Hello,

For those of you that are not familiar with databases, I'd like to explain what a Data Base is. Then I'll discuss the new Arts and Crafts Book Data Base program.

A Data Base is like a File Cabinet, a Rolodex, or a set of Index Cards. Data Bases consist of several Records. A Record is a set of information (such as name, address, phone #) on a particular subject (a person) and Fields (those boxes that you enter information into).

To summarize, when you collect information about someone and place it on an Index Card, you can call that card a Record. When you have entered several individuals' information (1 card per individual) and placed all the cards in a container (metal box), you now have created a database. This program is no different. The screen where you enter the information (Fields) is like your index card and the computer is your container. The difference becomes apparent when you start locating and sorting the information. Computers do it a lot faster. In other words, the Arts and Crafts Book Data Base will be able to locate any book or project you have entered in less than a minute meeting your search criteria (author, media, surface, season, etc). You'll also be able to view all your books on screen with just a "Click" of the button and even print it out to take with you shopping so that you don't lend up buying another duplicate. You will also be able to save your reports as a MS Excel or PDF file. If you have a Smart Phone or PDA that has MS Windows Mobile software installed, you will be able to import your MS Excel file into the device.

Unlike the Decorative Painter Data Base (DPDB), this Data Base has been designed so that you can keep track of all your Arts and Crafts books by entering the type of book (Decorative Painting, Woodworking, Ceramics, etc) it is in the "Category" field. Another change from the DPDB is that it's a standalone program and NOT part of a "Modular" group. Those of you that have the DPDB and purchase the Arts and Crafts Book Data Base will be able to import your data. The program will also import data if you have it on a MS Excel spreadsheet.

When you start the program, the 1st thing you will see (after all the normal greetings) is the data entry form for book information which is under the "Information Tab". You will also see 4 additional tabs - Projects, Purchase, Status, and Help.

Each section (excluding Help) has a number of fields for you to enter information. Not all sections or fields need to have information. You only need to enter information that is necessary for you to perform the task you need.

For example........

1. Under the Information Tab there is a place for you to enter the "Co-Authors" name. If this is not important to you, you can leave it blank.

2. Under the Projects Tab there is a place for you to "Rate" the project and it's "Difficulty". Again, if this information is not important to you, leave the field blank.

You can always come back and enter the information if your needs change.

Under the Tabs are "Navigation Buttons" - Enter, Search, Delete Book, Print Report, and Screen Report. These buttons perform various functions when clicked on. The type of "Navigation Buttons" may vary under different Tabs.

Above the "Screen View" button is where today's date is located. Above that, you will find the "Go To Record #" button, "# of Records" indicator, and "Preview/Next" arrows to move you to different records.

The above are discussed in more detail in the Help tutorial.

 

Under the Information Tab you will be able to:

1. Enter information about the book, such as Title, it's author, location, status, and if it's tax deductible.

2. Enter personal comments in the Book Notes field

3. Insert a picture of the Book Cover and enlarge the viewing frame.

 

Under the Projects Tab you will be able to:

1. Enter information about a project you're interested in doing such as Categories, Season, type of media, and surface to mention a few.

 

2. Keep track of projects started (% Completed) and Date Completed.

 

3. Enter personal comments in the Projects Notes field.

 

4. Insert a picture of the Project and enlarge the viewing frame.

 

Under the Purchase Tab you will be able to:

1. Keep track of where you purchased or how Book was received.

2. Enter information about the Publisher of the Book and Book ISBN #.

 

3. Enter personal comments in the Notes field - Vendor and Publisher

 

4. Enter the value of the book.

 

Under the Status Tab you will be able to:

1. Keep track of who borrowed your book(s).

2. Enter information such as Date Out, Date Due, and Date Returned.

 

3. Enter Date Book was Disposed and Books' present value and profit, if any.

 

4. Enter personal comments in the Status Notes field.

 

Under the Help Tab you will be able to:

1. View and print Help files (in PDF format).

2. View Video Help on how to use the database.

 

Search and Report Sections allows you to:

1. Find all your books and view them on the screen, print them on 8.5 x 11 inch paper or print them on ½ of 8.5 x 11 inch paper so when paper is cut in half it can be insert into a small binder (5 x 9 inch). You will also be able to go to any book record listed on the Screen Report and view all its information.

