The System Regular backups

This form is used to enter the supplier’s information which you will need when ordering new stock and editing the current stock in the database. The “SupplierID” box is produced automatically. The “Telephone Number” box is set out so that the correct layout for a telephone number is used. You will not be able to enter an invalid telephone number into this box. A layout is also used for the “Post Code” box which has the same affect. All fields in this form are required to have data entered in them before moving on. The six buttons at the bottom of the form are the same as all of the other data entry forms that have been previously mentioned.

If you click “Back to Main Form” and then click “Stock” you will be navigated to the stock form. This form is shown below. This form is used to enter the stock information which you will need when ordering new items of stock and creating a job an invoice for you and the customer. The “StockID” box is produced automatically. From the “SupplierID” combo box, you should select the relevant Supplier that the new item of stock is associated with. “Stock Quantity” has a range check validation where you must enter a value greater or equal to 0. This is because it is impossible to have a stock quantity of a negative number.

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“Stock Price” must have a currency value in the field. The six buttons at the bottom of the form are the same as all of the other data entry forms that have been previously mentioned. If you click “Back To Main” and then click “Jobs”, you will be navigated to the jobs table, which is shown below. This form adds together all of the information that has been added in the other three forms. The “Job ID” box is set automatically and gives each job an identification number.

The “Customer ID” box has an arrow that you click to select the customers unique identification number. The “Product Type” box is used for storing what electrical product was repaired for the customer so that if the customer requires another repair you can see if it is the same product and therefore possibly be able to diagnose the problem quicker. The “Hours” box is used to calculate the cost of the repair when creating the customer’s invoice. “Stock ID” is the stock identification number for the required stock that is used to repair the product. The identification number will link to one particular stock item in the “Stock Table” (entered in another form).

You can use multiple amounts of stock to repair one product because when you have selected one item, you will see a message box asking if you would like to add another. If you select yes, another drop down menu will appear and let you select a further item of stock. The 6 buttons on the bottom of this form do the same action as those mentioned in the “Customer Form”. The “Preview Invoice” and “Print Invoice” buttons are used to create the customer and yourselves a report that contains the customer’s details, the job details and the financial details of the job. If you would like just to print an invoice off, without seeing it, click the “Print Invoice” button.

If you would like to view the invoice on screen before printing it, click “Preview Invoice”. You can still print off the invoice from the preview screen. If you click “Preview Invoice”, you will get taken to a report that is similar to the one shown below. This invoice clearly shows the customer’s information which includes their name and address and it also shows the job and stock identification numbers. The total labour costs are pre-calculated, depending on the current hourly labour cost at the company and the number of hours the job took to complete (which was entered in the “Jobs Form”.

The sub total adds together the total labour costs and the price of the stock item(s) that were used to complete the job. The final figure is the amount that the customer owes and is calculated by the sub total times with VAT added on. At the bottom of the report is a button that enables you to print off a number of these invoices, as long as your printer is turned on. Backing Up The System Regular backups of the system will need to be made so that any data loss does not destroy weeks of information. To backup the system you should follow these steps.

Insert the USB device with the Mastercare system on and go to “My Computer” (a shortcut to here is located on the desktop, shown right). 2. Double click the icon called “USBDISKPRO” (shown right) to take you to the folder where the system is contained. 3. Open the sub folder(s) until you are in the folder that contains the Mastercare system. 4. With the mouse, right-click the file “Mastercare System” and select “Copy” (shown right). 5. Next, you have to find the directory that you want the backup to be stored. This is best if it is a different media (storage device) than the one that contains the hard copy of the system.

6. When you have found the directory that you want the backup to be stored in, right-click with the mouse and select “Paste”. There could be a few second waiting time, but after that you system will have been backed up successfully. Printing a Document The only form that has a direct link to printing a document is the “Jobs Form” which directly prints an invoice. This can also be done when previewing the Invoice. You can manually select to print anything in the system, whether it be a form or report. To do so you should take the following steps.