternately display the 'Read' messages or the 'Unread' messages.
- Sort Asc/Sort Desc - buttons to sort the display by either date, message, customer or staff member

Once the message has been read and the 'Read' checkbox is filled it will not show up when first opened. However it is possible to press the 'Show Read' toggle button to view past messages.

Installation

“How do I install WMS2000?”

Insert the WMS2000 CD into your CD-ROM drive. On the Windows task bar, press Start, select Run and select your CD ROM drive letter. Press Browse to find the CD-ROM. Select Setup and press OK to return to the Run dialog box. Press OK to install WMS2000. Follow the on-screen instructions displayed during the installation process.

“How do I install the dongle?”

The 'Dongle' is a piece of hardware (required for software operation) that is connected to the parallel port (LPT1) at the back of your PC.

For correct operation of WMS2000, if your printer is connected to this parallel port, disconnect the printer cable and connect the Dongle to the PC's LPT1 port.

Reconnect the printer's cable to the top side of the Dongle. (This is called piggy-back connection).

The Dongle is transparent, that is, it does not impede or change any of the data transmitted from the PC to your printer.

“WMS Data Connection - What is this for?”

This form, WMS Data Connections is used to connect the data with the program.

The default path is displayed in the top field, called "Path to WMSData.Mdb". This is the place where the data is stored.

What do I do to start the program?

1. Enter the path to WMSData.Mdb. If you installed this database in the default directory suggested in the installation, this would be:
C:\Program Files\WMS2000\

2. If you did not install WMS2000 into the default drive and directoy, you need to change the "Path" to the data.

3. To change the path, press the "Folder" button and a dialog box will appear. Click on the + next to the drive letter displayed to the installed drive, say "D".

4. This will show all the folders under this drive "D". Select the folder that you installed WMS2000 (or if it is in a sub directory, press the + button to show these folders.

5. Once you have selected the folder by clicking once on it, the "Okay" button will be "enabled", press "Okay".

6. The dialog box will disappear and the path you selected will show in the WMS Data Connection path.

7. Press the Handshake button. If it finds the data, you will see the message, Attachment Complete.

8. If the path is not found, check your spelling and make sure it is correctly entered, you would see a message "Path to WMSData.Mdb does not exist". Repeat steps 3-7 to find the correct path to WMSDATA.MDB.

9. Once the path has been attached, fill the check box next to Don't display this form again.

10. Press "Close the Door" to go to the Main Switchboard and the pop-up Default Employee.

“Can I link 2 (or more) PCs?”

Yes you can.

You must have a network installed (peer-to-peer) or server-based and define one of the PCs as the host. This PC will contain the data for WMS2000.

When you install WMS2000 on the second PC, the first time you open it, you will see the "WMS DATA CONNECTION" form with the default path set to "C:\Program Files\WMS2000".

Using the folder button on the form, locate "Network Neighbourhood" and find your "Host" PC. From there, find the folder where you installed the initial copy of WMS2000, likely "C:\Program Files\WMS2000".

In this folder will be a file called "WMSDATA.MDB". This is your data file. Select the above folder and press OK.

To attach the 2 databases, press the "Handshake" button on the form "WMS DATA CONNECTION" and when done, you will see "Attachment Complete".

Fill the checkbox, "Don't show this form again" and press the "Door" button to continue. WMS2000 is now linked to the Host PC.

“How do I change the network path?”

This can only be done by accessing the "WMS DATA CONNECTION" form.

To find this form, open WMS2000, and enter the Setup Switchboard. Open a form, say "Employee Information" and press the "Help" item on the Menu Bar at the top of your screen.

The "Help" item will open a drop down of items to select, one of these will be "Open Data Connection".

Select this item and the form "WMS DATA CONNECTION" will be displayed. You may now change the path to your data, "WMSDATA.MDB".

“When I try to open a WMS document, why do I get a "Select an application..." message?”

All of the documents included in the WMS2000 installation have been saved in Acrobat Reader format, "Setup.PDF".

You received the error message because you need to have the free application "Acrobat Reader" installed on your PC. To do this:
- place the WMS2000 CD into your CD-ROM drive
- in Windows Explorer or "Start" button, "Run", select the folder "Acrobat Reader" and open it by double clicking on the folder.
- select the file "setup" or "setup.exe" and double click on this file.
- follow the onscreen instructions for installation of this program.
- likely you will have to reboot your PC after completing this installation.

This free application is also available from their web site at:

http://www.adobe.com/products/acrobat/readstep.html

“How do I link our 2 PCs using a wireless network?”

Whether you hardwire the connection between the PCs or you use a wireless network, the process is the same. Here is how you do it:

1. You must first define one of the PCs as the Host. This PC, say PC1, will contain the data for WMS2000 and is generally your Point Of Sale PC.

2. Following the normal installation of WMS2000 from the CD onto PC1, the path to the data file, WMSData.mdb, will be located in "C:\Program Files\WMS2000".

3. Next you must install WMS2000 on the second PC, say PC2, and in the same LOCAL directory on PC2 as "C:\Program Files\WMS2000".

4. The first time you open WMS2000 on PC2, you will see the "WMS DATA CONNECTION" form with the default path set to "C:\Program Files\WMS2000". You need to point this copy on PC2 to the data on PC1.

5. Using the folder button on the form, locate "Network Neighbourhood" and find your "Host" PC, PC1. From there, find the folder where you installed the initial copy of WMS2000, likely "C:\Program Files\WMS2000".

6. You will prompted "What folder do you want to select?". Click on the "WMS2000" folder (in PC1) and press OK.

7. You will be returned to the WMS Data Connection screen with the path to the folder "WMS2000" via your network to PC1.

8. To attach the 2 databases, press the "Handshake" button on the form "WMS DATA CONNECTION" and when done, you will see "Attachment Complete".

9. Fill the checkbox, "Don't show this form again" and press the "Door" button to continue. WMS2000 is now linked to the data on the Host, PC1.

Production

“How (and where) do I set the fermenting stages?”

The Production Sequence Periods form allows you to set the correct processing time periods for your brewing products.

Every field MUST have a value in it, either a number GREATER than zero (0) or zero (0).

Set a Production Sequence:

1. Set the correct names for each of the stages that will conform with your business standards and be useable for all sequence periods. Some stages may not be used.

Press the Aa button to open the Set Sequence Period Labels form and follow the instructions to re-name the standard entries.

2. Select a Week Type:

For example, we will set the stages for the Week Type = 6 Week.

If you think of the Primary date (when a wine is made) as day zero (0), then enter the number of days after the Primary date that the second task will be due to be processed, say 7 days. 7 will be entered in the second column. Tab to the next field.

Enter the number of days after the Primary date that the third stage will be due to be processed, say 18 days. 18 will be entered in the third column.

Calculate the days for each stage (usually provided by your suppliers for each product) after the Primary date and enter them in the appropriate column.

If a stage is NOT used in processing, enter a zero (0). This value will tell WMS2000 when Invoices are being processed to mark this stage as DONE, That means, your staff will not be required to do any work for these brewing products at this stage.

3. Bottled:

This column must have a value other than zero, it is necessary to complete the process with a real number.

Generally, it is a good rule of thumb to add a couple of extra days to this value since often, each brewing business does not do every stage on every day; hence, a 6 week wine may take 2 to 4 days longer than 6 weeks or 42 days.

Also, this is the value that is displayed on the Invoice when an order is placed by a customer, hence, the recommendation that a couple of days be added to the minimal period for brewing to bottling. Often customers will use the Ready Date on their copy of the Invoice as the date to pick up their brewing product (". . . But your computer system says it's ready on. . .").

4. Products Assigned:

This field is for your reference for those products you have assigned in the Products form for specific Week Types.

To Print/Preview the Production Sequence Periods, press the printer button.

Press the Close the Door button to return to the Production Switchboard.

“How do I update the daily Checklist?”

The Production Checklist is used for completing this task or stage of the brewing/vintning process. Once a staff member has physically finished this process and handed the marked checklist sheets back to you (indicating which brewing products have or have not been done), you must update WMS2000.

Generally this update process is done at day's end.

Open the Production Switchboard from the Main Switchboard or using the function key F6.

This form was designed to allow for multiple day check-offs, that is, you may select the day that a task was completed. An automated function on this form enters the date and the employee who completed the work.

Update a Checklist Using Mouse:

1. Select the Default date:

Right mouse click to open the pop up calendar and select the day the work for this task was done (this is given on the marked checklist sheet).

2. Select the Default Employee:

Using the drop down button, select the name of the employee that completed the task on the specific brewing product. (You may also begin typing the name and the pre-fill feature of WMS2000 will fill the first name that matches your typing.)

3. Locate the Brewing Product:

From the marked checklist sheet, find the Production Number on the screen. The marked checklist sheet is sorted in the same order that is displayed on the screen.

4. Mark the Stage/Task Done:

With your mouse, click the Done checkbox next to the correct Production Number.

The Done By (for employee name) and the Due/Done date will be updated to the Default Employee name and the Default Date.

5. Complete the Updates:

Repeat steps 1 to 4 until all of the completed Production Numbers have been marked as Done.

Update a Checklist Using Tab & Spacebar:

1. Do steps 1 to 3 as above.

2. Move to the first Done checkbox.

3. Press the Spacebar. This will Toggle the Done checkbox between filled and unfilled. The Done By drop down and the Due/Done field will be filled or unfilled depending on your Space Bar action.

4. Press the Tab key. This will move you to the next Done checkbox below.

5. Repeat steps 3 to 4 until all of the tasks or stages have been completed. By pressing Shift-Tab, you can move backwards, that is, up the list.

Important Notes:

1. Each Due/Done date field uses the same Pop up calendar method, so dates may be change individually.

2. If the Due/Done date is changed, all stages that follow this stage will be adjusted by the difference of the dates.

3. If this is the Primary Checklist form, the Supplier's Batch number field will also be displayed.

“Bottling Date - Criteria for setting”

The Bottling Date is used throughout WMS to indicate when the wine (or Beer) is expected to be ready to bottle.

It is referenced on the Invoice given to the customer at the time of making the order.

It is good practise to build into the setting in the Bottling Date column in the Production Sequence Periods form, a couple of extra days more than what is suggested by your supplier's kit instructions.

Why? Often a customer will look at the bottle date on the Invoice and phone wondering why isn't his wine ready yet? "It says right here on my copy of the Invoice...."

These additional few days will give you a buffer for your production schedules as well as making it easier for you to deal with customers who watch the calendar.

“The names on the Production Tag are not like mine, how do I change them?”

The form, Set Sequence Period Labels is accessible from the following location:

- | Main Switchboard | Production Switchboard | Production Sequence Periods | Aa button |

This form allows you to change the names that are assigned to stages two (2) though six (6). The starting stage is fixed as Primary and the final stage is fixed as Bottled. For you to use the Wine Ready Contact List, you MUST leave the sixth stage as "Filtered".

Enter the new name for any of these stages that match the process you use in your business.

These new names will be reflected in all aspects of WMS2000 so that your staff will be familiar with their own processing terms.

Press the "Close the Door" button to return to the Production Sequence Periods form.

The new names will be reflected in task headings.

“Production Label - How do I add a comment to it?”

Comments on the Production label can be added in 2 places:

To add a specific comment to ONE of the products on an Invoice, move to the end of the line (you need to use the Horizontal Scroll Bar) for the specific product; to the right of the "Disc." column.

Here you will see a "Comments" column, enter your specific description here, for example, "Only enter half the oak for this Chardonnay".

To add a comment for ALL of the production items on this Invoice, press the "Customer & Comments Info" tab and enter the information in the "Comments" field in the field provided.

This information will be displayed on all production tags printer for this customer's orders.

“Production Number - How is it created?”

The production number is actually created by 3 items, the Invoice, the Invoice Details and the Quantity.

For example: On Invoice #33, you have 2 items, one of which is a wine that the customer has ordered 2.

If you were to look at the above invoice on the line that the wine was entered onto the Invoice, you would find (for example) the line number on the extreme right of this information, a number #66. The other item on the Invoice details would follow on the next line down, and would have a number #67.

The production number is build as:
[Invoice number]-[Invoice Line Item number]-[Number of the Quantity]

So, for these 2 production items, the production number for:
- the first wine = 33-66-1
- the second wine = 33-66-2

“Batch Number: Where do I enter the supplier's batch number from the kit box?”

After you have created an Invoice for your customer, press the "Verify In Production" tab at the top of the Invoice.

This will display all of the production items (wines etc) that have specific production information. One of these fields is labelled "Batch#".

Enter the batch number from your wine kit box into this field for any future reference.

You may also view/edit this number on the Primary Production Update Checklist (at F6).

“How do I delete a wine in Production that was entered in error?”

