Updating Mouldings - Do it right!

I'll let you all into a secret - I get more questions and problems concerning updating Mouldings than anything else. So, this post is about doing things the right way.

First a few definitions -

• Database - this is where the data is stored. It consists of (in our case) 4 interlinked "tables" These "tables" all contain "records". The "Customers", "MountBoard" and "Mouldings" tables all feed into the WorkTickets table. For instance, if a customer changes their address then you only need change it in the "Customers" table and all the associated WorkTicket records use that new address. Clever eh?                                                                                                               NB. The Basic version of Wessex Professional has the same database file, it just only uses the "Mouldings" table.
• Database file - because our database is relatively small everything is stored in a single file ("v3.mdb"). The file is a Microsoft Access database file and can also be opened by Word or Excel.
• Update file, contains data for the records in the Mouldings table - this is an Excel file (.xls) and is used to update a supplier in the Mouldings table.

The idea is to update the Mouldings table with the update file, bearing in mind that the mouldings table may have other data in that you want to preserve. So, it's not as simple as wiping the old data and replacing it with new data.

The program has always had in "File" -  "Import Database" and "Export Database" this is to allow the complete database to be copied & backed up, and to allow a backed up database to be re-installed. Unless you are doing either of those actions do not choose those options! If you do and don't heed the warning messages - you're on your own!

The up to date versions of the program also have under "File" - "Update Mouldings...". If you want to update your Wessex or Frinton records this is the option to go for.
(note - in older versions the same screen can be reached by going to "Setup" > "Options" choosing the database tab and clicking on "Bulk update from file".)

Now we just need to make a few decisions

1. Which supplier we want to update, ie. Wessex or Frinton (or A N Other). Click the appropriate logo.
2. Whether we just want to update the existing moulding records in the table or add all of the suppliers records to our own. (in my database I have all the Wessex records, because I can order any unstocked mouldings with my weekly delivery, but I only keep records of the Frinton mouldings I have in stock).
3. Whether to add VAT to the wholesale cost of each moulding record (for those who are not VAT registered).

Click "OK" and you'll be asked to locate the update file (you did remember where you downloaded it to, didn't you?).
Once you've selected the correct file the bar at the bottom of the form will show you the progress. This is relatively sedate because the program first of all selects the existing mouldings and updates them individually. Then (if you've selected that option) it adds any new records that are in the fie but are not in your records. Finally, it looks to see if your records contain any mouldings that are not in the update file (if there are then they are marked, in the Notes section, "discontinued" with the date).

Note - any new records added are not marked as "Current". If you do stock them then you'll need to edit the individual record.
For some extra reading - have a look at this link , enjoy!

"You will be upgraded!"

It's the New Year and Spring Fair time again, and in keeping with previous years a new version of Wessex Professional will be released (ver. 4.3.0). As usual, it will be free for existing users to download from the Wessex website and for prospective users to try out.
Of course there are improvements and additions to the program, and I'll go through these in another posting. This time I thought it would be useful to do through the upgrade procedure.

The scenario is - you've already got a previous version of Wessex Professional (WPP4) on your computer and you've either downloaded the latest version or have it on CD. Before you click that "Install" button there are a couple of things to do, just to be safe.

Firstly - to check that you will actually upgrade your program. Go to "Help" > "About" to see the existing version that you have and to make sure you're going to install a newer version.

Secondly - there are 2 important files which store your data and settings/values - "V3.mdb" (the database file) and "User.xml" (the settings/values file). These are not over-written when you install the upgrade, but they are just too important not to have a backup of.
So, run your existing program and click "File" > ""Export Database". A standard Windows dialog box prompts you to specify where the database file should be copied to (I'd go for a USB stick for preference). That's "V3.mdb" taken care of. Now go to "Setup" > "Values" and click the "Backup" button. You'll again be asked where the file should go. That was "User.xml" copied. Now, even if the unthinkable happened and the installation of the new version goes t**s up your important data is safe (my database contain work ticket records back to 2008).

Now, shut down your existing version and install the new version of the program. After installation check that all your records and labels/values are there. If they aren't, but everything else seems ok "Import" the copy you made of the database or "Restore" the copy of the settings/values.

The only problem that I have actually come across after an upgrade is that, at work I have the program start automatically when I start the computer. Sometimes the shortcut in the Windows Startup folder needs renewing. (A bit of Googling comes in handy here, as I always forget how to set it up).

Easy really?!

Not in the UK? - No Problem!

I had a new question asked today - Can you use Wessex Professional abroad? Well, it's been so long since I'd talked about that subject that I momentarily forgot how the program was set up! So, I thought it might be a good idea to set down what happens if you are using the program outside of the UK.

The obvious one is the currency symbol. This is taken from whichever country you have the computer set to (in Control Panel > Clock, Language & Region). If, for instance, you have the computer country set to United States, then the currency symbol will automatically be "$". If the computer is set to Germany then the symbol is "€". (It may be obvious, but you don't actually have to be in that country to have the computer set to it!)
Easy so far?
From a programming point of view I thought I'd cracked it, that is until someone told me that in France the symbol comes after the amount (ie. 25.67€)! So I had to design a sub-routine that tested the resulting string of characters to see if the symbol was before or after the amount. Then the rest of the program could get to grips with just the figures (adding up an invoice for instance).

The next point is the tax abbreviation. In many European countries it is "VAT", while in France it is "TVA". Whichever abbreviation is used in your country you can set that in the program by going to "Setup > Values" and choosing the "% + VAT tab". You can use up to 10 characters/spaces, so there is room for "Sales Tax".

