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EZ BUSINESS - THE EZ-TO-USE SOFTWARE FOR NON ACCOUNTANTS Order a registered version today for only $19.00. Send your payment to: EZ SOFTWARE 1222 144TH ST SE MILL CREEK, WA 98012 Table of Contents General information about the EZ BUSINESS system...............1 Installation information.......................................2 1. Summaries of the features of each module.......................3 POS & Accounts Receivable program..............................7 Income program................................................24 Expenses program..............................................27 Accounts Payable program......................................32 Wages and Deductions program..................................36 Operational tips and assistance...............................42 Disclaimer....................................................51 What's new....................................................53 GENERAL INFORMATION: The EZ BUSINESS software and informational materials are provided "AS IS" without warranty or recourse for any and all results. If you use the EZ BUSINESS software or informational materials, you agree to accept without warranty or recourse any and all results. Also, see the disclaimer information at the end of this file. INSTALLATION INFORMATION: 2. TO INSTALL: 1. Start your computer. 2. Put the EZ BUSINESS disk in drive A:. 3. Move to the C:\ prompt. (c: & cd\) 4. Type and enter: a:install 5. You will be asked for a drive letter to install to. 6. Then the system will be installed for you. TO USE the system: At the DOS \ prompt, type and enter: ez You will get a four choice menu, and a prompt to type and enter 1, 2, 3, or 4 to start one of the four separate modules that make up the EZ BUSINESS system. The modules are: EZMONEY : The Point of Sale and Accounts Receivable module. EZSTOCK : The Inventory module. EZX : The Income and Expenses module. EZPAY : The Payables and Wages module. At installation, two Directories: \EZMONEY DIR and \EZPAY DIR 3. will be made, and 1 small .bat files will be added to the \DIR. EZ BUSINESS is designed for a 286/386/486 computer with hard disk. Your CONFIG.SYS file in the C:\ Directory, should have these two lines: FILES=20, and BUFFERS=20. The numbers can be bigger. To look at that file, type and enter: type c:\config.sys To avoid conflicts with other software, run the system from DOS. A DOT MATRIX printer is needed for labels or cards. SUMMARIES OF THE FEATURES OF EACH MODULE: The EZMONEY module contains the Point of Sale and Accounts Receivable programs. It features: EZ to make invoices with automatic balance updating. EZ to make estimates. EZ to add or modify accounts. 4. EZ to add AR line items for billing - auto bal. updating. EZ to add stock item info to invoices and estimates. EZ to look up stock items while making an invoice. EZ to duplicate or convert estimates to invoices. EZ to SCAN account information and balances. EZ to add-fix-SCAN receivable items - auto bal. updating. EZ to apply payments to accounts. EZ to print bills for any period of time. EZ to obtain and print reports. EZ to print Rolodex or 3 x 5 Cards, Labels, account listings. The EZSTOCK module with automatic stock amount updating is fully integrated with EZMONEY and features: EZ to add-fix items, amounts, and re-order points. EZ to change amounts on hand, or delete items. EZ to print stock lists and lists for re-order. The EZX module contains the Income and Expenses programs. 5. The INCOME portion of the module features: EZ to set up seven different income categories. EZ to add-scan-fix income data. EZ to total income amounts for different time spans. The EXPENSES portion of the module features: EZ to add, scan, and fix and expense data. EZ to add or modify 28 expense category names and numbers. EZ on-screen-display of up to 28 expense categories in alphabetical order to help posting accuracy. EZ to scan data as entered or by category for review and edit. EZ to print LISTINGS of expenses for any or all categories for one or more months. EZ to print TOTALS of expenses for any or all categories for one or more months. The EZPAY module contains the Accounts Payable and Wage programs. The ACCOUNTS PAYABLE portion of the module contains: 6. EZ to add accounts. EZ to SCAN account information and balances. EZ to add-fix-SCAN