Descriptive Computer Systems,
Inc.
RR 2 Box 687, VSH 639
Palmyra, VA 22963
Phone: 804 286-6984 . . . E-Fax: 801 729-1786
Computer Software, Custom Designed and Special Packages
SOFTWARE OVERVIEW
of
WHOLESALE RETAIL SYSTEM
by
DESCRIPTIVE COMPUTER SYSTEMS, INC.
Date prepared:
July 5, 1996
COPYRIGHT NOTICE
Copyright 1997. All rights reserved.
This entire document is a copyrighted product of Descriptive
Computer Systems, Inc. as per the terms of the CUSTOMER LICENSE
AGREEMENT of Descriptive Computer Systems, Inc.
TABLE OF CONTENTS
DESCRIPTION
TITLE PAGE
TABLE OF CONTENTS
COMPANY PROFILE AND PHILOSOPHY
FEATURE SUMMARY
PROCESSING CYCLE
COMPUTERIZED RECOMMENDATION SYSTEM
SATELLITE COMPUTERS
CASE STUDY - BULK PAYABLES TAPE INPUT
CASE STUDY - BATCH AUTHORIZATION OF CHARGES
CASE STUDY - ORDERS SENT BY FAX BOARD
MENU SCREENS
STOCK LOT/RUN INVENTORY
ACCOUNTING SOFTWARE INTEGRATION
PRICE LIST
POINT OF SALE
WINDOW TREATMENT SYSTEM
SPECIAL ORDER ENTRY
DATA BASE OF ALL BOOKS AND PATTERN NUMBERS
ANTI-PIRATE CODING
SOFTWARE SUPPORT
DESCRIPTION OF OPTIONS
FREE DEMO DISK
COMPANY PROFILE AND PHILOSOPHY
Descriptive Computer Systems, Inc. (DCS) develops software
for a number of industries, mainly on a customer requirement basis,
and has been developing software products for the wallpaper, paint,
and window treatment industry since its inception in 1981. Until
1990, DCS's involvement in this industry was providing computer
services for a single user that developed a large wholesale
business with a chain of about fifteen retail stores. DCS has
maintained sole ownership in this software which has evolved over
this ten year period and is now marketing it as DCS's Wholesale
Retail System.
DCS has provided computer systems that vary in sizes from
single user PC's through large systems having over one hundred
terminals and over ten printers. DCS software will run on
virtually any computer hardware that operates with DOS, network
DOS, XENIX, or UNIX including the new RISC computers.
The basic philosophy of DCS is that the customer is in his
own business and not in the computer business. That is, the
customer should use the computer as a tool to run his business and
should not take from his business to write or modify computer
software. DCS provides not only computer hardware and software but
also computer supplies and forms.
DCS also believes that each successful business has its own
unique way to do certain aspects of its business to give it its
competitive advantage. Therefore, the computer system needs to
incorporate those methods of operation in order to preserve that
edge. DCS has been incorporating user desired changes as options
that can be included in an installation or not, depending on just
how the user wants to run his/her business.
DCS has found that the typical custom software installation
requires about ten percent custom software. This means that 90
percent or more of all software projects are standard packages. It
is therefore critical that the software packages sold be of high
quality and be easily modified. The high quality feature includes
the extreme flexibility needed to fit the vast majority of typical
business requirements.
DCS therefore relies on its ability and expertise in custom
software development to sell its high quality standard software.
This also means that cheap programs that typically do not lend
themselves to modification can be competed against on a very
reasonable basis. A prospect who believes that he does not now
need custom programming can understand that changing business
conditions could require programming changes in the future. The
ability to have custom work done in the future is thus a selling
feature of un-modified (but modifiable) high quality programs.
FEATURE SUMMARY
Some of the following are optional extra cost items and are
not needed by most users. A summary of the major system features
include:
1. Wholesale orders for wallpaper and window treatments taken
over the phone with payment by credit card can be fully processed
and the material shipped the same day.
2. Point of Sale (POS) stations can ring up sales for items from
store stock with bar code reading and can also take orders for
items not in stock as in # 1 above.
A. Inventory starting balances can be entered after using
system for as many months as possible thus eliminating start
up data entry expense.
B. DCS can provide the system pre installed with data for
the following product lines:
1. Wallpaper - all pattern numbers of all books that
you have in your store.
2. Paint - All sizes and colors for each manufacturer.
3. Window Treatments - all price grids for verticals
and horizontals.
4. Hardware - all Cotter numbers for True Value.
5. Any other that can be provided on tape or disk from
your supplier.
3. Accounting linkage independent of operating system.
4. Price and catalog are by book then pattern number.
5. Shipping is done from stores in a preferred order.
6. Orders placed with distributors based on zip code and
quantity.
7. Orders can be telexed or faxed directly from computer without
need for hard copy.
8. Orders are printed in the store that is to do the shipping
from store stock.
9. Stores can reroute orders to other stores or to distributors
as management decides.
10. Reroute system can produce automatic order for stock if
management desires.
11. Sales tax is calculated by state and zip code range for states
that have multiple taxing authorities.
12. Accounts payable can be entered for all companies on the same
screen.
13. Tape input is made for vendor invoices with different formats
for different vendors.
14. Returns systems provides coded restocking charges.
15. Credit card data captured by system puts money directly in
account without hard copy needed by bank.
16. System automatically authorizes orders to complete processing
cycle.
17. System will interface with multiple accounting software
packages.
18. Store time sheet data entry feeds input of payroll software
package.
19. Stores have PC based cash register systems.
20. PC Registers feed store A/R system on main computer.
21. PC Registers feed store inventory system on main computer.
22. Book/price database from main system feeds PC Registers.
23. System utilizes short number system.
24. There is a gross profit report for all new orders before
orders are accepted.
25. System automatically builds mailing list from orders taken.
26. System automatically captures statistics on orders and
inquiries by operator code.
27. System automatically captures statistics on orders and
inquiries by state code.
28. System automatically captures statistics on orders and
inquiries by three digit zip code.
29. Price inquiries can automatically change to orders on entry.
30. Wallpaper can be sold in doubles only if so indicated.
31. Price matrix for two dimensional size ranges available for
window treatments.
32. Duplication of price codes are available for regular pricing
and for matrix pricing.
