The following simple rules will help you use this guide and gain further understanding of computer terminology.

When you are requested to press one of the keyboard keys it will be represented in a square to catch your eye. For example the 'Esc' key will be identified as v.

As with many other programs this package uses menus and data entry screens to give you access to the many functions and features available.

To change from one screen to another you make a selection from a menu by pressing the key corresponding to the first letter of the desired menu option. An alternative method is to move the highlight or colour bar to the desired menu option with zand y and then e. This method means you can be sure you have the right option before executing (ie. processing) the selection.

Data Entry Screens are used to get information from the user. Certain areas of the screen are highlighted to prompt you for information. These areas are known as fields and will either display existing data, such as a customers name, address or phone number; or will be empty and you will fill them with new data as you progress through the screen. The name of the field, if written in this manual will be shown in bold, such as Acc Code, used for the account code in customer data. The cursor or current position pointer will move to the next data location each time you press e or t. Some fields can remain empty: for example a customer may not have a Fax number so there is nothing to insert - skip the field by pressing Enter. If a field must be given data you will be prompted for an acceptable value from a look-up table, usually a red search screen, if you try to miss the field out.

Pressing v will cancel the current operation and return you to the previous screen unless you have progressed too far and changes have been made to the databases. (In this case changes may have to be deleted later if they are unwanted). Pressing v will also cancel certain processes such as printing reports.

Some fields such as memos and invoice descriptions are for writing freehand notes and so are unstructured. To save your data you must press ) when you have finished typing your message or editing. You will be given a message prompting you to do so.

Our usual suggestion is, when in doubt look at the screen. There are usually instructions explaining what you should do next, somewhere on the screen.

 

Installation

Please read all the instructions carefully before starting the installation.

System Requirements

	An IBM compatible 386 or better, with a minimum of 20MB hard disk space.
	DOS version 3.3 or later.
	A minimum of 580kB RAM (you may need to increase the amount of available RAM i.e. run MEMMAKER or remove certain memory resident programs - call your hardware supplier or C.A.M.S. for help on how to do this.) To check how much memory is available go to the DOS Prompt and type MEM. The figure given for Largest Executable Program Size must be greater than 580,000 bytes.

 

To install the Workshop Manager program from floppy disk.

Windows 95 or 98 instructions:

Insert the program disk into your floppy drive (A:).

Click on Start - Run,

In the empty dialogue box type A:\SETUPA and press e

Windows 3.11 instructions:

Insert the program disk into your floppy drive (A:).

From Program Manager select File - Run,

In the empty dialogue box type A:\SETUPA and press e

DOS instructions:

Insert the program disk into your floppy drive (A:).

Exit to the DOS prompt (C:\>) from your menu.

Type A:\SETUPA and press e

 

To install the Workshop Manager program from hard disk or Internet.

Windows 95 or 98 instructions:

Copy the installation files to the C:\> (root directory)

Click on Start - Run,

In the empty dialogue box type C:\SETUP and press e

Windows 3.11 instructions:

Copy the installation files to the C:\> (root directory)

From Program Manager select File - Run,

In the empty dialogue box type C:\SETUP and press e

DOS instructions:

Copy the installation files to the C:\> (root directory)

Exit to the DOS prompt (C:\>) from your menu.

Type C:\SETUP and press e

 

Follow the on-screen instructions, accepting the defaults and changing them only if you know exactly what you are doing. All the relevant files will install on your hard drive and a Workshop Manager Folder/Group will be created.

Before running Workshop Manager the first time please ensure that you remove the disk from the floppy drive and restart your computer. Some changes have been made to your start-up files and these will need to be run before the program will work properly.

The setup program will automatically create the directories and files required for the WORKSHOP MANAGER program. It will also create a TUTOR program. This is an exact duplicate of the live system except that it doesn't update the live data files. This is useful for training and learning about the program before entering information in the live system.

