Program will not open, errors on open, Trouble-shooting
Problems Entering Your Product Key
E-mail Quote, Invoice Not Working
Multi-user Option, Network Version
Tech Data Browsing
Windows 2000, Office 2000, Access 2000
Misc. Questions (Network, "Out of memory", backing up, currency issues)
Customer Screen
Vendor Screen
Parts Screen
Quotes Screen
Invoices Screen
Reports Screen
Setup Screen & Global Defaults
Evaluation Version Restrictions and Registering the Program

Knowledge Base

Can't find your answer here? Try posting a new topic on the pcesoft.com community message board

1. How can I gain access to the Tech Data browser?

You need to have a Tech Data account and an Electronic Commerce Login id. See http://www.techdata.com for more information.

2. What are the steps involved in setting this up?

• Download the file named:  ProdCOD.exe from the Tech Data web site.  Tech Data also has a utility to automate the downloading of this file (see Tech Data website for more information). 
• Once downloaded, run the ProdCOD.exe file, this will extract the Tech Data parts databases to the directory of your choice. 
• Run PC Reseller System and click on the "External Parts" button. You will then be asked to locate (browse to) the products.dbf file that is in the ProdCOD.exe file.  Keep in mind, you need all of the .dbf files form the ProdCOD.exe file, not just the products.dbf.
• After you locate the products.dbf file, PC Reseller System will copy the data from the .dbf files into an Access database. This is done to allow indexed / faster searching of the 100,000+ parts.
• Next, when the Tech Data browsing window opens, click on the "Advanced Setup" button and choose a vendor to save the Tech Data parts to.  We recommend using Tech Data as your vendor.
• Next, select the description format for saving to PC Reseller System. The default is to use the Tech Data description, short manufacturer code, and manufacturer part number.
• Finally, you can tick a check box to have PC Reseller System automatically refresh your local Tech Data access database each morning. This would mean, the first time you run PC Reseller System each morning, your local access database for browsing Tech Data parts would be refreshed. If you automate the downloading of ProdCOD.exe and extracting, this will work fine.

3. Should I just check all of the Tech Data parts and import all 100,000+ parts?

We do not recommend this. If your PC Reseller System parts database contains thousands of parts, the speed in which you can access the various screens will decrease significantly. It is much better to add only the parts you need for a quote, invoice or purchase order. Such a facility is made easy by right-clicking on the part you wish to add from the Tech Data browser, then select "Add/Update to PC Reseller System".

4. When updating all matching parts, what if the part is no longer in the ProdCOD.exe file?

When you update all matching parts, PC Reseller System looks for all matching parts in the Tech Data browser window and updates the cost, description and weight. If there is no longer a match in the Tech Data window, the PC Reseller System part will automatically be marked inactive.

1. Since loading Outlook 2000, I can no longer use the e-mail function, what do I do?

Make sure you have a full version of Outlook 2000 loaded (not just Outlook Express) and make sure that Outlook was loaded with the Corporate/Workgroup option selected during setup.  To check this, open Outlook 2000, click on Help, About and make sure it says "Corporate/Workgroup". If not, reinstall Outlook 2000 with this option.  The Outlook Express that ships with IE5 will work with PC Reseller System, but only if you also have Outlook 2000 loaded.

2. When opening the database file with Access 2000, I receive a message asking if I wish to convert the database, what do I do?

Do NOT let Access 2000 convert the database to an Access 2000 format. This cannot be undone. Always answer no to the conversion question.

 1. When starting PC Reseller System, the program is asking me "Where is the PC Reseller System database?". What does this mean and how do I fix it?

The program can no longer find the database file: Database.Mdb. Possible causes include 1) the database has been moved or deleted and can not be found or 2) The database is corrupted and needs to be repaired and compacted or 3) You are running PC Reseller System for the first time and you did not install the program to the default directory. If this is the case, run PC Reseller System again and when it asks you "Where is the PC Reseller System database?", point it to the directory where the program is stored and click the Database.Mdb file to open it.

