10.) Remove Data

You will need approximately 2.0 gig to hold 5,250,000 line items and do the necessary utilities to keep the database maintained. This could include space for databases that you are about to import, i.e., Power Source, Chip Finder, Chip Source, Broker World, etc. Unless you store these databases on a different hard drive you will need to plan extra space for these very large databases prior to importing. This does not include any space for making a backup of your database files.

Pentium 100mhz or faster

Windows NT 4.0+

Windows 95

Windows 98

Novell

Windows 95

Windows 98

You will accumulate a very large amount of data that is vital to your company. PartBase has several files that we strongly recommend you make a backup copy of on a regular basis. We recommend a daily backup of your sales/invoicing, inventory, and company information files and a weekly backup of the Offers and Requirements files. An excellent way to protect your files is to copy them to another hard drive, ZIP drive, or network drive. This way if you experience a problem, PartBase tech support can have you up and running in a short time.

The files you will want to backup all have an extension of .DBF. They are your database files and contain all the information that you have entered into the PartBase program. Backup all the .DBF files in your PartBase folder daily, except the OFFERS.DBF, OFFERS2.DBF, and OFFERS3.DBF. These 3 files contain your Offers database and we recommend you back them up weekly.

We recommend you do not do a backup to the same hard drive that the PartBase folder is located. Copy the .DBF files to a different hard drive, ZIP drive or network drive. This way your data is safe if the hard drive crashes where PartBase is residing.

If you don’t already have a virus protection program installed on your computer, we strongly suggest you do so. There is approx. 3 to 5 new viruses invented every day. The Internet is also a very active area where viruses are passed around easily. Your local software store will be able to help you choose a top rated virus protection program or there are many sites on the Internet where you can download a program. Go to the PartBase web page and select "Industry Links". You will find direct links to the industry’s top virus protection programs. We receive many tech support calls AFTER a PartBase user has been infected with a virus. The cost and time involved is very minimal compared to what you will experience if a virus infects you.

From the main menu select Add Parts. Then go to Offers. You can manually add parts one at a time here. At the bottom of the window you will see 2 selections, No Refresh and No Replace. The No Refresh selection is if you do not want the database screen to be refreshed every time you enter a part. This will help speed up your data entry. Also there is a No Replace selection that will disable the checking of the Offers database for the entry you are about to enter. This option detects if this entry is already in the database, you will be asked if you would like to replace the entry with the current information. The "Quick Add" button at the top right of the add parts window is for if you have completed the entry of all information prior to reaching the last data entry field. You can hit "Alt Q" and the information will be entered without hitting the enter button until you reach the last entry field.

From the main menu select Add Parts. Then go to Requirements. You can manually add parts one at a time here. At the bottom of the window you will see 2 selections, No Refresh and No Replace. The No Refresh selection is if you do not want the database screen to be refreshed every time you enter a part. This will help speed up your data entry. Also there is a No Replace selection that will disable the checking of the Requirements database for the entry you are about to enter. This option detects if this entry is already in the database, you will be asked if you would like to replace the entry with the current information. The "Quick Add" button at the top right of the add parts window is for if you have completed the entry of all information prior to reaching the last data entry field. You can hit "Alt Q" and the information will be entered without hitting the enter button until you reach the last entry field.

From the main menu select Add Parts. Then go to Inventory. You can manually add parts one at a time here. The "Quick Add" button at the top right of the add parts window is for if you have completed the entry of all information prior to reaching the last data entry field. You can hit "Alt Q" and the information will be entered without hitting the enter button until you reach the last entry field.

From the main menu select Add Parts. Then go to Want. You can manually add parts one at a time here. The "Quick Add" button at the top right of the add parts window is for if you have completed the entry of all information prior to reaching the last data entry field. You can hit "Alt Q" and the information will be entered without hitting the enter button until you reach the last entry field. This is an extra database you may use for any reason. Internal company OEM requirements, etc.

From the main menu select Search Parts. Then select Offers. Enter the part number you are searching for at the top left window, "Search Part Number". Only enter from the first "Number", do not enter in the prefix. The PartBase database is indexed on the first number. You may enter in the suffix to narrow your search, and then use the page down and page up buttons to navigate in the database. You can hit "Ctrl/Right Arrow" or click the mouse in the bottom window slide to see more information to right of the screen. At the bottom of the screen you will see many Icons to bring you to various parts of the PartBase program. If you need to edit an entry, double click on the line you would like to select and an edit window will appear, make your changes and select Save. If you see an entry and would like the phone number, address, etc. High-light the entry and click on the "Light Bulb" Icon at the bottom of the screen. This will bring up the "View/Edit Suppliers" database with the company information.