If you are registering a demonstration version or bought this product off the shelf, you will need to enter the serial number, either obtained from C.A.M.S., or found in the About section of the Help menu.

You will need to type in your company name exactly as you want it to appear on all printed forms, and a registration number which is obtained from C.A.M.S..

At a later date, if you need to change the name of your company you will need to call C.A.M.S. on (03) 9737 1566 to obtain a new registration number, or the program will cease to work.

At any stage to run the program from the DOS prompt type \WORKSHOP and press e.

To set up the program in Windows or Dosshell the properties are as follows:

Description: WORKSHOP MANAGER

Command Line: C:\CAMS\USER_1\WORKSHOP.EXE

Working Directory: C:\CAMS\USER_1

An icon library has been placed in the \Windows directory. It is called CAMS.ICL. If you need an icon for any C.A.M.S. product it will be in this Library.

Suggested Quick Start

The following steps give you a logical introduction to Workshop Manager. Try them in Tutor first.

Important! When you first start the WORKSHOP MANAGER or the TUTOR program, you will need to REINDEX FILES. This option is found under the Utilities menu - Reindex Files (option A). This needs to be done before entering any data. If you get an error message number (2), you have probably not run this option. It is a good idea to Reindex once a week to keep all the files sorted.

1. Enter your mechanics details (Utilities menu - Mechanics), but don't enter hourly rates.
2. Print a list of Service Codes and descriptions (Utilities menu - Services).
3. Add a Supplier (Suppliers menu - Maintenance)
4. Add several new parts (Parts menu - Maintenance)
5. Add a new customer and vehicle (Customers menu - Job Entry) .
6. Invoice a customer (Customers menu- Job Entry - Invoice)
7. Add Labour and Parts to the invoice, then Finish and print the invoice.
   (If the invoice doesn't print correctly, check the settings in Utilities - Printers)
8. Enter a Receipt (Customers menu - Receipts)
9. Look at the various reports.

Don’t try to learn the whole program in one sitting. Concentrate on getting familiar with one section at a time. For example, enter some of your commonly used parts with their details and prices, or enter all of your main suppliers. Once you have mastered this, move on to another section. You will find that having mastered one section, the other parts of the program become easier to use, because they each operate in much the same way.

It usually takes 4 - 6 weeks for most people to get up to speed with Workshop Manager. Practice and more practice is the only short cut we can suggest. If you feel it would be beneficial, you can book into a C.A.M.S. training session.

Topics and times can be found in our newsletter, which will be sent to you on a regular basis if you are a registered user.

 

On-screen Help

On-screen Help is available at all times by pressing !. The resulting screen provides information relevant to the procedure being used. The information provided is basically the same as that shown in the following chapters. To exit out of the on-screen help area press v.

 

Pop-up features using Function Keys

The Function Keys ! to ) on your keyboard have some special features. When they are active or available, a message on the screen usually lets you know.

	! As described above, pressing ! will bring you a help screen. Press v when finished.
	@ Pops up the buy-in screen during parts entry on the customer invoicing screen.
	# Pops up the customer memo anywhere in the job entry or invoicing screens.
	s# Pops up the full customer maintenance screen in the job entry screen.
	$ Pops up the vehicle memo in the job entry or invoicing screen.
	% Pops up parts details in the parts entry part of a customer invoice.
	^ Pops up a profit calculator when doing a customer invoice.
	& Gives a list of repair codes and descriptions to be added into any comments area or letters.
	* Gives a pop up list of 1 line comments (edited or entered in the Utilities - Comments menu).
	( Pressing ( anywhere in the program will pop up a simple calculator for you to use. Press v when finished.
	) The ) key is used to save memos and written information in an editing field. It is also a shortcut key for saving a section when editing during data entry. It basically ‘completes’ a data entry process.

 

Software Support

The software is written, maintained and supported by Creative Accounts Management Systems who can be contacted during business hours on (03) 9737 1566. Further training or support can be arranged by calling C.A.M.S.