2. The program is giving me the message "Out of Memory" followed by a series of other errors. How can I fix this?

Reboot your computer and then Run the Repair/Compact utility for the database and the program to fix this problem. Most of the time, you can Repair/Compact without rebooting your computer but it is recommended that you do this just in case the memory has become corrupted as well.

3. Why can't I see the whole screen in the PC Reseller System program?

You probably have your screen resolution set to the lowest setting: 640X400. PC Reseller System 1.11 works best if your screen resolution is 600X800. To change your screen resolution: Click Start, Settings, Control Panel and select Display. Go to the settings tab and select 800X600 and click Apply. If you need to remain in 640x400 mode, go to the setup screen and turn on the Dynamic Screen Rescaling feature.

4. How often should I Back Up the Database.Mdb file?

You should back up your database daily! The file to back up is named Database.Mdb and resides in the folder where you installed the program. If you did not change the default install location, this will be: C:\Program Files\PC Experts\Database.Mdb. Create either a batch file to back up this file, or copy the file in Windows Explorer to a backup directory. Or you can use the feature from File, Backup to backup your database to an external directory: C:\program files\PC Experts\Backup.

5. I've received the message "This program has performed an illegal operation", and when I exit the program and reboot my PC, the problem still occurs. How can I fix this?

Occasionally, the program file will become corrupted. This is possibly caused by a bug in Microsoft's Jet Database driver. Run the Repair/Compact program utility to fix this. If the utility cannot fix this (Extremely rare), copy a backup copy of the program file:PCExpert.Mde into your program directory: C:\Program Files\PC Experts\.

6. How can I register so that I can use the full version?

Please visit our shopping pages. After ordering, your payment will be verified and, if all is well, you will receive a product key that will unlock the full version.

7. Can I load PC Reseller System on my home PC as well if I register 1 License?

Yes! You can use PC Reseller System on up to 2 machines, just not concurrently (You are only licensed to use 1 copy at a time). If you wish to work in 2 locations, you must back up the Database.Mdb file and transport it between your 2 PC's. If you wish to run 2 pc's at the same time, you will need to order additional license pak's, which are available from our shopping pages.

8. What do additional licenses cost?

You can purchase additional licenses. See our shopping pages for ordering information and PC Reseller System License Pak's pricing.

9. Can the database be placed on a Network Drive?

Yes! If you install the program to your C drive, you can place your database (Database.Mdb) file on a different drive, including a network drive. To do this, create a directory on your network drive and, through explorer, move your Database.Mdb file to this new directory. The next time you run PC Reseller System, the program will no longer be able to find the database file and a dialog box will appear asking you "Where is the Database.Mdb file located?". Simply browse to the new directory on the network drive and then click the Database.Mdb file and then click Open. From now on, when you start PC Reseller System, the program will be connected to this new location. Keep in mind, whenever you receive a new program update, you will be asked to locate the Database.Mdb file. This will only happen the first time you run PC Reseller System after receiving new updates.

10. How can I view the sample database included with your program?

Click on File, Open, and then Sample Database. Your program will now display sample data. To go back to your database, click the toolbar button that says "Close and return to my data".

11. Where is my data stored?

Click on Help, About and you will see where your database is located.

12. The incorrect currency symbol is showing on all amount fields, how can I fix this?

This is almost always due to an incorrect setting in the Windows Control Panel. Click on Start, Settings, Control Panel, then double-click on Regional Settings. Verify that the currency settings are correct for your region.

 1. How can I print a customer's invoicing history?

Run the Invoice Summary Report on the Reports screen. Normally you would leave the customer selection box blank, but this time pick a customer and your report will be filtered for that customer only.

2. I have a Work Phone and Car Phone number for my customer, where can I save this?

If you notice on the Customer screen, there is a spot for 2 additional telephone numbers under the pager number. You can even save the description for the phone number.

3. I am trying to delete a Customer and the system will not let me, why not?

You cannot delete a customer that has system quotes or invoices present. You would have to delete the customer's quotes and invoices. Deleting invoices would compromise your sales tax reports and income reports, therefore, this is not recommended.