payable items with constant balance updating. EZ to print lists of accounts and amounts payable. The WAGES AND DEDUCTIONS portion of the module features: EZ to set up wage and deduction categories. EZ to add-scan-fix Employee information. EZ to add-scan-fix wage and deduction data. EZ to total wage and deduction data for one or more months. EZ to print Employee wage and deduction totals. EZ to print Employee data to help in W-2 preparation. EZ to print Rolodex cards or 3 x 5 cards, and labels. MENUS, SCREENS AND OPERATIONAL INFORMATION ON THE EZ MONEY MODULE The following describes most of the menus and screens in the module. Depending upon the menu option selected, additional sub menus and screens may be presented. Also, the menus and screens 7. shown here may not be exact replicas of the system's menus/screens. The objective is to show the basic menus and screens in general form, and provide operational tips and information. EZ MONEY - P O S & ACCOUNTS RECEIVABLE with INTEGRATED INVENTORY MAIN MENU OPTIONS 1 - Prepare Invoices & Estimates 2 - Add, Update, & Age Receivables 3 - Add and Update Accounts 4 - Reports, Bills, Labels & Lists 5 - Add Name, Tax Rate, Date, Area 6 - Reindex, & Other Misc. Items x - E x i t Let's begin with option 5. If you select it, you will get a a screen containing blocks for entering your company name and address, and phone and fax numbers. The information will print 8. on estimates, invoices, and bills. You also can add in your sales tax rate and your Area code for use in the system. EZ MONEY is designed so that you do not have to make entries if you do not want to, except in a few situations. Your company name can be displayed above the main menu and some of the sub menus. Select menu option 6 to do that. Use option three to set up accounts. It is good practice to set up accounts before invoices are prepared and amounts charged to those accounts. However, that is not necessary. An account can be set up "on the fly" during the preparation of an invoice if a balance will be owing. The system's account limit is 9,999,999. When option three is selected, a window will appear and present you with a sub menu of options for adding new accounts, dropping accounts, or changing current account information. When adding accounts, you will be presented with a screen that 9. shows current account data in list form. You can check the list to see if the account you are going to enter is already on file. This same type of feature is used other places in the system to assist you in keeping track of where you are and what you last did. This can be very helpful if you are interrupted and have to do something else or you stop what you are doing for awhile. The new account screen details are shown below. The same data blocks appear on the account modification screen. NEW ACCOUNT SCREEN # 1000 Attn: _____________________________________ Name: _____________________________________ Business y/n ___ Address: _____________________________________ Location: _____________________________________ Extra: _____________________________________ 10. Phone: ___-___-____ Fax/ID_____________ A name, address, and phone entry are required to set up an account. That data is needed for bills and making accounts receivable contacts on outstanding balances. The Name, Address, and Location line are the main mailing address lines. All five lines will print single spaced on estimates, invoices, and bills and well in from the left margin for use with window envelopes. The name entered on the Name line will print as entered on invoices and bills. For looking up account names, business names will appear alphabetically as entered if you enter y in the "Business y/n" block. For example, EZ SOFTWARE will appear with the E's. Non business names will appear last-name-first. The name JOHN SMITH will appear with the S's and be shown as: SMITH, JOHN. 11. You do not need to make a last-name-first entry for personal account names. If you do not enter a y in the Business y/n block, the system will find the last name, and enter it last- name-first in the data field that is used in displaying account names. However, when printed, personal names will print as entered. For example, John Smith will print as John Smith. This and other features have been put into the system to save time and effort, and make the system user friendly. For example, lower case entries can be used for selecting menu options. In many cases you can leave a menu and return to a prior menu by just pressing the Enter key. If you select Main Menu option 5, and then enter your phone area code in the box set up for that purpose, the area code will be entered for you in the area code space on the New Account screen and Invoice screens. If you do not want to enter area codes, you do not have to. If you select Main Menu option 2, you get the following. 