This chapter will get you familiar with the MicroBiz Main Menu (the "blue screen").

Figure 2-1

This is the first screen that you will encounter once MicroBiz has successfully opened. It has these menu options:

  1. File

  2. Daily

  3. Management

  4. Inventory

  5. Reports

  6. Customers

  7. Help

  8. Tools

  9. Training Video

Clicking on any of the menu options presents a “drop-down” menu, allowing you more options from which to choose. Each of the drop-down menus are also briefly addressed in this chapter.

Main Menu Tour

The MicroBiz software screen includes a Title Bar, the Main Menu bar (located below the Title Bar), a box that displays your workstation name, and a box with your serial number.

The title in the image below (Figure 2-2) is MicroBiz Business Controller PlusThe numbers at the end of the title indicate the version number of the software.

  Figure 2-2

The workstation name displays the identification of the client machine you are using. This can be very helpful for large networks.

The small window located at the bottom of the computer screen contains the serial number of the Keyblock, the authorized number of users and the executable date of the program.

 Figure 2-3

The Main Menu (Figure 2-4) is located below the Title Bar and there are a variety of options under each menu item.

 Figure 2-4

File Menu

Print Setup

Print Setup provides a quick way to select which printer you want to use as well as paper size and orientation. More details on printer information and their selection is discussed later in this documentation.

Exit

Click this to exit the program.

Daily Menu

Work Screen

Use the Work Screen for transaction processing. Transaction processing is the process where all billing, payments and adjustments to your system are made.

Close Out

Use the Close Out feature and select your end-of-day reports. There are many reports that can be run to reflect what has occurred during your business day.

Today’s Sales

Use this function at any time for a quick view of your sales for the day. Here you can display cash and sales figures since your last closeout, as well as print the sales figures.

Reprint Old Invoice

Used to generate additional copies of previous invoices. This is sometimes necessary when original hard copies of invoices are lost.

Tech Support

Here you will find information about MicroBiz tech support, ordering forms for your software, and more. The categories here include:

  • Technical Support

  • Ordering Customized Forms

License Agreement

Selecting this button displays the disclaimer for MicroBiz users.

E-mail Old Invoice

This feature allows you to generate an e-mail with an old invoice of your choice as an attachment.

Management Menu

Add/Edit Password

Add and edit employee passwords and ID information. This information is required if you are going to be controlling the system with security settings.

Edit Security Level

Allows security levels to be set. This information is required when you want to prohibit use of certain system functions for certain personnel.

Change Own Password

Allows the logged-in user access to edit their own password. Using this feature, lower level personnel cannot change their own security level.

Employee Control

Includes employee information: name and address plus activity reports, commission settings and reports, time clocks, etc.

Tax Reports

Quick reports to assist you in your sales tax filing. These reports include:

  • Tax Exempt

  • Tax (by) Area

  • Untaxed Taxables (Taxable items with zero taxes)

Customize

Customization is an important factor in allowing the system to manage your business properly. The following areas must be reviewed and established to maximize the proper use of your MicroBiz system.

  • Window Settings

  • Print Settings

  • Transaction Settings

  • Hardware Settings

  • Shop Name/Ship-To Data

  • Credit / Debit Card Settings

  • Global Settings

  • Business Type Settings

  • Setup Wizard

  Figure 2-5

For detailed information on customizing your software for your business, see Chapter 3.

Reindex/Clean and Pack, etc.

Cleaning and packing will ensure that the system functions properly at all levels. Use these functions to improve system performance.

  • Customers

  • Product

  • History

  • Miscellaneous

  • All Files Above

  • Recalc Customer Buckets

  • Recalc Customer Balance Due

  • Recalc Customer Credit Balances

  • Recalc Product Buckets

  • Recalc Product Backorder Quantities

Duplicate Files Check

A utility to be used periodically for proper file control. Each of your data files should only be in one folder at a time. Any duplication can cause improper data control.

DBF Scan For Corrupt Files

A utility to alert you to corrupt data files. An important feature to be used periodically to ensure data accuracy.

Import/Export Data

Import and export numerous specific company database files or MicroBiz configuration data.

Invoice Tracking

Allows the user access to the shipping information. It can be sorted in ascending or descending sequence by invoice number.

Load Sample/Training Data

Use the data in this file for training purposes. For experienced MicroBiz users, this feature is not necessary.

Zap Files

Allows for removing all data from system database files. The use of this feature should not be necessary unless you are restarting your system from scratch. 

Use with caution! Call MicroBiz Tech Support before using this function.

Edit End Of Day Data

Tool to modify your end-of-day (Close Out) data.

Inventory Menu

Add/Edit Inventory

Input new inventory into your system or modify existing inventory items.

Price Change

Allows global price changes for inventory items by percent.

Vendor Add/Edit

Add new vendors to your system or modify existing vendors.

Inventory Reports

Allows reporting on your inventory status by various inventory methods, such as department, vendor and SKU.

Reorder List

Generates a re-order list for those items that meet certain criteria.

Purchase Orders

This is used for generating purchase orders (receiving merchandise).

  • Create New Purchase Order

    • Create Reorder List

    • Order By Vendor

  • Edit / Receive Purchase Order

  • Receive Miscellaneous

  • Purchase History Report

  • Re-print Last Created P.O.

  • Re-print Last P.O. Received

  • Receipt History

For detailed information on this subject, see Chapter 9.

Promotions

Set up specials or promotions for any inventory item.

Bin Labels

Create labels for your storage bins or “shelf tags.”

Last Active

View items that have not been sold or ordered from a certain date.

Serialized Reports

Reports for serialized inventory items.