From the main menu select Search Parts. Then select Requirements. Enter the part number you are searching for at the top left window, "Search Part Number". Only enter from the first "Number", do not enter in the prefix. The PartBase database is indexed on the first number. You may enter in the suffix to narrow your search, and then use the page down and page up buttons to navigate in the database. You can hit "Ctrl/Right Arrow" or click the mouse in the bottom window slide to see more information to right of the screen. At the bottom of the screen you will see many Icons to bring you to various parts of the PartBase program. If you need to edit an entry, double click on the line you would like to select and an edit window will appear, make your changes and select Save. If you see an entry and would like the phone number, address, etc. High-light the entry and click on the "Light Bulb" Icon at the bottom of the screen. This will bring up the "View/Edit Suppliers" database with the company information.

From the main menu select Search Parts. Then select Inventory. Enter the part number you are searching for at the top left window, "Search Part Number". Only enter from the first "Number", do not enter in the prefix. The PartBase database is indexed on the first number. You may enter in the suffix to narrow your search, and then use the page down and page up buttons to navigate in the database. You can hit "Ctrl/Right Arrow" or click the mouse in the bottom window slide to see more information to right of the screen. At the bottom of the screen you will see many Icons to bring you to various parts of the PartBase program. If you need to edit an entry, double click on the line you would like to select and an edit window will appear, make your changes and select Save

From the main menu select Search Parts. Then select Want. Enter the part number you are searching for at the top left window, "Search Part Number". Only enter from the first "Number", do not enter in the prefix. The PartBase database is indexed on the first number. You may enter in the suffix to narrow your search, and then use the page down and page up buttons to navigate in the database. You can hit "Ctrl/Right Arrow" or click the mouse in the bottom window slide to see more information to right of the screen. At the bottom of the screen you will see many Icons to bring you to various parts of the PartBase program. If you need to edit an entry, double click on the line you would like to select and an edit window will appear, make your changes and select Save.

This button is located at the bottom right of the View/Edit screen. You can now assign all the suppliers, customers, etc. that you have in your database a "Company Type". This will allow you to create a report in the "Company Reports" section using these entries as a filter. You can print a report for: a particular sales person, overseas accounts only, accounts from A through H, etc.. We have given you a small list of Company Types, or you can change or add new listings to suit your company. You do that from the View/Edit main menu. Select "Company Types" at the bottom right corner and there you will be able to Add, Edit, or Delete items. You may also add a new listing from the company information screen. Be sure to select "Save" when you exit the window.

With this report you can select various fields you would like to include such as: Company Name, Company Code, Company Type, Phone, Fax, Sales Person, and Contact. There are also filters you may use to limit how you want the report printed: Company Type, Sales Person, and by Company Code or Alphabet limit. You can sort the print out by Company Name or Company Code and print in compressed mode for a smaller font.

If you have the PartBase Inventory Module, you have access to this extensive report section. You may select "any" of the fields from the inventory database to be included in the report; i.e. prefix, part number, Mfg./DC, Package, Quantity, Date entered, Cost, Resale, Code, Location, New/Pull/Refurb, Comment, Entered By, and Margin %. You can have the report sorted by Part Number, Code, Location, or Package. The report filters we have designed into this section will enable you to limit the print out to: a.) Part Number Begins With, b.) Comment field contains, c.) Code, d.) Qty from to (range), e.) Location from to (range), f.) Package, g.) Manufacturer, h.) Condition (New, Pull, Refurb), i.) Date range. You can also choose to print a summary report only, whereas you will only get the final totals of the entire report you requested (total line items, total cost, total resale, etc.). You can also print this report in compressed mode for a smaller font.

This report is taken from the requirement database. You can print a report by Salesperson, Company Code or Date Range. You have the choice of including the Company Code in the report or not. This report can be printed in compressed mode for a smaller font.

This report will help you to identify the company codes that are in your "Offers Database" that give the message "Code doesn’t exist" when selected. This message means that the code you have selected when trying to view this company’s information is not in your "View/Edit Company" master database. This can mean one of two things. Either this code is for a totally new company that you do not have any information on, or you already have the information entered for this company but the code doesn’t match the one in your View/Edit Company master database. If this is a new company, you will just need to enter the information into the View/Edit Company database. You can assign the code that appeared in your offers or requirements database or give it one of your own choosing. If you give this company a different code that was in your Offers or Requirement database, be sure to enter the code change into the Convert program under Convert Supplier Offer Codes. If this company’s information already appears in your View/Edit master database, you will only need to enter it into the Convert Supplier Offer Codes.

If you have the PartBase Inventory Module, you can export your inventory file to a floppy disk. A .DBF and a .TXT file will be created and copied to your floppy drive. Be sure to have a blank formatted 1.44 floppy in your drive prior to starting this function. You can choose to include pricing by selecting "Include Resale Price".

