Kurtz Bros. Electronic Catalog - 2008

WHAT'S NEW IN KBEC VERSION 4.13.0?

SYSTEM REQUIREMENTS

The Kurtz Bros. Electronic Catalog (KBEC) system runs on the following operating systems:

• IBM Compatible PCs - Windows 95 or later operating systems with 15 megs of disk storage and minimum 32 megs of memory.
• Macintosh Systems - Mac OS 7.6.1 system or later with 20 Megs of disk storage and minimum 32 Megs of memory. Mac OS X is now supported.

A printer is recommended to gain the full advantage of using the KBEC, but not necessary for operation. Dot matrix, laser, and network printers are supported.

INSTALLING KBEC ONTO YOUR HARD DRIVE

Installation Steps:

1. Download the software (kbec.exe) from the Internet or order the KBEC system on CD-ROM from Kurtz Bros.
2. Run the installation program for your distribution. The installer is named by the platform it was designed for.
3. Follow the instructions on the screen. You will need to provide the location on your hard-drive that you want to use for storage of KBEC.

PRODUCT INFORMATION

Furniture items are not included in KBEC. If any other codes are not in KBEC, it is most likely a discontinued item. You may call us for a possible substitute at 1-800-252-3811 Ext. 2228. All other catalog prices are effective for the 2008 published catalog.

KEYS USED IN THE KBEC

When a screen is displayed that requires data to be entered, type the appropriate data and press the Tab key. The cursor moves to the next field for input. To move from field to field, use the Tab key. You may also use the shift-tab keys to reverse direction. The Delete and Backspace keys are used to remove characters from a field. To move over data without deleting it, use the left and right arrow keys. Use Home To move to the beginning of a field. Use End to move to the end of a field use End.

MOUSE FUNCTIONS

Use the mouse to make menu selections, move to a new field, within a field, scroll data, or select data to work with. To use the mouse, click the left mouse button one time on the item you want to select. If you want to insert characters in a field, place the mouse pointer at the location for characters to be inserted and click the left mouse button.

If a scroll bar appears to the right of your data, you can use it to move through the data. To move one item, click on the up or down arrow at either end of the bar. To move a page at a time, click above or below the ?thumb control? (the dark rectangle in the middle of the scroll bar).

When you are presented with a list of items to choose (order, requisitions, items, etc.) you may select one to work with by pointing to it and clicking the left mouse button one time.

PRINTED FORMS IN THE KBEC

The two forms that can be generated by the KBEC system are Purchase Orders and Requisitions. They are printed on 8" x 11" paper. KBEC now supports using a networked printer to print these forms- you should be able to use any printer that you have currently installed on your system.

THE KBEC MENU BAR

KBEC utilizes pull down menus (Figure 1). There are two ways to pull down a menu. Point the mouse at it and click the left mouse button or press and hold the ALT key and press the letter with underscore in the menu name.

Once a menu is pulled down, click on the item you want or press the letter with the underscore in the item name. (The ALT key isn?t necessary to select a menu item.) If a menu item has ==> to the right of it, this indicates another menu is below it. To see these choices, click on the item and press the underscore letter, or use the arrow key to highlight the item and press the right arrow key. The sub- menu appears and you can then make your selection.

ORDERS AND REQUISITIONS

All functions work basically the same for orders and requisitions. The differences are in the printing, field descriptions on the screens and consolidation features. When processing requisitions, you can consolidate multiple requisitions into an order. This feature is not available for orders. Each one has a different printed format. The field descriptions on the screens refer to Order or Requisition depending on which one you selected.

ORDERS AND REQUISITIONS MENU ITEMS

Add Order

Select the Add option to add a new order.

A pop-up window asks for purchase order number. Enter the order number and press the enter key or click on the OK button. To cancel and return to the order- processing menu, press the Esc key or click on the Cancel button.