First, the wine (or beer) was added to the Production system by entering this wine on an Invoice. WMS2000 automatically creates an entry in the Production system as you create an order from your customer.

Second, verify that the wine is, in fact, not required by opening the Invoice that it was created and see if it is in the "Item Product" area of the Invoice.

If it is, you may highlight the line with your mouse, and press the delete key (on your keyboard). This will remove the Wine from the Invoice and remove it from the Production system of WMS2000.

If it is not showing in the Invoice area, select the "Verify In Production" tab and scroll down to find this wine. If it is showing, you may select the wine, using your mouse in the left most column on the screen and press the "Delete" key on your keyboard. This will remove it from Production.

Another way to remove a wine from Production is more specific. Using the Production Number that is associated with the wine, open the "Products - Single Order Status" form (in the Purchasing Switchboard).

With this form open, enter the Production Number in the drop down selector at the top of this form. As you select it and press the ENTER, you will see all of the information about this wine displayed below.

To remove this wine, press the "Garbage Can" button.

“If a wine is not ready for a task, what do I do?”

Basically, nothing!

As you do each of your production tasks (clear, rack, filter, etc), you may come upon a wine that is not ready to be racked, for example.

At the end of your day's work when you are ready to mark off all those tasks that were completed (using the Production Checklist, F6), leave that wine that shows up to be Done as "unchecked". This means the wine is still to be racked in the system.

WMS2000 will bring forward that wine every day you do your report checklist and tell you to check the "Rack" status for this wine. Until it is done, leave the "Done" checkbox on the Form Update clear for this wine.

When you do "Rack" the wine, say 4 days later, open the Form update for the "Rack" task on that day and fill the "Done" checkbox for that wine.

WMS2000 will adjust all of the following task dates by adding 4 days to the originally estimated dates.

This ensures that the process schedule is never compressed for any given product and the wine is given the time it needs to develop properly.

Please note, the original Production Label for this wine (that is attached to the carboy) will show the original dates. If you want to keep these labels up-to-date, you may print them from the Invoice, select "Production Label" in the report selector or from the "Product - Single Order Status" form in the Production Switchboard.

This is not really a necessity, since your Task Lists for each daily work list, will always have the most recent Task schedule for each wine.

“Bin#: I want to use the Bin# to locate my production items, how do I use this?”

For those WMS2000 users who number their production shelves individually, the Bin# system is made just for your shop!

We will follow a wine from its start (a customer's order on an Invoice) to the second production task, say 'Secondary', as an example of saving the Bin number.

Here's how to use it:

1. A customer orders a wine and you complete the Invoice. By completing this step, a wine will be placed into the Production system using the Production Number as the key field.

(See the FAQ in Production category: "Production Number - How is it created?" for a description of the makeup of this number).

2. You may view the Production information for this wine on the Invoice form by pressing the 'Verify in Production' tab at the top of the Invoice form.

3. You will see all of the dates for this specific wine listed next to the Production number as well as the name of the wine.

4. You will also see an empty field called "Bin".

5. When you have made the wine, the yeast has been added and it has been moved to the shelf, make a note of the number (or letter) of that shelf.

6. In the 'Verify in Production' tab, enter this shelf number in the 'Bin' field on that Invoice. That's it!

7. When you run the Checklist form, function key 'F6' for the 'Secondary' stage and this wine is due to be done, the 'Bin' number you entered will show up on this Checklist report.

8. After you have done the work for this wine as required in the Secondary task, open the Checklist 'Form Updates' in function key, F6.

9. Select the task 'Secondary' and look for the wine for this customer (use the Production Number as the key) and move your mouse to this line.

10. Ensure that the 'Default Date' and the 'Default employee' are set to the correct date and employee who did the work for this wine.

11. Fill the checkbox 'Done' for this wine.

12. If you have MOVED this wine for this task to another shelf, enter the NEW BIN number (shelf) into the 'Bin' field for this wine.

That's it! The next time you open a Production Task checklist, the new location(BIN) will be shown and you will always be able to find your product quickly and effeciently!

“How do I see all of my products currently in production (but not bottled)?”

A relatively new feature called the "Production Master" is available using the CTRL-F11 key. Only items in production that have not been marked as "Bottled" will be displayed.

This form will display the following key fields:
- Invoice Date
- Invoice Number
- Customer Name
- Production Number
- Product Name
- Bottle Date

Using the Sorting Toolbar associated with this form, you may sort your display by any of the columns showing simply by clicking once in a field and pressing the "Sort Asc" button on the toolbar.

You may also use the forms "Filter" button to select specific parameters for searching for specific items.

A useful tool for finding similar items, the "Production Master" allows you to print any or all of the displayed products using the Report Selector control at the bottom of the form next to the Printer button.

To exit, simply press the "Close the Door" button.

If you would like an updated Function Key layout for your keyboard, please contact us via email(dbsrus@telus.net) for your free keyboard indicator.

“New Product: I entered a new product in the system, but I don't get a Production label... why?”

Very likely there was something missing when you entered the new product on the Product's form. Here's how to check:

1. Select the wine product in your Item Product field on the Invoice.

2. Press the Add/Edit Product Details and jump to the Products form for this product.

3. Verify that a Period is set (2 week, 3 week... etc), this will ensure that a production period has been assigned to this product.

4. While in the Products form, is the "Wine Count" checkbox filled... it should be.

5. Close the Products form and return to the Invoice.

6. Re-select the new product on the Invoice by opening the Drop Down button and pick the product again.

7. Press the Save button and open the Verify in Production tab at the top of the Invoice form.

8. The Product will now be displayed in Production and a label can be printed.

“Volume Report: Is a kit sold as Retail included in the Volume report?”

Of the 2 reports available that determine the Volumn of Product made in your business, both reports do NOT include any kits sold as Retail Only.

The indicator for this type of sale is the Checkbox on the Invoice labeled "Retail Only".

“Like 'Spot Check' in CM, how do I quickly look at someone's wine?”

For those users of Cellar Meister, use the function key 'F8' in WMS2000 to quickly find and show a customer's wine status, here's how:

1. Press the F8 key from anywhere in the system.

2. Enter the last name of the customer in the 'Select the Name...' drop down button and press Enter.

3. All of that customer's Invoices will be displayed in the bottom half of the F8 screen.

4. Click the 'Book' button at the bottom of the F8 screen to display all of this customer's wine and beers in production. This report is sorted with the most recent at the top.

5. From this list, note the Invoice number and press the appropriate 'Press to go to' button next to that Invoice number displayed above. You will jump directly to that Invoice.

6. On this Invoice, press the 'Verify in Production' tab to show the customer's wine production dates and confirm the dates with your customer.

“Like Tag Pending in CM, how do I find wines that have been ordered but not made yet?”

In the latest release of WMS, version 4.71.01, a new function has been added just for this question. This form is linked directly to the Production portion of WMS.

Press the Shift-F6 key to open the form called "Wines to Make".

Features on this form include:
- Customer name
- Production number of wine
- Primary (or make date) of this wine
- Supplier of the product
- Print check box - for printing a production label
- Made check box - for completing this task
- Show All Dates - view all dates for a selected wine
- Report Selector (& Printer button) - print a label or the list of wines displayed.

** Important **
- The 'Make Date' allows you to change this date simply by right mouse clicking to open the Pop Up Calendar (used throughout WMS) and selecting a new date. All following dates are adjusted accordingly.

- The 'Print' check box allows you to print the selected wine's Production Labels together. This feature is useful in printing many Production Labels from muliple Invoices on 1 sheet of paper.

- Once the 'Made' checkbox is filled, this wine will no longer be displayed on this form.

“Uncompleted Tasks: How do I do a mass update of wines for one (or multiple) tasks?”

Instead of opening the F6 Production Checklist and singularly checking off each task checkbox, fortunately there is a quick way to do a mass update for some missed Production items.

Here's how:
1. On the Main Switchboard, select Setup

2. On the Setup Switchboard, select Administrative

3. On the Administrative Switchboard, select Update Uncompleted Tasks

4. The Updates Tasks form will be displayed with today's date. On this form will also show all of the tasks named in the Production system of WMS

5. First select the date you want to mark all tasks as completed by using the Pop Up Calendar (right mouse click) say the first of last month

6. Fill in all of the radio buttons next to the Task names for those that you want to complete

*** Important *** once this is done, it cannot be undone!!!

7. Press the Exclamation Mark button to mark your selected tasks as completed up to and including the date at the top of the form (say last month)

8. A prompt will appear to ask you "Are you sure?", press OK or Cancel

9. If OK is pressed, a screen will be displayed when all of those specified tasks have been updated as completed. Press OK to close.

All of the tasks you had chosen will now be marked as completed and not show in the F6 Production Checklist up to the date selected.

“Production Changes: Our supplier has changed the schedules for some wines, how do I adjust these in WMS?”

This form is found off the Main Switchboard | Production Switchboard | Production Sequence Periods.

The Production Sequence Periods form allows you to set the correct processing time periods for your brewing products.

Every field MUST have a value in it, either a number GREATER than zero (0) or a zero (0).

Each product that is processed in your business has an associated Week Type label assigned, say a 4 week kit will use the "4 Week" label... selected on the Products form at the top right of the Product's form.

If the supplier has changed some task, say combined a couple of tasks to the same time, it will be necessary to adjust the existing schedule so you don't have to change the dates manually in Verify in Production or the Task List for every wine.

Here's how to reset a Production Sequence:

1. Select a Week Type:

For the above example, we will set the stages for the Week Type = 4 Week.

If you think of the Primary date (when a wine is made) as day zero (0), then enter the number of days after the Primary date that the second task will be due to be processed, say 7 days. 7 will be entered in the second column. Tab to the next field.

Enter the number of days after the Primary date that the third stage will be due to be processed, say 18 days. 18 will be entered in the third column.

Calculate the days for each stage (usually provided by your suppliers for each product) after the Primary date and enter them in the appropriate column.

2. If a stage is NOT used in processing, enter a zero (0). This value will tell WMS when Invoices are being processed to mark this stage as DONE, That means, your staff will not be required to do any work for these brewing products at this stage.

3. In this instance for a stage, say "Rack1" is now combined with a previous stage, say "Secondary", leave the current number in the "Secondary" stage the same,

4. Change the "Rack1" number to "0". This will ensure the "Rack1" is no longer required to be done for the "4 Week" task. And your production Checklist will not include this task in the future.

5. To Print/Preview the Production Sequence Periods, press the printer button.

6. Press the Close the Door button to return to the Production Switchboard.

“Winery: How do I move 1 completed kit into 30 bottles?”

This question is primarily directed to those On-Premise businesses that also have a Retail Sale (single bottle sales) operation (mainly in the USA).

Note: you must have 2 separate products in WMS, one for On-Premise kit, 'Chardonnay' and one for the single bottle, 'b-Chardonnay'. These will have their own 'Product Number' as well (generally, just add a 'b' to the end of the original 'Product Number'.

- From the Main Switchboard, select Purchasing SB, select Inventory Switchboard and then open the Inventory Transfer form.

- This form is divided into 2 sections, the top half is for moving product OUT OF INVENTORY and the bottom half is receiving product INTO INVENTORY.

- In the top 'FROM' section, select the 'Product Name' you have just completed as a kit and it ready to bottle, ie Chardonnay - 6 wk. The 'Product Number' will be displayed directly below as well as the current 'Units In Stock' value.

- Still in the top 'FROM' section, enter '1' into the 'Quantity to Delete' field, that is, 1 wine kit.

- in the bottom half of the form, the 'TO' section, select the singular bottle product name you want to add the above kit, ie. b-Chardonnay -6 wk.

- The associated 'Product #' and current 'Units in Stock' values will be displayed below the name.

- In the 'Quantity to add' field, enter the number of bottles that were produced from the above wine kit, say, 30.

- Press the 'Transfer' button to move the product.

- A confirmation screen will pop up description the transfer, press 'OK' if correct.

- Notice the Inventory Transfer' screen will now display the new levels in each of the 'From' and 'To'.

- Use the 'Printer' button to display a printed copy of the completed transfers for your records.

Purchasing

“How do I create a Purchase Order for one of my suppliers?”

The Purchase Orders form was designed for you to order your products from your suppliers. As well, it will update your inventory stock levels automatically. It is comprised of 3 parts (tabs at the top):

- Order Entry - detailed entry where a purchase order for products is created.

- Shipping Info - detailed shipping information about this purchase order.

- Supplier Info - detailed information about this supplier.

Create a Purchase Order:

1. Enter an Order ID:

This is the key field on this form. It is important to make this a unique number, so it is recommended you format the Order ID as a combination of today's date.