The PartBase II and PartBase II/x Sales Module has been developed to give PartBase users a way to create an invoice and track their sales. You will be able to build a valuable history database on your part purchases and sales. You can track a part from where it was purchased to where it was sold. This will include: P.O. Number, vendor name, cost, part number, quantity sold, Mfg., date code, package, New/Pull/Refurb, your customers P.O. number, your customers internal part number, sale price, date sold, buyer name, a miscellaneous notes field, and RMA number. This information will be stored in the PartBase program where you will be able to easily access it with a click of the mouse.

This module is designed to work with, not replace your current accounting program. With the Sales Module you will be able to create an invoice from within the PartBase program. The company information in your View/Edit company database, "bill to" "ship to" information, shipping instructions, warranty, terms, salesman, and customer contact will be copied automatically to a new invoice.

We recommend you use this module at the beginning of every sale. This way all information about the sale will be stored in the Sales Module history database. You may then use the PartBase hard copy invoice as your customer copy or the internal company sales order. The PartBase hard copy invoice can then be given to the shipping and/or accounting department for processing. You have a paper trail and a full part history that can be viewed at any time.

The Sales Module is password protected. Limited access can be set for each user in the set up information from the PartBase main menu.

• Select "Invoicing and Sales History" from the PartBase main menu.
• Select "Sales History/RMA" from the next menu.
• At the top left of your screen select the type of search you would like: Part Number, Desc/Cust. Part #, Company Code, Company P.O.#, Invoice #, Sales Person, Invoice Date, RMA #.
• At the top right side of the screen type in the information to search on and hit "Enter". Your invoice will appear at the top of the screen highlighted in black.
• At the bottom right side of the screen select "RMA". The RMA information screen will come up. Enter in the date received and fill in any instructions in the memo field. Select "Save". The date received will now be entered into history.

• Select "Invoicing and Sales History" from the PartBase main menu.
• Select "Sales History/RMA" from the next menu.
• At the top left of your screen select the type of search you would like: Part Number, Desc/Cust. Part #, Company Code, Company P.O.#, Invoice #, Sales Person, Invoice Date, RMA #.
• At the top right of the screen type in the information to search on and hit "Enter". Your invoice will appear at the top of the screen highlighted in black.
• Put an "X" in the fields at the bottom of the screen you would like information about.
• Scroll to the right to see all information on this item. There are a total of 25 different fields of information you may select.
• You may also print a limited report on this information by selecting "Print Report" at the bottom left of the screen. Printing in the compressed mode will maximize the amount of information printed by using a smaller font. The end of page defaults to 50 lines. Your printer may be able to fit more, so adjust to suit your needs.
• The "Happy Face" yellow button is for bringing your screen back to the original search you started with. If you have paged down, paged up, etc., this allows you to go back to where you originally started quickly.
• There is also a screen enlargement feature you may find helpful if your monitor and/or video card will allow this. At the bottom of the sales history screen you will see a selection for both 800X600 and 640X480. The screen defaults to 640X480. If you have the capacity to use 800X600, use this selection to enlarge your screen. Consult your computer manual and/or windows control panel to adjust this.

If you already have a printer setup on your computer, the default settings will already be set here. There is no need to change your settings.

The PartBase II/x v4.0+ or newer program uses 3 separate offers databases. All part numbers starting with 0, 1, & 2 are located in database "Offers.dbf". . All part numbers starting with 3, 4, 5, & 6 are located in database "Offers2.dbf". All part numbers starting with 7, 8, & 9, are located in database "Offers3.dbf". Each database has its own separate indexes associated with it and works independently from the others. You will not notice the 3 different database while you are searching parts. It will be seamless to the user. Each database will now hold 1,750,000 line items each, for a total maximum of 5,250,000. We have incorporated into the "Search Parts" window a breakdown of all 3 databases showing the total line item count. This way you can monitor the line item count and do appropriate maintenance as needed to any database that is getting close to its 1,750,000 limit.

Because you will be maintaining a very large database of part numbers, we have incorporated many utility features into the Convert program. You may select 1, 2, or all 3 databases to do maintenance on. Be sure to run these functions on a regular basis. Remember "GIGO", (garbage in, garbage out).

Your PartBase Convert program will import data from many different sources: inventory floppy disks, web page inventory downloads, email attachments and the various data services. There are many independent data service companies that you may subscribe to now and download their multiple company databases. You will find on the PartBase web page a listing of the "PartBase Approved Data Services". These selections of companies have been or are currently working with Bay Area Computer to bring the PartBase user quality data at a reasonable price. PartBase tech support is also testing or already has tested the data and found it to be compatible with PartBase.