33. Special discounts available by date range for specific items.
34. Case quantities can go to different vendors than room lots.
35. Auto authorization available with "talktek" simulation.
36. Authorizations can be manually entered.
37. Payment type can be changes at authorization for denies and
errors.
38. There is a delayed letter feature.
39. There is a credit denied letter feature.
40. Vendor orders are grouped by vendor and ordering unit.
41. A/P automatically checks pattern number and cost amount.
42. Orders are deleted when completed with delete feature by date
range.
43. Delete order feature has override to delete old incomplete
orders.
44. Orders taken on PC Registers can feed main system.
45. Inventory is automatically adjusted on stock orders and
customer orders.
46. Labels can be printed from multiple files including order
file, A/R file, and vendor file.
47. Integration with DCS's Computer Recommendation System (CRS).
PROCESSING CYCLE
There are a number of variations to the entire cycle. The
main cycle is described first. The variations will be discussed
in relation to the main cycle.
The cycle starts with the customer calling in his/her order.
Now we start with a phoned in order because the walk in customer
is a simplification of the phone order and the most complicated
must dictate the cycle. Orders are taken during the day until a
point of time in which we "close the batch". This will be at the
end of business for all locations. Let's say for the example that
this is at 9:00 pm.
Each location does a batch close and a "New Order Report" to
get a hard copy of all orders in the batch. If any difficulties
cause data to be lost in any of the processing steps, there will
always be this hard copy to fall back on. After the "New Order
Report" is updated, each remote location sets the data
communications to automatic and the facility is closed down for the
night.
At about 10:00 pm, the main processing computer polls each of
the remote locations and takes the order data. This step should
be done in one hour no matter how many remote locations there are.
The more remote stations there are, the larger the main computer
will be. The larger the main computer, the more remote units that
can be contacted simultaneously.
At about 11:00 pm, the main computer starts the processing of
all the orders. All credit card purchases are batched together for
processing while each ordering unit will have the charges deposited
into separate accounts. At about 11:30 pm, the credit card batch
is electronically sent to the credit card processing center. About
12:00 midnight, the processing center sends back the results of
which were captured and which were denied. All denial along with
other exceptions are dealt with during the day and, if corrected,
are added to the next day's batch.
From midnight to 1:00 am, the paid orders are processed to
make vendor orders. At about 1:00 am, all the vendor orders are
sent electronically to all vendors by either FAX or computer to
computer. This step should be complete by about 2:00 am.
If shipments are to be made from stock at remote locations,
the data for those orders are sent to each remote location. When
shipping instructions are sent to the remote locations, an updated
inventory position based on the night's processing, is also sent.
At this time, any other data such as pricing, is also sent to the
remote locations. This communication step may be longer than the
previous steps so 2 hours are allocated rather than 1. This step
will run from 2:00 am through 4:00 am.
For those vendors for whom DCS has provided electronic data
reading capabilities, the following will apply:
Each vendor that has received orders during the night, sends
an acknowledgement of each order including its reference number.
If there are any out of stock conditions, whether on this nights
batch or previous batches, the scheduled ship date is sent. For
all orders that have been shipped out for previous batches, the
invoice file is sent. This can be during any time from about 4:00
am until about 7:00 am.
At about 7:00 am the main system electronically interprets the
data sent from the vendors. Reference numbers are automatically
added to customer orders. Back order data is automatically written
to the appropriate customer orders. Invoices are fed into the Auto
Accounts Payable system for electronic verification and auto
approval of those invoices meeting the automatic payment criteria.
By 8:00 am, each remote location has up to date pricing data,
up to date inventory information, plus any shipping instructions
for its own stock. The main computer has all of this plus the
order status of all orders enter the previous day.
By this time, 8:00 am, each vendor has the appropriate
customer orders in his system ready for his processing cycle. In
all likelihood, those customer orders will be shipped the same day.
With UPS normally delivering the next day for locations near
the shipping point, orders taken on Monday will be delivered on
Wednesday. As the delivery is made, the cash for the purchase will
already be in the selling unit's bank account. The vendors invoice
will already be in the seller's main computer and already verified
for approved for payment.
COMPUTERIZED RECOMMENDATION SYSTEM for WALLPAPER SELECTION
The Computerized Recommendation System (CRS) is a copyrighted
software package of Descriptive Computer Systems, Inc. (DCS) that
is used to recommend wallpaper based on a best fit calculation of
a customer answered questionnaire.
Each wallpaper pattern is described by a series of attributes
that describe it as non-subjectively as possible. Some of the
attributes include predominant color, other colors, decorating
trend, tone, brightness, mode, type, and appropriateness for
various settings.
A questionnaire is provided that asks the normal questions a
wallpaper consultant might ask the customer. All of the questions
are multiple choice so the customer just needs to choose the most
appropriate answer.
The computer is programmed to relate the answers to the
questionnaire to pattern attributes which are most important to the
customer based on his/her answers. The computer looks at the
database and calculates a score for the patterns that have the most
critical attributes desired. The patterns are next sorted by score
and the highest rated patterns are printed out with a full verbal
description.
When the user reads the description, he/she might disregard
some right off based on the verbal description. If they sound
interesting, he/she can then go to the specific book and look at
a specific pattern.
The questionnaire is detailed enough to eliminate tied scores
unless two patterns are virtually identical. When two patterns
look appropriate for the room desired, and the computer gives
different scores, the user has the opinion of the computer to
either agree with or disagree with. In either case, the computer
is helping the user make up his/her mind and thus is a positive
benefit for the sale.
If the customer does not like any of the patterns, we have
found that if we go over the answers to the questionnaire with the
customer, he/she can see how the computer made good recommendations
based on those answers. When the customer modifies his original
answers, he/she now gets more what he/she truly likes.
The data base is a separate set of files that can be loaded
from diskettes or by way of the modem.
SATELLITE COMPUTERS
The Wholesale Retail System (WRS) and the Computerized
Recommendation System (CRS) are both designed to use satellite
computers. The main computer does all the processing and the
maintenance to the data bases. The satellite computer is used to
take orders, act as a point of sale register, and calculate
wallpaper selections. Any one of these three uses justifies the
concept of a satellite computer.
If the store location can be reached by a direct wire, it
makes sense to use the main system. There is virtually no benefit
for using leased lines as a satellite computer is so much less
expensive and does virtually all the functions that can be done for
a store via a leased line.