For example, to create a PO for the 1st day of June and this is the 3rd PO you've made today, you might make this Order ID = 0601199903. (06 is the month, 01 is the day, 1999 is the year and 03 refers to the 3rd order today.) This type of format, if used consistently will allow for easy retrieval and understanding.

Press Tab to move to the next field. Once an Order ID has been entered, other buttons are enabled for use.

2. Select a Supplier:

Using the drop down button in "Initiate an order to supplier", select the supplier that you are creating the PO for.

Press Tab to move to the next field.

3. Prefill the Purchase Order:

Press the "Prefill Purchase Order" button to fill this PO with all of the items from this supplier that are below their reorder level. (The reorder level is set on the Products form).

The Prod. ID (Product Number) is displayed in the PO with all of the related data about this product.

4. Verify the Products to Order:

You must now determine if, in fact the products now listed, should be ordered.

Move to the first line of the first Prod. ID (a black triangle appears in the grey, left-most column). Look at each item on the line and verify if this is the correct price you will be paying (Cost Price) or the quantity you want to order (Qty). Change these if necessary. If you receive a Discount from your supplier, enter it here (0.12 for 12%).

If you want to check the information about this specific product, press the "Edit Product Details" button and the Products form will be displayed for this product. You may make changes on the products form.

If you do not want to order this particular item, press the Delete key. You will be prompted to verify this deletion.

Verify each of the items, in this manner on this order.

5. Select the Shipping Info tab:

Fill in each of the three groups of information, Where, Who and How, on this page. If you leave out any important information, WMS2000 will not allow you to proceed further until these have been corrected.

6. Select the Supplier Tab:

Much of this information has been entered in the Suppliers form. (See Supplier's Information in the Purchasing Switchboard). Complete any missing information that would be pertinent to correct addressing and delivery.

7. Move to the Freight field:

This field is in the bottom right corner of the form and is used for entering any freight charges.

8. Save your Purchase Order:

Press the Save button to save the current PO.

9. Send you Purchase Order:

Press the Printer button to print a copy of this PO. You may now Fax this PO to your supplier. File this copy of the PO for future reference.

Receive an Order from your Supplier:

1. Find your matching PO:

With the information from the packing slip, use one of the Find method buttons on this form.

Place the cursor on the Order ID field and press the Binoculars button. Enter the PO number, and press Find. Your PO should be displayed, press Close on the Find.

2. Check the Quantity of each Item:

Move through the packing slip and verify that the quantity ordered, was the quantity received. If they are not the same, change the Qty on this WMS2000 form.

Follow this process for each item on the packing slip.

3. Receive All Items:

Method 1 - WMS2000 will receive and update all of your items into stock and update automatically your inventory as well. Press the Receive All Items button. This is the recommended method.

Method 2 - Check the Recd checkbox for each individual item.

A pop up dialog box will tell you how many items were updated and that inventory has been updated.

4. Mark the PO Complete:

Fill the checkbox Order Complete on the Order Entry tab.

Press the Close the Door button to return to the Setup Switchboard.

“Supplier's changes: My supplier is changing the product number, for the same product. What do I do?”

Changes to the Supplier's Product Number (used in WMS as the key identifier) are unique. How does this affect your data?

It won't!

As long as the product number is not used by another supplier's product in WMS, there will be no impact on your inventory (year end counts) since WMS uses the 'ID' field (top centre of the Products form) to uniquely link to all of the sales and PO transfers for each product.

Suppliers generally have their own naming convention for their products and to date, none of these overlap!

“How do I receive an order from my Supplier?”

From the Main Switchboard, open the Purchasing Switchboard and press "Purchase Orders"

1. Find your matching PO:

With the information from the packing slip, use one of the Find method buttons on this form.

Place the cursor on the Order ID field and press the Binoculars button. Enter the PO number, and press Find. Your PO should be displayed, press Close on the Find.

2. Check the Quantity of each Item:

Move through the packing slip and verify that the quantity ordered, was the quantity received. If they are not the same, change the Qty on this WMS2000 form.

Follow this process for each item on the packing slip.

3. Receive All Items:

Method 1 - WMS2000 will receive and update all of your items into stock and update automatically your inventory as well. Press the Receive All Items button. This is the recommended method.

Method 2 - Check the Recd checkbox for each individual item.

A pop up dialog box will tell you how many items were updated and that inventory has been updated.

4. Mark the PO Complete:

Fill the checkbox Order Complete on the Order Entry tab.

Press the Close the Door button to return to the Purchasing Switchboard.

“Purchase Order - What is the quickest way to find an existing PO?”

This instance occurs when you have created your PO, sent it to your supplier, received your PO physically and now you want to update your inventory.

Open the Purchase Order form from the Purchasing Switchboard and usually the last PO will be displayed.

If you have the copy of your PO at hand, move your mouse to the "Order ID" field at the top of the form and click once.

Press the "Binoculars" button at the bottom of the form, enter your PO number, and press the "Find First" button.

Your requested PO will be displayed, so close the "Find" dialog box.

Complete your updates for your received products.

“How do I add a new supplier to the Products form?”

You must close the Products form, return to the Purchasing switchboard and select "Supplier Information".

Open this form and press the "Add New" button, this will create a new entry for you to enter the name and address of the supplier you would like to add.

When complete, close the form, open your Products form and you will see the new supplier added to the drop down button on this form.

A future release will provide additions of Suppliers from the Product's form.

“I don't like the names for the products, how do I change them?”

The product names were designed to make the search for all of the "like" products easy. That is, the name used in the the product list uses the following structure:

1. Start with the generic name of the product i.e. Chardonnay.

2. Follow with the type of wine kit, 3 week, 4 week, 6 week etc, but use a short form to conserve space. i.e. Chardonnay-6wk(Sel).

3. Next, add the suppliers kit name, Selection, Vintners Reserve etc, and use a short form to conserve space, i.e. Chardonnay-6wk(Sel).

This will display all of the like products for "Chardonnay" grouped together when you are created an order for a customer on the Invoice.

For example, you would see the following when you started typing "Chard...":

Chardonnay-4wk(VR)
Chardonnay-4wk(CellClassic)
Chardonnay-6wk(Sel)
Chardonnay Semillion-6wk(Sel)
....

This allows for quick and accurate selection of the wine on the Invoice.

To change the names of products, open the Products form and do a filter on the Product Name, switch to "Spreadsheet" view and edit the names on the Product Name column.

“What is the difference between Inventory Count and Units In Stock?”

The two fields on the Products form basically track the same thing, however, 'Inventory Count' is a static field whereas 'Units In Stock' changes with each Invoice order.

'Inventory Count' is added at your year end inventory of your stock. Enter the value for each item product in this field. At the same time, enter the date you did the inventory count into the 'Count Date' field for this product. This provides you with a reference should you need to know you at any time in the future.

'Units In Stock' is a field that is automatically updated each time an order is placed for a Purchase Order(added) or an Invoice(subtracted). The value displayed in this field is the 'current' number of this item you have in stock.

'Units In Stock' is dynamic and if you enabled the 'Show Stock' levels button on the Invoice, would should you the current stock level for each 'Item Product' when it is selected on the Invoice.

“Suppliers: I want to add a new supplier to WMS2000?”

Suppliers information is located in the Purchasing Switchboard. Select the item, 'Supplier Information' on this switchboard and you will open a form displaying all of the suppliers installed on WMS2000.

Press the ->* button to add a new supplier to the system and fill out the form. Only the name is required as minimum information.

“Purchase Order ID: An error shows "Duplicate Index..." What does this mean?”

The Purchase Order ID is a unique number within WMS2000. The recommended naming standard is as follows:

1. Create a numbering system that makes sense, base it on a date format that is easy for you to read.

2. Use this format "yyyyMMddzz"

3. "yyyy" is the current year (2003)

4. "MM" is the current month number (05)

5. "dd" is the current day number (22)

6. "zz" is an incremental number for the P.O.s created on this day. That is, if this is the first P.O. for today, then "zz=01"; if it the third P.O. for today, then "zz=03".

7. Your third new purchase for today would be entered as "2003052203".

8. An additional benefit to this naming convention for the PO ID is that it is sorted by date order.

This naming convention ensures you will never see the error message again since you are creating unique entries as Purchase Order IDs.

“Purchase Orders - should we update the inventory before we create a Purchase Order?”

Yes, in order to ensure you have a correct value in your "Units in Stock" value. This will keep your product inventory statistics correct as you process each upcoming Purchase Order form.

Remember, when you receive an order from your supplier for each PO, it is important to ensure the values you RECEIVED are identical to the values your ORDERED.

If they are the same, fill the Received checkbox and your inventory will be correctly updated (not only the "Units in Stock" but also the "Units on Order" and the "Average Cost Price").

If they are not the same as you ordered, change the received quantity to what you did get and then fill the Received checkbox.

WMS2000 does not track Back Orders.

As you use the Purchase Order forms, you will find that your stock levels will be consistent the visual and the WMS2000 values.

“Inventory: How do I update my stock level?”

Whether you are doing your year-end counts or an update for current product levels, please do the following:

1. Open the Products form from the Purchasing Switchboard.

2. Using the filter button (the Funnel), find the products you would like to update. (See the "Filtering Product" training video on your PC or on the WMS2000 CD under the "Training Video" folder).

3. Enter the number of the current stock into the specific products "Units In Stock" field.

4. To keep track of this item of these changes (for future use), press the "Pencil-Exclamation" button at the bottom of the form. This will automatically copy the quantity you entered into the "Units In Stock" field into the "Inventory Count" field on this form as well as entering today's date into the "Inventory Date" field.

5. Repeat steps 2 to 4 for each product you want to update.

Note: In the Inventory Switchboard, there is a Blank Inventory Count sheet that may be useful for writing the pertinent info as you are walking your store.

“Purchase Orders: Some of our old POs are missing, where are they?”

Missing Purchase Orders are usually not missing, here's what has happened:

1. Good practice dictates you should print a copy of each PO as you create it and then send it to your supplier.

2. When a Purchase Order cannot be found by searching by the Order ID number, there can be 2 reasons:
- it was deleted, or
- it was over-written.

3. To delete a full PO you are usually prompted a number of times, "ARE YOU SURE?". This is usually enough to cancel this permanent action.

4. The more common occurance, abeit rare as well, is what new users tend to do for the FIND process. New users will 'think' they are searching for a PO by over-writing the current PO with one they are are looking for.

Here's how to recover your 'Missing PO'.

1. Do a search using the binoculars button on the PO form.

2. If the Order Id number is not in the system, create a new blank PO.

3. Enter the 'Missing PO' number in the empty 'Order Id' field.

4. If the PO was over-written in error, all of the data that was associated with that PO Number will automatically be displayed.

5. If this is the case, simply fill in the remainder of the information (shipping etc) for this PO using the paper copy of your old PO.

6. If the data is not displayed by entering the 'Order Id' Number, the complete PO data has been deleted. This instance cannot be recovered. You will have to re-enter all of the order if you choose.

*** Always use the 'Binoculars' button to find an existing PURCHASE ORDER ***

“How do I view only my "Active" products in the Products form?”

To see only those products that are Not Discontinued, or Active, follow these steps:

1. Open the Products form from the "Purchasing Switchboard".

2. Press the "Filter" button at the bottom of the form (funnel button).

3. On the Query-by-Form screen that is displayed, find the "Discontinued" checkbox in the bottom leftt of the screen. The checkbox will be "Grey" inside.

4. Click the Checkbox once to set it with a Check Mark, then click it again until the checkbox is gone and the background is White.

5. Press the "Apply Filter" button and you will be returned to the Products form.

6. All products in this form that are Active will be displayed with the number of items showing at the bottom of the form ( 1 of 300 ).

Sales

“Invoice Quotes - How do I create/print one for a customer?”

To print a quote, you must first fill in the estimates for a prospective customer on the Quote form.

This form can be found in 2 ways:

1. Press the F10 key.

2. Navigate through the system | Main Switchboard | Sales Switchboard | Quote.

Once the information is entered, see ? Button for help, press the Printer button to print this for your customer.

“Duplicate Customers: We have duplicate customers... likely from mis-spelling, how do we fix the production items associated with the wrong customer name and make them associated with the correct customer?”

First, you must identify the specific Customer duplicates using their ID number. This can be found by opening the Customer Information screen (on the Customer Switchboard).

This process will remove duplicate entries for one customer:

1. On the "Customer Information" screen, do a filter on the duplicate name of the customer and note the Customer ID, labeled "Cust#" in the field at the top right of this form, say for example, John Doe is Cust# 1.

2. Scrolling through the filtered data on the Customer Information screen, find the second customer, although mis-spelled and his associated number, say for example, John Doh is Cust# 25.