Please take note of any error messages displayed either on the screen or on the printer and notify us when ringing for assistance. Before calling refer to the Error Message appendix to see if you can easily solve the problem yourself.

 

Software Disclaimer

Creative Accounts Management Systems have made every endeavour to produce a high quality, effective and powerful software package to meet the needs of the automotive service industry.

We will make all reasonable efforts to assist registered and prospective customers to set up their computer systems and software in a way that will maximise the benefit available from this package but make the following disclaimers:

No claims as to the functionality or usefulness of the package for any specific purpose are made by Creative Accounts Management Systems or its representatives.

Because of the divergent nature of personal computer systems and the end users, Creative Accounts Management Systems provide no guarantee of performance by way of speed or memory processes but will gladly advise customers on ways of improving or optimising the systems on which the software is installed.

Creative Accounts Management Systems actively promotes safe computer operating and data backup procedures through training courses and this manual. The application of these procedures and the backing up and storage of data disks or tapes will always be the sole responsibility of the user. No consideration will be given to claims against Creative Accounts Management Systems for loss of any kind due to loss or corruption of data for any reason.

 

Copyright Notice ©

Workshop Manager, Workshop Apprentice, Cycle Manager, Wrecker Manager and all associated literature, including this manual, invoices, custom forms and other documentation are Copyright © to Creative Accounts Management Systems, 1985-1998.

You may use them for your own personal use within your business, but the material is not to be used by others without the express permission of Creative Accounts Management Systems. Such unauthorised use could result in prosecution.

 

Starting to Use the Software

The paragraphs in the next section of this manual will assist you in running your business effectively, and show you how to produce the paperwork required to satisfy your customers, suppliers and accountants!

 

Setting up Opening Balances

Once you have learnt how to use the basics of Workshop Manager, you need to set up opening balances for your customers, suppliers, parts and general ledger. Unless the balances are set up before commencing your normal day to day data entry, you will not have a true picture of the current financial position of your business.

To set up a true and accurate picture of your business, the following steps need to be take.

	General Ledger You need to enter journals for your Bank, Business or Personal loans to the business, Profit or Loss Accrual and any other Asset of Liability account that you wish to maintain.
	Customers You need to create an invoice for each customer with an unpaid account. Do this through Customers - Job Entry. You then do an invoice for the total amount the customer owes you. If you want more detail, you could enter each outstanding invoice, but for simplicity and to save time, one invoice per customer is sufficient. The reason for entering the invoice is to create an outstanding or unpaid transaction so that when the customer does eventually pay, you can enter the receipt against this amount and also reduce your outstanding aged balance. Once all the customer invoices have been entered, you need to do an End of Period Rollover (see End of Period). This will post the balances to 30days for the customers so any new invoices will become current. It will also post the figures to the General Ledger, giving you an accurate Outstanding Debtors amount. Once this is complete, you can commence invoicing and processing transactions for customers.
	Suppliers Your suppliers are set up in much the same way as customers. Ideally, you should be able to enter the closing statement balance from each supplier as an opening balance invoice. Do this on the Suppliers - Maintenance screen. Once again, you could enter each outstanding invoice, but it serves no real purpose at this early stage. Once all the suppliers’ balances are entered, do an End of Period Rollover, and then you can commence processing suppliers ‘transactions.
	Parts In an ideal world, you would have a complete list of all parts that you intend to sell already in the computer. Unfortunately, unless you can get a parts list from your supplier(s), you will need to enter the most common parts you use into the computer one at a time. Once again, ideally, before you start invoicing customers and receiving invoices and parts from suppliers, you should do a stocktake and enter these parts and stock on hand figures into the computer. If time is a premium, leave this step until you are able to do a complete stocktake and enter accurate figures in both the parts area, and also the Stock on Hand account in the General Ledger. Note that if you do it at a later date, you may need to do a General Ledger Journal to adjust the stock on hand figure.

