Frequently Asked Questions

Q. How do I correct a mistake on a posted invoice?    
 
  1. Go to Field Application Menu, Click on Review Posted Field Applications.
  2. Locate the invoice that needs to be corrected.
    
  If invoice is from the current month :    
 
  1. Click on the delete button (minus key at bottom).
  2. This will delete from posted and put back in the unposted.
  3. Make your corrections to the invoice and repost.
    
  If invoice is from a previous month:    
 
  1. Click on the “Create Credit Invoice” button (right hand side of screen).
  2. This will create a new “credit” invoice in the unposted field application screen that will offset the incorrect invoice.
  3. You will then need to enter a the invoice correctly in the field application screen if necessary and post.
    
Q How do I back up my data to a CD?    
  Unfortunately, there isn’t a single answer to this question. The back up inside of Chem-Man works great on floppy drives or zip drives, but will not work on CDs. A CD has to have the data burned to it. Each computer that has a CD drive, has a cd burning software on it that each works differently. In addition, Windows XP has burning software included. So this answer is for XP users:    
 

  1. Go to My Computer and click on your drive C: (hard drive) . Then click on Program Files – Datasmart Software – Chemman.

  2. Locate the file fly.mdb in the Chemman folder. (The .mdb extension may or may not display.)

  3. Right click on this file and left click on Copy.

  4. Return to My Computer and click on your CD Drive icon (D:).

  5. From the top of the screen click on Edit – Paste.

  6. An icon of the “fly” file with a down arrow will be displayed.

  7. On the right side of the screen will be an option that says: “Write these files to the CD”. Click on it to begin the CD Writing

  8. Just follow the CD Writing Wizard prompts until it is completed.

    
Q I didn’t make a copy of last months statements and my customer needs another statement. How do I retrieve it if I have already rolled?    
 
  1. Go to Customer menu, Customer Setup and find your customer.
  2. Click on “One-Statement” and check the “Last month” check box.
  3. You also might want to change the heading date to the date of the statement.
    
Q I see where a customer is being charged a finance charge but I’d rather not give him one this month.    
 
  1. Go to Customer menu, customer setup, locate the customer.
  2. Uncheck the finance charge checkbox and click on one-statement to reprint.
  3. After you have rolled the month (finance charges are actually posted at roll time), go
    back to customer screen and re-check this box if you want to make him eligible for
    finance charges in the future.
    
Q Can I install Chem-Man on my computer at home and at work?    
  Yes. In order to keep your data updated. You will need to do a “backup” from latest computer, then a restore to the other computer. Any time data is modified it will need to be restored to the other computer in order to be up to date. If you receive program updates, you will need to install it on both computers.    


 
Q I have purchased a new computer. How do I get my data installed on it?    
 
  1. Take your latest “installation” CD from Datasmart and install it on new computer.
  2. It will probably have “Acme Flying” as the company if it is not your original CD.
  3. Do a restore from your latest backup and you should be updated and registered.
     
    
Q What is the best way to handle “air strip discounts” or any other discount based on a percentage of the invoice?    
  The best way is to set up the discount as an application code. The fields on the application code screen for a 10 % strip discount would be like this:    
  App. Code: DISC     Unit of Measure Applied: EA        Type: Other1        Commission: None
Description: Airstrip Discount        Price: -10        Price unit of measure: %
 		    
  When this code is entered as a line item on the invoice, a 10% discount of all the charges entered prior to this line item will be calculated. It will then deduct from the invoice total. A discount entered in this manner will make your sales reports reflect a truer picture.
 		    
Q How do I transfer my customer balances when beginning to use Chem-Man?    
  After your customers are established in Chem-Man,    
 
  1. Enter all of your balances in the Other Charges and Credits screen. This is located under the Customer Menu.
  2. Type “BAL” for the transaction number and enter the amount and your last month end date.
  3. Check for mistakes and then click POST ALL.
  4. Roll your Month. This is located under the Month End Menu. Enter the date you want printed by the Previous Balance entry on their statement.
  5. You are ready to begin entering new invoices.
    
Q Why do I keep getting the error message:

 C:\Windows\System32\autoexec.nt .  The system file is not suitable for running MS-DOS and Microsoft Windows applications.  Choose 'Close' to terminate the application.

the when I try to install or run Chem-Man?

    
  This may occur if your autoexec.nt file has been damaged or deleted.  Microsoft has an article explaining how to fix it. Here is the link: 
http://support.microsoft.com/default.aspx?scid=kb;en-us;324767

Once the file has been re-installed, you should change the files property from "archive" to "read-only".  This will prevent the file from being deleted again.

    
Q How do I add a new application code from the Chemical Database?
 
  Click on the Chemical Database button and select the chemical from our database of common chemicals by clicking on the "Pick" checkbox next to chemical. After selecting the chemical(s) of your choice, click on "Add selected Chemicals". This will add your chemicals to the application code setup and exit the screen.  If the chemical isn’t in the database,  you can enter the information manually.
 
Q How do I back up to a USB Flash Drive?
  For XP users: When you plug the Flash Drive into the USB port, the computer will assign it a drive letter. You will see this new drive and letter in the Drives Available dropdown under Utilities Menu – Set Back up Drive. The name of the Flash Drive (Lexar, Samsung, Sony) will probably be displayed along with the assigned letter. Select the new drive from the Dropdown and click on Modify. Then click on Back up to Specified Drive and your data will be zipped and copied to the USB Jump Drive device.

FYI: These flash drive storage devices come in many sizes. The greater the storage capacity the higher the price. It is NOT necessary to get the most expensive. Your database will never exceed the smallest flash drive which holds 64MB.


 
Q How do I set up an additional charge such as a Fuel Surcharge?
  You can set up this charge as an application code. You will then have the option to charge by the acre, hour, gallon or %. Then simply include this item as a line item when entering a field application.

NOTE: Remember to check NONE under the commission section to prevent paying commission on the fuel surcharge.
   


P.O. Box 91      Wynne, AR  72396       (870) 238-9222         support@datasmartsoftware.net