3. One of these customers is the correct spelling, say, John Doe, customer number #1.

4. Using the F8 function key, find all of the invoices for the incorrect John Doh, Cust#25.

5. Using the "Press to go to..." button on F8 form, jump to each Invoice.

6. On each Invoice, change the name in the "Sold To" field to the correct entry of John Doe, from John Doh!

7. On each of these Invoices, select the "Verify in Production" tab.

8. For each wine in production, move the horizontal scroll bar to the extreme right and note the Cust# that is in this field, it is likely 25.

9. Change this number, showing 25 to match the number in the "Customer #" field in the centre on this form, in this instance it is 1. This will associate this wine with the correct John Doe.

10. Repeat this process for each Invoice and each wine item in the Verify in Production tab.

11. After all of the John Doh Invoices have been changed in name to John Doe and product related Cust#s updated, return to the Customer Information screen.

12. Open the Customer Information screen and do a filter on First Name = John and Last Name = Do.

13. This should show only 2 names in the system. Move, using the Arrow buttons to the second entry, John Doh.

14. On the Menu bar at the top of the screen, select "Edit" and then "Select Record". This will make the vertical bar to the left of the Customer Information screen black. This means that the full record about this customer has been selected.

15. Then press the "Delete" key. This will remove this customer's name from the database.

16. The duplicate name has now been removed and all associated Productions items have been moved to the correct spelling of this customer's name, John Doe, as well.

“Beer & Wine Counts - Can I combine them?”

No, the wine and beer count totals are tabulated separately, hence their totals cannot be combined.

You may assign any type of product to be used as a wine count item in the Products form that is found at:
- | Main Switchboard | Purchasing Switchboard | Products |

Find the product that you want to mark as a wine count item and fill the checkbox Wine Count with a check mark.

Every time this product is selected on the Invoice, this item will be entered into the production system and a credit given to the customer who ordered it.

The same can be done for any other product to be used as a beer count item.

“How do I give a customer a promo once their rewards limit has been reached?”

Once a customer has attained and passed the rewards limit you have set in your business using the Wine Count and/or Beer Count features in WMS2000, you need to give them credit on their next batch.

To credit a customer, do the following:

1. Create a new Invoice for this customer.

2. Enter the wine or beer product that will be the promotional item on this Invoice.

3. Press the Payments button and select Promo as the type of payment and fill in the amount credited as promo.

4. If there are other items on this Invoice, and the customer is paying for them, enter a new payment (say "Visa") for the second payment (and the balance).

5. Press the Save button on this form and press "the Door" to return to the Invoice.

5. If there was more than 1 production item on the Invoice, a second wine, you must do the following steps 6 to 8 before printing the Invoice.

6. Press the "Verify in Production" tab at the top of the Invoice.

7. Using the horizontal scroll bar below the production items, move to the extreme right.

8. Remove the "X" in the "Promo" column for the non-promotional wine or beer. This ensures that the customer is correctly credited for only 1 wine/beer.

9. Press the Save button.

10. Print the Invoice, give a copy to the customer and file your copy.

“Replacements - What about a bad wine, how do I credit the customer?”

If a wine or beer is bad and you need to replace that customer's order, follow these steps:

1. If your business is using the Wine Count or Beer Count system, this customer has already received a credit towards his wine count, therefore, you do not want to give him another credit.

2. As in the case for giving a promo batch to a customer, you create a new Invoice for this customer.

3. Enter the wine or beer product that will be the replacement item, but do not enter anything else on this Invoice.

4. Press the Payments button and select Replacement, as the type of payment and save this form so the Balance is zero ($0.00).

5. Close the Payments form, press the Save button on the Invoice and the Balance on the Invoice should be $0.00.

6. Print the Invoice, give a copy to the customer and file your copy.

By selecting Replacement as a Payment type, WMS2000 does not enter a check mark in the Wine Count checkbox portion of the production system.

This will be seen in the Customer Info portion of the Invoice once this has been saved.

“Payments-Multiple - How do I enter 2 (or more) types of payments (on 2 different dates) on the same Invoice?”

If a customer wants to pay the balance using a couple of payment methods or you have 2 customers paying on the same invoice, follow these instructions:

1. The order has been filled on the Invoice.

2. Press the Payments button and select the first type of Payment (say, Cash). Tab to the next field.

3. Enter the $value in the Paid field (this will default to the full payment, you must enter the partial first payment here).

4. Press the Save button to update the Balance to show the remaining dollars owed.

5. Press the "Add New Payment" ( >* ) button to create a new payment.

6. The next payment will show the remaining balance on this Invoice, so it usually only necessary to select the Payment Type to complete the second payment.

6. Select, using the drop down button the second type of payment (say Interac). Tab to the next field, and enter the amount paid. (The Date Paid field should display today's date.)

7. Continue steps 2 to 6 for each different Payment Type and Amount Paid, until the Balance is zero. If the second payment is different date, WMS will automatically enter today's date for the Payment Date.

8. You may, for each Payment Type, select the name of another customer (that is in WMS2000) who is also making a payment on this Invoice. This information, amount paid, and the customer's name, will be displayed on the Customer's copy of the Invoice.

9. You may review all of the payments on this form by pressing the arrow buttons at the bottom of the form.

10. Save and close the Payments form, the Invoice Balance will be $0.00 if the customer paid in full.

“Payments-Promo-how to handle the payments for a Promo wine?”

A customer has ordered 2 wines, for example, but one of them is the rewards program item. To enter this correctly, follow these instructions:

1. The order has been filled on the Invoice.

2. Press the Payments button and select the first type of Payment (say, Cash). Tab to the next field.

3. Enter the $value in the Paid field.

4. Press the Save button to update the Balance to show the remaining dollars owed. Note, the name of the payee will be the same as that which is on the Invoice. This is correct.

5. Press the "Add New Payment" ( >* ) button to create a new payment.

6. Select, using the drop down button the second type of payment "Promo". Tab to the next field, and enter the amount paid by YOUR business (this should be the Balance owing.) (The Date Paid field should display today's date.)

7. Change the name of the Payee, on the top right of the Payments form, to your store's name, ie. "Terry's Wine Works".

8. This information, amount paid, and the customer's name, will be displayed on the Customer's copy of the Invoice.

9. You may review all of the payments on this form by pressing the arrow buttons at the bottom of the form.

10. Save and close the Payments form, the Invoice Balance will be $0.00 if the customer paid in full.

11. Do not forget to clear the checkbox in the "Verify in Production" tab on the Invoice in the column marked "Promo" for the wine NOT given as a promo. Otherwise, the "Wine Count" on the customer's receipt will show 2 promos instead of the one given.

“A customer wants to pay by a Gift Certificate, how do I do it?”

A Customer wants to pay by (or redeem) a Gift Certificate, see below for procedure.

A Customer wants to buy a Gift Certificate? What do you do?

1. In WMS2000, create a new Invoice and select Gift Certicate as an Item Product. Generally, the default entries for WMS2000 comes preloaded with Gift Certificates for $25, $50 and $100. These denominations will usually handle any dollar request.

It is important to note that on the Product's form, the checkbox marked Gift Certificates must be filled for this item.

2. Take the customer's payment and fill the Invoice as usual.

3. Print an Invoice.

A Customer wants to redeem a Gift Certificate? What do you do in this case?

1. Create a new Invoice and enter the Item Products as per normal.

2. With all entries done, press the Payments button and select Payment Type as Gift Certificate.

3. Enter the amount of the Gift Certificate into the Payment Amount field. Tab to the next field.

4. Select the next Type of Payment, if there is a Balance owing, using the drop down button.

5. Enter the Amount Paid.

6. Complete steps 4 and 5 until the Balance is zero.

7. Save the form and press the Close the Door button.

8. Press the Invoice's Save button and print the Invoice for your customer.

“A customer wants to buy a Gift Certificate, how do I enter it?”

A Customer wants to pay by (or redeem) a Gift Certificate, see below for procedure.

A Customer wants to buy a Gift Certificate? What do you do?

1. In WMS2000, create a new Invoice and select Gift Certicate as an Item Product. Generally, the default entries for WMS2000 comes preloaded with Gift Certificates for $25, $50 and $100. These denominations will usually handle any dollar request.

It is important to note that on the Product's form, the checkbox marked Gift Certificates must be filled for this item.

2. Take the customer's payment and fill the Invoice as usual.

3. Print an Invoice.

A Customer wants to redeem a Gift Certificate? What do you do in this case?

1. Create a new Invoice and enter the Item Products as per normal.

2. With all entries done, press the Payments button and select Payment Type as Gift Certificate.

3. Enter the amount of the Gift Certificate into the Payment Amount field. Tab to the next field.

4. Select the next Type of Payment, if there is a Balance owing, using the drop down button.

5. Enter the Amount Paid.

6. Complete steps 4 and 5 until the Balance is zero.

7. Save the form and press the Close the Door button.

8. Press the Invoice's Save button and print the Invoice for your customer.

“Gift Certificates - How do I redeem them?”

A Customer wants to pay by (or redeem) a Gift Certificate, see below for procedure.

A Customer wants to buy a Gift Certificate? What do you do?

1. In WMS2000, create a new Invoice and select Gift Certicate as an Item Product. Generally, the default entries for WMS2000 comes preloaded with Gift Certificates for $25, $50 and $100. These denominations will usually handle any dollar request.

It is important to note that on the Product's form, the checkbox marked Gift Certificates must be filled for this item.

2. Take the customer's payment and fill the Invoice as usual.

3. Print an Invoice.

A Customer wants to redeem a Gift Certificate? What do you do in this case?

1. Create a new Invoice and enter the Item Products as per normal.

2. With all entries done, press the Payments button and select Payment Type as Gift Certificate.

3. Enter the amount of the Gift Certificate into the Payment Amount field. Tab to the next field.

4. Select the next Type of Payment, if there is a Balance owing, using the drop down button.

5. Enter the Amount Paid.

6. Complete steps 4 and 5 until the Balance is zero.

7. Save the form and press the Close the Door button.

8. Press the Invoice's Save button and print the Invoice for your customer.

“Limited Edition Wines - Where do I enter the new ones for this coming year?”

Limited Edition wines are produced usually only once a year and offered to you in advance of their release. In order to properly track who has ordered what, in terms of these wines, WMS has a form that will assist you in effectively tracking the customer's orders.

Where do I enter a new Limited Edition wine?

1. Open the Products form (under 'Purchasing SB') and create a new product with the data about this wine.

2. Fill the check box, Limited Edition, with a check. This tells WMS that this is a special Limited Edition product.

4. Once the year has passed, it is recommended that these wines, if not released for the following year, be marked as 'Discontinued', so as not to be confused with later releases.

How do I take a customer's order for one of these wines?

1. Open the Orders - Limited Edition form at:
- | Main Switchboard | Sales Switchboard |

2. Enter the date your customer placed the order for the LE (Limited Edition) wine in the Order Date column. You may double click to enter today's date or use the right mouse button to open the pop up calendar for another date selection.

3. Select a customer's name using the drop down button in the 'Customer's Name' column.

4. This customer's 'Phone' number will be displayed once a selection has been made.

5. Enter the Quantity of the wines this customer has ordered.

6. Select, using the drop down button, the LE wines from the 'Product' column. (Only wines marked as such, on the Products form will be displayed here).

7. Once the order of LE wines has been received, fill the checkbox 'Rec'd' and the 'Date' it was received in the Limited Edition form.

8. Fill the 'To Advise' checkbox to indicate as such.

9. Next, contact each customer to determine when to come in and make the wine.

What is the 'On Invoice' field for?

Once the customer has made the wine, and an Invoice has been created, return to this Order form and select the Invoice number for this particular customer for this wine. (Only Invoices tied to each customer will show up in the 'On Invoice' column.)

How do I track these orders?

1. Using the Printer button, print a listing and use it for reference when and who to notify when the LE wines arrive.

2. The Report Selector on this forms allows you to view the report sorted either by 'Order Date', by 'Product' or by 'Customer'.

Will last year's Limited Editions wines show up next year?

No, if you mark the wine as 'Discontinued' on the Products form, the old orders will not be displayed.

“Invoice buttons - Why are they greyed out?”

This means the Invoice is locked. This is automatically done after an Invoice is printed. It is done to prevent inadvertant changes to the current Invoice information.

You may unlock the Invoice by clearing the check-box "Locked" on any of the Invoice tabs, "Invoice", "Customer Information" or "Verify in Production".

This will give you full access to all items on the Invoice.

“Comments - Where can I save specific information about one customer?”

You can save it in 2 places, depending on what kind of information it is.

If the info is something you want to check the next time this customer comes in, place the comments on their most recent Invoice, in the "Comments" field in the "Customer Info & Comments" tab.