As most countries have a decimal system there is no problem with working out the price - you just need to adjust the program values to give the prices you want. In Europe the values will be something like 20% higher than the sterling equivalent (Nov. 2013), but there may be local variation to allow for (glass may be more expensive for instance).
There is a potential problem if you use the update files issued in the UK (Wessex & Frinton), as the moulding is priced in sterling. You can get round this by opening the file (in Excel) and changing the Price/mtr column values and then importing it as usual. On the other hand you are unlikely to be using a UK supplier directly, so the problem is unlikely to arise.

That only leaves the language itself - everything is in English. All I can say is that if sufficient framers want a different language I'll do my best to sort it out.

An interesting problem

The pricing program for PC (WPP4) has been behaving itself nicely. I've been working on a couple of minor improvements, including being able to create a file on mouldings that can be imported into the new Android App.
That was until a framer rang me up with a problem concerning the Invoice number.

The problem -
The invoice number can be increased in "Setup" > "Options". The idea was that you may not want to start with invoice number "1". However, this framer had a (quite reasonable) scenario of changing the invoice number to reflect her financial year, for example "1314001". She saved the new invoice number value and then tried to save an invoice - this produced an error and the invoice couldn't be saved. The problem was made worse because invoice number couldn't now be decreased in the "Options" form.

The reason for the error goes back to the original design of the database some 6 or more years ago. Each column in the database has a data type, for instance the"DateCollected" column in the table "WorkTickets" is datatype "date". Well the datatype of the "InvNum" column in "WorkTickets" is "integer". All well and good you think (well, I did anyway). But type "integer" in this form of database turns out to be "int16", a number made up of 2 bytes which has a maximum value of 32,787. A much better choice would have been "long integer" ("int32"). This number is made up of 4 bytes and has a maximum value of 2,147,483,647.

The Solution -
Once the data type has been set up in the design of the database it is very difficult to change. Certainly trying to change it programatically would be likely to throw up more problems than it solved. So, if you need to use numbers larger than 32,000 for your invoices here is what to do, "Export" your database and open this copy in Microsoft Access.
You will see a list of Tables at the left hand side. Choose "WorkTickets", the "WorkTicket" table and its data is now shown in the main pane. We want to get to the data types, so go to "Views" at the top left and choose "Design View". Now the Field (Column) names and their datatypes are displayed. Click on "InvNum" (second one down) and at the bottom of the screen its Field Properties are shown. The first one is "Field Size" as "Integer". Click on that line and from the drop-down box select "Long Integer" instead. Save the changes and close Access.
Now all that remains is to "Import" the modified database file back into the program. This will throw up a warning saying the database is corrupted, continue to import? (This is because we've changed the structure of the file.) Click "Yes" and the new database will be imported anyway.
You will now be able to use large numbers for your invoices.
Phew!

A frame pricing app for Android devices

If you went to the Wessex stand at the Spring Fair on Sunday or Monday you would have seen what I think is a world first - the first Android Picture Frame Pricing App. ever!

Wessex Pricing App. on HTC Wildfire S

I was amazed by the enthusiastic reception, it certainly seemed to fulfil a need to be able to price frames on the move. From market stalls to home visits, people kept coming up with new scenarios to use it in.

The App. was so new that there were still some finishing touches to do to it. These have now been completed and it will be available to download from the Wessex website very shortly.

App. on 7" tablet, with Wessex Professional in background

I'm also working on integrating the App. more closely with Wessex Professional, so the prices issued are the same.

Watch out for WPP4 (ver 4.2.5).

Some changes in ver. 4.2.4

It's that time of year again, just before the NEC and I've just finished putting together the latest version of the Wessex Pricing Program (4.2.4).
It contains the latest Wessex & Frinton lists as well as some tweaks that make the program easier to use. The main ones being - better deposit information, and in the Customer records, details for how much the customers has spent, how many jobs etc.
I've made a small, but interesting change to the way the program works out the price of multiple items. Users may have noticed that 2 items are not always double a single item (eg one frame = £24.44, two frames = £48.89). This is because the program works out the price of one frame to many decimal places, then multiples by the number required and THEN rounds to the nearest penny. (eg. one frame = 24.44401,this equals £24.44. But two frames = 48.88802 this rounds to £48.89) Working out the price this way is the most accurate but not the most logical to us humans.
The effect is even more noticeable if the framer is using the "Whole Pounds" option. Using the above figures - one frame = 24.44401 equals £25. But two frames would equal £49.
So, now all that is changed, by rounding the price to the nearest penny for the first frame and then multiplying by the number required. Leaving us with I hope a more user friendly experience.

New features in ver. 4.2.3

It's the middle of the year and as usual I take the opportunity to update the program with upto-date price lists and fixes for any problems. But I couldn't resist adding some new features which is why the latest WPP4 is version 4.2.3 (it's on the Wessex website to download, remember to sign in).
Some of the new features are rather technical and will be detailed in future postings. So, I'll start with the most straightforward.

• Customer statistics. In the Customer section of the database there is now a tab titled "Stats" - click this to see some information about the customer. (see below)

• The Database Utilities have been rewritten to make them more practical. As this can get a bit complicated they will have their own posting shortly, but you can get an idea by the screenshot below.

• In "Setup" > "Options" > "Turnaround" is now a box for "Predictive workflow". This allows you to set the maximum number of items you want to work on in a day. If that number is exceeded for a normal completion day then the following day is suggested as a completion date. This can, of course, be over-ridden. Certainly we've found that it helps to even out the work flow.

 

• In the Mouldings section of the database a new view has been added - "Moulding needed". This looks through all the jobs on hand, adds up which mouldings are needed, compares the quantity with the stock and flags up what will need to be ordered -Phew!

There's a lot to digest there, but I think you'll find the new features very useful.