OnForm V2.0 © Tutorial By Paul Lathwell 23 December 1995 Contents -------- Introduction................... 1.0 Tutorial....................... 2.0 Abbreviations.............. 2.1 Getting Started............ 2.2 Entering Details............... 3.0 Entering Addresses......... 3.1 Entering Product Details... 3.2 Manually............... 3.2.1 OCE Automation......... 3.2.2 Other Charges.............. 3.3 Postage & Packing...... 3.3.1 VAT Rate............... 3.3.2 Preferences.................... 4.0 Printing Forms................. 5.0 Order...................... 5.1 Invoice.................... 5.2 Finally........................ 6.0 ------------------------ Introduction 1.0 ---------------- OnForm is designed to be user-friendly and easy to use, please read the documentation carefully. It is recommended to print out the document for easier reference. Please Note: It is possible to read this document from within OnForm by pressing the F10 key. You may access the OnForm.Doc by pressing the HELP key. Before you begin the tutorial you must ensure that you have set the program preferences as covered in the 'OnForm-Set-Up' file. It is also recommend that you have a read through section 1.4 - 'Guided Tour' of the main documentation to familiarise yourself with the general program layout. Tutorial 2.0 ------------ Abbreviations 2.1 ----------------- LMB - Left-Mouse-Button. RMB - Right-Mouse-Button. RET - Return Key. ESC - Escape Key. Getting Started 2.2 ------------------- By now you should have attempted to run OnForm and subsequently created the necessary preferences files using the 'Prefs-Ed' module. Once the preferences have been set and a copy of OnForm is running on your computer we are ready to begin the tutorial... Before we start entering any details select 'Print' from the control panel... OnForm will inform you a company/customer address has not been defined. Whenever there is vital information missing OnForm will refuse to commence print operations. Entering Details 3.0 -------------------- Entering Addresses 3.1 ---------------------- Addresses may be entered manually, or by loading one of the three available address files: Manually... 1. Click anywhere in the address window with the RMB. A text cursor should appear on the first line, type in the details for that line then press RET. The cursor will move to the next line, continue with this process of entering details/pressing until the address is complete. This is the best method for creating new addresses. 2. Click on the first line in the address window with the LMB, enter the details for that line then press RET. Select each of the remaining lines and repeat this process until the full address has been entered. This method is best reserved for editing addresses or amending mistakes. Address Files... 1. Select either 'Load .AP' to load an AddressPrint address file, or 'Load .OnF' for OnForm address files. You'll be presented with a file requester containing a list of files ending in either .AP or .OnF, depending on the selection made from the control panel. At present there is only one file: either 'MyAddress.AP' or 'MyAddress.OnF'. Double click with the LMB on this file, hey-presto the file is displayed in the relevant address area. 2. Select 'Open .ADP' to load a .ADP data-base file via a file requester. These are the most versatile of all the address files. See 'File-Requester 7.0' in the 'OnForm.Doc' file for a more detailed description of the file requester & how to use it. Entering Product Details 3.2 ---------------------------- Again if you select print OnForm will inform you that no items are listed and immediately display the Items screen ready for you to list products to be ordered/invoiced. If you haven't selected 'Print', display the Items screen by pressing the space-bar. We are now ready to begin entering product details... Manually 3.2.1 -------------- As no items are currently listed, you may select any line with the LMB, a cursor will automatically be placed on the first line under 'Description' ready for you to start entering details... 1. Type OnForm V2.0 (Press RET). 2. Enter PSL 0017 as the code number. (Press RET). 3. Enter the quantity as 1. (Press RET). 4. Enter 4.00 as the unit £ (Press RET). 'Amount £' is automatically calculated, then added to the sub-total. The cursor then reappears on the next line ready for another item. 5. Repeat steps 1 to 4 entering the following details: Description - AddressPrint V4.4 Code - PSL 0015 QTY - 2 Unit £ - 4 When the cursor appears on the next line press RET. OCE Automation 3.2.2 -------------------- Select any description line with the RMB, as no .OCE file has been opened a file requester will appear asking you to select one. Select the file 'PSL.OCE' from the list then click on 'OK'. Once the file has been loaded a text cursor will appear on the first available line under the 'Code No.' heading. Type in the following details... 1. Enter psl 0017 (Press RET). Once RET has been pressed OnForm reads the description from the .OCE file and inserts it under the 'Description' heading. 2. Enter 1 as the QTY (quantity). Again, when you press RET the details for 'Unit £' are obtained from the .OCE file and inserted as necessary. 