4. Can I set a different margin for special customers?

Yes you can. From the Customer screen, click the Margin Override option button and then set the new margin for this customer. Any new quotes for this customer only, will now be based on the margin you select.

1. How can I use the multiple Vendor feature?

In the Vendor screen, you may add however many vendors that you purchase from. Record their address, e-mail, phone, contact and your customer number that they provide you. Then, on the Parts screen, you can select a vendor along with their vendor part number. When building a quote, you can see multiple vendors for each part type and select the lowest price. When printing a System order form, each vendor will start printing on their own page.

2. Can I add my company as a vendor?

Yes, you should add your company as a vendor for labor charges that you perform. You can also add parts for shipping, troubleshooting, etc. picking your company as the vendor. If you use the Setup wizard, your company will automatically be added as a vendor.

3. What if I have 2 vendors that use the same part number?

Many users will use a 3 letter suffix for the vendor. For example, part number CP3601 is supplied by 2 vendors, Tech Data and Comp USA. You can enter 2 parts, CP3601-CMP and CP3601-TD. This way, you can pick the vendor with the best price and the 2 parts will sort next to each other.

 1. What does the active indicator for a part do?

The active indicator controls whether a part is available to be picked when doing a system quote. If active is not checked, the part will remain in your database, but will not appear on the quotes screen.

2. I have a $50 setup fee that I always charge and I do not want this part to recalculate. How can I do this?

Make sure that the part has the "Base the part sales price on margin?" field set to no. By doing so, you will fix this price whenever the margin is changed.

3. How can I delete a part?

Right-Click the part and select delete from the shortcut menu. You may delete a part unless it is being used by a quote or an invoice.

4. How do I filter parts based on the category?

Simply click or highlight the part category in the Part Type list box, and the parts list will automatically filter for the selected category.

5. How do I set up a parts spreadsheet for importing into the database?

Inquire with your PC vendor to see if they can E-mail you a parts list spreadsheet or if you can import a text file into a spreadsheet. A .xls template file is located in: c:\program files\PC Experts\parts.xls. Additionally, your spreadsheet columns should look identical to those pictured on the Import button from the Parts Screen.

6. How can I include labor charges on my System Quote?

By adding your own labor charges in the Parts screen. You can enter a new part category in the part category tab of the Setup screen and check the "Labor Only" box. Then add new parts to this new category in the parts screen. Labor charges will not be taxable and will show on your Income Statement as Labor charges. Labor Only charges will show in the Income Summary Statement as Labor Income. Note: Use labor only for items such as "PC Delivery/Setup", "Upgrading", "Training", "Troubleshooting", etc. You should not use "Labor Only" for labor that goes into the cost of the new computer, such as "System Assembly & Testing".

7. How can I include shipping charges on my System Quote?

By adding your own shipping charges in the Parts screen. You can enter a new part category in the part category tab, called shipping for example, in the Setup screen and check the "Labor Only" box. Then add new shipping charges as parts to this new category.

8. How do I remember all of the details about the part, such as compatibility, etc.?

Use the notes feature. Right-Click the part and select part notes. Enter any relevant notes about the part. When scrolling through the parts, you will be able to see that a part has notes because the Notes button will turn red.

9. I have some labor parts that are taxable and some labor parts that are nontaxable. How do I set this up?

Under the Setup screen, go to the Part Categories tab.  Enter one category called:  Labor (Taxable) and one category called: Labor (Nontaxable).  On the Nontaxable category, tick the "Labor-Only" check box.  Then enter parts in the parts screen and save them to the proper category.  For the Labor (Taxable) category, assure that the "Labor-Only" box is NOT checked. This would also mean that taxable labor items (Such as System build charges) will appear in the top section with the other parts, and will not be subtotaled under the "Labor" category.

 1. How can I use the keyboard more instead of the mouse when entering quotes?

Once you start a new quote and enter the description and date, you can tab to the part category list box on the right-hand side of the screen. Use your arrows to select a part category and then press <Enter>. This will take you to a filtered list of parts for the category selected. Press <Enter> to select the part to add to the quote and you will be automatically taken back to the part category list where you can select a new category and continue to repeat the above steps until the quote is finished.