Each night there are two contacts made with each satellite
computer. The first contact is to take all ordering and sales
information off the satellite computer. The main computer then
does a daily update and a daily processing. The main computer then
makes the second contact in which all shipping requests are loaded
along with full updates to the pattern databases and the inventory
files. Each store knows the exact inventory position of each other
store along with the main location as of the end of business the
night before.
When wallpaper selections are made using CRS on the satellite
computer, the main computer is not slowed down by the heavy
processing requirements of CRS.
Point of sale is "free" on the satellite computer as the real
strength of WRS is the ability of the WRS to order any wallpaper
from virtually any book as hundreds of thousands of patters are on
line with WRS. Hand writing of sales slips is a totally un-
necessary function with WRS. Once an order is entered into WRS on
the satellite computer, everything is automatic. The order is sent
to the main system for processing that night. The order is
electronically sent that morning to either the distributor or to
another store that may have the product. Either way, the product
can be in route less than 24 hours after getting the order.
Even though the satellite computer is justified by the other
two functions, point of sale with WRS is valuable by itself. All
store prices are maintained on the main computer. Each store can
have various price markups compared to the main computer and
compared to other satellite computers. All those prices and
markups are controlled in the main store. Changes become effective
the following morning of whenever they are made. All sales and
inventory transaction data taken through the WRS point of sale on
the satellite computer is automatically captured and sent to the
main computer for full daily reporting.
CASE STUDY - BULK PAYABLES TAPE INPUT
This system was designed in order to relieve the input
bottleneck for invoices received for drop shipments from vendors.
Invoices are entered for each product drop shipped for each
customer. These invoices need to be verified for order number,
ordering unit, catalog item, price, drop ship location. This
procedure was a six full time person job.
Procedures and specifications were developed by Descriptive
Computer Systems, Inc. (DCS) to have the vendors invoice on
magnetic tape. As each vendor had its own computer system, the
specifications needed to be general enough to include all. The
tapes then were programmed to be received by DCS's software. The
procedures developed by DCS then caused all invoices which matched
the basic parameters to be automatically processed. Only those
invoices which were exceptions, needed operator intervention.
The net result of the new procedure was a staff reduction from
six full time employees to one full time employee. The cost of a
full time employee is approximately $10,000.00 per year plus 20
percent tax and benefits. This comes to a savings of 5 times
$12,000.00 per year for a total savings of $60,000.00 per year.
In addition to the tremendous dollars savings, there is a
substantial time savings in so far as how long it previously took
for invoices to be entered. All the tedious entering is
eliminated. The only time taken is in rectifying problem invoices
such as wrong prices or wrong shipments.
CASE STUDY - BATCH AUTHORIZATION OF CHARGES
This system was designed in order to relieve the processing
bottleneck of manually authorizing credit cards and the printing
of the actual credit card forms.
The computer produced a report of all credit cards needing to
be authorized. Two employees took all day getting the
authorizations over a credit card authorization machine. These
authorizations were next entered back into the computer and the
actual credit card was printed on special forms by the computer.
These forms were then physically transported to the bank as a
deposit. This procedure was a three full time person job.
Procedures and specifications were developed by Descriptive
Computer Systems, Inc. (DCS) to have the authorizations
automatically sent to the processing center for authorization and
actual data capture. This mean that no to be authorized report is
needed, no operator intervention in getting the authorization, no
reentry of authorizations, no printing of charge forms, and no
physical deposits in the bank.
The net result of the new procedure was a staff reduction from
three full time employees to one full time employee. The cost of
a full time employee is approximately $10,000.00 per year plus 20
percent tax and benefits. This comes to a savings of 2 times
$12,000.00 per year for a total savings of $24,000.00 per year.
In addition to the tremendous dollars savings, there is a
substantial time savings in so far as how long it previously took
for cash to reach the bank for credit card transactions. Cash for
orders take one day is in the bank on the next.
CASE STUDY - ORDERS SENT BY FAX BOARD
This system was designed in order to relieve the processing
cost of Telexing orders to vendors over the Western Union System.
The computer produced orders to vendors for the drop shipment
of product. This procedure started with the manual printing of
hard copy of orders which were then physically sent to each vendor.
The first step involved the sending of orders to the vendors
electronically using the Western Union Telex system. This alone
resulted in a significant increase in customer service. Orders
take one day were in the vendor location the following day. The
only draw back was the slow nature of sending the Telex and the
substantial charge of Western Union of from $4,000 to $5,000 per
month.
Procedures and specifications were developed by Descriptive
Computer Systems, Inc. (DCS) to have the orders sent from the
mainframe to a high speed PC that was equipped with a Fax Board.
This transfer of data between machines was done in an error free
mode. The PC then faxed out the orders without effecting the speed
on the main system. The PC work unattended with multiple automatic
retries for busy signals and equipment or line problems.
The net result of the new procedure was a cash savings of
$4000.00 per month. This comes to a total cash savings of
$48,000.00 per year.
In addition to the tremendous dollars savings, there is a time
savings in so far as how long it previously took for an order to
reach a vendor. Orders taken one day are in the vendor's office
before noon of the following morning.