Your school district default information is automatically inserted on this form. For instructions on setting your School District, Ship-to and Bill-to address information, see section File Menu/Default Address. You may edit the information on this screen. The school district name and ship-to school/office fields are required to have an entry. The question "Automatically assign item numbers?" is to allow the computer to assign an item number to all items entered. If you click on the box next to this question, this will put a check mark in the box. If this box is checked, the computer will sequentially assign items numbers for you.

When you have entered the information on the screen, press the Item Entry button to begin entering items for this order or press the Delete Order button to delete the order and return to the order processing menu.

Add New Items To An Order

You are now in the Item Entry screen and may begin entering items by selecting the Add Item button.

There are two ways you can select an item:

Item Selection by Code

If you know the item code, enter it into the Item Code field and press the Select button.

Item Selection Using Catalog

If you do not know the item code, press the Catalog button to search the catalog for the item. This will display the catalog inquiry screen. Refer to the Catalog Inquiry section (Page 16) on how to search the catalog. Once you have found the item in the catalog, press the Select Item button.

Item Entry

After you have selected an item, the description, unit of measure, and the price for the item are displayed in the Order section. The cursor moves to the quantity field. Enter the quantity to order. Next, enter the item number or budget code you assigned to this item. If you selected to have the computer assign item numbers, this number is generated for you.

You can move from field to field using the mouse or Tab key. When you press the Add to Order button, the item is added to the order and you are ready to enter the next item.

The order total fields are updated each time an item is entered.

Field definitions:

• Item Code = The item code assigned to the item
• Quantity = This field is for the quantity being ordered.
• Item Number = The item number or budget code you assign to this item or sequential number assigned by the computer if you selected that option on the previous screen.

After you have entered all the items for an order, press the Exit button. This will return you to the order screen.

Edit and Delete Order Items

When you press the Print Order button (Figure 7), two screens may be displayed. If you order does not exceed $25.00, a message indicating a handling fee will be charged. Click the OK button to continue with the print dialog.

Next, you may see a Print Setup screen appear. You may press the Print button to print the order or Cancel button to print it later.

Changing an Order

The change function is exactly the same as "Add Order" with two exceptions. If you do not know the order number you wish to change, you may leave the number field blank and just press the OK button.

This will present you with a list of all the orders presently on the system. To select an order, highlight the order number and press the OK button. On the address and miscellaneous information screen, you can not cancel the order. If you just want to remove the entire order, use the delete menu item.

Reviewing an Order

You will be prompted to enter the order number you wish to review. If you do not know the number, leave the field blank and just press the OK button. This will present you with a screen showing all orders on the system. Simply highlight the number you want to review and press the OK button. The ensuing screen shows you all the information for the order. At the bottom of the screen the items are listed in the order they were entered. Use the scroll bar, arrow keys, or the page up and page down keys to screen through the items.

Totalling an Order

This function allows a group of orders or requisitions to be selected from the screen and the accumulated value calculated. In addition, if you are working with requisitions, you can consolidate them into a single purchase order.

The first screen displays all the orders or requisitions that are on your computer. Just click the mouse on to the ones you want to get a total for and press the Select Order button. Each time a new selection is made, the total at the bottom is updated. Use the mouse and the scroll bar or use the up/down arrow keys to move one item at a time or page up/down to move a screen of items at a time.

If you want to start over, simply click on the Clear Orders button to clear all orders from the total. To remove a single order from the Selected Order section, click on the order number and press the Remove Order button. These actions will place these orders back into the Orders Available to Select section.

Consolidation Requisitions

When working with requisitions, a Consolidate button is available. This initiates the process to generate a consolidated order or bid from the currently selected requisitions. (Selected means they appear at the bottom of your screen.) When you click on the Consolidate button, a window appears asking for the order number to generate. Enter the number and press the Create button. The system checks to make sure the number entered is not on the system. If the number is found, a message saying "The Order Number Already Exists" is issued.

Checking the "Sequentially Number Items" box will permit the computer to number all items beginning with one and continuing through the end of the list. If you do not check this box, the item number from the first item found will be used as the item number. Regardless of the selection here, the items will appear in code number sequence on the consolidated document.