In selecting the type of data to import, most of the time you are given a choice. Here is the order in which we suggest you select, to give you the highest quality and easiest data to import.

1. DBF File
2. Comma Delimited Text File
3. SDF File, (Tab Delimited Text File) spaces separating the data fields
4. XLS File, you will need Microsoft Excel Program to convert this file to dBase III or Comma Delimited formats prior to importing.

If you are downloading inventory files from the Internet always select a .ZIP or .EXE file. These files have been compressed or Zipped and will take less time to transfer to your hard drive than a standard file. The PartBase convert program will uncompress, or unzip these files automatically for you just prior to importing.

This selection will allow you to import data via floppy disk, web page download, email attachment, and multiple company databases from the many data services you will find on the Internet. We suggest you create a folder on your hard drive called "OFFERS". Copy the Database file to the "OFFERS" directory on you hard drive.

Since a multiple company database file is usually a large file. Prior to importing, we suggest you check to be sure you have enough hard drive disk space to import the data and a minimum of 750 meg to 1 GIG of unused free disk space after importing. You will need this free space after importing for maintenance and utilities, packing, reindexing, removing doubles, etc.

Email attachments. All non IC Source email attachments can be copied to the OFFERS folder, and imported from there. IC Source email attachments are copied to the ICSOURCE folder for automatic importing. (see IC Source email importing section for instructions)

From this selection you may also: 1. View DBF & text files prior to importing 2. Unzip compressed and .EXE files within the convert program. 3. Delete files imported from your "offers" directory or floppy disk. 4. Import, view, and delete multiple files from within the Convert program. 5. Rename files from within the Convert program.

There is a default built into the Convert program version 6.0+ that will go to the "OFFERS" directory and list all the files ready to import. Use this directory for your temporary storage area for Email attachments, Internet inventory downloads, and inventory floppy disks containing .ZIP, .EXE & .XLS files. We recommend that this is done on a computer where you import data into PartBase, and it should have a modem and access to the Internet.

The data contained on this type of file has been compressed because it would not fit on a standard 1.44 floppy. You will need to copy this data from the floppy disk to your "OFFERS" folder. Once you have done this, the PartBase Convert program will "Unzip" the file, import the file, and delete it when finished.

This option is mainly for new PartBase users who have purchased the inventory module. This function will allow you to import your company’s inventory file in DBF format directly into the PartBase Inventory Module database. You may import from a floppy disk or from your hard drive.

• The first selection is "Import Data", it will be highlighted, hit your "Enter" key.
• Select "Import Files into Offers". Hit your "Enter" key and you will be at the "Source Drive" Menu.
• Select the drive by highlighting it. Hit the "Enter" Key and that drive will be accessed. The "A" and "B" drives are for importing from a floppy disk. If you selected either one of those drives the next prompt will show the drive you selected and the path. If this is a standard inventory floppy from one of your vendors and doesn’t have a unique path, just hit the "Enter" key and the file names will be listed on the screen. If you selected the "C" drive the default "OFFERS" directory will be the path, if your data is located elsewhere change the "OFFERS" path to where it actually is on your "C" drive, otherwise hit the "Enter" key and a listing of all the files will be on your screen.
• This new import feature has incorporated all the import selections you will need into one selection. From this one selection you can now: 1.) view DBF files, comma delimited text files, and Tab or SDF text files prior to importing. 2.) unzip compressed and .EXE files within the convert program. 3.) delete files imported from your "OFFERS" directory or floppy disk. 4.) import and delete files from within this one selection in your Convert Program. 5.) Rename files from within the Convert program.
• If you are importing from the "OFFERS" directory and have various files listed, this is where you can View, Import, Unzip, Rename, and Delete the files. Now simply highlight the file you want to import, and hit the "ENTER" key. A small menu will appear on the right side of the screen. If the file is compressed it will default to option "Unzip". If the file is a .DBF or Text file you will have the option to "View" or "Import" the file. We suggest you always view the file prior to importing, (remember GIGO, garbage in, garbage out). A quick view of the file will save you the possibility of importing corrupted or unwanted information. If the file is Text, you will need to actually see the data to determine if it is Comma Delimited or a SDF File. In Comma Delimited format you will see commas separating the data fields. A SDF file will have spaces, or data will be in columns. You will not see commas.
• Once you have viewed the data and are satisfied everything is O.K.. Hit the "ESC" key and select import. Now the company menu will appear. Select "S" to be able to search for a company already in the database, select "A" to add a new company. If you are adding a new company, the company code is a portion of the company name up to 10 characters. Use a code that you will recognize to be the company you are entering. If you are importing a "Multi Company" database, select "M". (example: Freeloadz is a Multi Company database)
• Now a screen will appear where you are going to direct traffic. This screen may or may not confuse you. If it does here is a simple explanation. The Top section is the "PartBase" data fields, (light blue names), the bottom right section is the actual data you are about to import, (yellow characters), the bottom left side of the screen, (field names in red) are the field names you will be matching to the PartBase fields on the top of your screen. Your job is to match the "Data Field Names" on the bottom left, with the "PartBase Field Names" on the top. The sample data on the bottom right is there to help you accurately select the correct field names. PartBase has artificial intelligence built into the program and may have selected some or all of the field names and typed them in for you at the top of your screen. If it did, your job is to verify and/or correct any mistakes or additions needed. IMPORTANT: Make sure that in the FULL PART NUMBER field the field name reflects a "FULL" part number, If it only says "PRE" or "PREFIX" etc. that’s not a "FULL" part number you will need to insert the rest of the field information.