12. MENU FOR ADDING, UPDATING, AND AGING RECEIVABLES a = Add or Update Line Items b = Scan Line Items as Entered c = Age Open Items 15/30/60/90 d = Scan/Print Aged Item Totals e = Dump Old AR File Records If you select option "c", you are given the option of which date to use to determine what outstanding amounts are over 15/30/60/90 days. You can then use option "d" to view or print the aged amounts. That data can be used to identify those accounts that may need to be looked at more closely. If you select option "a", you will first be presented with a list of account names and numbers for use in identifying the one you want. The listing will be in alphabetical order as stated above. Selection is made by account number or phone number. 13. Once an account is selected, you can: 1. change or update individual account items, 2. have the system apply a payment against any open items, or 3. add one or more new items. If you wish to change individual items, they can be selected from a listing that will appear on the screen. When changes are made, the account balance will be updated. All account balances are updated when a charge, credit, or payment is made. Payments can be applied to individual entries, or you can have the system apply a payment against any open items starting with the oldest open item. Any remainder will appear as an account credit item. For adding new items, you get the following: SCREEN FOR ADDING LINE ITEM CHARGES, PAYMENTS, AND CREDITS Charges-Payments-Credits on Account # _____ Name............... 14. Item Charges Notes that print on bill. Payments Credits 4001 _____.__ ___________________________ _____.__ ____.__ 4002 _____.__ ___________________________ _____.__ ____.__ 4003 _____.__ ___________________________ _____.__ ____.__ 4004 _____.__ ___________________________ _____.__ ____.__ 4005 _____.__ ___________________________ _____.__ ____.__ Four additional lines of entries are shown on the real time screen. Each item is numbered and dated by the system for tracking and updating. Only lines with money amounts are added to the files. The system date is used for billing and report purposes. If you wish, a prior day's entries can be made the next day. To do that, use Main Menu option 5 to change the computer's system date. After the entries are made, be sure to reset the date again using Main Menu option 5. New items are added in fixed order to the file and the account 15. balance is updated at that time. For billing purposes, items are selected based on the posting date. As such, items must be added in chronological or date order to make sure that statement entries and balances agree. If an item is not posted timely (within a billing period), it should be added later using the later date with a remark giving the true charge date. PREPARING INVOICES AND ESTIMATES: If you select Main Menu option 1, you get the following menu: MENU FOR INVOICES & ESTIMATES a = Prepare an Invoice b = Reprint an Invoice c = Prepare an Estimate d = Duplicate or change Estimates 16. e = Convert Estimates to Invoices f = Dump Old Invoices or Estimates Two screens are used in preparing invoices and estimates. The first screen asks for basic name and address information. For established accounts that data can be obtained by scanning the accounts file and selecting the account you want. The name and address information for that account will then be duplicated for you. That data also can be duplicated by the system for use as the shipping address if you wish. Name and address information does not have to be entered unless there will be a balance owing. If that is the case, an account has to be established before you can complete the transaction using the system. All entries can be changed if you wish. The first screen also has blocks for an employee name or number, for the amount paid, and for a purchase