'Amount £' is also calculated and added to the sub-total. The cursor then move down to the next line under 'Code No.' allowing you to enter further .OCE codes. 3. Repeat steps 1-2 entering the following details... Code No. - psl 0015 QTY - 2 Code no. - psl 0014 QTY - 3 When the cursor appears for the next item press RET. As you can see, the use of .OCE files can dramatically improve the speed of entering product details. It should also be noted that it is NOT necessary to enter the full Code No. entering 0015 or just 15 would have had the same effect as entering psl 0015. However, be careful not to abbreviate the codes too much as this could cause problems: Entering psl for example would always retrieve the first record from the PSL.OCE file as they ALL start with PSL. Codes are not case sensitive and are always converted to upper case characters. Other Charges 3.3 ----------------- It may also be necessary to add postage & packing or charge VAT separately when creating invoice/order forms... Postage & Packing 3.3.1 ----------------------- To enter a charge for Postage & Packaging select 'Postage & Packing' with the LMB. A cursor will appear below the sub-total value, for the purposes of this tutorial enter 0.75 (Press RET). Vat Rate 3.3.2 -------------- Entering a percentage rate at which VAT is to be charged can also be set in the same manner as Postage & Packing, by simply selecting V.A.T. @ x.xx % with the LMB then entering the rate of VAT (RET). Preferences 4.0 --------------- Display the Preferences screen by selecting 'Prefs...' from the menus screen or by pressing the TAB key. Certain preferences are set via the Address screen so whenever you display the Preferences screen the Address screen is displayed also. Now lets change some of the settings... 1. If 'No. of Copies' is not already set to 1 on the Prefs screen, select 'No. Of Copies' with the LMB until 1 appears. 2. Set 'Payment Method' from the Address screen to 'Cheque/PO' in the same manner. 3. Return to the menus screen by clicking on 'Use...' (prefs screen) or press the TAB key. 4. If the current date is not displayed, select 'Date' on the Address screen with the LMB then enter the current date as a 6 digit number, representing DDMMYY. The system date can be obtained by selecting 'Date' (Address screen) with the RMB. If 'Date: Auto' has been set the date will always show the system date, ie. the current date if you have a battery backed system clock. 5. Set 'Form: ' (Address screen) to 'Form: Order' using the LMB. Using the RMB would cause the 'Ord.Prefs' file to be loaded and could therefore change the preference we have just set. Printing Forms 5.0 ------------------ Before selecting 'Print' please ensure your printer is on-line & ready to print. Order 5.1 --------- Having entered details and set the preferences as outlined above, select 'Print' from the control panel. OnForm should now print an order form containing the following information... The company address (top of page) as my address. The customer address (bottom) as your address. Items and prices as entered above. And a line at the bottom: I enclose a cheque/PO for £ xx.xx Once OnForm has finished printing make the following changes: 1. Enter ORD001 as 'Order/Ref No.' (Items screen). 2. Enter IAM001 as the 'Member No.' (Address screen). 3. Set 'Payment Method' to Access/Visa. (Address screen). 4. Ensure printer is ready & select 'Print'... A second copy of the form will be printed but will now contain an 'Order/Ref No.', a 'Member No.' and your credit card details. Invoice 5.2 ----------- Set 'Form: Order' to 'Form: Invoice' by selecting it with the RMB. By using the RMB we also made OnForm load the invoice preferences file. Your address (or company address) should appear under the company address area, and unless a .ADP file was open the customer address details will be cleared. If a .ADP file is open, close it by selecting 'Open .ADP' (Menus screen) with the RMB. Alternatively, .ADP files may be closed by pressing Right-Amiga + C. Next: 1. Select 'Load .OnF' with LMB and load the 'MyAddress.OnF' address file. This time the address will appear under customer, this is because you are now the company because you are printing invoices... 2. Set 'Header' to 'Ctr' (Prefs screen) using the LMB. 3. Set 'No. Of Copies' (Prefs screen) to '1'. 4. Display the Items screen in the usual manner. Depending on how, or if, you wish to enter further products select any available line with the left or right mouse button and enter details as described in section 3.2 above. Providing a 'Qty' is entered any blank lines between details are automatically removed. 5. Select 'Print...' with the LMB. An invoice form should be printed. Once printing has finished make the following alterations: 1. Go to the Prefs screen and set 'Header' to 'Off'. 2. Return to the Menus screen and select 'Print...' or press Right-Amiga + P This time the invoice is printed with no company details. (Your address). This is useful if you wish to print your invoices on pre-printed stationery. Finally 6.0 ----------- Hopefully you will now have a reasonable understanding of how to use the basic functions of OnForm to print order/invoice forms . For further information on other functions please consult the 'OnForm.Doc' file.