EXAMPLE:

FULL PART NUMBER: PREFIX+PARTNUM
OR
FULL PART NUMBER: PRE+PART_NO

If you would like to see another sample of the data hit the "ESC" key and choose the letter "S" and another sample will come up. Once you are satisfied that all the PartBase fields are correct, hit the "ESC" key and select the letter "Y" to import now. A counter will appear at the top of your screen showing how many line items that you are importing for the selected company. At the completion of the task you will be asked if you want to delete the file. If this was data you imported from your C drive "OFFERS" directory say "Yes". This will delete the file so you won’t import it again by mistake.

• If there are other files in your "OFFERS" directory that you would like to delete, highlight them and hit the "Delete" key on your keyboard.
• When matching field names that are a text file, the field names will be. FIELD1, FIELD2, FIELD3, Etc. Type those field names in the PartBase fields at the top of the screen.
• For importing multiple fields into one field use the "+" sign between field names. Do not put a space between the "+" sign and the field names, you will get an error.

• PartBase will also detect errors on data sent to you. Next to each field you will see [N] or [C], this means this field is a "Character" or a "Numeric" field. For example if you are sent an inventory file whereas the quantity field was sent to you as a character field. PartBase will detect that your vendor made a mistake and insert a command on that field just before the field name.

• PartBase inserted the command (VAL) to alert the program that even though this is a character field, import it as a value. If this command were not inserted, you would experience an error.
• You do not need to import all the fields that are listed on your screen. We suggest you only import the fields containing information that you will use.

You may now import directly into the requirement database. This function is the same as the import into Offers database. We suggest you create a directory on your hard drive called "require". This way as you are downloading files you will have a separate directory to store your requirement files prior to importing. We have added a default into the Convert program that will go to the "Require" directory on your "C" drive.

Prior to importing data check to be sure all other computers are not in the PartBase Requirements database. If there is another computer in the Requirements database it will lock the database until they exit. If you try to import data when another computer is in the Requirements database the screen will go blank and be blue in color and the counter that normally shows how many line items are being imported will not start. You will think the computer has frozen when it hasn’t. If this occurs simply go to the computer logged into the PartBase requirements database and exit. The data will then start importing normally.

There is a default built into the Convert program that will go to the "REQUIRE" directory, and list all the files ready to import. This new directory will be your temporary storage area for Email attachments etc. We recommend that this is done on a computer where you import data into PartBase, and it should have a modem and access to the Internet.

