USER MANUAL
(Revised March, 2006)
(Revised March, 2006)
Downloading and Installing REIMS
After downloading REIMSFIL.zip and REIMSPRG.zip from the Web page
unzip both in a new folder (directory) -- we suggest naming it REIMS.
To run the program, double-click REIMS.EXE.
REIMS.EXE was written in FoxPro 2.6 for Windows. Although the program responds to mouse clicks, it was designed to operate with the keyboard for most functions. The idea here was that entry of data is keyboard-intensive and should not require a mouse to save or cancel entries.
The program is intended to run on a single computer which is referred to as the Master. Other computers may be used in data entry -- the Export/Import section describes how that can be done.
Running the Program
Running Reims.exe brings up this menu bar:
ALT plus the first letter in the menu name will execute the function - i.e., ALT i will run the Inventory function. Clicking on Inventory of course does the same.
The various database files are discussed in the Backup/Restore section. Many spreadsheets including Excel and Quattro Pro can import these files for analysis.
Getting Started
Experiment with the major program functions using the sample files provided. These functions are described on page 11. ALT f will bring up the screen used to find matches. Enter a prescription and see the results. The field named Philscore ranks the glasses in inventory according to the best match. A score of zero is a perfect match. The minus sign is not needed when entering cylinders as the program expects negative numbers. Also, the program rounds to quarter diopters so 1.2 achieves the same result as 1.25. Next, ALT i will bring up three choices. Choose Add new serial numbers. A screen to add and edit prescriptions will appear. Typing a for Add will put the screen in the Add mode. The SKU field allows entry of a code if desired. Hitting ENTER with or without a code will result in a serial number being assigned to the glasses. If this were for real, that number should be written on the bag containing the glasses in question. Enter a prescription. When you are done the Save button will be “in focus” and hitting ENTER will save the entry. Typing a will allow you to add another, c will close the screen.
After closing the Adding new serial numbers screen, type ALT i again and choose "Delete dispensed & junked glasses/Edit Rx's". That will bring up the Inventory deletion screen. Type l (lower-case L) for Locate and a browse screen will appear. Type a serial number to delete. That record should then be highlighted. Hitting ENTER will return you to the previous screen with the data for the glasses to be deleted. d for Dispense will delete the pair and keep a copy of the dispensed record. j for Junk will simply delete the pair./P>
Experiment with the sample file so you are comfortable searching, adding and deleting (the main program functions). Make sure you know how to back up and restore using the Backup/Restore menu item.
Now, if you want to use the program with your own data, delete the sample data and assign a new beginning serial number. To do that go to Utilities and choose "Remove all records in the file". Next, under Utilities, choose "Change next serial number" and assign a new number. It is recommended that you read the entire manual before you start entering your own inventory. If you intend to enter on more than one computer, you should read and understand the Export/Import menu items as well as "Change next serial number" under the Utilities menu. Inventory (there are three options)
1. Delete dispensed & junked glasses/Edit Rx’s
A screen (see below) will pop up; however the buttons other than navigation, Locate, and Close are Junked, Dispensed and Edit. To access the glasses to be deleted, use Locate and type the serial number in question. The record should be highlighted, and hitting ENTER will return to the data screen with data for that record. For deleting broken and deteriorated glasses, type j for "Junked" and for dispensed glasses type d for "Dispensed". The program will maintain a file of dispensed glasses with the dispensed date for later analysis. To edit the entry use the Edit button.
2. Add new serial numbers
A screen (see below) will pop up containing data for the first serial number in the database. (SKU is the stock-keeping unit. The serial number is preceded by a colon. Serial numbers are added automatically by the program when new glasses are added.)
Add new serial numbers screen example
The buttons at the bottom of the screen - Top, Previous, Next, End, Locate, Add, Edit, Delete, Close - are active at this point. The leftmost four buttons are rarely used but allow navigation. Locate pops up a browse screen in serial number order. This screen is used mostly in editing.
Typing the serial number while the Locate browse is running will highlight the record in question. Hitting ENTER will return to the data screen with data for that record. The buttons will then be active so that typing the letter e will allow you to edit the data, c will close the screen, d will display a message that deletions should be made using another screen, a will clear the screen for Adding a new entry and put you in the SKU field.
The Add button becomes Save and the Delete button becomes Cancel. All other buttons become inactive.