Lookup Table Maintenance

Allows you to maintain standard codes for product colors, sizes and styles and for inventory departments.

  • Color Add/Edit

  • Department Add/Edit

  • Size Add/Edit

  • Style Add/Edit

  • Refresh Values from Inventory

Reports Menu

MicroBiz helps your business to grow by supplying you with valuable information needed to make better business decisions. Reports are available in a wide variety of ready-to-print formats.

The following is a brief explanation of each Reports sub-menu. See Chapter 12 for more details and sample reports.

 Figure 2-6

Sales

Various Sales Reports are available from this option, giving you the ability to look at sales figures by date, employee, department, etc.

Customer List

The Customer List window shows all customers in your MicroBiz system. From this window, you can filter, reorganize and print the Customer List.

Mailing Labels

This feature has many options so you can generate a list of all or certain customers and print mailing labels in a variety of ways.

Layaway List

Displays a list of all customers with outstanding Layaways and details on each Layaway. You can print reports from here based on this data.

Backorders

Allows you to generate and print reports on any backordered items.

Vendor List

Displays a printable list of all vendors in your MicroBiz system.

Vendor Target Inventory

The Vendor – Target Inventory feature helps you generate reports with details on your current and desired inventory by vendor. These reports help relate information about inventory turnaround and what levels of items you would like to keep on hand to your vendors.

Product Movement

This report shows purchase orders and compares them to your on hand stock levels for items based on the date range entered. It can be customized to find items in different ways, and can give purchase order details and/or a summary of quantity and cost of products received.

Product Turnover

Similar to the Product Movement Report, the Product Turnover report also helps you watch how certain products are doing by reporting stock levels, amounts received and sold, etc.

IIPs

Get information on any outstanding Invoices in Progress by selecting a date range (report is based on date IIP was saved).

Assembled/Unassembled

This report shows all committed items that may require assembly. The “may require assembly” feature is only available in the Bike Module.

Rentals – Serialized

View all outstanding rental items that have a serial number. For non-serialized rentals, just type RENTALS at the Work Screen.

Service Due

For users of the Service Module only! Any customers that have a “Next Service” within the date range specified will be in this report, along with some of their details and the service name that is due.

Technicians’ Hours

For users of the Service Module only! For a given date range, view all technicians that have recorded services along with the specific Invoice number, SKU, hours, revenue generated, etc.

Sales Source

If you keep track of the “How Heard” data for customers, then this is how you gather view all of that useful information.

Inventory Valuation

This report gives you data on what you have in inventory and how much it is worth. This can be customized for certain dates and/or items, and displays changes in quantity over a period of time.

Cost of Goods Display

A simple report that displays the total number of units, the total cost and total retail value of all items in your inventory. Note that this is one big sum of everything and not itemized.

Maintenance Due

For rental items, this report lets you know what are due for maintenance.

Best Customers

Get a list of your best customers by searching for a certain percentile or number of customers based on sales for a certain period.

Customers Who Have Not Bought Recently

See who hasn’t purchased anything within a specified number of months.

Slow Moving Products

A fine-tuned report for finding out what products in your MicroBiz system have not sold very well.

Sales Graphs

Choose one of the presets or “New Sales Graphs” to browse through these graph presentations of your sales.

Customers Menu

Allows creation and maintenance of your customer database. Here you can also get statements and balance due reports. You can even create postcards for special mailings of promotions to your customers.

Add/Edit Customers

Clicking this will produce a list of all customers currently saved in MicroBiz. From here, you can get a add customers, edit their information, get customer history reports, etc.

How Heard Codes Add/Edit

This is the “How Heard Maintenance” screen, where you can manage your categories for recording and keeping track of how customers found your business.

Balance Due

The Balance Due Reports give you info on any outstanding balances or credits and lets you generate customer statements.

Customer Statement

This takes you directly to the Customer Statement window where you can generate a report on any or all customer accounts.

Postcards

You can print postcards for all customers or those with “service due” from this area.

Help Menu

Help is always available here!

Help Topics

This is the main help document, which is organized in a variety of easy to access ways. There are many features here that can assist you in using the MicroBiz system as it was intended. The quickest way to access the Help files is by pressing the F1 key.

User Manual

Provides a shortcut to the MicroBiz v15 User Manual. This can also be opened from the Main Menu or Work Screen by pressing Alt+N.

Open Other PDF Type File

Allows you to locate your own PDF file to open (User Manual, Release Notes, etc.).

About This Program

Opens the “about” window, found in most Windows applications. Has version and copyright information, credits, etc.

Tools Menu

Query

Select specific data to create customized reports.

  • Data Dictionary

  • Query Manager

  • Rebuild Index Files

 Figure 2-7

 for more details about this feature.

GL Merge

Allows you to export end-of-day data to specific accounting packages.

Barcode Printing

Allows for creation of barcode labels for your inventory.

  • LabelWorks Program

  • Eltron Plus 2122/2242/2642 Printer

  • CAM Stryper 100

  • Cognitive Blaster Printer

  • General Bar Code Printer/Games Barcode Printer

  • NiceLabel Label/Bar Code Printing Program

MicroTrak

Used in conjunction with portable inventory tracking devices during a physical inventory. Using this feature allows you to insert your physical inventory count and automatically update your inventory records.

  • Import Data

  • History Report

Export Vendor Invoices to QBooks A/P

Allows you to create an .IIF file with data on your vendor invoices for a specified date range.

Training Video

The MicroBiz Training Video is another great resource for learning to use the MicroBiz system! Choose this option to launch the video program where you can select a topic and get helpful advise on how to use a feature.