• Go to your DOS prompt. In Windows 95 you may use the DOS prompt that is located by going to your "Start Button", select "Programs", and go to MS-DOS Prompt. In other windows environments, (3.11, 3.1, and Windows for Work Groups), you will need to "Exit" Windows before running any utilities. In Windows NT you may use the DOS Prompt selection similar to Windows 95.
• Change to the drive that contains the PartBase directory and your Requirement database.
• Change directory on that drive to the PartBase directory by typing: CD\partbase)
• At the PartBase directory type the word "Convert" and hit the "Enter" key. The Convert Program Main Menu will be on your screen.
• The first selection is "Import Data", it will be highlighted, hit your "Enter" key.
• Unless you are importing Call H.O.M.E., BrokerLink data or your own company’s stock, you will always select Menu item "A-Import Data". Hit your "Enter" key and you will be at the Import Data Menu. Next select item "E-View and Import Requirements." You will next see the "Source Drive" Menu.
• Select the source drive by highlighting it. Hit the "Enter" Key and that drive will be accessed. The "A" and "B" drives are for importing from a floppy disk. If you selected either one of those drives the next prompt will show the drive you selected and the path. If this is a standard requirement floppy from one of your vendors and doesn’t have a unique path, just hit the "Enter" key and the file names will be listed on the screen. If you selected the "C" drive the default "REQUIRE" directory will be the path, if your data is located elsewhere change the "REQUIRE" path to where it actually is on your "C" drive, otherwise hit the "Enter" key and a listing of all the files will be on your screen.
• This new import feature has incorporated all the import selections you will need into one selection. From this one selection you can now: 1.) View DBF files, comma delimited text files, and Tab or SDF text files prior to importing. 2.) Unzip compressed and .EXE files within the convert program. 3.) Delete files imported from your "REQUIRE" directory or floppy disk. 4.) Import and delete files from within this one selection in your Convert program. 5.) Rename any of the files listed
• If you are importing from the "REQUIRE" directory and have various files listed, this is where you can View, Import, Unzip, and Delete the files. Now simply highlight the file you want to import, and hit the "ENTER" key. A small menu will appear on the right side of the screen. If the file is compressed it will default to option "Unzip". If the file is a .DBF or Text file you will have the option to "View" or "Import" the file. We suggest you always view the file prior to importing, (remember GIGO, garbage in, garbage out). A quick view of the file will save you the possibility of importing corrupted or unwanted information. If the file is Text, you will need to actually see the data to determine if it is Comma Delimited or a SDF File. In Comma Delimited format you will see commas separating the data fields. A SDF file will have spaces, or data will be in columns. You will not see any commas.
• Once you have viewed the data and are satisfied everything is O.K. Hit the "ESC" key and select import. Now the company menu will appear. Select "S" to be able to search for a company already in the database, select "A" to add a new company. If you are adding a new company, the company code is a portion of the company name up to 10 characters. Use a code that you will recognize to be the company you are entering. If you are importing a "Multi Company" database, select "M".
• Now a screen will appear where you are going to "direct traffic". This screen may or may not confuse you. If it does here is a simple explanation. The Top section is the "PartBase" data fields, (light blue names), the bottom right section is the actual data you are about to import, (yellow characters), the bottom left side of the screen, (field names in red) are the field names you will be matching to the PartBase fields on the top of your screen. Your job is to match the "Data Field Names" on the bottom left, with the "PartBase Field Names" on the top. The sample data on the bottom right is there to help you accurately select the correct field names. PartBase has artificial intelligence built into the program when importing .DBF files and may have selected some or all of the field names and typed them in for you at the top of your screen. If it did, you job is to verify and/or correct any mistakes or additions needed. IMPORTANT: Make sure that in the FULL PART NUMBER field the field name reflects a "FULL" part number, If it only says "PRE" or "PREFIX" etc. that’s not a "FULL" part number you will need to insert the rest of the field information.
• Now a screen will appear where you are going to "direct traffic". This screen may or may not confuse you. If it does here is a simple explanation. The Top section is the "PartBase" data fields, (light blue names), the bottom right section is the actual data you are about to import, (yellow characters), the bottom left side of the screen, (field names in red) are the field names you will be matching to the PartBase fields on the top of your screen. Your job is to match the "Data Field Names" on the bottom left, with the "PartBase Field Names" on the top. The sample data on the bottom right is there to help you accurately select the correct field names. PartBase has artificial intelligence built into the program when importing .DBF files and may have selected some or all of the field names and typed them in for you at the top of your screen. If it did, you job is to verify and/or correct any mistakes or additions needed. IMPORTANT: Make sure that in the FULL PART NUMBER field the field name reflects a "FULL" part number, If it only says "PRE" or "PREFIX" etc. that’s not a "FULL" part number you will need to insert the rest of the field information.

FULL PART NUMBER: PREFIX+PARTNUM
OR
FULL PART NUMBER: PRE+PART_NO

If you would like to see another sample of the data hit the "ESC" key and choose the letter "S" and another sample will come up. Once you are satisfied that all the PartBase fields are correct, hit the "ESC" key and select the letter "Y" to import now. A counter will appear at the top of your screen showing how many line items you are importing for that company. At the completion of the task you will be asked if you want to delete the file. If this was data you imported from your C drive "REQUIRE" directory, say Yes. This will delete the file so you won’t import it again by mistake.

• If there are other files in your "REQUIRE" directory that you would like to delete, highlight them and hit the "Delete" key on your keyboard.
• When matching field names that are a text file, the field names will be. FIELD1, FIELD2, FIELD3, Etc. Type those field names in the PartBase fields at the top of the screen.
• For importing multiple fields into one field use the "+" sign between field names. Do not put a space between the "+" sign and the field names, you will get an error.

• PartBase will also detect errors on data sent to you. Next to each field you will see [N] or [C], this means this field is a "Character" or a "Numeric" field. For example if you are sent an inventory file whereas the quantity field was sent to you as a character field. PartBase will detect that your vendor made a mistake and insert a command on that field just before the field name.

PartBase inserted the command (VAL) to alert the program that even though this is a character field, import it as a value. If this command was not inserted, you would experience an error. You do not need to import all the fields that are listed on your screen. We suggest you only import the fields containing information that you will use.