The colon and serial number will appear after you hit ENTER. If you type anything in the SKU field, the colon and number will be appended.
The program will force completion of Type, Gender and Size with valid letters. Tint and Material are optional. The Rx entry will skip the Add field unless the type is B (for bifocal). Cylinders are converted to negative numbers automatically - no positive cylinders are expected. All entries result in quarter increments. Therefore 1.2 results in 1.25, 1.5 in 1.50 and 1.7 in 1.75. The default choice will fill in the OS Rx with the OD Rx automatically, so if they are the same you can tab through them. If that is not desired, the OS Auto check box can be unchecked (here the mouse does that best). The entry date is filled in automatically.
After all the data is entered, the Save button is in focus and s or ENTER will save the record. Cancel will cancel the addition.
Data can be entered on other computers as described in the Export/Import section.
3. Reuse deleted numbers
A screen similar to the Add New Serial Numbers screen will pop up. Using the Add button will assign a number preceded by R:. taken from a file of numbers which have been deleted and therefore available (created initially by an item in the utility menu). Adding can be performed on the master computer or a non-master but not at the same time. (This feature was added because ASAPROSAR has 10,000 glasses in SKU serial number sequence stored in bins with preset ranges of numbers. As the bins empty, the open slots are filled with new inventory.)
Find match
A screen (see below) will pop up to allow entry of the Rx. Radio buttons for OD, OS or Both can be marked with the spacebar to direct the search for either or both eyes. Once the type - Single vision, Bifocal or Reader -- is chosen, the Rx can be entered. Half-diopter tolerances are used but can be changed. Once the Rx is entered, the Search button is active and hitting Enter starts a search.
Find Match screen example
The program will announce if it is unsuccessful; otherwise a browse screen (see below) will pop up with the best candidates at the top. The field to the right of SKU is Philscore. This is a ranking of the candidates. The search algorithm was developed with the direction of Philip Richmond OD to rank the candidates by recognizing spherical equivalents, sphere and cylinder differences and cylinder-driven axis tolerances. A Philscore of zero is a perfect match.
Search Results screen example
Reader tracking (five options)
This feature allows tracking of readers.
1. Dispensed entry
This screen allows input of the sphere of a dispensed reader. The date is automatically added with the stored record.
2. Add to inventory
This screen allows input of new quantities of readers. It asks for sphere, quantity and date added.
3. Inventory count input
This screen allows input of inventory counts. It asks for sphere, count and date counted.
4. Usage report
This screen will generate a report on usage.
5. Inventory report
This screen will generate an inventory report. The report uses the dates entered in add, count and dispensed to arrive at its numbers.
Search aids and reports
The menu items are generally self explanatory. Running an item does not affect any file.
File view by type and right eye:
Displays browse of inventory ordered by type, OD sphere and cylinder.
File view by type and left eye:
Displays browse of inventory ordered by type, OS sphere and cylinder.
Spherical equivalents
This screen was included to allow an Rx to be entered and the possible equivalents to be presented for manual searches. The axis tolerances are shown as well. Entering 5.00 x -5.00 will produce a table which allows one to inspect the axis tolerances being used.
Dispensed report:
This screen will generate a report of glasses dispensed for any date range.
Inventory print:
Displays browse of inventory ordered by type, OD sphere and cylinder. Ctrl+P will print the inventory and Ctrl+F will print to a file.
Inventory summary:
Displays browse of inventory ordered by type, OD sphere and cylinder and quantity in inventory for each combination.
Export/Import (four options)
These functions were developed to allow entry of data on different computers from the Master. Basically the non-master computers can export records of new serial numbers entered from a chosen date onward. The master can then import these records. It imports only records with serial numbers higher than its highest and resets its next serial number file to the number beyond the highest imported number. Obviously there can be only one master where deletions are being performed.
For using more than the Master and one other computer, see the discussion in the Utility section under Change Next Serial Number.
1. Export new serial numbers
Creates a file on a non-master computer with new records from a specific date onward.
2. Import new serial numbers
Looks for the file created above and adds the data with serial numbers higher than the Master to the master file.
3. Export re-used numbers
Creates a file with re-used serial numbers made by Inventory - Reuse Deleted Numbers option on a non-master computer.