order number. There also is a type-of-transaction block for adding words such as cash, visa, check, etc. on invoices. The words can be entered 17. with one key stroke by using pre-set letter-word combinations that you can add using Main Menu option 3. Once set up, the letter-word combinations will appear as prompts on the screen. When an invoice is printed, the type-of-transaction block will be checked. If there is an letter entry and a corresponding word or phrase, the word or phrase will be printed near the bottom of the invoice. Up to ten letter entries can be made in the type-of-transaction block. You do not have to do this. But, if you want to have words or phrases showing the type-of-transaction printed on invoices, you can save key strokes by setting up code words. You can use the shipping address information blocks for notes if you like. That can be helpful if you are processing a credit. Entering a reference to the prior invoice can be a big assist when reconciling account items. There also is a window on the screen that gives the invoice 18. total, taxes, amount paid, and balance due. It is updated as the invoice is being completed. Separate invoices must be used for sales, returns, and account payments on prior sales. That is necessary to keep account records and sales reports accurate. Invoice numbers run from 1000 to 9980. When 9980 is reached, the numbering will start again at 1000 and go on up to 9980. Sales and returns are attributed to the employee identified in the employee data block when completing an invoice. When sales reports are obtained for a period of time, the amount of net sales for each employee can be obtained. Account payments invoiced separately are not treated as sales. They are excluded from the net sales figures just mentioned. On the reports provided by the system, sales amounts, sales tax amounts, return amounts, and return sales tax amounts are shown 19. as separate items. As such, if sales and returns are combined on the same invoice, the reports will not be accurate. INVOICE ITEMS Tax Quan Stock # Description Price y/n Cost ____.__ _______ ________________________ ____.__ _ ____.__ ____.__ _______ ________________________ ____.__ _ ____.__ ____.__ _______ ________________________ ____.__ _ ____.__ ____.__ _______ ________________________ ____.__ _ ____.__ ____.__ _______ ________________________ ____.__ _ ____.__ + / - Twenty lines are available for entries. Negative entries can be made in the quantity blocks for returns. Also, stock numbers if known can be entered. If one is entered, the system will check the inventory file. If a match is found, the description information and price will be added to the invoice by the system. That information can be changed. If stock numbers 20. are used, the inventory file quantities of the items selected will be adjusted just before the invoice is printed. If whole units are not entered in the quantity blocks and stock numbers are used, inventory amounts will be adjusted to the nearest whole number. Inventory amounts are not adjusted when an estimate is prepared. Use the stock item look up feature to get stock numbers. Just enter part or all of the name of an item in the block that appears when you enter 9999 in the quantity block and press enter. SCREEN FOR REPORTS-BILLS-LISTS-LABELS-CARDS 1 = Reports 2 = Make Bills/Statements 3 = Print Account & AR File Data 4 = Print 3 1/2" or 4" Labels 5 = Print Rolodex or 3 x 5 Cards Here is the Reports Screen: 21. R E P O R T S - S C R E E N 1 = What Are Non Account Totals? 2 = What Are Account Totals? 3 = What Are The Totals And Taxes? 4 = What Are EE Sales Less Returns? 5 = What Are The AR Item Totals? 6 = What Is The AR Balance Due Now? If you then select options one through four, you will be asked to provide dates for selecting the report data. The following represents what you get when you select option 3. What Are Both Totals: For 11/11/11 Thru 11/11/99 mo dy yr mo dy yr NON ACCOUNT SALES ACCOUNT SALES Non Tax Total.... 0000.00 Non Tax Total.... 0000.00 22. Tax Total........ 0000.00 Tax Total........ 0000.00 Taxes............ 0000.00 Taxes............ 0000.00 Non Account Total 0000.00 Account Total.... 0000.00 NON ACCOUNT RETURNS ACCOUNT RETURNS Non Tax Total.... 0000.00 Non Tax Total.... 0000.00 Tax Total........ 0000.00 Tax Total........ 0000.00 Taxes............ 