MENU SCREENS
DESCRIPTIVE COMPUTER SYSTEMS, INC. 09/22/90
WHOLESALE ORDER PROCESSING
1. PRICE INQUIRY AND ORDER ENTRY 15. SEND TELEX OR DIAL-UP VEND ORD
2. CLOSE ORDER BATCH FOR PROCESS 16. UPDATE TELEX OF DIAL-UP VEND O
3. NEW ORDER REPORT 17. PRINT LABELS FOR TELEX ORDERS
4. CHARGES/CHECKS NOT AUTHORIZED 18. SALES BY STATE SHOWING TAX
5. ENTER AUTHORIZATIONS & CHECKS 19. OPEN PURCHASE ORDER REPORT
6. PRINT MASTER/VISA CHARGE SLIPS 20. AUTO A/P FUNCTION (ST 7 TO 8)
7. MC V UPDATE W/O PRINTING 21. UPDATE TO COMPLETE AN ORDER
8. NEW CHARGE SLIP SUMMARY REPORT 22. COMPLETED ORDER REPORT
9. NEW CHARGE SLIP REPORT 23. DELETE COMPLETED ORDERS
10. PRE-ORDER SUMMARY SHEET 24. RETURNS PROCESSING
11. PURCHASE ORDER PRINT OR UPDATE 25. SPECIAL REPORTS AND FUNCTIONS
12. VENDOR ORDER SUMMARY SHEET 26. BULK PAYABLES SYSTEM
13. PRINT LABELS FOR VENDOR ORDERS 27. FILE MAINTENANCE
14. PRINT VENDOR ORDERS
ENTER SELECTION OR END: ___
DESCRIPTIVE COMPUTER SYSTEMS, INC. 09/22/90
SPECIAL REPORTS AND FUNCTIONS
1. STOCK FILE INQUIRY LISTING 14. LOAD STOCK FILE BY BOOK OR ORD
2. NOT AUTHORIZED DETAIL REPORT 15. MULTIPLE HIT REPORT
3. NOT INVOICED DETAIL REPORT 16. CLEAR MULTIPLE HIT FILE
4. JUST INVOICED DETAIL REPORT 17. PRINT PRICE LABELS
5. OPERATOR STATISTICS REPORT 18. PRINT ADDRESS LABELS
6. ZIP CODE STATISTICS REPORT 19. DELETE MAILING LIST RECORDS
7. STATE STATISTICS REPORT 20. OPEN VENDOR ORDER REPORT
8. CLEAR YTD STATISTICS 21. DELETE BOOK DETAILS W/O HEADER
9. PRINT DELAYED ORDER LETTERS 22. SORT COMMITTED FILE
10. RE-SORT BOOK FILE 23. DELETE ZERO INVENTORY RECORDS
11. DUPLICATE PRICE CODES 24. RE-CALCULATE INVENTORY PRICING
12. RE-SORT ORDER FILE 25. GROSS PROFIT REPORT
13. RE-SORT RETURNS FILE 26. SORT CATALOG FILE BY PATTERN #
ENTER SELECTION OR END: ___
DESCRIPTIVE COMPUTER SYSTEMS, INC. 09/22/90
RETURNS PROCESSING
1. RETURNS NOT AUTHORIZED REPORT 8. PRINT CHECKS
2. ENTER AUTHORIZATION TO RETURN 9. ISSUED CREDIT REPORT
3. NEW RETURNS AUTHORIZED REPORT 10. CREDIT FOR RETURNS STILL OPEN
4. OPEN AUTHORIZED RETURNS REPORT 11. AUTO A/P FUNCTION (ST 7 TO 8)
5. ENTER RECEIPT OF RETURN 12. UPDATE TO COMPLETE A RETURN
6. NEWLY RECEIVED RETURNS REPORT 13. COMPLETED RETURNS REPORT
7. PRINT MASTER/VISA CREDIT SLIPS 14. DELETE COMPLETED RETURNS
ENTER SELECTION OR END: ___
DESCRIPTIVE COMPUTER SYSTEMS, INC. 09/22/90
BULK PAYABLES SYSTEM
1. ENTER INVOICES AND CREDITS 12. PRINT CHECK REGISTER
2. CLOSE PAYABLES BATCH 13. PRINT MONTHLY CHECK REGISTER
3. PRINT DAILY PURCHASE JOURNAL 14. PAID PAYABLES REPORT
4. PRINT MONTHLY PURCHASE JOURNAL 15. DELETE OLD PAYABLES RECORDS
5. ESTABLISH INTERFACE FILE 16. SORT OPEN PAYABLES
6. OPEN PAYABLES REPORT 17. AUTO A/P FILE MAINTENANCE
7. AGED PAYABLES SUMMARY REPORT 18. AUTO A/P FILE LISTING
8. AUTHORIZE PAYMENTS 19. AUTO INVOICE ENTRY
9. INVOICE/ORDER REGISTER 20. DELETE UPDATED AUTO A/P RECORD
10. PRINT CHECKS 21. INPUT A/P DATA CONVERSIONS
11. SUMMARY CHECK REGISTER 22. UPS MACHINE INPUT
ENTER SELECTION OR END: ___
DESCRIPTIVE COMPUTER SYSTEMS, INC. 09/22/90
WHOLESALE ORDER PROCESSING FILE MAINT
1. WHOLESALE ORDER HEADER FILE 12. INQUIRY BOOK ITEM FILE
2. WHOLESALE ORDER DETAIL FILE 13. DISTRIBUTOR FILE (VENDOR FILE)
3. WHOLESALE ORDER COMMENT FILE 14. VENDORS THAT GET LABELS FOR PO
4. DELAYED ORDER FILE 15. VENDORS THAT GET DIRECT PO'S
5. STORE STOCK FILE 16. VENDORS THAT GET TELEX ORDERS
6. BOOK HEADER FILE 17. VENDOR PO SORT (RE-ROUTE) FILE
7. BOOK PRICE CODE FILE 18. AUTO RE-ROUTE
8. BOOK CATALOG DETAIL FILE 19. RE-ROUTE HISTORY FILE MAINT
9. STATE CODE FILE 20. RE-ROUTE HISTORY INQUIRY LIST
10. OPERATOR HISTORY FILE 21. DELETE RE-ROUTE HISTORY RECORS
11. SPECIAL DISCOUNT FILE
ENTER SELECTION OR END: ___
STOCK LOT/RUN INVENTORY
The Stock Lot/Run Inventory (SLI) is a feature of Descriptive
Computer Systems, Inc. (DCS) Wholesale Retail System (WRS). It is
an optional feature in that it does not need to be used. It is
also totally automatic for simple sales and purchases.
The Lot/Run numbers are optional also in that if none are
used, the system still functions. The inventory can be partially
Lot/Run and partially not.
During order processing, if the customer desires a specific
lot/run number, that fact is recorded on the order detail and
printed on the purchase order. If the item is in stock, the
lot/run is committed for the quantity desired and the lot/run
number is also placed in the actual field.
When the customer orders without a specified lot/run number
and there is stock on that item, the computer picks the run that
has the least amount that can fill the order. This logic can be
modified by the user to demand a certain residual stock of each run
number. The operator can override the computer choice and specify
any run or a combinations of runs.
When material is received for stock, the actual lot/run number
is entered into the computer.
Reports include total listing of all inventory plus selections
as to stock levels and re-order points.