 

2. Search for books by Category (Decorative Painting, Woodworking, Ceramics), Subject matter (Technique, Stains, Glazes), Author, Status (In Stock, Loan To, Disposed of), and Location (Bookcase #1, Box #1 in Hall Closet, Box #3 Under Bed, etc).

 

3. Search for Projects by Category, Season, Surface, etc. You can narrow your search by using several criteria together, such as Author, Category, Media, and Surface.

 

4. Create a list of books that are on loan.

 

5. Create a list of books showing their cost, present value and profit.

 

6. Create a list of books in your inventory and where they are located.

 

7. Create a list of books in your inventory for shopping.

 

8. View Projects before or after performing a search on the various screen/print reports.

 

9. Go to any Project listed from the Screen Report and view all its information.

 

10. Save Screen and Print Reports as MS Excel files which can be stored on Smart Phones and PDA's (MS Windows Mobile required), or email them as attachments.

 

11. Save Print Reports as PDF files, which can be email as attachments.

 

Some of the New Features and Improvements in the database are:

1. Custom Menu - These are the words (File, Edit, etc.) that sit across the top of the screen and display various commands.

2

. Tool Tips - Displays additional information about an object when hovered over with the mouse.

 

3. Auto Enter Fields - "First Project Entered", "Book Status", "Tax Deductible".

 

4. Calendar Drop-Down - Displays a calendar on date fields.

 

. Book Status section.

 

6. Picture Frame to insert Picture of Book

 

7. Picture Frame to insert Picture of Project

 

8. Screen Report Menu (10 screen reports)

 

9. Print Report Menu (23 print reports)

 

10. New Help Section - Text and Video

 

11. Drop-Down Arrow - Identifies Value-List fields

 

12. Tabs - Organizes data entry fields into specific groups

 

13. "Go To Record" Button - allows you to go directly to a specific record instead of using the "Next/Previous Record" button

 

14. Auto-Complete (type ahead) - completes the words that your typing

 

15. Save data as a PDF file

 

16. Save data as a MS Excel file

 

Customer Question

A popular question that is asked about organizing books is, "How do you organize your books?" or "Do you organize them by author, season, etc.?"

The answer is, if you're using a database, "you just grab a book and start entering the information." The reason being, a database will Find/Sort your Books/Projects for you, depending on your search criteria. And, since you gave the books an ID #, you will be able to locate the book in less than a minute. Also, assuming you entered the page # of a particular project within that book, you will be able to locate the project in a few seconds.

 

Question and Suggestion

 

At times when I see one of my customers', I ask them "How are you doing with entering your books and project information?" Some give me that sheepish look and say, "I've been very busy, but I'm planning on starting soon when I have more time. I'm just waiting for when I have enough time to enter all the books I have".

If this sounds like someone you know, consider the following suggestion ---- don't say to yourself "I'll start entering information into the data base when I have time next week." Believe me when I say that the time will never come and one year later nothing will have been entered. In other words, you invested in a database to get organized, but after 1 year the database doesn't even have 1 book entered.

 

I truly understand the "Time Crunch" that we all face in our daily lives. So I offer the following suggestion. Set aside one day per week to enter only one book or project into the database. I know this may sound ridicules, but at the end of the year you will have entered 52 books and it only took a few minutes of your time per week. Now, if you were to enter 1 book per day (less than 5 minutes of your time), you would have 365 books entered in 1 year. Also, don't forget the young adults in your life that could use a few extra dollars from entering information into the database. If you're a teacher, have a student do some data entry for you in exchange for a free class.

 

If you have a lot of books to enter, consider only entering the book information 1st. After all your books have been entered, start entering the projects that you have interest in. See "Projects Tab" under the "Help Tab" section on how to do this.

 

I'd like to thank you for your interest in Simp-List Software products. For the past 10 years I have offered technical support at no cost. Unlike other software companies that charge you an arm and leg, Simp-List Software continues to offer Free technical support. If you should ever have a problem installing or using the program, please call or email me. And if you prefer, I'll call you. In the mean time, please tell your friends and Decorating Groups about the new Arts and Crafts Book Data Base.

 

Thank you for your interest,

 

Stan McBride