2. How can I create a Quote template for a newspaper ad or mailing?

Create a fictitious customer in the Customer screen: first name System, last name Quote, for example. Then on the quotes screen, pull up System Quote customer with a <Ctrl><1>. Create your quote on this customer and then you can then copy this quote to whichever customers you wish.

3. There are too many items in the Quote history box that I know longer wish to see, how can I remove them?

Highlight (or right-click) the quote in the Quote History window and press the <Delete> key to delete the quote. Most users, however, find it useful to look back at a customer's quote history, although the same information can be viewed by printing an invoice summary for that customer.

4. I find it tedious to return to the quote window to change the quantities for a large order, can I have the system prompt for quantities?

Yes! Simply click the "Prompt for Quantities" check box and you will be prompted with a popup window every time you add a part to the quote.

5. I have a customer who is normally tax exempt but is taking delivery in my state on a one time only order. Can I change the tax-exempt status 1 time only?

Yes! Just turn off the tax-exempt check box to make the current quote taxable, or turn on the box to make it tax-exempt.

6. Can I print notes on system quotes?

Yes! Click the notes button and add any relevant notes about the quote. For example, you might want to describe the features of the new system and include that on the printed quote.

7. I've lost track of a quote I just did, how can I find it?

Click on the Search Quotes button, you will see a popup screen listed by date with the most current quote at the top of the list. This will help you find the quote and customer.

8. Can I E-mail a quote to a customer?

Yes you can! Pull up a quote and then click the Print Preview button. Notice the file pull down menu that appears at the top of the preview window. Click on File, Send To, and then click Rich Text format. This will enable you to E-mail the quote. Optionally, you can send the output to Microsoft's Snapshot format, however your customer will also need to have Snapshot loaded.

9. Does the New Margin button change all of the part margins?

No. The new margin button only effects the current quote and overrides your default margin that is set in the setup screen.

10. How can I include labor charges on my System Quote?

By adding your own labor charges in the Parts screen. You can enter a new part category in the part category tab of the Setup screen and check the "Labor Only" (Note: Labor-Only also assumes that the item is not taxable) box. Then add new parts to this new category in the parts screen. Labor charges will not be taxable and will show on your Income Statement as Labor charges. Labor Only charges will show in the Income Summary Statement as Labor Income. Note: Use labor only for items such as "PC Delivery/Setup", "Upgrading", "Training", "Troubleshooting", etc. You should not use "Labor Only" for labor that goes into the cost of the new computer, such as "System Assembly & Testing".

11. How do I hide the cost information on the Quote Screen?

If you have a customer looking over your shoulder while creating a system quote, you can press <Ctrl><H> to hide all of the cost and margin fields. Or you can hide the cost information permanently by going to the Setup screen.

12. What Fax programs are compatible with PC Reseller System?

In the upcoming version 3.0, PC Reseller System will support faxing. PC Reseller System 3.0 will work with WinFaxPro 9 and Talk Works Pro versions 2 and 3. If you use this program, the name and fax number will be filled in automatically. PC Reseller System version 3.0 can automatically switch to your Fax printer provided that the word "Fax" appears in the printer description.

 1. How do I correct an invoice that has a mistake on it?

You can change the prices on the detail line item. However, if you need to add items, you will need to delete the invoice, adjust the quote, and reorder the quote. We realize this is not ideal and this issue will be fixed in version 3.0.

2. My vendor puts a sticker on the back of a new PC case, where do I track this number?

Enter that sticker in the Serial Number field on the invoice screen. Pick a part that every new system has, (Ex: Assembly fee, Case, etc.) and enter the system number here. It is easier to select a part that usually doesn't have a serial number, such as labor, etc. However, you can enter 2 serial number in 1 serial number field by leaving a space between the numbers as long as both do not exceed 25 characters. If you have to "Double-up" serial numbers then make sure, when performing a serial number search, that you check the "Text Includes" box if you have to use 2 numbers in 2 box.