You can now import company information into the View/Edit Company database. Company names, address, phone, fax, contact name, Email address, web page address, etc. If you have a .DBF or .TXT format you will be able to import directly into the PartBase program. The database you are to import can have a maximum of 40 fields.

Now you are ready to start adding in the email file names, and tell PartBase who they belong to. Return to the same menu as explained above but now select the item just below setup defaults, "Data File List". The "Files To Import" screen will come up. Here you are going to add the email file names and the company code you have assigned them. Also you may choose to overwrite the last import. Once you have done this 1once, PartBase will remember for the next time you import the same file name.

Note: You can print out a list of all your company codes from the PartBase reports section and use it while you are adding in the ICSource email file names.

Note: Once you have added in your file names and company codes. PartBase will remember to unzip, import, filter quantities, delete old email file, and delete old part information.

Note: be sure your "Default Setting" are correct, this is where the most errors while trying to import occur.

A summary of these instructions are also on the menu of "Import IC Source Data Files", "Instructions.

Use this option to remove a specific company’s Offers. You may select a specific date or date range with this utility. This feature includes an option to ignore parts with price. When you have completed this, run Pack and Reindex Offers database. It is not necessary to run this function prior to importing a company’s inventory you know is already in the database. We recommend using the remove doubles option by itself or in the weekend maintenance section, at the end of the week or when you do your regular maintenance. This will automatically delete all double entries for that company for you.

Check the "low memory" available at the computer where you are running the utility. The largest executable program size needs to be a minimum of 550k. Typing "mem" at the DOS prompt can check this.

Use this option to delete duplicate entries in your Offers database. Convert removes duplicates by checking the part number, supplier code, and Mfg. field. If a duplicate is detected the program will delete the older entry. In Convert v6.1 or newer there has been an option added that will allow you to choose how many characters in the Mfg. Field you would like the remove doubles utility to check prior to removing a double entry. We have found that some of the data services will add various characters in that field which will cause the program not to detect a double entry. This feature also includes an option to ignore parts where there has been a price entered. When complete it will also Pack and Reindex your database automatically. Check the "low memory" available at the computer where you are running the utility The largest executable program size needs to be a minimum of 550k. Typing "mem" at the DOS prompt can check this.

In Convert v6.1 or newer there has been an option added that will allow you to choose how many characters in the Mfg. Field you would like the remove doubles utility to check prior to removing a double entry. We have found that some of the data services will add various characters in that field which will cause the program not to detect a double entry.

Use this option to remove requirements older than a specific date in the requirement database. When you have completed this, run Pack and Reindex Requirements database.

You may now select companies you wish to delete from the offers database. Once you have added them to the convert program, it will remember which ones you have selected and automatically delete them when ever you choose to do so. This function is also in the weekend maintenance section.

You may choose to do any or all of the below options to run. Set all parameters and PartBase II will do all these utilities for you. We recommend that you run this over a weekend as it will take from a few hours to days to complete depending on the size of your database, the functions you have selected, and the speed of your computer. If you are going to be importing Call HOME and/or BrokerLink data with this utility, be sure to download the Call H.O.M.E. and /or BrokerLink database prior to starting this function. It is very important to check your available hard drive disk space prior to downloading data and running this function. If both online services are to be imported, you will need a minimum of 400+MB of free hard drive space since both services databases are quite large. You will also need additional free hard drive space to Pack & Reindex, Remove Doubles, etc.

Check the "low memory" available at the computer where you are running the utility. The largest executable program size needs to be a minimum of 550k. Typing "mem" at the DOS prompt can check this.

1. Delete Multi-Company database from data service
2. Delete offers older than a certain data
3. Delete offers less than a certain quantity
4. Remove Doubles in offers
5. Import Call HOME Data
6. Import BrokerLink Data
7. Import single or multi-company database into offers
8. Import IC Source Email attachments
9. Check for data corruption/invalid characters
10. Convert Supplier codes
11. Delete offers older than a certain date
12. Delete offers less than a certain quantity
13. Delete by part number using current list
14. Delete by multiple companies using current list
15. Remove Doubles in Offers
16. Pack and Reindex Databases

We have added a counter showing the number of bad characters, number of records changed/deleted. This utility will scan the entire offers database and check for corrupt data, invalid characters, zero quantities, and delete them. This is also in the weekend maintenance and is included in the log file. We suggest you run this after the importing of data and before you run other utilities. You may select this as one of the first options to run in the "Weekend Maintenance" section.