0000.00 Taxes............ 0000.00 Non Account Total 0000.00 Account Total.... 0000.00 ACCOUNT PAYMENTS 0000.00 Using the Print-Screen key you can get a print of the screen. Here is the Screen for Flexible Billing: Enter date & PgDn for bills for All Accounts Select posting for: __/__/__ thru __/__/__ mo dy yr mo dy yr 23. To restart print run, enter an Account # ____ For one bill for one Account, enter dates above, and then enter the Account # here ____ To print bill in Account # order, enter a __ You can print bills for any period of time. Bills are printed in alphabetical order unless you specify in account number order. All of the .DBF files are Data Base files. You may want to copy some of them to another Directory and access them for use in producing custom reports or for other purposes. If you modify the files or their data when they are in the Directory in which the system is located, they may become unusable. MENUS, SCREENS, AND OPERATIONAL INFO ON THE EZ INCOME PROGRAM EZ INCOME features: 24. EZ to set up 7 different income categories. EZ to add-scan-fix income data. EZ to Total income data for specified days, or one or more months. MAIN MENU OPTIONS 1 - Add Income Data 2 - Scan and Fix Income Data 3 - Get Income Reports 4 - Reset Files or Dump Data 5 - Set Income Categories/Date 6 - Copy Data To - From Disk x - E x i t SCREEN FOR ADDING INCOME DATA Mo Dy FOOD BEER WINE LIQUOR ........ ........ ........ __ __ 00000.00 00000.00 00000.00 00000.00 00000.00 00000.00 00000.00 25. __ __ 00000.00 00000.00 00000.00 00000.00 00000.00 00000.00 00000.00 __ __ 00000.00 00000.00 00000.00 00000.00 00000.00 00000.00 00000.00 Each screen has 7 data input lines. SCREEN FOR ADDING INCOME CATAGORIES The computer's system date is 07/07/94 To change it, enter a new date here -> __/__/__ Enter the names of Income catagories that will be used. The names will be used as headings for inputs and reports. ........ ........ ........ ........ ........ ........ ........ C1 C2 C3 C4 C5 C6 C7 R E P O R T S S C R E E N 26. Total Income Categories For: a. Month: __ thru Month: __ b. List All Data Inputs ---> y __ c. Show Sales Tax at .000 & Net .___ d. Mo __ Dy __ thru MO __ Dy __ ............................................ a Gives you totals only. a+b Gives you a listing of data inputs plus totals. a+b+c Gives you a listing, totals, sales tax amounts, and net totals. d Gives you totals only for partial month/months. MENUS, SCREENS AND OPERATIONAL INFO ON THE EZ EXPENSES PROGRAM 27. EZ Expenses features: EZ to add, scan, and fix expense data. EZ to add or modify 28 expense category names and numbers. EZ on-screen-display of up to 28 expense categories in alpha order to help posting accuracy. EZ to scan all data, or data by category for review and edit. EZ to print LISTINGS of expenses for one or up to 28 categories for one or more months. EZ to print TOTALS of expense for one or up to 28 categories for one or more months. MAIN MENU OPTIONS 1 - Add, Scan-Fix, List Expenses 2 - Get Reports, Dump Old Data 3 - Set Expense Categories/Codes 4 - Set Date, Reindex, Copy x - Exit 28. ADD - SCAN - FIX ITEMS SCREEN a = Add Expense Items b = Scan-Fix Items for All Cat's c = Scan-Fix Items for One Cat d = Scan-Fix Items in Entry Order x = Exit R E P O R T S -- S C R E E N 1 = Total Items: All __ or Category __ For Mo __ thru Mo __ 2 = Total Items: All __ or Category __ for Mo __ Dy __ thru Mo __ Dy __ 3 = Print Items: All __ or Category __ for Mo __ thru Mo __ 4 = Dump Items: for Mo __ thru Mo __ 29. Screen For Setting Category Names And #'s Once Category NUMBERS are set and data is entered, don't change them here, or Category totaling which is done by Category # will get messed up. Name changes are OK. New names and C#'s are ok. Leave a blank or two between groups of like items (lights, water, disposal). Also use easy-to-press #'s like 11,12,12,22,23,24,etc. Print and save this screen (Shift-Print Screen) for reference. Category C# Category C# Category C# Category C# ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ 30. The following examples show first: how items can be added and then, how they are put in alpha order by the system for screen prompting. Entries were made based on volume, importance, and/or preference. SHOWN AS ENTERED: Category C# Category C# Category C# Category C# FOOD........ 44 TAXES....... 55 WATER....... 