 

How to Add a Customer or Vehicle or Change Details

New customers or vehicles are added and existing ones changed through Customers - Job Entry. All the details can be changed except the customer’s code and the registration number of the vehicle, as these are unique "link" codes. If you wish to change them see Utilities - Modify Codes.

 

How to Add a Supplier or Change Details

New suppliers may be added or the details of existing suppliers may be changed from the Suppliers menu - Maintenance. If you need to change the account code of a supplier (if a supplier changes his business name, for example) you must use the Utilities - Modify Codes menu option.

 

How to Add a New Stock Item

Stock may be added to your database at four different times; when processing a customer invoice, a supplier invoice, a supplier credit or from the parts menu.

 

How to Raise a Customer Invoice

The Customers menu -Job Entry - Invoice menu item allows you to enter and print a detailed invoice and automatically updates the customer, and parts files. It also allows the entry of receipts before printing. An open invoice may be maintained for account customers, using Save and Exit. Repairs, parts and comments may be added to it until it is closed using the Finish menu. An open or incomplete invoice can be printed but has * printed on it, indicating the transaction has not been posted to any transaction files.

 

How to Enter a Receipt

If an invoice is settled immediately, as for a cash sale, you can process the payment before printing the invoice, and a receipt will appear on the bottom of the invoice when it is printed. If the invoice goes on account, or is paid at a later date, the details can be entered through the Customers - Receipts menu.

 

Aged Balance

The Customers - Aged Balance menu option indicates the outstanding money owed to you by your customers (ie. debtors).

The Suppliers - Aged Balance menu option indicates the outstanding money you owe to your suppliers (ie. creditors).

The Ledger - Trial Balance menu option indicates the health of your accounting procedures. It should normally produce a ZERO result indicating that all transactions have been correctly posted.

 

Sales and Profit

The Customers menu - Sales option creates a series of reports for the screen or printer, showing all invoices, receipts and credits for a nominated period, normally the current day. The report shows a gross profit figure for parts and labour, including subtotals. This is the excess potential income after the cost of the materials and labour sold has been subtracted.

 

Issuing Statements

The Customers - Statements menu option prints a statement of accounts for each account customer with a non-zero balance. Statements may be sent to all customers with outstanding balances, or selected customers. Statements are normally sent each month, prior to the end of month rollover.

 

What to do at the End of Each Month

To keep your databases small and easily managed, all transactions (where possible) should be completed and posted to the General Ledger at the end of each month. All invoices should be completed and printed and all sales reports printed. The Aged Balance reports should also be printed.

Once these operations have been completed for the Customers, Suppliers, Parts and Ledger files the Post to GL menu in the Ledger menu should be executed to write all temporary files to the General Ledger, and the Trial Balance report should be printed. The End of Period procedures can be performed. These procedures transfer all completed transactions (paid invoices) to a history file and "age" the Customer, Supplier, Parts and Ledger account balances from current to 30 days and from 30 days to overdue. The monthly sales are reset to zero. A complete list of all daily and monthly procedures is included as an Appendix in Part Three of this manual.

End of Month processing can be done at different times for each of Customers, Suppliers, Parts and Ledger, but don't do any further posting to the Ledger until after they have all been completed. Workshop Manager has a built-in safeguard to stop this from happening.

 

What to do at the End of the Year

At the end of the financial year the same procedures occur as for the end of month except that the year-to-date figures are also zeroed. All end of month processing for Customers, Suppliers, Parts and Ledger must be completed and no new transaction processing be done until the end of year processing is completed. NOTE: you must perform End of Month procedures FOLLOWED BY End of Year procedures at the end of your financial year.

End of Year processing can be done at different times for Customers, Suppliers, Parts and Ledger, but don't do any further posting to the Ledger until after they have all been completed.