The next time they show up, press F8 and jump to the last Invoice and the info will be there.

If the info is only general, open the Customer Information screen and open the Comments tab. There is a "Notes" field to enter any general information.

“Production Label - How do I mark this wine for only Half Oak?”

Use the comments field at the end of each Item Product line that is entered on the Invoice.

For example, you enter a Chardonnay as an Item Product, but the customer only wants half the oak added.

Move to the end of this line (you need to use the Horizontal Scroll Bar) on this Invoice for the specific product; to the right of the "Subtotal" column.

Here you will see a "Comments" column, enter your specific description here, for example, "Half Oak for this Chardonnay".

When the label is printed for the production staff, this entry will be displayed.

“I don't like the names for the products, how do I change them?”

The product names were designed to make the search for all of the "like" products easy. That is, the name used in the the product list uses the following structure:

1. Start with the generic name of the product i.e. Chardonnay.

2. Follow with the type of wine kit, 3 week, 4 week, 6 week etc, but use a short form to conserve space. i.e. Chardonnay-6wk(Sel).

3. Next, add the suppliers kit name, Selection, Vintners Reserve etc, and use a short form to conserve space, i.e. Chardonnay-6wk(Sel).

This will display all of the like products for "Chardonnay" grouped together when you are created an order for a customer on the Invoice.

For example, you would see the following when you started typing "Chard...":

Chardonnay-4wk(VR)
Chardonnay-4wk(CellClassic)
Chardonnay-6wk(Sel)
Chardonnay Semillion-6wk(Sel)
....

This allows for quick and accurate selection of the wine on the Invoice.

To change the names of products, open the Products form and do a filter on the Product Name, switch to "Spreadsheet" view and edit the names on the Product Name column.

“Payments: How do I enter an "On Account" sale?”

If a customer places an order but does not make a payment, you should:

- open the "Payments" form from the "Invoice"
- select "On Account" as the "Payment Method" for a new payment
- enter today's date
- enter $0.00 for "Payment Amount" (the "Balance" owed will be used for Accounts Receivable.
- Save the entry
- Exit the form (Close the Door).

When the customer returns to pay for this Invoice at a later date, do the following:

- Open the "Payments" form from the "Invoice"
- find the "On Account" payment
- replace this "Payment Method" with the method of pay (Visa, Cash, Cheque, etc) from the customer
- change the "Payment Date" to today (note; the "Init Acc. Rec" checkbox will be automatically filled - this is required to correctly balance your Accounts Receivables.)
- Save the entry
- Exit the form (Close the Door).

“Invoice: How do I cancel an existing Invoice, we duplicated one by mistake?”

You shouldn't delete any Invoice in WMS2000. The simplest method is to overwrite the duplicated Invoice with a fresh Invoice order.

If you are not going to re-place an Invoice immediately, delete the "Items" in the duplicated Invoice, remove the customer name and leave it blank.

There is a report in WMS2000 called "Invoices without Customer Names" that you can print to tell which Invoices are blank or unused. (See Flowchart for switchboard location).

“Batch Number: Where do I enter the supplier's batch number from the kit box?”

After you have created an Invoice for your customer, press the "Verify In Production" tab at the top of the Invoice.

This will display all of the production items (wines etc) that have specific production information. One of these fields is labelled "Batch#".

Enter the batch number from your wine kit box into this field for any future reference.

You may also view/edit this number on the Primary Production Update Checklist (at F6).

“Discount Product Price: How do I give a one-time change to a product's price?”

The are 2 ways to change the product price:

1. Change the product price:
- select the item product on the Invoice
- press the Add/Edit Item Product
- change the "Unit Price" on the Product's form and return to the Invoice.
- you must remember to reset the Item Product's Unit Price to the non-discounted (previous) value after you have completed the Invoice.

2. Give the customer a discount(THE EASIEST):
- complete your Invoice as per normal
- open the Payments form and enter the amount, Payment Method, that the customer will pay.
- press the Save button (to update the Balance)
- press the "Add New Payment" button to add a second payment
- on this 2nd payment, select "Payment Method" as "Discount"
- the Balance owed (should be $0)will be displayed, press the Save button
- press the "Close the Door" button to return to the Invoice.

“Payment Method: How do I add a new method of payment?”

WMS2000 allows you to add a payment method (Cash, Cheque, Interac, Master Card, Visa, etc) at any time when you are in the Payments screen.

The Payments screen is opened only from the Invoice (press the "Payments" button.

To add a new payment method, double-click the left mouse button and a new screen will pop up. Add the new method of payment and press "OK". (Press "Cancel" if you do not want to continue).

This method of payment will now be available in all of your future transactions.

“Payment Method: How do I delete a Payment Method, I added one by mistake?”

To delete a Payment Method, return to the Main Switchboard and select the Accounting Switchboard.

Select the form "Payment Types" on this switchboard. This form will display all of the methods of payments installed in WMS2000 (and the associated bank accounts they are linked).

Find the Payment Method you want to delete by using the vertical scroll bar and click once in the grey column to the left of the name. (There should be a white triangle surrounded by black to indicate it has been "marked").

Press the "Delete" key on your keyboard, and this entry will be removed from WMS2000.

Press the "Close the Door" button to return to the Accounting Switchboard.

“Refunds: How do I give a refund to a customer?”

Assuming the product was sold on another day previously, you do not change the original Invoice (this day was already balanced).

(If the product was sold on the same day, remove the details from the Invoice as if the customer just changed their mind.)

Create a new Invoice for this customer. BEFORE entering any product, fill the checkbox marked "Refund" in the top right corner of the Invoice form.

If the product was bad, such as a wine or beer, you would refund the $ Value of the product since you did not receive the wine kit back into stock.

(Create a product called "Brewed Item returned" and set the price of the returned item).

Enter the Quantity and Item Product as you would for any product in the details section of the Invoice.

Make a payment to the customer as you would for any other Payment.

If the product was returned, it will be restored to stock inventory when entered.

“Points System: How does it work?”

The Points system is an enhancement to the basic WMS2000 installation to assist you in a rewards system based on a percentage of sales.

There are 3 settings required to use the Points System:

1. Receive a password from Databases R Us to enable the Points System (contact us at dbsrussales@databases-r-us.com)

2. Set the percentage value, "Percentage for Points", on the Preferences form (Setup Switchboard, WMS Defaults Tab)

3. Set the date, "Start Date for Wine Count", that you want the Points System to start. (On the Preferences form, Setup Switchboard, WMS Defaults Tab)

4. Add a Payment Type of "Redeemed Points" in the Payments form accessible from the Invoice.

With the above settings complete, WMS2000 will calculate the percentage, in $$s for the following items:

- All Production items marked with "Wine Count" in the Products form.

- All Production items marked with "Beer Count" on the Products form.

The value for Points for any specific customer does not include Production Items:

- purchased on Sale.

- given as Replacements.

- given as Promotional items.

- sold prior to the Start Date.

The Current Value for any customer's Points is always shown on the "Customer Info" tab on the Invoice form.

The Current Status for any customer's points is printed on their receipt.

Points may be redeemed at any time by simply:

- selecting a Payment Method as "Redeemed Points" and entering the value to be redeemed.

“Payments: What is the 'Init.Acc.Rec.' checkbox?”

This checkbox, 'Initial Accounts Receivable', is located on the Payments form and is filled by WMS2000 when the Payment Date and the Invoice Date(on the Invoice form) are not the same.

The 'Save' button automatically compares the 2 dates on the Invoice and Payments forms and fills the box if they are different.

This is required by WMS2000 to balance any accounts receivable in the system for the daily cash out.

“Invoice-Balance Owing: We had a Product Price Change, why do some Invoices now have a Balance Owing?”

As Invoices are completed, the current Product Prices are stored for each product item on the Invoice, then the Invoices are locked.

If you have a price increase for some of your products, the completed Invoices will not be changed.

The only way the prices on a Invoice can be changed:
- The old completed Invoice is Unlocked,
- The "Save" button is pressed,
- If any of the Products on this Unlocked Invoice have had their price changed from the original, then the New price will be calculated and a "Balance Owing" will be shown.

Remember, the Save button takes the current value in the products form, calculates the Items on the Invoice and displays the total in the summary section of the Invoice.

If this has happened to you on some Invoices, please do the following:
- Unlock the Invoice
- Open the Payments screen,
- Add a new Payment called "Discount" with the same "Payment Date" as the "Invoice Date",
- Save the payment and close the Payments form.

This will correct the error and is simpler than changing the Product Price back to the original price and then back again to the new price once you are done.

“Wine Count: Where do I find a customer's current Reward's count quickly?”

To find the current status of the wine or beer count for the Rewards portion of WMS2000, go to any of the following:

1. Press the F8 key, the "Find Customer" shortcut, and using the "Select..." button at the top of this form, enter the name of this customer.

- The customer's Invoices and Balances will be displayed.

- At the bottom of this form is 2 buttons, "Wine Count" and "Beer Count", press one to display that specific information for this customer.

2. If the customer is placing an order on an Invoice, select the "Customer Info" tab at the top of the form.

- You will see 2 buttons on this form, "Wine Count" and "Beer Count", press one to display that specific information for this customer.

3. If you are in the Customer Information screen, use the Report Selector at the bottom of the form (next to the Printer button) and:

- select report "Customer History" and print (or preview) this report. At the bottom of this detailed report about all of this customer's purchases, will be the current wine/beer counts.

“Invoice: When I try to enter an appointment as I am entering a product, an error occurs, why?”

As you enter an Item Product on the Invoice, you will notice that there is a 'Pencil_line' to the left of the 'Quantity' column on that line.

This means that you are 'editing' this line. You must 'Save' this Item Product BEFORE you can enter an Appointment for this product.

Simply,
1. Fill out the Invoice with ALL of the ordered products
2. Press the 'Save' button
3. Select the Item Product with your mouse
4. Double click in the Appointment column to enter the scheduler.

“Why doesn't the Bottle Date show on my Invoice form?”

After you enter your request from your customer and you don't see a bottle date for a Wine/Beer product, check the following:

- Select the wine product in your Item Product field on the Invoice,
- Press the Add/Edit Product Details and jump to the Products form for this product,
- Verify that a Period is set (2 week, 3 week... etc), this will ensure that a production period has been assigned to this product,
- While in the Products form, is the "Wine Count" checkbox filled... it should be,
- Return to the Invoice and close this form,
- Return to the Main Switchboard and select the Setup Switchboard,
- Select the Preferences form and select the Tax Info Tab,
- There should be a name and value in each and every one of the Tax 1, 2, 3, 4 on this form,
- If there is no name, fill it in with "N/A" and "0%" or "$0.00",
- This is used in the calculations of all Tasks, hence must have at least these default values,
- Return to the Invoice, reselect the product and you will see a "Bottle Date" displayed.

“Customer's Points on Receipts: Why is this showing on our receipts? We don't use the Points System.”

The Points System is activated as an enhancement on the Preferences form, Tab WMS Enhancements. If this feature is enabled, you may see the calculations in two places:

- Invoice form, Customer Info tab

- Customer Receipts, either full size or Short Printer.

If you do not want to display these values on these receipts, simply do the following:

1. From the Main Switchboard, select Setup Switchboard

2. Select Preferences form.

3. Select the tab WMS Enhancements, the "Sales Point System" will be displayed on the right.

4. Contact WMS technical support, 604-802-6358 for a password to Disable this feature.

5. Close forms and the Points totals will not be further displayed.

“Export: How do I export my customer's email addresses to my Address Book in Outlook?”

This applies to any mailing sytem, whether Outlook Express, Outlook, etc. The process is the same. The process is as follows:

1. Open the Customer Information screen (from Customer Switchboard in Sales) and press the Filter button at the bottom of the screen.

2. With the Filter Select - Customers form for the Customer Information showing, click the "Status: Inactive" check box twice to clear the checkbox (display a white background).

3. In the Email Address text box fill in the following: " *@ " without the quotes.

4. Press the Apply Filter button.

5. This should display all active customers who have an email address in your system.

6. In the Report Selector drop down button to the left of the Printer button, select the item "Export Mailing List".

7. Press the Printer button. You will be prompted to enter a name for the file you are about to create... type "CustEmails" in the File Name spot on this form and press Open. This will create a file in this folder called "CustEmail.XLS".

8. Open your email system and import this file into your address book as a new group. You will have to map the fields to correspond with your email system layout as you proceed with the import.

“Discounts: How can I give a % discount or a $ discount?”

Yes to both questions, here's how:

A. %Discount:

1. On the Invoice where the individual Product Items are selected for each customer's order, there is a column heading displayed as 'Disc.'.

2. The value in the lines below are a percentage. It is here that you can select a certain percentage that will be deducted from the Item Product in that row.

