Entering the program: Double click the icon on your desktop (Basis OE or order entry), enter your password (TEST if in demo), then press Enter twice.

 

Entering a new customer and finding an existing customer: On the Customer Billing Information screen (small blue screen), click on “find customer”, then enter last name and press Enter (the system defaults to last name even though the account # box is checked).  If you want to search by phone #, click on phone # and enter it exactly as it is stored.  If the customer you are searching for is found, click anywhere on it (the customer name), and then click on “select.” If the customer you are searching for is NOT listed, click on “quit.”

 

Click on “add new customer” if you could not find them by search.  The cursor will be blinking in the company box, press the tab button to navigate and fill in the form.  Enter Mr., Ms., Mrs., Pastor, etc in the “Dear” box.  The top phone box is for home, the bottom is for work.  When the cursor lands in the category box, press the space bar to bring up the category selection box. You can click on one or use the arrow up or down keys to stay on the keyboard.  If your customer will be paying tax, click the “taxable” box to put a check in it.  When the form is filled out click “Done”.  IMPORTANT: To get back to this screen or to make changes to customer information, click on File Maintenance and select “edit customer data.”

 

Entering a booking: Follow the directions above to search for or add a new customer.  You will now be on the order info screen (light blue) and the cursor will be flashing in the “starts on” box.  The date showing will be the upcoming Saturday.  If you want to change the date, press the “d” on your keyboard and use the calendar. Tab to the “ends on” date and do the same.  Tab to the “starts on” time, then press the “t” on your keyboard and use the arrow up and down keys to select a time.  Tab to the “ends on” time and do the same (you can also right click in the date and time boxes to open the calendar). 

 

Continue to tab through the Order Information screen.  Honoree: (child’s name), age. When you land in the “event type” box, press the space bar to open the selection box, then use the arrow down key to select, then press Enter.  If the location, area, phone #, and map page are the same as the customer billing information – tab through them. If not, make the changes now.  Note: the changes will only affect this one booking. 

 

When you tab into the “ad/source” box, press the space bar to open the selection box and follow instructions for the “event type” box above.  The “internal notes” box is for office notes only, they will not show up on delivery/pickup tickets.  The box below it is as advertised.  On the bottom right of the screen are two boxes named “ordered by” and “confirmed by” where you can enter the person’s name that placed the order (this is handy if the person making the booking is not the person in the Customer Billing screen, i.e. Daycare).  When confirming, you can enter the person that confirmed the booking in the “confirmed by” box and it will show up on the invoice, also handy.  Press F4 or click on the yellow Line Item Screen to proceed.

 

 

 

 

 

Entering items: The box for line item #1 will be solid in color when you come to the Line Item screen.  Type 01 and press Enter. You can now select the item you need from inventory.  Next, press tab and enter “1” in the “order” box, then press tab until the “unit selection” box opens. Now pick the unit you want (use the arrow up and down keys to stay on the keyboard).  Now press tab to get to the “price” box and enter price.  You must press Enter to move to the next item.  If you need a tarp, generator or other “non-Astro fee” items, press 00 instead of 01 in the “line item” box.  Once you have entered all of your items you can click on “clear screen for next order” and your order will be saved and “placed” by clicking “yes” at the prompt.  If you would like to view or print an invoice, click on “advance invoice” (bottom of yellow Line Item screen) and a summary screen will open. You can then view it, and if you like, print it by clicking on the printer icon.

 

 

Confirming: Click on Miscellaneous (top of screen,) then select “show Master Schedule.”  Press “d” on the keyboard or right click in the “date” box to bring up the calendar, select the date you want and click on “refresh data.”  You can view the Master Schedule in 10 different ways. For confirming select “show by name with confirmation setting.”  If the customer is highlighted the event is not confirmed. Also, in the far right column there will be a “T” or an “F” (Confirmed: True or False).  NOTE: The Master Schedule is a separate program that runs on top/over the Order Entry program.  The yellow Line Item screen (Order Entry) has a button on the bottom left: “Get Mstr. Sched. Order.” Position the screens so you can see that button when the Master Schedule is up/open.  On the Master Schedule, click on any field of the customer you want to confirm, then click the “Get Mstr. Sched. Order” button.  The Master Schedule will be minimized and the order will be brought up.

 

To get from screen to screen, press F4 or click on the screen you desire. Check the order, add comments if needed and type the person’s name that confirmed the event with you into the “confirmed by” box in the lower right corner of the light blue “Order Information” screen. Then click in the “confirmed” box to put a check in it (same screen).  When you’re done, click on “clear screen for next order” to save the changes. Click “yes” when asked to place the order.  Now, click on the Master Schedule that’s minimized on your bottom tool bar to bring it back up and repeat the process.

 

 

Printing Invoices, Delivery and Pick-up Tickets: Click on “Production” (top of screen) then click on “select orders to pick.”  Select your date (assuming that you print one day at a time – which is recommended), then click on “use these dates.”  The prompt will ask you if you want to include picked orders. This handy feature will be explained later. For now, click on “yes.”  You are now looking at all of the bookings for the day selected. If you want to print all of them, simply click on “include all.”  The far-left column will now have a “Y” (yes) next to all bookings. Now click on “close.”

 

Next click on “production” and select “process orders for picking,” confirm the date and click “yes.” Prompt appears: “include orders already picked?” For now, click “yes.”  Select the number of invoices desired – usually 2. Select format of invoice. If all of your bookings have less than 5 line items, the Astro Jump half page invoice is fine (more on this later).  Now click on “start printing.”  Next prompt appears: “Do you want delivery tickets?” DO NOT click “yes” until you have removed your pre-printed contract/liability paper from the printer and replaced it with plain paper.

 

Printing continued: Now click “yes” for delivery tickets.  Next prompt appears: “Do you want pickup tickets?” If you want to save paper ,wait and click “yes” after the delivery tickets have printed. Then spin them around and print the pickup tickets on the other half of the page.  The last prompt will ask you if want a Summary Listing printed. Click on “yes” -- this is a great report for the weekend manager.  Click the printer icon on the Print Preview screen to print the report.  The print job ends by asking if you want the status of the orders to be set to “picked.”  Clicking on “yes” will let you know that they have been printed.