ACCOUNTING SOFTWARE INTEGRATION
Normal accounting based software systems add Sales Orders and
Purchase Orders to integrate with Inventory and the standard
accounting functions of Accounts Receivable, Accounts Payable and
General Ledger as shown here:
******************* ******************* *******************
³ ³ ³ ³ ³ ³
³ SALES ³ ³ ³ ³ PURCHASE ³
³ ORDERS **** INVENTORY **** ORDERS ³
³ ³ ³ ³ ³ ³
³ ³ ³ ³ ³ ³
******************* ******************* *******************
³ ³ ³
³ ³ ³
******************* ******************* *******************
³ ³ ³ ³ ³ ³
³ ACCOUNTS ³ ³ GENERAL ³ ³ ACCOUNTS ³
³ RECEIVABLE **** LEDGER **** PAYABLE ³
³ ³ ³ ³ ³ ³
³ ³ ³ ³ ³ ³
******************* ******************* *******************
The DCS approach is to combine Sales Orders and Purchase
orders around a product based software system. Only items that are
actually kept in stock are added to the Inventory file while all
items defined in the product catalog file can be ordered. The
integration to the accounting functions of Accounts Receivable,
Accounts Payable and General Ledger is shown here:
*******************
³ ³
³ DCS ORDER ³
************* PROCESSING *************
³ ³ +INVENTORY ³ ³
³ ³ ³ ³
³ ******************* ³
³ ³ ³
³ ³ ³
******************* ******************* *******************
³ ³ ³ ³ ³ *
³ ACCOUNTS ³ ³ GENERAL ³ ³ ACCOUNTS *
³ RECEIVABLE ÃÄÄ´ LEDGER ÃÄÄ´ PAYABLE *
³ ³ ³ ³ ³ *
³ ³ ³ ³ ³ *
******************* ******************* *******************
PRICE LIST
The Wholesale Retail System (WRS) is a proprietary product of
Descriptive Computer Systems, Inc. (DCS) and is distributed
according to the terms and conditions of the CUSTOMER LICENSE
AGREEMENT of DCS.
The prices are detailed in the document, LICENSE FEES.
POINT OF SALE
The Point of Sale is designed to be extremely fast in ringing
up counter sales.
Each salesperson is assigned a unique three (3) digit operator
code. Full sales statistics are captured and reported on based on
that code. Once the PSS function is entered, the screen displays:
OPERATOR :
READY TO START A NEW SALE
The first prompt, which is displayed on line 22 at the bottom
of the screen, is:
ENTER OPERATOR CODE :
Leaving the register at this point is like leaving it locked.
The operator code is like a combinations lock. The program will
not leave this prompt without a correct operator code being
entered. As an added security feature, each time an incorrect
operator code is entered, the screen will beep and the screen
displays a line:
TRY NUMBER : x
where x is the number of incorrect operator codes that have
been tried. This makes this feature better than a combination lock
as no combination lock tells about incorrect combinations being
tried!
When a valid operator code is entered, the screen flashes:
SALES ENTRY STARTED AT HH:MM XM
and the system immediately goes to the RETAIL SALES ENTRY
screen and displays ______ under the BOOK # heading and prompts:
ENTER BOOK # OR CODE
At this point, a number of options are possible. We will
first describe how to quickly check out a cash customer having a
number of items being rung up. This simple example is as follows:
1. Enter the six digit product code by using either the
keyboard or the bar code reader. The computer displays the correct
price and goes immediately to the next line. Repeat this step for
all items being entered.
2. When all items are entered, push the F4 key or enter E
to end the entry of items.
3. Enter the amount tendered and the computer displays the
amount of change, opens the cash draw, and prints the sales invoice
or register receipt.
The above cycle can be learned by virtually any sales clerk
in just a matter of minutes as it is so simple. The various
options will take longer to learn but not all options need to be
learned by all personnel. It is up to the store management to
decide who needs to know what of the following:
At the ENTER BOOK # OR CODE prompt, the operator may enter a
single digit code, a function key, a product code or a book code.
Each option is described fully below:
1. PRODUCT CODE - Each item in a store inventory is assigned
a six digit numeric code where the first three digits is the short
book code and the next three digits is the sequence number. The
lot number can be included in the product code by adding the
character, /, followed by the lot number to the end of the product
number. The system first checks if the entry is a valid product
code. If it is, the system displays the full book code, the book
name, the catalog number, a quantity of 1, the price per unit, the
extended amount, and the lot number if specified. The ENTER BOOK
# OR CODE prompt appears for the next line.
If that previous line is not correct, enter the F1 key to
allow changes to that line. The item number is displayed at line
22 at the bottom of the screen along with the catalog number, the
list price, the sell price, the percent discount off list and the
prompt, QTY:. If there are any quantity price breaks, they are
displayed directly below on line 23. At this point enter the
desired quantity or Enter for the default quantity of 1. If this
is the wrong item, enter 0 to go back to the BOOK # prompt.
When the quantity is entered, it is displayed with the
confirmation line, YOU ARE ORDERING ... CORRECT? (Y/N). Enter no
to go back to the BOOK # prompt. When you enter yes, the line is
accepted as correct. The default is Y when you just use the Enter
key. At this prompt, you can enter P to change the price of this
item. The price cannot be made lower than 1/4 of the list price
nor greater than twice the sell price. An L can be entered here
to change the lot number.
2. BOOK CODE - Either the tree digit short book code or the
full six digit book code can be used. The lot number can be
entered as part of this book code as in the product code above.
The next prompt is ENTER CATALOG NUMBER OR CATALOG LINE NUMBER.
Either the full catalog number or the catalog sequence line number
can be entered here. From here on, this feature acts exactly like
the PRODUCT CODE option described above.
2. F3 takes you directly to the payment type. See below for
valid entries to the header.
3. E for END - The F4 key can also be used for END here. The
system takes this to mean that no further line items are to be
entered. The system displays the prompt:
IS THE ORDER COMPLETE AND CORRECT? (Y/N)
Enter F1 or Y for yes or the amount tendered to make this
entry an order. The computer then displays the amount of change,
opens the cash draw, and prints the sales invoice or register
receipt. Enter F2 or N for no and the system goes to the payment
type in the header. The F3 takes you back to add point of sale
line items.
The default payment type for point of sale is 1 for cash
sales. Once a line item is entered, the only changes allowed for
the payment type is to 2 for check sales or 3 for credit card
sales.
While at the payment type prompt and line items have not been
entered, the F3 key will take you to the ENTER CUSTOMER ID prompt.