 

Stationery

All CAMS software can print on plain paper, but to make your business look more professional, we supply a range of standard pre-printed forms for dot matrix, inkjet or laser printers. We can also pre-print forms with your company name, address and logo. They can also have any association or accreditation (eg VACC, RACV) logos. For a current price list, please contact us.

 

Common Error Messages and how to fix them

Typical errors that may occur

 

Not enough memory

	You are probably running DOS 6 or higher with EMM386.EXE in your config.sys with the NOEMS switch e.g. DEVICE=C:\DOS\EMM386.EXE NOEMS - Solution - add NOVCPI to the end of the line
	DEVICE=C:\DOS\EMM386.EXE NOEMS NOVCPI - *If the line reads DEVICE=C:\DOS\EMM386.EXE RAM then there is no need for NOVCPI

 

Out of Memory

While running Workshop Manager, if you get an Out of Memory error then there is not enough memory below 640 Kbytes. Exit to DOS and type MEM and press e. If the LARGEST EXECUTABLE FILE SIZE is less than 580 Kbytes then the solution is to load applications into high or upper memory. If running DOS 6 or higher, run MEMMAKER to load applications into high memory - you need at least 580 Kbytes to run successfully. Refer to the installation section if there are further problems.

 

Proc Anet_use line 0 open error *** (4)

	There are not enough file handles - i.e. the program is trying to open another file but there are no more places available.
	Solution - increase file handles by editing CONFIG.SYS and making sure that there is a line with FILES=119 (or an odd number greater than 119) and editing AUTOEXEC.BAT and making sure there is a line with SET CLIPPER=F69. After editing these files you need to restart the computer. Refer to Modify Files - how to in Appendices.

 

Proc Anet_use line 0 open error *** (2)

A file cannot be found - There is either a data file or index file missing. If the file name ends with NTX then the solution is to reindex the files. If the file ends in DBF then it is a data file and may have been deleted or corrupted. It is possible that if you are running in Windows, you may have the file in use by another version of the program, so check if another copy is running by pressing cv. If the file is missing, you need to ring C.A.M.S.

Internal error 19 - Corrupt index file - solution is to reindex files.

 

Incorrect Data

You enter an account code or part number and the wrong details appear the most likely cause is a corrupt index file - solution is to reindex files. You try to reprint an invoice or view history on a vehicle and no information appears or a message saying the invoice is not on file appears - most likely cause is a corrupt index file - solution is to reindex files. Note if this is the case, you have not lost any information, the computer can’t find it at the moment. Reindexing resorts the information so the computer can find it easily and quickly.

 

Modify Files

How to

	One of the most puzzling wild goose chases for the average user happens when a program says : Put the following line in your CONFIG.SYS file or : Edit your AUTOEXEC.BAT file and add the following lines. To carry out these instructions, you’re told to refer to your Dos manual. The Dos manual, on the other hand, says to refer to your applications manual.
	This section contains information on editing your CONFIG.SYS and AUTOEXEC.BAT files. What these two files do is important, yet how they do it isn’t crucial knowledge. How to edit these files, specifically the instructions for inserting special text, is described here in a tutorial fashion. You don’t need to know why you’re doing this; you don’t even need to know what you’re doing. But when it tells you to edit your CONFIG.SYS or AUTOEXEC.BAT file, these are the instructions you need.
	WARNING Before diving into this, you should know two things: First, you should always know what it is you’re adding to your CONFIG.SYS or AUTOEXEC.BAT. The exact line of text you need to add should be specified somewhere. Never edit these files without a purpose. Second, use this only as a last resort or when no other help is around. Especially in a business situation, someone who knows what they are doing should be the only one who performs these tasks. If you are at all unsure how to do this or don’t feel safe, call someone who knows (C.A.M.S.) and pay for the correct information. It doesn’t cost much to get it right.