4. Import re-used numbers
If the Inventory - Reuse Deleted Numbers option has been used on the master computer, the program will recognize that and update the master file with the re-used numbers and make a new file of available numbers. If there is no re-used number data on the master, the program will look for a file with re-used number data and update the master. It will then make a new file of available numbers, remove all old re-used number data and do a backup. The backup file should be taken to the non-master to restore that computer.
Backup/Restore (two options)
1. Backup will zip the data files to a chosen drive allowing the operator to name the zipped file.
2. Restore will look for a file chosen by the operator and restore the files. Restoring will obviously overwrite all the data so it is not to be done lightly. Restore will be done frequently on a non-master computer adding re-used numbers to be exported to the master. The restore provides the available numbers and a fresh empty file to be used for new glasses. The restoration process will ask before overwriting each file -- thus individual files can be restored.
The files backed up are:
Bulog.dbf -- a log of backups
Deleted.dbf -- a file of available numbers to be reused created by the Utility -Make file of Available Numbers or by Import Re-used Numbers
Dispense.dbf -- a file containing a record of dispensed glasses
Glnxtno.dbf -- a file containing the next serial number to be used
Glsku.dbf -- the eyeglass inventory database
Glsku.cdx -- the accompanying index file that allows the data to be displayed in the correct order
Notfound.dbf -- a file containing the Rx's of unsuccessful searches
Rdadd.dbf -- a file for recording additions to reader inventory
Rdinv.dbf -- the reader inventory database
Rdinv.cdx -- the accompanying index
Rdtrak.dbf -- a file containing a record of dispensed readers
Readd.dbf -- a file with data entered to replace used numbers
Readd.cdx -- the accompanying index
Reimshlp.dbf -- the help file
Utilities (four options)
1. View re-used numbers file
Shows numbers that will appear when using the Re-use deleted numbers option under Inventory.
2. View unsuccessful searches
The Rx's of unsuccessful searches are saved. This browses the file.
3. View serial number status Shows all serial numbers with deletes noted.
4. Available slots Shows the number of slots (the positions open due to deleted inventory).
5. Set up new database
a. Browse all
This allows one to browse the database including the deleted records. (When records are deleted, they are actually marked so the program does not use or show them.) Records which have been deleted in error can be recovered this way. (There is a box at the extreme left of the record which is blacked in if it has been deleted. A mouse click can remove the black and restore the record.)
b. Change Next Serial Number
This utility allows the operator to change the serial number to be assigned to the next pair of glasses added. This will be used when a new inventory file is started. It also can be used to allow one or more non-Master computers to be used in data entry. Since the system relies on unique serial numbers, all computers must be assigning different series of numbers. Since the import of new serial numbers (See Export/Import)adds only records with serial numbers higher than those already on the Master, care must be taken in adding records exported from more than one computer.
(I hope this is not too bewildering but if more than one computer is being used for entry, this needs to be done carefully.)
c. Remove all records in the file
This utility removes all the records in the file. When the program is downloaded, the files included are ASAPROSAR data files. It is intended that new users experiment with those files. When it is decided to use the program and new data is to be entered, this utility will remove the ASAPROSAR data. Usually the serial number utility will be used in conjunction with removing the data so a new number series can be started.
d. Make file of available numbers
This utility creates a file of available numbers (those which have been deleted) so that the numbers can be reused in the Inventory -- Reuse deleted-numbers option. The process of importing reused numbers makes a new file each time it is performed.
How to perform the basic functions How to find a match a. Type ALT f to run the "Find match" menu item (or click on "Find match"; however, the program rarely needs the mouse).
b. The "Search for matches" screen will pop up to allow entry of a prescription. The buttons on the top -- OD, OS and Both - allow a search for either or both eyes. Use the right arrow key to place a dotted line around your choice and hit the space bar to mark your choice and hit TAB to move to "Type." You can hit ENTER three times to choose "Both". c. In "Type", type s for single vision or b for bifocal. d. Enter the prescription. The program rounds everything to ¼ diopters. Thus, 1.2 results in 1.25 and -2.7 in -2.75. The program converts any cylinder entry to a negative number. It also puts the OD prescription in the OS fields. When OU prescriptions are encountered, simply tab through the OS side. Otherwise just overwrite the differences. e. After the prescription is entered the "Search" button is in focus. Hit ENTER or type s to start the search.
