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Configuring Keeper

1.Read the Read Me File to read about any warnings, bug reports or changes that have been made to Keeper since the manual was printed.

2. Create a database.

3. Set up the printers.

4. Enter your company name:

a. Use the Setup | Enter Company Name menu combination to bring up the company name entry dialog.

b. Enter your company name.

c. Optionally, enter your return policy or other message to be displayed at the bottom of each sales invoice. If the message is more than one line long, press <Enter> between lines. Each line will be centered near the bottom of the invoice. Keeper comes with the message, "* Non-taxable item." If you're going to combine taxable and non-taxable items on a single sales invoice, be sure to include this note in the return policy box.

d. Optionally, enter your company logo:

Put a bitmap of your logo into the directory where Keeper resides. The file must be a valid bitmap. Name it “KeeperLogo.bmp”.

Your logo bitmap can be any size and shape but to prevent distortion it’s best to have a bitmap roughly the size you want on your invoices. It will print at the top of the first page of each invoice next to your company name and address. With the Logo Size in Inches box you can set the size of the invoice image between .1 inches and 2.8 inches. The size you set in this box will be the length of the longest side. If your bitmap is wider than it is high, the height will be less than the value you set. If your bitmap is higher than it’s wide, the width will be less.

If you put a “KeeperLogo.bmp” file into the Keeper directory be sure to test it with a sample invoice header by clicking the [Print Test Header] button on the Company Name screen.

e. Optionally, if your company's fiscal year doesn't correspond with the calendar year, click the Company has a non-calendar year fiscal year box and enter the number of the month in which your fiscal year begins. For example, if your fiscal year begins in July, enter "7."

f. Click [OK].

5. Enter your local sales tax rate:

a. Use the Housekeeping | Set Tax Rate menu combination to bring up the sales tax rate entry box.

b. Enter the tax rates in percent.

c. If there’s a tax that you’re required to charge only occasionally, uncheck the tax in the Checked by Default list. The tax you’ve unchecked will not be checked by default on the main screen.

d. Click [OK].

e. If you're outside the United States and the tax names for your locale are other than "City," County," and "State," change the names in the appropriate boxes. These names will appear on your sales invoices. If you're running the Australian version of Keeper, the tax name automatically will be shown as GST.

6. Optionally:

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a. Set up passwords.

b. Configure reports.

(1) Use the File | Setup | Set Up Reports menu sequence to get to the Set Up Reports menu.

(2) To add eye-follow lines click the Use Eye Follow Lines menu selection.

(3) To set print quality for all reports except sales invoices click the Set Print Quality menu selection and then click the option button for the print quality you want to use.

(4) To set row block size – the number of rows on a report before Keeper inserts a blank line – click the Set Block Size menu selection and then enter the number of lines in a block.

c. Set a default backup path

(1) Put a floppy disk in the A: drive.

(2) Use the File | Setup | Set Default Backup Path menu sequence to get to the default Backup path screen.

(3) Use the mouse to select a drive and directory.

(4) Click [OK].

d. Tell keeper to put an item directly into the on-screen invoice when you scan a barcode with a barcode scanner. By default Keeper puts the item's description, price, etc. into the input screen and then waits for the operator to click the [Enter Item] button before proceeding. If you're not worried about price tag switching and you want each item to go directly into the on-screen invoice when you scan it, use the File | Setup | Direct Entry From Stock Number menu sequence. This menu item is a toggle. Click it once and it's checked. Click it again and it's unchecked. If the item has a checkmark next to it, Keeper put each item into the invoice as you scan it.

e. Set up Keeper to use alphanumeric stock numbers. Use the File | Setup | Use Alphanumeric Stock Numbers menu sequence to switch the stock number style. This menu item is a toggle. Click it once and it's checked. Click it again and it's unchecked. If the item has a checkmark next to it, Keeper is configured to use alphanumeric stock numbers up to thirteen digits long.

f. Tell Keeper to use blank stock numbers when you're using alphanumeric stock numbers and entering new inventory, instead of popping up the last stock number with a "+" substituted for the last character.

g. Tell Keeper to date the items in inventory so that you can discount based on the entry dates of various items.

h. Tell Keeper to use the Change Box when you make a sale. This feature brings up a screen with the sale total. As soon as you enter the amount tendered by the customer the screen gives you the change due. To tell keeper to use the Change box use the File | Setup | Use Change Box menu sequence. This menu item is a toggle. Click it once and it's checked. Click it again and it's unchecked. If the item has a checkmark next to it, Keeper is configured to use the Change box and put the amount tendered and change received on the invoice. Beginning with version 6.0 when you turn on the Change Box Keeper asks if you want to use it for checks and credit cards. If you answer [NO] Keeper will only show the change box for cash sales.

i. Tell Keeper you want to be able to handle backorders. When you turn on this feature, Keeper lets you enter a quantity in excess of your on-hand inventory and tells you how many of the items you're entering need to be backordered.

j. Tell Keeper to change the default Payment Method. Keeper defaults to the Credit Card payment method. If your customers mostly pay by cash or check, go to the main screen and click the Payment Method you want. Then use the File | Setup | Set Payment Default menu sequence to tell Keeper to use that method as the default.

k. Tell Keeper to print the full inventory description on invoices. To do this use the File | Setup | Print full Description on Invoice menu sequence. This is a toggle. Click it once and it's checked. Click it again and it's unchecked.

l. Tell Keeper to turn on the salesperson tracking system that will let you associate sales with salespersons and generate reports of sales by salespersons. To do this use the File | Setup | Track Salespersons menu sequence. This is a toggle. Click it once and it's checked. Click it again and it's unchecked.