Once you have created the consolidated order, you can change, review, or print it by going into orders and select the appropriate menu options.

If you want to cancel the consolidation, press the Cancel button.

Reverting an Order to a Requisition

If you find that you've created an order when you meant to make a requisition, you can now revert the order to being a requisition. Simply click on the "Revert to Requisitions" option under the Orders menu, and select which orders you wish to revert. Each order will be added to the requisition list, using the PO you've entered for the order as the requisition number (note that if a requisition exists with that number, it will be overwritten). There is no way to separate the orders into multiple requisitions if you've consolidated.

DELETE

Delete Single Order

This option removes one order at a time from the database. You are asked for the number to delete. Enter the number and press the OK button. If you do not know the number, leave the field blank and just press the OK button. This will present you with a screen showing all orders on the system. Simply highlight the number you want to delete and press the Select button. You are given a chance to cancel the delete on the next screen. To cancel the delete, press the No button. Press the Yes button confirms the delete and remove the order from the database.

Delete Groups of Orders and Requisitions

Use this option to remove by date orders and requisitions. This should be done periodically (monthly is suggested) to keep your computer's hard disk from filling up with old information.

A screen appears asking for a date. This system subtracts 30 days from the current date and loads this date into the field for you. You can change this date to any date you wish. The entered date is compared to the order or requisition date. If the order or requisitions date is before or equals to the date entered, the order or requisition is remove from the database.

A summary screen appears telling you how many order or requisitions that were deleted. Press the OK button to return to the menu.

Convert Requisitions and Orders to HTML

You may now convert requisitions and orders to the HTML document type, which can be displayed in a Web browser (Internet Explorer), spreadsheet program (Microsoft Excel) or word processor (Microsoft Word). When you select this option, you will be given an inquiry screen allowing you to browse the requisitions and orders you wish to convert. Select all the files you wish to export on the top, and click "Convert" at the bottom. You will then be prompted to find the directory you wish to write to. Once you've selected a directory, your requisitions will be converted, and you can use any of the above software (or similar programs) to open these files.

CATALOG INQUIRY

The catalog inquiry helps you find information on a specific Kurtz Bros. Item. Over 9,000 items are included in the catalog. They are grouped into 36 product groups ranging from adhesives to whole language items. For each item the system shows the Kurtz Bros. code, description, unit of measure, unit price, and catalog page number.

By Category

You can search for items by Category, Catalog Page and Description. The Product Groups (or Categories) are:

To search for items by category:

1. Click on the category option circle.
2. Select the category by clicking on the down arrow in the category box. This will display a list of categories to chose from.
3. Use the scrollbar to move up and down through the list of available categories. When you find the category you want to list, select it by clicking on it with the mouse.

By Catalog Page

To search for items by Catalog Page:

1. Click on the Catalog Page circle
2. Type the page number in the Page box
3. Click on the Search button

By Item Description

To search for items by Item Description is similar to select of items by page (see above). Instead of typing in page number, type in the description you want to search for. You can type in a partial description and the KBEC system will search for any item descriptions that contain your search criteria.

For example: If you type in "pins", the system will find "925 PINS", "24 PINS LB.", etc. The search is not case sensitive so even though you search for "pins", it will find item descriptions that contain the word "pins" or "PINS".

1. Click on the Description circle
2. Type in the word you want to search for in the Item Description
3. Click on the Search button

Considering that all 9000 items in the catalog must be searched, this process may take anywhere from 5-20 seconds (or more) depending on the speed of your computer. A progress screen is displayed to show you that the system is searching the catalog (Figure 20). If you wan to cancel the search once it has started, press the Cancel button.

FILE MENU ITEMS

Default Address

Your school district name, phone number, and standard ship-to and bill-to address can be entered so that each time you enter a Purchase Order or Requisition this information is pre-filled. The bill-to address is only relevant for Purchase Orders.

Enter information into the fields you want pre-filled. If you do not want a field pre-filled, leave the field blank.