3. To enter a 10% discount, you would tab into the field and type '0.1'. Tabbing off the field will display '10%'.

4. The Price (unit price) for that Product Item will show the discounted value on the screen.

B. $Discount:

1. This type of discount is assigned to the overall Invoice rather than to a specific item.

2. Once all of the items have been added to the Invoice, press the 'Save' button to subtotal the Invoice.

3. Press the 'Payments' button to open this screen.

4. In the 'Payment Method' field, select 'Discount' and tab twice to the 'Payment Amount' field and enter the dollar value this customer will be receiving from your store, say $10.

4. Change the 'Cardholder Name' to your store name that was entered into the 'Customer Info' screen. This ensures that your customer sees that it is your store that is providing this discount as the payee.

5. Press the 'Save' button to refresh the 'Balance' and then press the 'New Payment' ( >* ) button.

6. In the 'Payment Method' field, select the method the customer is paying the balance, say 'Visa' and press the 'Save' button. (The amount owing should have been automatically updated after pressing the 'Save' button after the first entry).

7. Steps 5 and 6 can be repeated as many times as you choose should there be more than 2 payment methods.

8. Press 'Save' then the 'Close the Door' button to exit this form.

9. The customer's receipt will display all of the information you have entered as discounts.

“Sales Checkbox - how do we use this?”

The Sales Checkbox is part of each individual product, ie, it shows on the Products Information form as its own separate checkbox.

The important point to remember is that it is an indicator as you complete an Invoice for your Point of Sale transaction.

The Sales Checkbox on an Invoice is directly linked to the Products "Sales Checkbox". If you clear it on an Invoice, you clear it in the Products Information form at the same time.

If the Sales Checkbox is filled in one Invoice for a specific product (a French Merlot for example) it will be filled on EVERY Invoice that this product has been entered.

This does NOT mean they are ALL Sale items, it just means at some point in time (literally) it WAS as SALE item.

You can clear this box on any Invoice if it was not appropriate, but the key to its use, is to check to see in the "Verify in Production" tab for this wine and ensure that the "SALE" checkbox is not filled if it wasn't AT THE TIME OF THE TRANSACTION.

This is the important piece in any rewards system, as it is the indicator that is the basis for calculating the rewards for each customer based on the PRODUCTION SALES CHECKBOX setting (not the indicator on the Invoice section)!

Once you complete a sale with an Product Item with this checkbox filled, it will transfer this information to the "Production System" (which is viewed in the "Verify in Production" tab of the Invoice).

If it was a Sale item on Jan 14, then it should be filled in the "Verify in Production" part of the Invoice for this product on Jan 14 only! In the "Verify in Production" tab, scroll to the right and look for this item to be filled.

“Wine Count: My customer's listing shows a question mark (?) in the 'Cnt' column, why?”

Viewing the Customer History report includes a column marked 'Cnt'. This refers to whether the production item is either marked as a Wine (shows as a 'W') or a Beer (shows as a 'B').

If there is a question mark '?' showing in this column, it means that specific product (in the Products form) is not marked as a wine or beer.

To fix this, go to the Products form,
- find the specific wine in the Customer's listing
- fill the appropriate checkbox, 'Wine Count' for wines an d 'Beer Count' for beers.

To fix the wine count for that specific customer,
- find the specific Invoice for this customer (the number is marked on the customer History listing)
- open the 'Verify in Production' tab on the Invoice form
- move all the way to the right of this tab using the Horizontal scroll bar.
- identify the name of the wine/beer product
- For each wine to credit the customer correctly, you must have 'Wine Cnt' filled (or for Beer, fill the 'Beer Cnt' checkbox)
- do NOT fill BOTH checkboxes since this will credit both counts.

“Wine Count: A customer's Wine History shows one wine being a 'Sale' & a 'Promo', why?”

Viewing the Customer History listing shows a specific wine with both the 'Sale' and 'Promo' marked as 'Yes' means the following:

- the product was, in fact a 'Sale' item. This will mark it in Production as a 'Sale'.

- the Invoice was paid by 'Promo', whole or partially. This will mark ALL the wines on this Invoice in Production as a 'Promo'.

Having 1 (one) wine in production with 2 indicators as above will skew the Wine Count for this customer!

How do you fix this?

1. If you created an Invoice for a customer who deserves a 'Promo', ensure that only the 'Promo' checkbox in the 'Verify in Production' tab is filled.

You should not see any other checkboxes filled except for 'Wine Cnt'. If there is, clear them.

If you have created an Invoice with 2 wines on the Invoice and marked the Invoice paid by a 'Promo' method, then BOTH wines will be marked as 'Promo' in production.

Check, as above, to clear the 2nd wine in 'Verify in Production' that only shows a 'Wine Cnt' checkbox filled.

2. If you created an Invoice for a customer purchasing a 'Sale' product, you should only see the 'Sale' checkbox filled in the 'Verify in Production' tab of the Invoice.

If there are any more checkboxes filled other than 'Wine Cnt' and 'Sale', then clear them for that specific wine in Production.

“Filter by Phone: How do I find only those customers in one phone exchange (604)533-xxxx?”

To target specific customers in one area, the phone number exchange is quite useful when used with the Customer Information screen.

To find all of the customers in, say (604) 533, you would use the Filter button, here's how:

1. Open the Customer Information screen.

2. Press the Open Filter button (Funnel button) to open the Query By Form selector (burgundy background).

3. In the Phone field on this form, type '(604) 533', without the quotes into that field. Don't forget to leave a space between the right bracket ) and the 5.

4. Press the Apply Filter button to find these customers.

5. Those customers who have a phone number that starts with '604 533', will now be displayed.

6. You can now print address labels, print a listing or export this list to a spreadsheet.

“Can I see a customer's history for a particular time period?”

Yes you can. In fact the latest release of WMS2000, version 4.70.02 will allow you to specify any date range for a customer's history of purchases.

This report is available in the Report Selector control on the Customer Information screen (access it from the Main Switchboard, Sales Switchboard and Customer Switchboard).

By clicking on the down arrow button of the Report Selector and choosing "Customer History for Date Range", you will be prompted to enter the start and end dates for this particular customer currently listed on the form.

The report can be printed as well as viewed on the screen.

“Invoice: Can I enter a customer's name by first name?”

Yes, you can select a customer's name by either first name or by surname. Here's how:

1. With the Invoice open, the default method for displaying the customer's name is by surname, 'Smith, John'.

2. A toggle button below the display of the customer's name is labeled "Show by First Name".

3. To show the first name in the "Sold To" drop down box, press the "Show by First Name" button once.

4. This will change the display of the customer's name as 'John Smith'.

5. The labeling on the toggle button will change to Red lettering showing "Show by Surname".

6. To return to the surname showing first, press this toggle button once again.

“Most popular: How do I find the most popular wines?”

To find which production items are the most popular in sales, look at the Sales Reports Switchboard:

1. From the Main Switchboard, open the Sales Switchboard and select the Sales Reports Switchboard.

2. Select the item, 'Product Sales Summary by Type (vint only)'.

3. A date prompt will be displayed.

4. Enter the 'Beginning' and 'Ending' dates into the date fields and press 'Preview'.

5. The report will display all products grouped by 'Product Type' (3 week, 4 week, 5 week etc).

6. A quick review of this listing will provide you with the most popular brewing/vintning items for the specific date range.

“Limited Editions: I don't want to see last year's wine in this form's Product Selector, how to I do this?”

Do NOT delete it from the database as this will negatively skew your sales and customer purchase history!

To stop past limited edition wines from showing up on both the Invoice and the Limited Edition forms, simply open the Products form, find the wine using the Filter (Funnel button and filter where Limited Ed. = check mark) and mark that wine as Discontinued.

“Customer History: The customer's receipt showed their last 10 purchases, now it doesn't... why?”

Showing the Customer's History is an option you select prior to printing or previewing the customer's receipt. How do you do this?

On the Invoice form, fill the checkbox labeled "Show History" after you have completed their order. This will display the customers last 10 purchases. This will show on the Customer's receipt when printed.

Schedulers

“What is a Brew Scheduler?”

The Brew Scheduler is designed to make appointments for each customer who wishes to make their brewing products.

Steps to schedule:

1. Select a day:

Right mouse click to open the pop up calendar and select the day that your customer wants to make (either 'drop' the yeast or start their beer) their brewing products. Any scheduled appointments that have been previously scheduled in WMS2000, will be displayed in the lower window of this form. Details include the appointment time, customer's name and the process type of brewing product to be made.

2. Select a time:

Press any button in this area to pick the time to make. The time is automatically added to the Select the Day field.

3. Double Click with the Left Mouse button:

With the correct date and time, double click in the first blank space for Appointments and the date/time will be added to WMS2000.

4. Select the Customer:

Use the drop down button to select the customer's name from WMS2000.

5. Select the Process:

Use the drop down button to select either Wine or Beer, as the process to be completed on this scheduled date.

6. Confirmed:

Fill this checkbox if the customer has confirmed this appointment. You may want to use this checkbox as a followup item (that is, call the customer on the morning of the scheduled appointment to confirm).

7. Rec'd:

Right mouse click to bring up the pop up calendar to enter the date your employee received this appointment. This field will help track when appointments have been made.

8. Rec'd By:

Use the drop down button to select the employee's name who made this appointment.

9. Comments:

Use this field to enter any information that might be helpful in processing this customer in the most efficient manner.

10. Continue with adding of appointments:

Repeat steps 1 through 9 until all appointments have been made.

To Print/Preview (fill checkbox) the appointments for any specific time period, press the printer button. A form with a start date and end date is displayed.

Press the Close the Door button to exit this form.

“How do you use the Staff Scheduler?”

The Staff Scheduler is designed to make appointments for each member of your staff for any given time period.

Steps to schedule:

1. Select the day:

Right mouse click to open the pop up calendar and select the day that you want to schedule shifts for your staff. Any scheduled shifts that have been previously scheduled in WMS2000, will be displayed in the lower window of this form. Details include the start time, employee's name, end time, hours for shift, confirmed checkbox and a Notes field.

2. Select the time:

Press any button in this area to pick the time to start the shift. The time is automatically added to the Select the Day field.

3. Double Click with the Left Mouse button in Start Time:

With the correct date and time, double click in the first blank Start Time space and the date/time will be added to WMS2000.

4. Select the Employee:

Use the drop down button to select the employee's name from WMS2000.

6. Select the time:

Press any button in this area to pick the time to End the shift. The time is automatically added to the Select the Day field.

7. Double Click with the Left Mouse button in End Time:

With the correct date and time, double click in the blank End Time space and the date/time will be added to WMS2000.

8. Hours:

This entry will automatically calculate the length of this shift.

9. Confirmed:

Fill this checkbox if the employee has been given a copy of this shift schedule or has been otherwise notified.

10. Reports Sorted By:

Select the appropriate type of report to print:

These report formats will display all of the shifts that have been scheduled in WMS2000 for the period you have requested

- Date - It displays all the shifts grouped by each day and sorted by starting shift time. Details include the shift length and employee's name. Each day has a subtotal of hours scheduled. The report has a total of all shifts scheduled for the requested time period.

- Employee - It displays all the shifts grouped by each employee, sorted by date and starting shift time. Details include the shift length and employee's name. Each employee has a subtotal of hours scheduled and the number of shifts.

- Single Employee - This reports is identical to the previous report except the printout is done on a separate page for each employee. This allows you to distribute the shifts to each employee to take home for reference.

To Print/Preview the shifts for any specific time period, press the printer button. A form with a start date and end date is displayed.

Press the Close the Door button to exit this form.

“What do you use the Appointment scheduler for?”

The Appointment Scheduler is designed to make appointments for each customer to bottle their brewing products.

Steps to schedule:

1. Select the day:

Right mouse click to open the pop up calendar and select the day that your customer wants to bottle their brewing products. Any scheduled appointments that have been previously scheduled in WMS2000, will be displayed in the left window of this form. Details include the appointment time, customer's name and the type of brewing product to be bottled.

2. Select the time:

Press any button in this area to pick the time to bottle. The time is automatically added to the Select the Day field.

3. Select the Customer:

Use the drop down button to select the customer's name from WMS2000. Once the name is selected, all of the Invoices associated with this customer will be displayed in the right window . The information in this window displays the following; current appointments scheduled, Invoice #, Product to Bottle, Done (if brewing products have been bottled), Qty and Filtered (if brewing product has been filtered - last stage).

4. Double Click with the Left Mouse button:

With the correct date and time, double click in this customer's appointment Invoice space and the date/time will be added to WMS2000.

To Print/Preview the appointments for any specific time period, press the printer button. A form with a start date and end date is displayed.

Press the Close the Door button to exit this form.