 

HUNTING DOWN THE FILES

	To get at your CONFIG.SYS or AUTOEXEC.BAT, you must log to the root directory of your hard drive. Type the following two commands from the Dos prompt, i.e. C:\> or C:\WINDOWS>.
	following the > type C: and press e. You have now logged to the C drive.
	Next type CD\ and press e. Note that this is the \ backslash - not the / forward slash (usually found under the ?)
	These two commands you have just used ensure that you are logged to the root directory of drive C, your boot disk. You’re now ready to edit either your CONFIG.SYS or AUTOEXEC.BAT files.

 

DOS Version

	If you are using Dos version 5.0 or later you can use the following instructions. If you are using a version of DOS prior to this then seriously contemplate upgrading to a later version, you will not be able to edit your files using this method and you should talk to someone who knows how to edit using EDLIN. Talk to you software supplier or C.A.M.S.. To find out what version you are running type VER and press Enter. The version number will be now be displayed on the screen.
	We are assuming you have version 5.0 or later so, if the instructions told you to edit your CONFIG.SYS file, type the following EDIT CONFIG.SYS and press e. If you were told to edit your AUTOEXEC.BAT simply substitute AUTOEXEC.BAT for CONFIG.SYS as follows: EDIT AUTOEXEC.BAT and press e.
	After pressing enter you should see the Dos Editor screen with the relevant file displayed.
	Note If you see a screen asking if you want to use the Survival Guide press v to continue. If you don’t see the Dos Editor, or get a "bad command or file name" error message, it’s time to contact someone else for help. Double check all the instructions here first. Also don’t be embarrassed to tell the person that you have tried to do it yourself first. Most computer experts will at least appreciate your effort and your honesty. It also helps them to know that there could be a problem.

 

ADDING THE NEW LINE to your AUTOEXEC.BAT

	You can simply add a new line at the end of the file by pressing c and g at the same time to move to the end of the last line of the file and press Enter. Now you can type the line you need to add, but to edit for Workshop Manager you need to add the line in the middle of the file. Use z to move the cursor down the screen to a line that begins with "SET". Use z to move the cursor down the screen one more line and press Enter. This will create a blank line below the line that begins with "SET". Use y to move the cursor back up the screen one line to the blank line and you are now ready to type your information.
	Type in this blank line: SET CLIPPER=F69
	Do not press e as this will add another line.
	You are now ready to save the file. First double-check your work. If you are satisfied that it is correct. press a and then F (this drops down the File Menu at the top of the screen). Then press S to save the file. The file has now been updated and saved. All you need to do now is quit the Dos Editor and return to Dos.
	Press a and then F (again this drops down the File Menu at the top of the screen). Then press X to exit the editor and return to Dos. If you haven’t saved at this point, a box or window appears asking if you want to save. Press Y in that instance.
	You should now be back at the Dos prompt where you started.
	You can now repeat the above process to edit your CONFIG.SYS file but you won’t add a line.
	After opening up the file move the cursor down to the line FILES=** (* stands for anything). Next move the cursor across (using x) to the numbers and type 119 or any odd number greater than 119 up to 200. Delete the other numbers if they still appear by using d.
	You can now save the file and exit using the same procedure as described above.
	After both files have been edited with the appropriate lines you need to "REBOOT" or "RESET" your computer. If you are back at the Dos Prompt simply press the RESET button an your computer. Your computer will now restart with the correct configuration to enable you to run Workshop Manager.
	Note Changing these files with these alterations will not effect any other programs running on you computer, but if you experience any difficulties consult your local computer expert or C.A.M.S..

Please note: even though Windows 95/98/NT on the surface does not require an Autoexec.bat file and a Config.sys file, the above lines of instructions must be present in the start-up files or Workshop Manager will not run.  

Workshop Manager, Workshop Apprentice and Workshop Easy are trademarks of C.A.M.S. All other products mentioned are registered trademarks or trademarks of their respective companies. Questions or problems regarding this web site should be directed to cams@camsoft.com.au. Copyright © 1998 C.A.M.S. Creative Accounts Management Systems. All rights reserved. Last modified: Monday, July 17, 2000.