Entering a customer ID is valuable for other than store charges as
it allows a customer history to be kept and allows the possibility
of discounts to be used based on information in the customer file.
A customer ID cannot be changed once a line item has been entered.
The payment type 4 is for store charges. A customer ID must
be entered first before a 4 code is used. The customer ID cannot
be changed for a payment type of 4. The payment type can be change
back and forth for types 1, 2, 3, and 4 based on the information
in the customer file.
In order to get out of the register mode, a correct operator
code must be entered at the ENTER OPERATOR CODE prompt followed by
a function key rather than the Enter key. When this is done the
screen displays the following prompt:
ENTER BOOK CODE NUMBER, 'ZZZ' FOR ORDER INQUIRY OR END
The terms "book code number", "book code", and "book #" are
all interchangeable and mean the alphanumeric key to the Book
Header File.
This is the only place in this function that the function can
be exited. This is by entering either F4 or the word END.
The 'Z' Report can be displayed on the screen by entering Z
at this prompt.
Order inquiry is started by entering the three characters,
ZZZ. How this works is described elsewhere.
Whenever there is a prompt that includes (Y/N), you can enter
either Y or F1 for yes and either N or F2 for no. You can also
enter F4 for END. Under certain conditions F3 take you to the
previous field.
Point of Sale entry is started by entering any other character
at this prompt or by entering a valid operator code followed by
Enter at the Operator Code prompt.
WINDOW TREATMENT SYSTEM
The Window Treatment System (WTS) is an add on software
feature of Descriptive Computer Systems, Inc (DCS). It is invoked
in by accessing a catalog item that has a price code of Wx where
x is any character other than a blank. In the WTS, the price code
always refers to that second digit. Therefore, in WTS, there is
only single digit price codes.
All functions of Order Entry apply to WTS where the WTS are
strictly add on rather than instead of. The features of WTS start
when an item number is selected that has WTS price code. The
screen will clear and the following will appear:
ENTER THE MEASUREMENTS OF THE WINDOW WITH WIDTH FIRST THEN LENGTH.
USE EXACT MEASUREMENTS TO NEAREST 1/8 INCH. MAKE NO ALLOWANCES FOR
FITTING.
FOR INSIDE MEASUREMENTS, MEASURE 3 PLACES AND USE SHORTEST ONE.
FOR OUTSIDE MEASUREMENTS, MEASURE 3 PLACES AND USE LONGEST ONE.
MEASUREMENTS MUST BE ALL INSIDE OR ALL OUTSIDE. DO NOT MIX.
'i' IS INCHES, 'n/d' IS THE FRACTION
with the prompt ENTER WIDTH AS 'iii n/d' :. The iii means the
dimension in inches without the fractional part. The n/d means the
fraction where n is the numerator and d is the denominator. The
entire fraction is optional and would not be entered for dimensions
in even inches. If the fraction is used, d can only be 2, 4, or
8. If d is 2, n must be 1. If d is 4, n must be 1 or 3. If d is
8, n must be 1, 3, 5, or 7.
The next prompt is the same except it is for the length. When
both width and length are entered correctly, a confirmation line
is displayed as in this example:
WIDTH = 55 1/8, LENGTH = 24 1/2 - CORRECT? (Y/N)
A no response allows you to re-enter the size data. A yes
response clears the screen and displays all option questions that
will be asked along with the dollar charge as in this example:
1101 AVON/GR LIST : 350.00 : PRICE : 175.00
WIDTH = 55 1/8, LENGTH = 24 1/2
*** QUESTIONS THAT WILL BE ASKED ***
C/P VALANCE + 48.00 + 24.00
G-71 SURCHARGE + 31.00 + 15.50
LASERLITE + 85.00 + 42.50
VANGUARD VALANCE + 106.00 + 53.00
MOUNT INSIDE OR OUTSIDE? (I/O)
CONTROL LEFT OR RIGHT? (L/R)
STACK LEFT, RIGHT OR SPLIT? (L/R/S)
*** ANSWERS TO QUESTIONS FOLLOW FROM HERE ***
LIST + 48.00 : PRICE + 24.00 : C/P VALANCE
In this example, 1101 is the pattern number and AVON/GR is the
book name. The list and price in the upper right is the pricing
of all options selected so far if any. The price and list on the
bottom shows with the + sign that this would be the increase to
each if a yes is indicated to prompt.
Some questions do not have a price associated such as MOUNT
INSIDE OR OUTSIDE? (I/O). In this case, only I or O are acceptable
answers. The I is default if F1 is entered.
At any time before the last question is asked, the F3 key will
return to the prompt, WIDTH = ... CORRECT? (Y/N). The questions
can then be answered again for the same size. A no to this prompt
lets you change the size as explained above.
As the questions are answered, the results are listed on the
screen. When all questions are answered, the program returns to
the prompt to enter the quantity as shown in the following example:
1101 AVON/GR LIST : 539.00 : PRICE : 269.50
WIDTH = 55 1/8, LENGTH = 24 1/2
*** QUESTIONS THAT WILL BE ASKED ***
C/P VALANCE + 48.00 + 24.00
G-71 SURCHARGE + 31.00 + 15.50
LASERLITE + 85.00 + 42.50
VANGUARD VALANCE + 106.00 + 53.00
C/P VALANCE
G-71 SURCHARGE
LASERLITE
VANGUARD VALANCE
MOUNT INSIDE OR OUTSIDE? (I/O)
CONTROL LEFT OR RIGHT? (L/R)
STACK LEFT, RIGHT OR SPLIT? (L/R/S)
*** ANSWERS TO QUESTIONS FOLLOW FROM HERE ***
C/P VALANCE : Y
G-71 SURCHARGE : Y
LASERLITE : Y
MOUNT : I
CONTROL : L
STACK : L
LINE 002 1101 G LIST: 539.00 PRICE: 269.50 DISC: 50.0% QTY:
With WTS both window treatments and wallpaper can be ordered
in the same order. The size and options selected are shown on
order inquiry, the new order report, and on the purchase orders.
SPECIAL ORDER ENTRY
Special Order Entry (SOE) is an standard software feature of
Descriptive Computer Systems, Inc (DCS) Point of Sale System (PSS).