Setup

“How do I setup WMS2000 for my business the first time?”

Once WMS2000 is installed, you should do the following:

1. Open the Setup Switchboard.

2. Select the Employee Information button. Enter the names for each of the your employees. Use the "arrow buttons" to move between employees. This is required for task identification. First name and surname are only required.

3. Close the Employees screen using the "Door" button to return to the Setup Switchboard.

4. Press the Preferences button. Enter each tab at the top of the form and make the selections that are appropriate for your business. Use the Help button on this form for definitive descriptions of the field and values.

5. Return to the Main Switchboard and select the Accounting button which will open the Accounting Switchboard.

6. Press the Accounts button. Follow the instructions in the Help button to complete this form. This is very important as the data is sorted by the criteria you set in this form.

** DO NOT CHANGE THE NAMES ENTERED IN THE "FOR" FIELD. **

These are used to filter data for your accounting functions. You may add, but do not delete any of these entries.

7. Enter the Production Switchboard from the Main Switchboard.

8. Select the Production Sequence Periods button. See the Help button "?" and follow the instructions in setting the correct task periods for your production items, beer or wine, etc.

9. Ensure that the time settings in your PC are correct by entering the Regional Settings on your PC.

10. Go to:
- | Start | Control Panel | Regional Settings | Date |

Set the Short Date format to MM-DD-YYYY using the dash ( - ) as the delimiter.

Press Apply and OK to exit this form.

“Where do I change my store information?”

The Preferences form is one of the primary forms to complete before you start using WMS2000 with your business. It is comprised of 7 parts (tabs at the top):

- Company Info - name and address information for your business.

- Contact Info - specific information about who is responsible for invoice and purchase order information in your business.

- Invoice Defaults - settings to define Invoice values.

- PC Defaults - basic entries unique to your PC.

- Tax Info - information about the tax laws that govern your country and region.

- WMS Defaults - information about the basic specifics concerning your geographical region and WMS2000 specifics for your business.

- WMS Enhancements - this tab is for the entry of passwords and Checkboxes to enable the add-in features to WMS2000.

Set your business settings:

1. Select the Company Info tab:

Fill in each field that is displayed on this page. This information is used throughout WMS2000. For the field Slogan, enter the slogan you use for your business. Press Tab to move to the next field.

2. Select the Contact Info tab:

Enter the name of the staff member to contact with respect to Invoices as well as Purchase Orders. Enter the phone and Fax number for your business. Press Tab to move to the next field.

3. Select the Invoice Defaults tab:

Fill the Show the Beer Count checkbox if you want to make the beer count calculation visible on the Customer's copy of the Invoice.

Enter the number of copies for printing that you want to display on the Invoice form.

The Sales Banner is a marketing tool that is added to every Invoice you give to your customers. It is an editable feature that should be changed to tell your customers of any upcoming sales or specials.

The Statement field is similar to the Sales Banner field, but in British Columbia, Canada, it is a required field that each customer must sign when your business processes a brewing product for a customer.

Press Tab to move to the next field.

4. Select the PC Defaults tab:

Enter the Communication port of your modem. This is required for the Wine Ready Contact List form since it will dial each of your customers for you to notify them when their brewing product is ready to be bottled.

This value can be found in Windows by going to | Start | Settings | Control Settings | Modem | Properties | .

5. Select the Tax Info tab:

This tab/page is used throughout WMS2000 to calculate taxes for all transactions. It is important to ensure these values are correct.

On this page, select the country of your business. Use the drop down button to select this item.

Select the Region of your business. This can be a Province, State or a County. Use the drop down button to select this item.

Generally, the taxes will be installed in WMS2000, however if there is a country/region that is not in the drop down buttons, press the Globe/World button to open the form to add this country/region.

Press the ! Button to fill the Names for Tax 1 and Tax 2.

Fill the Tax 1 and Tax 2 Rates with the appropriate percentage values. (For 7%, enter .07).

Enter the appropriate Tax 1 and Tax 2 Number.

Enter the business license number in this field

Enter the Federal Tax ID number.

You may set the name of the tax for each of the 3 Taxes, however Tax#3 is only used for Australian businesses. If you don't have 2 taxes, set Tax#2 to "N/A".

6. Set the WMS Defaults:

Enter the telephone area code of your business. This will be used on all phone, fax, cellular and pager numbers as a pre-filled value.

If your business subscribes to a Wine Count bonus program for your customers, this value is the limit at which a credit is given to each customer who reaches this value.

This date is the cut-off date after which orders will be counted for the bonus program (any orders prior to this date will not be counted for the bonus). Right mouse click to open the pop up calendar and select a date. Double click with the left mouse button to enter today's date. Press Tab to move to the next field.

This is an enhanced add-in feature. It must have been enabled on the WMS Enhancements tab/page before this value will be used for calculations. The Percentage for Points field is a value that is used to calculate the bonus. (For a 10% points value, enter .1).

Using the Accounting Program drop down button, select the correct name. (You may also begin typing the name of the product and the pre-fill feature of WMS2000 will fill the first name that matches your typing.) this selection will be used to format each day's sales data in the format you have selected.

7. Select the WMS Enhancements Tab:

All of the items on this tab/page are WMS2000 Enhancements, that is, they are items that are beyond the basic WMS2000 installation.

Contact your local WMS2000 distributor for information concerning the addition of these valuable enhancements to your WMS2000 installation.

To add an enhancement to your system, enter the password supplied by WMS2000 Technical Support and the checkbox will be enabled. Fill the checkbox and this feature will be available for your use in WMS2000.

Press the Close the Door button to return to the Setup Switchboard.

“How do I change my Accounting Software?”

From the Main Switchboard, select Setup.

On the Setup Switchboard, select the Preferences form.

On the top of this form, press the "WMS Defaults" tab.

Using the Accounting Program drop down button, select the correct name. (You may also begin typing the name of the product and the pre-fill feature of WMS2000 will fill the first name that matches your typing.) this selection will be used to format each day's sales data in the format you have selected.

Press the "Door" to close and save the changes.

“Customer Receipt-How do I enlarge the line for customer signatures?”

Open the "Preference" form from the "Setup Switchboard", select the "Invoice Default" tab to view the "Message" field.

Add 20 underscores in the first line (for signing) to the current entry. The signing area will be almost the full length of the line for the customer to use.

“Taxes: How do I set the taxes for my Province/State?”

From the Main Switchboard, select Setup. Select the Preferences form and open the "Tax Info" tab.

In this selection you will see Tax 1, Tax 2, Tax 3 and Tax 4.

If you have only 1 tax, enter the name of the tax in the "Tax 1 Name" field. Press the Tab key once to move to the "Rate(%)" field and enter the percentage tax to be applied (for 10%, enter 0.1). If there is an associated number you must apply for this tax, enter it in the "Tax 1 Number" field.

If there is a change to Tax 1, say, from 7.5% to 7.0%, simply overtype the "Tax 1 Rate(%)" of "0.075" with "0.07".

Do the same entry for Tax 2 if applicable and press the Save button at the bottom of the screen.

Once this data has been entered, any products that are assigned either of the Tax 1 or Tax 2 choices (using the checkboxes on the products form) will be assessed the appropriate tax calculated using the current tax rate set on the Preferences form.

Note that the Rate($) for Taxes 3 and 4 are a dollar based figure based on volume.

“How do I get a web site update?”

On the web site, databases-r-us.com, in the top right corner of the main page is "Login", click on this link to open the Login page.

Next, you will require a "User Id" and "Password". This will have been provided to you when WMS2000 was installed or by selecting the "Register" link on the "Login" page.

Enter your "Id" and "Password" and press "Submit".

You will have entered the secure web download page with the updates listed.

Select the most recent program update and click once to copy this upgrade to your PC. Depending on the speed of your PC's modem, this could take anywhere from 1 minute to 30 minutes to process.

You will be prompted to "Open" (install directly) or "Save to Disk" (copy to your PC without installing the update). Select one of these options.

If you chose "Open", the update will be installed directly to your PC, you will be prompted to select the location for WMS2000 (either "C:\Data\access97" or "C:\Program Files\WMS2000").

If you chose "Save to Disk", the update will be saved in a location of your choice.

After this has been completed, open Windows Explorer and double click on this file to run the installation of the update.

Once the update has been installed, you will see the "WMS Data Connection" screen prompt you for the path to your data. Complete this by:
- selecting the correct path (using the "Folder" button if required),
- press the "Handshake" button,
- fill the checkbox "Don't show this screen again"
- press the "Close the Door" button to continue.

“Sales Category: How do I delete one I don't use?”

The Sales Category is used on the Products form. If any products are assigned this category, you should go to the Products form and change the Sales Category (use the Filter button to find any products that are assigned this category).

To delete one of these entries, please do the following:

1. Return to the "Main Switchboard" and select the "Sales Switchboard".

2. Select "Sales Categories".

3. This form will list all of the categories used in WMS2000 on the products form.

4. Find the category you want to delete by using the vertical scroll bar on the right of the form.

5. Select the category by clicking your mouse once in the name field. A black triangle will show in the grey column to the left of the category.

6. Click once on THAT black triangle and it should turn white in colour (highlighted).

7. Press the "Delete" key once. The entry will be removed and the other records (categories) will move up.

8. Close this form and return to the Sales Switchboard by "Close the Door" button at the bottom left.

“Trainer Data: How do I update the data to match our production version?”

This will require some knowledge in the use of Windows Explorer.

You need to first make a copy of your existing data file from WMS2000 and then to rename your original Training data file.

1. Open Windows Explorer and move to the folder "C:\Program Files\WMS2000" and locate the file "WMTData.MDB". This is the Trainer's data file.

2. Rename this file to "WMTData_OLD.MDB".

3. Locate the file "WMSData.MDB" and make a copy of this file, for example "Copy of WMSDATA.MDB".

4. Rename the file "Copy of WMSDATA.MDB" to "WMTDATA.MDB" to complete the change.

5. **** IMPORTANT **** Once you open the trainer version using this data, you will see the same name as the original, **** Open the Preferences screen and change the "COMPANY NAME" to "TRAINER" so you destinguish between the 2 copies of WMS2000 Manager and WMS2000 Trainer.

“XP Permissions: I installed WMS2000 on XP but some users (not Administrators) cannot access WMS2000, why?”

In Windows XP, you can allow users (other than Administrators) access to run WMS2000 by doing the following:

1. Log into Windows XP as an Administrator.

2. Open Windows Explorer and find the folder "WMS2000" inside "Program Files" (assuming you used the default entries for the WMS2000 installation).

3. Right mouse click on this folder and select "Sharing and Security" on the shortcut menu.

4. On the second tab of this option form, "Sharing", in the middle portion of the screen "Network Sharing and Security", fill the checkbox "Share this folder on the network".

5. The "Share Name" will be automatically filled as "WMS2000". Leave this as it is displayed.

6. If you are running other PCs with copies of WMS2000 linking to this PC, then fill the checkbox "Allow network users to change my files".

7. Press "Apply" and then "Okay" to exit.

8. The limited access users of this PC can now logon with restricted access to this PC but open and update WMS2000.

***** Update March 31/2004 *****

In some instances, the above procedure may not provide the access. The following procedure should correct the 'non-Administrator' access to WMS2000. Please do the following:

1. Login using a non-Administrator.

2. Open Windows Control Panel and select the 'Add or Remove Programs' item.

3. Select 'The Wine Management System'.

4. Select the 'Change/Remove' button and when prompted, select the 'Re-install' or 'Repair' option.

5. This may require the WMS2000 CD to be inserted into your CD player.

6. Once this process has been completed, access rights to WMS2000 will be available.

“Rewards: I want to give my customers a free batch after the 10th purchase, how do I set that up?”

WMS2000 has a built in facility to do this for you automatically. Here is how you activate it:

1. From the Main Switchboard (Sb), select the Setup Sb then choose the Preferences screen.

2. Select the 'WMS Defaults' tab.

3. In the 'Wine Count Limit' field, enter a number that represents the number of purchases before a reward will be offered, in this case, 10.

4. In the 'Start Date for Wine Count', enter the date your rewards program will start.

5. Save the changes on the form using the 'Save' button and every purchase after this date entered will be credited to each of your customers.

A customer's wine count is available on the Customer's History report on the Receipt, as well as from the Customer Info and Invoice screens.

“Rewards: How do I check the rewards count for a customer?”

To find the current status for any customer if you are using the built-in rewards feature in WMS2000, you can find this in a number of locations:

1. In the Invoice form as you are serving a customer, select the 'Customer Info' tab.

2. Below the customer's name is a button called 'Show Wine Count'.

3. Press this button and a small pop up screen will be displayed showing the current wine count, the number of Sale items, the number of Replacement items, the number of Promo sales given and the overall count for this customer.