3. Can I search on the Vendor order number field?

Yes. Click the "Search Invoices" button and then click the "A to Z" button above the Order Number column to sort the Order numbers numerically. This will enable you to easily find a vendor order number.

4. How do I change the Warranty for an invoice?

Warranty is determined from the vendor invoice date, not the sale date. The default warranty will be the Invoice date plus the Default invoice days set in the Setup screen. You can change the warranty for an invoice with the warranty years and warranty days boxes. Make sure that the Warranty expires date is correct.

5. What are the notes used for?

The notes are useful for entering any problems that the customer may have had with the system. By keeping detailed notes, you can easily look back to check RMA history or troubleshooting history.

6. Can I E-mail an invoice to a customer?

Yes you can! Pull up the invoice and then click the Print Preview button. Notice the file pull down menu that appears at the top of the preview window. Click on File, Send To, and then click Rich Text format. This will enable you to E-mail the invoice.

 1. The Sales Tax Return report is not showing the correct amount, how do I find the problem?

Print the Sales Tax Collected report and search for any sale dates that may not be correct. For example, if you see that the invoice numbers are out of sequence, an older invoice may be mixed in that has an incorrect sale date.

2. The Gross Income Statement is not showing any tax-exempt sales but I know I had some. How do I troubleshoot the problem?

Print an invoice summary report for the specified period and search for the mistake. You can pull up the invoice in the Invoices screen and change the status to Tax-exempt. You cannot change an invoice to taxable, you must delete the invoice, pull up the quote and resell the quote as taxable with the same invoice number.

3. My income from computer sales looks to high, how can I troubleshoot this?

Run a Computer Sales Report and compare the Cost totals for each invoice to the invoice from your Computer Wholesaler. If you find incorrect cost information, then go to the invoice screen, pull up that invoice and correct the cost information.

4. None of my sales are showing up on the reports, what is wrong?

Make sure that you are changing the status of an invoice to "Delivered" when the customer takes deliver of a system. The system looks at the "Delivered" status to determine completed sales.

 1. What can I enter into the Setup Screen?

The Setup screen is where you will set fields that determine how PC Reseller System will operate. Your company address, phone, fax, Vendor Account #, Vendor Contact, Logo location, E-mail address, and your global default information: Sales tax discount, Sales tax rate, Sales tax State, Warranty days, Default margin, Quote and Invoice blurbs are also set on this screen.

2. How do I set the default margin?

Enter your new margin in the Default Margin box. You can click the Apply new Margin button to update all of your parts that are not based on margin, to the new rate.

3. How do I Enter or Change my Sales Tax Defaults?

Enter your Sales tax discount (the amount that your state will discount you for timely payment of sales taxes), or zero if there is no discount. Enter you sales tax rate and state. This will print on all invoices and quotes that are not tax-exempt. If tax-exempt is chosen, "Tax Exempt" will print on the invoice / quote. Also, if your rate changes, don't worry, the sales tax description and percentage, and sales tax amount is saved with each invoice.

4. How do I Add a Logo to my Quote or Invoice?

Type in your logo location or click Browse to locate your logo. This will now appear on all quotes, invoices, and on the main program screen. If you logo doesn't fit correctly in the program screen, you may have to adjust the size of the logo.

5. The date fields do not look right for my country, can I fix this?

Yes, go to the Setup screen and verify the settings for international date formatting.

 1. What are the restrictions of the Evaluation Version?

You have full use of the system but may only enter 30 Customers and 50 Quotes per customer.

2. How can I register so that I can use the full version?

Visit our shopping pages for pricing and purchasing options.

3. Can I load PC Reseller System on my home PC as well if I register 1 License?

Yes! You can use PC Reseller System on up to 2 machines,  just not at the same time (1 user at a time),. If you wish to work in 2 locations, you must back up the Database.Mdb file and transport it between your 2 PC's. If you wish to run more than 2 pc's using the same data, you need to purchase additional license pak's from our shopping pages.

4. What do additional licenses cost?

Please see our shopping pages for pricing. For additional licenses, the product is called: PC Reseller System License Pak's.