A browse screen like the one
above will appear unless the search is unsuccessful in which case a message
will appear. The browse screen will have the
possible candidates in order of the best match. The field named
"Philscore" shows a relative ranking with zero being perfect.
f. Hit ESC to return to the "Search for
matches" screen
When finished searching, type c for
"Close" or hit TAB to mark the
"Close" button and then hit ENTER.
Special problems
There are three check boxes at the bottom of
the screen that are used rarely and do need a mouse to select. First --
the tolerance can be relaxed. Second -- cylinder and axis can be ignored
in the search (with high spheres, cylinder and axis can sometimes be
ignored). Third - when a bifocal search is unsuccessful, the program will
search for two single vision pairs.
How to delete dispensed and junked
glasses
Always delete only on the Master. A search can
be done on a non Master but unless it has just been restored to match the
Master it can find glasses already dispensed.
a. Type ALT to pull down the "Inventory" menu
item. Choose "Delete dispensed and junked glasses/Edit Rx’s" by
hitting ENTER or d.
That will bring up the "Eyeglass inventory deletion and Rx editing screen".
b. Type Enter or l (lower-case L) for "Locate" and a browse screen will appear. c. Type in the serial number of the glasses to be deleted (the number must be typed quickly without pauses between the digits). The record you want should then be highlighted. d. Hit ENTER to bring back the screen with the data for the glasses you want to delete. e. To dispense, type d for "Dispensed" and the program will keep a copy of that record with the date so we can analyze our dispensing at the end of the trip. To junk, type j for "Junked". f. In each case a confirmation message will appear with the "OK" button in focus. To cancel the delete, type c for "Cancel". To delete, hit ENTER or type o (lower-case letter O) for "OK". When finished deleting, type c for "Close" or TAB to mark the "Close" button and hit ENTER. How to backup a. Type ALT b for "Backup/Restore" and then hit ENTER or type b for "Backup". That brings up the backup screen with the cursor blinking at the beginning of the Backup name field.
b. Enter the backup file name. The field will have a default name starting with an "R" and then the current date. If the date is Jan. 17, 2003 the field will read "R011703". Change the name if you wish. 3 1/2" disks can hold more than one backup, an "a" could be added to the first backup name and "b" to the next. It is best to be using several disks in rotation as well. c. Once the name is complete, hit ENTER . The "OK" button will be in focus. d. Hit ENTER or o (lower-case letter O) to start the backup. e. A box will ask if it is "OK to backup now?" with the "Cancel" button in focus. To cancel hit ENTER. To continue backing up, type o (lower-case letter O) for "OK". f. You will then get a "Save as" message box for choosing the file destination and saving the file. A 3 ½ inch disk can usually hold three backups. How to restore a. Type ALT b for "Backup/Restore" and r for "Restore". b. A Windows navigation box will appear. Find the restore file and click on "Open". c. You will be asked "OK to restore now?" with the "Cancel" button in focus. To cancel hit ENTER. To continue restoring, type o (lower-case letter O) for "OK". A black screen will appear and the message "Warning! *****.DBF already exists. Overwrite (y/n/a/r)?" Type a for all and the restore should proceed. Watch the black screen for other messages. They are rare but they usually let you know if the restore has problems. If only some files need to be restored, type n for the ones you don't want and y for the ones you do want. How to enter new serial numbers a. Type ALT i to pull down the "Inventory" menu and type a for "Add new serial numbers". The "Adding new serial numbers" screen will appear.
b. Type a for "Add". The program will allow data to be inserted in the SKU but will assign a serial number preceded by a colon when Enter is typed. The program will force completion of Type, Gender and Size with valid letters. Tint and Material are optional. The Rx entry will skip the Add field unless the type is B (for bifocal). Cylinders are converted to negative numbers automatically - no positive cylinders are expected. All entries result in quarter increments. Therefore 1.2 results in 1.25, 1.5 in 1.50 and 1.7 in 1.75. The default choice will fill in the OS Rx with the OD Rx automatically, so if they are the same you can tab through them. If that is not desired, the OS Auto check box can be unchecked (here the mouse does that best). The entry date is filled in automatically. Enter the Rx. Enter the Rx. c. When the prescription has been entered the "Save" button is in focus. Hitting ENTER will save the record. Type a to start a new add. If the new numbers are added on a non Master, the records must be exported from the non Master and then imported on the Master How to Export new serial numbers from a non Master a. Type ALT e for "Export/Import" and choose "Export new serial numbers".