4. If a promo product is due, a red 'Promo due' message will be displayed on this screen.

You can also find the customer's wine count and history on the:

- Customer's receipt from the Invoice.

- Customer Information screen (select the Customer History report)

- F8 key, the book button will preview the Customer History report).

“Salesperson: On my old Invoices, some of the names are missing, why?”

Actually, the names are not missing, they are 'hidden'. Here's why:

To reduce the names of the employees not currently employed at your business, it was necessary to mark them as 'In-Active'.

This is done to maintain the data integrity of the system as this is the most effective method for assigning an employees status.

Very likely, you have marked some of the past employees as 'In-active' on the 'Employees Information' form. This is located on the Setup Switchboard.

Opening the 'Employee Information' form, select the 'Company' tab and fill the 'Active' checkbox or clear this checkbox for these employees to be displayed on all employee selection drop downs.

In all reports that include an employees name, these will be displayed.

“Restore Data On WinXP: How do I restore my data from diskettes?”

As Windows XP has its own decompress utility built into their system, a third party program such as WINZIP is not necessary. Here's how to restore data on a Windows XP PC:

1. Place your data diskette into your Floppy A: drive.

2. Open Windows Explorer by right-mouse click on the Start button and select "Explore".

3. Click on "My Computer" to open it and then click on the "3 1/2 Floppy (A:)". On the right side of the windows pane will be the contents, "WMSDATA.ZIP".

4. If more than one diskette was required to backup your data, the following message will be asked: "Please insert the last disk of the multi-Volume set and click OK to continue". Insert the last diskette.

5. Right mouse click onto the file when displayed and select from the Short Cut Menu, "Extract All". The "Extraction Wizard" will be displayed, press Next.

6. The next screen will be "Select Destination", it will default to "A:WMSDATA" but press the Browse button first.

7. A dialog box will show My Computer, click once to open the folders within your computer, click once on the name next to "(C:)", this is your primary hard drive.

8. With the folders showing below the "(C:)", click once on "Program Files".

9. With the folders showing below the "Program Files", click once on "WMS2000". This is the location you are going to restore (extract) your data on the diskette(s). Press OK.

10. This location "C:\Program Files\WMS2000" will be displayed in the location box.

11. Press NEXT and you will be prompted to "Insert the first diskette" into the disk drive. Do this and press Next.

12. The files will be extracted and then a prompt to enter the next diskette will be asked, insert second diskette into A: and press OK. (Repeat this step as prompted if more than 2 diskettes where used to backup your data).

13. The Extraction Complete screen will be displayed, clear the checkbox in "Show Extracted File" and press the Finish button.

You have now restored the data from the diskettes into the production location of WMS2000.

Please Note:
If your installation of WMS2000 was prior to 1998, your production folder MAY be "C:\Data\Access97". Use this location in the above statements instead of "C:\Program Files\WMS2000".

“On my 2 PC network using WinXp, the performance is slow, why?”

This problem is caused by running 2 different Service Pack versions of Windows XP. Due to the differences in security and permissions updates, both PCs must run on the same Service Pack level.

The solution is simple, determine the version of Windows XP:

- press the 'Start' button on your Task bar.

- select 'Control Panel'.

- double click on 'System' to open this information screen about your PC.

- note the Service Pack for each PC.

If both PCs are not the same, download the update from the Microsoft site and install on the PC that requires the update.

This will correct the performance issue.

“My number pad on my keyboard stopped working, why?”

Most keyboards have a NUMLOCK button generally located in the top right area of the keyboard. Check to ensure that the light that is associated with this button is 'ON', enabling the Number Pad.

“GST Change: How do I update WMS?”

Effective July 1, 2006, the federal government (of Canada) will reduce the GST/HST from 7% to 6%. To correctly track and collect these taxes, here's how to change this in WMS on July 1st.

From the Main Switchboard, select Setup. Select the Preferences form and open the "Tax Info" tab.

In this selection find the Tax 1 or Tax 2 box that is named "GST".

Move into the "Rate(%)" field and enter the percentage tax to be applied, currently showing 7% and change it to 6% (enter 0.06). Note, the associated registration number required on receipts must be entered "Tax 1 (or 2) Number" field.

Press the Save button at the bottom of the screen.

Once this data has been entered, any products that are assigned either of the Tax 1 or Tax 2 choices (using the checkboxes on the products form) will be assessed the appropriate tax calculated using the current tax rate set on the Preferences form.

Note that the Rate($) for Taxes 3 and 4 are a dollar based figure based on volume only.

“Backup Data: How do I make a copy of the WMS Data file?”

1. Right Mouse Click on the Start Button on the Task Bar and select Explore.

2. Windows Explorer will open showing your computer files and folders.

3. In the Left windowpane, scroll down until you find "My Computer". If there is a PLUS sign ( + ) to the left of the name, click the + sign and it will become a Negative sign ( - ) and folders will be displayed below "My Computer".

4. Find your C drive, (it could be any number, but will have a (C:) at the end of the name. As above, if there is a " sign" click on it and it will become a " sign" and folders will be displayed below.

5. Vertically scroll down until you find the "Program Files" folder. Select this folder and view this using the " / -"sign to open the folders as described above.

6. Vertically scroll down again looking for the "WMS2000" folder and click on this folder when it is found to open it.

7. Files and Folders will be displayed in the "WMS2000" folder.

8. Find the file called "WMSDATA" or WMSDATA.MDB". There should only be one and the MDB may not show if that option in your Windows Explorer is not turned on.

9. Right-Mouse Click on this file and select "Copy" from the Menu pop up.

10. Move your mouse to the right to any white space and Right-Mouse Click again and select "Paste". This will create "Copy of WMSDATA.MDB" down below of the file listing on display.

11. Find this new copy and again Right-Mouse Click and select "Rename". The name will be highlighted and change the name to read "Copy of WMSDATA_mmddyy" where mm = month number, dd = day number and yy = last 2 digits of this year. For example, it should read "Copy of WMSDATA_120206" for Dec 2, 2006.

12. You now have made a complete copy of your current data. You may copy it to a USB backup drive or a CD. Likely this will be too large to fit onto a 3.5" floppy diskette.

13. NOTE: if your initial installation of WMS was prior to 1998, your data may be located at "C:\DATA\ACCESS97\". If it is, you will have to change the references in the above instructions to "C:\Program Files\WMS2000\".

“Remove WMS: How do I remove my copy from a PC?”

1. Depending on your Windows operating system, you will need to find the Control Panel, usually it is | Start| Control Panel| or it may be |Start| Settings| Control Panel|

2. Once into the Control Panel, select "Add/Remove Programs"

3. Select "The Wine Management System"

4. You will be given an option of "Repair, Change, or Remove", select "Remove".

5. Follow the instructions on screen and WMS will be removed from your PC.

Switchboards

“How do I print a price list?”

The Sales Reports Switchboard has these reports available:

Customer Address Listing for Export to spreadsheet - this report will display each of your customer's name, street address, city, region(Province, State or county), Postal/Zip code and country in separate columns. To export this report to a file, select | File | Send To | and select the export format (HTML, Excel spreadsheet, Word format etc. and press okay. You will be prompted for a location to store this file and the name of the file. Complete this process and copy the file to a diskette and give it to your mailing service.

Graphs of Wine Products Sales - 4 week wines for 1 specific month, 4 week & 3 month wines for last year, 4 week & 3 month wines for last year, 6 week wines for 1 specific month, 6 week wines for last year and 6 week wines for this year.

Labels - print labels for customer's bottles (4X20), active customer's mailing labels and return address labels for your business. All labels are formatted to fit standard Avery labels.

Price Lists - this switchboard provides you with the price lists of your products in varying degrees of sorting and display. Some are useful for customer handouts, others are for analysis.

Product Sales Summary by Category - report showing your store's sales summaries grouped by product category.

Product Sales Summary by Supplier - report showing your store's sales summaries grouped by supplier.

Product Sales Summary by Type (Fermented and Brewing products only) - report showing your store's sales summaries grouped by Type (as shown on the products form, I.e. 2 week, 3 week, 4 week, etc.).

“What is available from this switchboard?”

The Production Switchboard has these forms available:

Checklists - select each task that you must do for a specific day. This form allows you to PRINT a list of all the tasks that are required. It also opens the specific forms to CHECK OFF all of the tasks that have been completed. Also available by pressing the function F6 key.

Production Sequence Periods - assign each time period (in days) for specific tasks when producing a brewing or Vintning product. The names for each task can be changed to match your business' naming preferences.

Production Labels - these labels are for mailing labels to suppliers and return address labels. Both labels are formatted for Avery 3 X 10 sheets.

Single Order Status - Production Numbers - this form allows you to select one production number at a time and verify and update the status of every task. This form also allows the printing of a new production label.

Wine Club - create and assign individual customers to a group who want to share their wine.

Wine Ready Contact List - select a specific date and every item product that has been filtered but not bottled will be displayed. The associated phone number and other item products (wine, beer, cooler, etc.) will also be displayed to provide you with all the information about each customer. Autodialer button allows WMS2000 to dial the number for each customer for you.

“What do you mean by purchasing?”

The Purchasing switchboard has these forms available:

Inventory Status - determine the status(number) of each product.

Inventory Transfer - transfer 1 bulk product to smaller items.

Purchase Orders - was called Orders, create PO to supplier.

Products - items in inventory of WMS2000

Reports - numerous purchasing reports available.

Single Product - Customer Usage - details all of the customers that have ordered a single product that you select. Each listing can be printed and mailing labels (to target specific customers) can be produced from this form. Standard #10 envelopes are used.

Supplier Information - details about each supplier of WMS2000 products.

“Where do I print information about sales?”

The Sales Reports Switchboard has these reports available:

Customer Address Listing for Export to spreadsheet - this report will display each of your customer's name, street address, city, region(Province, State or county), Postal/Zip code and country in separate columns. To export this report to a file, select | File | Send To | and select the export format (HTML, Excel spreadsheet, Word format etc. and press okay. You will be prompted for a location to store this file and the name of the file. Complete this process and copy the file to a diskette and give it to your mailing service.

Graphs of Wine Products Sales - 4 week wines for 1 specific month, 4 week & 3 month wines for last year, 4 week & 3 month wines for last year, 6 week wines for 1 specific month, 6 week wines for last year and 6 week wines for this year.

Labels - print labels for customer's bottles (4X20), active customer's mailing labels and return address labels for your business. All labels are formatted to fit standard Avery labels.

Price Lists - this switchboard provides you with the price lists of your products in varying degrees of sorting and display. Some are useful for customer handouts, others are for analysis.

Product Sales Summary by Category - report showing your store's sales summaries grouped by product category.

Product Sales Summary by Supplier - report showing your store's sales summaries grouped by supplier.

Product Sales Summary by Type (Fermented and Brewing products only) - report showing your store's sales summaries grouped by Type (as shown on the products form, I.e. 2 week, 3 week, 4 week, etc.).

“When would I use these 3 schedulers?”

The Scheduling Switchboard has these forms available:

Appointment Scheduler (F5) - add a specific day and time to a selected customer's invoice. This form will display all appointments for the selected day. A day (or range of days) may be printed from this form. Available using the short cut key, F5.

Brewing Appointments (Ctrl-F5) - add a customer's date and time for either making beer or adding the yeast to make wine. A day (or range of days) may be printed from this form. Available using the short cut key, Control-F5.

Staff Scheduler - for a specific day, add or edit any employee and the start and end time for each day's work. This form tracks employees, a confirmation checkbox (for notification) as well as miscellaneous Notes entry. A day (or range of days) may be printed from this form. A option to print a scheduled range for each employee, for specific days or for a one day is allowed.

“What's a switchboard?”

WMS2000 is designed around a Switchboard or menu system. Every function in WMS2000 can be grouped into 6 areas. These areas are described below. On this Switchboard is a button and each button goes to other Switchboards or groups. The following is a summary:

Accounting - Accounts, Export menu, Payment Types and Reports.

Production - Checklists (F6) - Reports and Checkoffs, Production Sequence Periods, Production Labels, Single Order Status - Production Number, Wine Club and Wine Ready Contact List.

Purchasing - Inventory Status, Inventory Transfer, Purchase Orders, Products, Reports, Single Product - Customer Usage, and Supplier Information.

Sales - Customer's Information, Invoice (F7), Labels, Quote (F10), Reports, Sales Categories and Single Customer's Product Orders..

Schedulers - Appointment Scheduler (F5), Appointment Brewing (Ctrl-F5), Staff Scheduling.

Setup - Administrative, City Listing, Country Listing, Employee Information, Preferences, Prefix Listing and Province/State Listing.