The first display of PSS is:
OPERATOR :
READY TO START A NEW SALE
The first prompt, which is displayed on line 22 at the bottom
of the screen, is:
ENTER OPERATOR CODE :
In order to switch from PSS to SOE, enter your operator code
followed by the F3 key instead of Enter.
The next prompt, which is displayed on line 22 at the bottom
of the screen, is:
ENTER BOOK CODE NUMBER, 'ZZZ' FOR ORDER INQUIRY OR END
The terms "book code number", "book code", and "book #" are
all interchangeable and mean the alphanumeric key to the Book
Header File.
This is the only place in this function that the function can
be exited. This is by entering either F4 or the word END.
Order inquiry is started by entering the three characters,
ZZZ. How this works is described elsewhere.
Price inquiry is started by entering any other character which
is interpreted as a response to enter the book code. The system
displays:
INQUIRY STARTED AT HH:MM XM
After this point, the inquiry can be terminated by entering
the three characters XXX at any prompt.
Anytime the book code is requested and the number of
characters is less than six, the system will assume a book code is
entered and try to read the Book Header File using the entered
value as the key to that file. If the entered value is not a valid
key to the Book Header File, the system assumes the name of the
book is entered. To list the books in book code order, enter B
plus a space plus the starting point. To list in comment order,
manufacturer order, or distributor order, enter a C, M, or D
respectively plus a space plus the starting point. To list books
by pattern number where the pattern number and the book sequence
number is displayed in the comment field, enter P plus a space plus
the starting point. The system displays five lines of book data
in the order selected and asks for the book code. Each time the
RETURN key is entered at this prompt, the next five lines are
displayed.
When a valid book code is entered to a prompt to enter the
book code, the name of the book, the comment, and the manufacture
is displayed followed by: CORRECT? (Y/N).
Whenever there is a prompt that includes (Y/N), you can enter
either Y or F1 for yes and either N or F2 for no.
If a no response is given, a book code is requested. If a
yes response is given, the book details are displayed. When the
screen is full, the prompt is:
ENTER 'CR' TO CONTINUE, BOOK #, OR ITEM #
When all details are displayed the prompt is:
ENTER 'CR' TO CONTINUE, BOOK #, OR ITEM #
At this prompt, the F3 key will bring up the same book and
ask if it is the correct book. This is useful in re-starting the
display.
When you see the catalog number desired enter the item number
for it. The item number is the number directly to the left of the
catalog number. When the item # is entered, the item number is
displayed at line 22 at the bottom of the screen along with the
catalog number, the list price, the sell price, the percent
discount off list and the prompt, QTY:. If there are any quantity
price breaks, they are displayed directly below on line 23. At
this point enter the desired quantity or 0 to go back to the item
# prompt.
When the quantity is entered, it is displayed with the
confirmation line, YOU ARE ORDERING ... CORRECT? (Y/N). Enter no
to go back to the item # prompt. When you enter yes, the total
amount of the inquiry/order is displayed with the prompt, IS ORDER
COMPLETE? (Y/N). Enter no to go back to the item number prompt.
The above confirmation line has some "secret" options. Enter
a P to change the price of this item. The price cannot be made
lower than 1/4 of the list price nor greater than twice the sell
price. An L can be entered here to enter or change the requested
lot number. As S is used to show the stock position by showing all
locations it is kept in open stock and lists the stock file. If
there are lot numbers kept in stock, each lot number is listed.
Enter yes to the confirmation line to go to the order header
screen. The inquiry/order header screen can also be gotten to from
any prompt by entering the three characters CCC.
The inquiry/order header screen first asks how to pay for
order with the prompt, ENTER PAYMENT TYPE. The only valid entries
are P and S for Prepaid and Stock respectively. Other special
characters are normally accepted are blocked. While in the order
header entry, you can go back to a previous field by entering F3.
After the header is entered the prompt is:
IS THE ORDER COMPLETE AND CORRECT? (Y/N)
Enter yes to make this inquiry an order and the order number
displays plus any applicable sales tax. Enter no to make changes
in the inquiry/order. The system prompts:
ENTER 'A' TO ADD, 'H' TO CHANGE HEADER, OR 'D' TO CHANGE
DETAIL
The A take you back to a book code prompt. The H goes back
to the inquiry/order header entry. The D allows you to delete a
detail item by changing the quantity to zero. You cannot change
the detail quantity to any other value here. If you wish to change
the quantity to other than a zero, use the A feature as the last
quantity entered is the quantity used. There is only one line item
for any one catalog number.
DATA BASE OF ALL BOOKS AND PATTERN NUMBERS
About two thousand (2,000) books have been fully loaded into
our computer data base.
The DCS data base includes the name of the book, the name of
the manufacturer, the pattern range of the book, each and every
pattern number in the book, and the list price for each pattern
number.
The only data entry the store owner is responsible for is that
information that is confidential to the store; namely where the
merchandise will be purchased from, the store's costs, and the
store's selling price.
The WRS allows the retailer to establish specific selling
prices or use formula pricing of either an add on to cost or a
discount from list.
The cost of the data base is given in the SUMMARY LICENSE FEES
price list.
An optional DATA UPDATE SERVICE is available on a subscription
basis.
Modem data update service requires both a Hayes compatible
9600 baud modem and Blast communication software.
All prices are F.O.B. our facility. Books to be entered are
to be sent to our facility and returned at your expense. Normally,
just a copy of the index is required for data entry and that can
be faxed to us.
The data, specifications, documentation, and software provided
by DCS is subject to the CUSTOMER LICENSE AGREEMENT of DESCRIPTIVE
COMPUTER SYSTEMS, INC. and "any and/or all data entered and/or
provided by Descriptive Computer Systems, Inc." is included in the
term, "program". Purchasing and/or using any product of DCS
constitutes acceptance of the terms and conditions of that
document.
ANTI-PIRATE CODING
Each store selects its own unique encrypted code. This code
is entered only once. All calculations of coding and de-coding are
all done automatically by the computer.
The computer prints anti-pirate labels that go over the actual
pattern number in the book and cannot be removed.
As all pattern numbers are already in the DCS data base,
virtually no time is needed to produce the labels.
There is no looking up of de-coding sheets, the computer does
it for you.
There is no figuring out codes, it is all automatic.
Our estimate, which we cannot promise, of increased profit on
special orders due to anti-pirate coding is $3,000 per year on
business of $100,000 and $15,000 per year on business of $500,000.