Choose this to automatically convert your supplier codes in your Supplier Offers database one at a time or by using a batch method. This utility will sweep the entire Offers database and change all the company codes to what you have selected. It will also remember the codes you have input for future use. This utility will make your entire supplier company codes consistent in the Offers database. This way the Remove Doubles feature will be able to see all doubles in the database and remove them. You will find this feature also in the "Weekend Offers Maintenance". There it will automatically change all the codes you want and run other utilities at the same time.

On the screen, the company code you want to change is on the left side. The company code you want it changed to be on the right side. The center section is for your own internal use, you may type in any note about the code change you like, and it does not affect the function of the utility.

Prior to running this feature we recommend you go to the PartBase "Reports" section and select the "Print Unmatched Supplier Codes" option. This will give you a printed list of company codes that are in your Supplier Offers database that do not appear in your View/Edit Company database. The codes that show up on this list could be a new company that you have no knowledge of, or they are company’s that are already in your View/Edit Company database but have a different code assigned to them. Research this list and make the appropriate entries into the "Convert Supplier Offer Codes" Utility.

This is a very important utility now that PartBase will hold over 5 million line items. You will more than likely be importing Offers from various sources. Every new source you import their data from will probably use different company codes than you have. Be sure to run the "Print Unmatched Supplier Code" utility and research the report it generates. Add all codes that need to be changed into the "Convert Supplier Codes" utility. After this utility is run we suggest you run Remove Doubles and Pack and Reindex.

Everything here forward is for you to choose …

This maintenance/utility has changed. You may now enter as many combinations of numbers, letters, and/or symbols that you want and the program will delete all the entries you entered. It will also remember all your entries for the next time you use this utility. You may add, delete, or edit any entries you have made at any time. The next time you run this function it will delete all the same number/letter/symbol combinations you have previously entered. You may also choose to select the option in "Weekend Offers Maintenance", "Delete by Part Number using Current Parameters" then it will be done automatically at the same time as other utilities.

You may select any number/letter/symbol combination. Enter this into the "Remove Data" section, "Remove Offers by Part Number". Once you have made your entry PartBase will remember what you have entered. Whenever you run this utility or the Multiple Utilities Weekend Offers Maintenance PartBase will scan your database, and delete all entries you have made automatically.

You will find this option in the Multiple Utilities Weekend Offers Maintenance section. Use this option to remove any quantity less than whatever number you select. You will be deleting ALL parts with the quantity less than you selected. This feature includes an option to ignore parts with price.

The speed has been increased when running this function and it now includes a counter, which will check how many offers you will be reindexing. If you are over 5.25 million line items, it will stop to allow you to use your other functions to lower your database You may also select which of the 3 databases you would like to run the utility on. You also have the option to select specific indexes to fix.

Check the "low memory" available at the computer where you are running the utility. The largest executable program size needs to be a minimum of 550k. Typing "mem" at the DOS prompt can check this.

You will find this utility in the Multiple Utilities section of the Convert main menu, (item C). Then you select item #16 pack and reindex, then say no to all the pack & reindex offers database selections, you will then be asked if you want to pack and/or reindex other database files, select yes. You also have the option to select specific databases and indexes to fix. Check the "low memory" available at the computer where you are running the utility. The largest executable program size needs to be a minimum of 550k. Typing "mem" at the DOS prompt can check this.

If any part numbers get entered into the wrong database, the pack & reindex function will detect and delete all entries automatically. We have also added other corrupt data detection features. As more data becomes available through the many options that are at our disposal, various kinds of data corruption are detected. We have added all that is known to us at this time. You may also run the "Fix Invalid Data in Offers" function on the main menu or in the "Weekend Offers Maintenance" selection.

During the Pack and Reindex utility the Convert program will now check various perimeters, fields, and zero quantities, for valid entries. It will correct errors it finds while the function is running. Due to the large capacity of the PartBase database and the many varied sources where data can be found, we incorporated this filter into this utility to check for invalid or corrupt information. This way the possibilities of your database going down are less likely.

You will find various companies will send you data that contains lower case letters. We have incorporated into the Convert program a feature that will check for this as you import data. If a lower case letter is detected in the part number or company code field it will be changed automatically.

If you have already imported data containing lower case letters. The next time you run Pack & Reindex the PartBase program will search your Offers database for lower case letters and convert the for you.

While you are importing data or when you run Pack & Reindex, PartBase will check for blank fields. If it sees a blank field in part number, company code, or date, the entry will be ignored or removed.

We have added more options to create an inventory floppy disk. Selections are: export to floppy in .DBF format, and 2 different type text files, comma delimited, and TAB or SDF data files. Select one, two or all three data formats to export to a floppy. Convert will also give you the option to compress the data prior to exporting, (ZIP). You may also export with or without resale pricing on the disk.

You may now track when you have ran any function in the Convert program. From the Convert main menu, select the "View Log", item H. There you will find all the utility functions listed with a time and date when they where last ran.