b. A screen will appear asking for a beginning date of entry. Choose a date so the records to be exported will be included and o (lower-case letter O) for OK. *See note following import instructions. c. A "Save as" box will appear allowing the export file to be named. The default name is "Export":. d. Choosing "Save" will result in the records to be being exported.:. How to import new serial numbers to the Master a. Type ALT e for "Export/Import" and choose "Import new serial numbers". b. An "Open" window will appear allowing the file to be imported to be found.:. c. Choose the file to be imported and then "Import". The number of imported records will be reported. *The import process will not process any record with a serial number lower that the highest number on file. Therefore records already exported in the date range and imported on the Master will be ignored. How to add new inventory using deleted numbers Overview Glasses can be entered on the Master and a non Master but not at the same time. At ASAPROSAR we have generally entered glasses on a non Master. The system in brief : a. Glasses are entered on a non Master computer using the "Re-use deleted numbers" option under "Inventory" (The new records are added to a file named "READD.DBF") b. The reused numbers are exported using the "Export re-used numbers" option under "Export/Import". c. The newly made "READD.DBF" is then imported by the Master using the "Import re-used numbers" option under "Export/Import". "READD.DBF" is copied to the Master and inventory file is updated. d. Once the inventory file is updated, all the records in "READD.DBF" are deleted, a new file of available numbers is created and the backup process is automatically started. e. The backup file must now be taken to the non Master to restore that computer to match the Master.
f. The reused numbers now available can be used to enter more glasses.
Before entering reused numbers for the first time, make a file of available numbers using the Make file of available numbers option under Utilities.
How to enter reused numbers a. Type ALT i to pull down the "Inventory" menu and type r for "Re-use deleted numbers". The "Re-used serial numbers" screen will appear.
b. Type a for "Add". The program will insert the next available number in the SKU field preceded by "R" and the last two digits of the year. "R04" would appear during 2004. The program will force completion of Type, Gender and Size with valid letters. Tint and Material are optional. The Rx entry will skip the Add field unless the type is B (for bifocal). Cylinders are converted to negative numbers automatically - no positive cylinders are expected. All entries result in quarter increments. Therefore 1.2 results in 1.25, 1.5 in 1.50 and 1.7 in 1.75. The default choice will fill in the OS Rx with the OD Rx automatically, so if they are the same you can tab through them. If that is not desired, the OS Auto check box can be unchecked (here the mouse does that best). The entry date is filled in automatically. Enter the Rx. c. When the prescription has been entered the "Save" button is in focus. Hitting ENTER will save the record. Type a to start a new add. When returning to "Re-use deleted numbers" after entering new glasses and leaving the screen and/or shutting down the computer, the program will announce the number you have added to that point. How to Export reused numbers from a non Master a. Type ALT e for "Export/Import" and choose "Export re-used numbers". b. A confirmation box will ask "Ok to export now?" with the "Cancel" button in focus. To cancel hit ENTER. To continue exporting, type o (lower-case letter O) for "OK". c. A "Save as" box will appear. The default file name will be "READD.DBF". Choose a destination. d. Choose "Save" to export the file.:. Hit ENTER and "READD.DBF" will be exported and a message confirming the number of exported records will appear. How to import reused numbers to the Master a. Type ALT e for "Export/Import" and choose "Import re-used numbers". b. A confirmation box will ask "Ok to import now?" with the "Cancel" button in focus. To cancel hit ENTER. To continue importing, type o (lower-case letter O) for "OK". An "Open" box will appear. Select the file to be imported and choose "Readd". The program will import the file and proceed to update the master file. A message confirming the number of records updated will appear. The program will then delete all records on "READD.DBF" and create a file of available numbers*. c. The backup procedure will be started automatically at this point. Follow the instructions above under How to backup. d. The backup file should now be taken back to the non Master and it should be restored using the instructions above under How to restore. The non Master will now have an empty "READD.DBF" and a new file of available numbers. If an inadvertent attempt is made to import a second time, the program will announce that there is a problem and will display the records being imported that are duplicated on the file.
* A new file of available numbers can also be created by using "Utilities" and "Make file of available numbers".
Contact Skip Charles (Email: hjcharles@post.harvard.edu) with questions, comments, suggestions.
Rev 9.1
Penrose, Inc. as a public service