SOFTWARE SUPPORT
All DCS software is provided under a license to use rather
than an out right sale. This is the normal procedure with computer
software.
The DCS license is for a one year period. You may continue
to use the software after this period but in order to receive
software support and/or data update service, the license must be
up to date.
Subsequent year's license fees are ten percent (10%) of the
first year license fee.
Monthly telephone and modem support for DCS software is
optional and is the lesser of two percent (2%) of the first year
license fee or $300 per month for the first ten (10) users and $15
per month for each additional terminal. There is a minimum of $50
per month for each cpu location. The subsequent year's license
fees are waived if the monthly support option is selected.
The license fees and support fees are contingent upon the
number of users that can access the system. When additional users
are added to the system, the additional fees are due as detailed
on the then current LICENSE FEES schedule.
Modem support requires both a Hayes compatible 2400 baud modem
and Blast communication software.
DESCRIPTION OF OPTIONS
The following options are software features of Descriptive
Computer Systems, Inc. (DCS) Wholesale Retail System (WRS):
Inquiry and Order Entry (IOE)
This is the basic system for order entry and order processing
including order processing. This allows call in orders for
credit card purchases and house accounts. This is not needed
for point of sale only operations.
Returns Processing System (RPS)
This allows returns and credits for credit card purchases and
house account purchases. This is not needed for retail point
of sale purchases.
Bulk Payables System (BPS)
The term bulk refers to the very large number of payables that
can be efficiently processed through this system. For every
million dollars as orders at approximately $100 per order
results in 100,000 data records. This accounts payable system
is fully integrated with WRS and is really not appropriate for
a stand alone software package. This function compares every
invoice with the order to verify that the right quantity of
the right material was shipped to the correct location. An
entry made in this function show on the order inquiry screen
of IOE.
Auto Accounts Payable (AAP)
This is an Electronic Data Interface (EDI) add on feature for
BPS. Vendors provide invoices on magnetic media and are
converted to the DCS format. At the present time, the
software is hard coded for the different formats of many of
the major wallpaper suppliers.
Bulk Receivables System (BRS)
This function requires ARI. The term bulk refers to the large
number of open invoices a typical customer can have. A
wallpaper distributor will have many small invoices being paid
with one customer check. There are also a large number of
small adjustments for such things as freight and overages.
Auto Accounts Receivables (AAR)
This is an Electronic Data Interface (EDI) add on feature for
BPS. Invoices can be sent electronically to the customer and
the customer can respond with a payment that is accompanied
with an electronic payment check register. This function will
take electronic statements in a pre-specified format and
automatic apply the cash to the correct invoices.
Electronic Funds Transfer (EFT)
This is an Electronic Data Interface (EDI) add on feature for
IOE. This is a high speed method of capturing the payments
of major credit cards in a large batch. this method is much
more cost effective than verifying each credit card on a per
order basis. Data is transmitted by special modems back and
forth with the bank. The accept or decline data is converted
to the DCS format. At the present time, the software is hard
coded for the different formats of some of the major banks.
Vendor Order Processing (VOP)
Orders are sent electronically by fax, e-mail, or dial-up
direct to the vendor's computer equipment. This function also
includes the very powerful auto re-route features.
Window Treatment System (WTS)
This is an add on feature of IOE where window treatments can
be ordered by length and width with predetermined questions
that automatically calculates price based on two dimensional
size and options selected.
Stock Lot/Run Inventory (SLI)
Run numbers are not needed by most users but when they are,
this function keeps track of them in full detail.
Data Transmission System (DTS)
This is an Electronic Data Interface (EDI) add on feature for
PSS. This system is designed for companies who have a main
office and a number of store locations. Data is automatically
exchanged for pricing and sales.
Point of Sale System (PSS)
This point of sale system also includes special orders and
store charges. It can use a cash draw and a dedicated printer
for point of sale invoices. Special orders can be process on
the store computer or transmitted back to the central office
using DTS.
Daily Store Reporting (DSR)
Store data can be reported manually by each store or this
function can be used to capture and report daily data when DTS
is also used.
Book Entry Program (BEP)
WRS has been used for almost ten years by a large company
having over ten stores and over ten million dollars of annual
sales without this function. This function does streamline
the book entry procedure enough to justify the added cost.
Price Cost Program (PCP)
WRS has been used for almost ten years by a large company
having over ten stores and over ten million dollars of annual
sales without this function. This function does streamline
the pricing procedure enough to justify the added cost.
Dynamic Data Entry (DDE)
This feature allows items to be sold from a book when the item
has not been entered into the data files of that book. This
feature is useful for locations who want to special order but
do not keep the full book data on the computer. It is also
useful in entering a pattern that may have been re-coded and
the correct pattern number has not yet been identified.
Automatic Handling Charges (AHC)
WRS has been used for almost ten years by a large company
having over ten stores and over ten million dollars of annual
sales without this function. This function does streamline
the automatic calculation of handling charges enough to
justify the added cost.
Descriptive Ledger System (DLS)
This function can work stand alone from WRS or integrated with
it when GLI is used. In either case, it is fully integrated
to the WRS vendor file and the WRS customer file for the
manual entry of general ledger data.
General Ledger Interface (GLI)
This function will automatically transfer cash flow data from
WRS to DLS or to any one of a number of stand alone General
Ledger software packages.
Accounts Receivable Interface (ARI)
This function will automatically transfer invoice and returns
data to BRS or to any one of a number of stand alone Accounts
Receivable software packages.
Interactive Internet Inquiry (III)
This function interactively links the World Wide Web (www)
where the customer fills in a form which is part of the "home
page" for an inquiry and the software electronically sends
back a quotation by "e-mail".
Interactive Internet Ordering (IIO)
This function interactively links the World Wide Web (www)
where the customer fills in an order form which is part of the
"home page" and the software electronically sends back a
confirmation by "e-mail". This function can be used either
with or without III.
FREE DEMO DISK
This software package is domonstrated with a simple "slide
show" for a few of the features. A disk will be mailed or sent
by e-mail. Please request by e-mail, mail, fax, or phone:
Descriptive Computer Systems, Inc.
RR 2 Box 687, VSH 639
Palmyra, VA 22963
Phone: 804 286-6984
E-Fax: 801 729-1786
get demo disk now online
Last revised on 03/24/1999 by Descriptive Computer Systems, Inc.