68 EQUIPMENT... 88 BEER........ 45 LICENSES.... 56 DISPOSAL.... 69 REPAIRS..... 89 WINE........ 46 INSURANCE... 57 ............ .. SERVICES.... 90 LIQUOR...... 47 LOAN........ 58 GAS......... 77 ............ .. ............ .. ............ .. PARKING..... 78 ............ .. ............ .. RENT........ 66 ............ .. MISC........ 99 ............ .. LIGHTS...... 67 ............ .. ............ .. SHOWN AS SCREEN PROMPTS: 31. BEER--------- 45 LIGHTS------ 67 SERVICES---- 90 DISPOSAL----- 69 LIQUOR------ 47 TAXES------- 55 EQUIPMENT---- 88 LOAN-------- 58 WATER------- 68 FOOD--------- 44 MISC-------- 99 WINE-------- 46 GAS---------- 77 PARKING----- 78 INSURANCE---- 57 RENT-------- 66 LICENSES----- 56 REPAIRS----- 89 Mo Dy EXPENSE ITEM C# CATEGORY AMOUNT __ __ _____________________ __ ............ ......0.00 __ __ _____________________ __ ............ ......0.00 __ __ _____________________ __ ............ ......0.00 __ __ _____________________ __ ............ ......0.00 __ __ _____________________ __ ............ ......0.00 __ __ _____________________ __ ............ ......0.00 __ __ _____________________ __ ............ ......0.00 Mo Dy EXPENSE ITEM C# CATEGORY AMOUNT Enter Dy if needed. Make entries and PgDn, or PgDn to exit 32. MENUS, SCREENS, AND OPERATION INFO ON THE EZ PAYABLES PROGRAM EZ Payables features: EZ to add or modify accounts. EZ to SCAN account information with current balances. EZ to add-fix-SCAN items, plus constant balance updating. EZ to age items - Over 15/30/60/90 - for any date set. EZ to SCAN aged amounts for all accounts with grand totals. EZ to print listing of accounts and amounts payable. MAIN MENU OPTIONS 1 - Add-Scan-Modify-Age PAYABLE ITEMS 2 - Add-Fix-Scan ACCOUNT NAMES & INFO. 3 - Reports, Listings, and Labels 4 - Set Date 5 - Copy, Dump Old Data Items, Reindex 6 - E x i t 33. NEW ACCOUNT SCREEN Acct # 123 Attn Line: _____________________________________ Name: _____________________________________ Address: _____________________________________ Location: _____________________________________ Extra: _____________________________________ Phone: ___-___-____ FAX _____________ SCREEN FOR ADDING CHARGES, PAYMENTS, AND CREDITS Last Entry: Acct 1004 Name: Bob's Office Supply 1300.00 Inv # 246799 Charges/Credits on Acct # 1019 Donna's Accurate Bookkeeping c if Charges Inv/Date Invoice # and/or Description Pay/Cred Cred Item 220.00 04/15/94 1019 Tax Return Preparation _____.__ __ 1200 34. 45.00 05/09/94 1030 Payroll Processing _____.__ __ 1201 _____.__ / / _____________________________ _____.__ __ 1202 _____.__ / / _____________________________ _____.__ __ 1203 _____.__ / / _____________________________ _____.__ __ 1204 _____.__ / / _____________________________ _____.__ __ 1205 _____.__ / / _____________________________ _____.__ __ 1206 _____.__ / / _____________________________ _____.__ __ 1207 _____.__ / / _____________________________ _____.__ __ 1208 _____.__ / / _____________________________ _____.__ __ 1209 (The computer adds the Item #'s on the right for reference and updating.) SCREEN FOR SETTING DATE The computer's system date of 05/05/94 will be used as the Posting Date. It's added automatically to all new file items. To change it, enter a new date here -> __/__/__ SCREEN FOR REPORTS - LABELS - LISTS 35. 1 = Print Account balances and/or account entries. 2 = Print Account Charge Totals for a time span. 3 = What are charge-pay-credit totals for a time span ? 4 = Print 3 1/2" or 4" labels. x = Exit COPY - DUMP - REINDEX SCREEN a = Reindex & put files in name order. c = Copy data files TO - FROM disk. d = Dump old file records. w = Copy address info to ASCII type file for word processing use. MENUS, SCREENS AND OPERATIONAL INFO ON EZ WAGES AND DEDUCTIONS 36. EZ Wages and Deductions features: EZ to set up wage and deduction categories. EZ to add-scan-fix Employee information. EZ to add-scan-fix wage and deduction data. EZ to Total wage and deduction data for one or more months. EZ to print Employee data to help in W-2 preparation. EZ to print Rolodex cards or 3 x 5 cards, and labels. MAIN MENU OPTIONS 1 - Add - Fix - Scan Wage Data 2 - Get Reports, Dump Old Data 3 - Add-Modify Employee Data 4 - Cards, Labels, EE Listings 5 - Set Pay Codes, Date 6 - Copy To/From Disk, Reindex x - E x i t NEW EMPLOYEE SCREEN EE # 1234 37. Attn Line: _____________________________________ Name: _____________________________________ Address: _____________________________________ Location _____________________________________ Extra: _____________________________________ Soc/Sec #: ___ __ ____ Phone: ___-___-____ ID _____________ SCREEN FOR ADDING, FIXING, OR VIEWING WAGES & DEDUCTIONS a = Add-Fix-Dump a Set of Data b = Add-Fix-Dump One Entry c = Scan/Fix All or 1 EE's Data x = Exit Note: Ten different pay days are available. Five "regular' pay days, and five Special or Supplemental pay days. 38. SCREEN FOR ADDING WAGES AND DEDUCTIONS For viewing here, only seven different categories are shown. Nine different categories are available. Wage And Deduction Data For: 6/94 PD # 1 NET PAY GROSS FICA FEDERAL STATE HOURS MISC. DONNA A. WILLIAMS----EE # 1001 Soc/Sec # (Last 4) 2345 0000.00 0000.00 0000.00 0000.00 0000.00 0000.00 0000.00 LINDA M. ANDREWS-----EE # 1002 Soc/Sec # (Last 4) 5678 0000.00 0000.00 0000.00 0000.00 0000.00 0000.00 0000.00 LORI ANN SMITH-------EE # 1003 Soc/Sec # (Last 4) 9176 0000.00 0000.00 0000.00 0000.00 0000.00 0000.00 0000.00 Each screen shows up to 5 EE's with 9 different blocks for data entry. 39. SCREEN FOR SETTING DATE AND WAGE DEDUCTION CATAGORIES The computer's system date is 06/06/94 To change it, enter a new date here -> __/__/__ Enter the names of Wage and Deduction catagories that will be input. The names will be used as headings for inputs and in making reports. The different data catagories and the data in them does NOT change when you change a name heading here. ....... ....... ....... ....... ....... ....... ....... C1 C2 C3 C4 C5 C6 C7 Note: For display only seven categories are shown. There are nine. R E P O R T S S C R E E N Total Wages for Mo __ Yr __ thru Mo __ Yr __ 40. For just the Grand Total enter: y and PgDn _ Total for EE # ____ Total for each EE = y _ List all EEs wages for one Pay Day 12345: _ Dump Data for: Mo __ Yr thru Mo __ Yr __ SCREEN FOR LISTS-CARDS-LABELS 1 = EE Roster For Entering Wages 2 = EE Names And Data for W2's 2 = 3 1/2" Labels or 4" Labels 3 = 3 x 5 Cards or Rolodex Cards x = Exit COPY - DUMP - REINDEX SCREEN a = Reindex & put files in name order. 41. Try this if you've had a problem. b = Copy address info to ASCII type file: ADDRESS.TXT for WP use. c = Copy data files TO - FROM disk. x = Exit OPERATIONAL TIPS AND ASSISTANCE TWO METHODS FOR USING THE ACCOUNTS RECEIVABLE FILE: METHOD 1: A business may make AR File entries to record service or product charges to established accounts. As payments are received or credit given, additional AR File entries may be made. The AR File entries will show up as line items on bills. Payments and credits should be added using menu option number three. It is: 3 = Apply Pay/Cred to Any Open Item in Entry Order. This option automatically applies a payment or credit to the oldest open item, and then to any newer item still open. It also 42. adds a note to show the amount applied, and if needed, a note to show any excess payment/credit amount. METHOD 2: Other businesses may use invoices to record product or service sales. When a "charge" invoice is made to an established account, the system automatically adds an AR File entry for each invoice made. It also adjusts stock quantities if needed. Invoices should be used to record all SALES and CREDITS. Then the report of total account sales and credits, which is made from invoice data, and the report of AR File totals will match. Payment option three should be used to record PAYMENTS. When a CREDIT invoice is prepared, any needed adjustments in stock quantities are made, and a credit entry will be added to the AR File for established accounts. The amount of the credit will not be applied automatically to the AR File charge entry that was initially made and now serves as the basis for the credit. Use the "Scan & Update Current Items" option 43. to do that. First, apply the amount of the credit to the AR File charge entry that was initially made. Then, reduce the new AR File credit entry by the amount applied and add the note: "applied above" to the new credit entry. Be consistent in the method used. DUMPING OLD RECORDS: At the start of each year: 1. Print data for use in preparing tax forms and reports. 2. Make a copy of the EZ Income, EZ Expense, and EZ Wages records. 3. Dump the Income, Expense, and Wage "old" data records. You should keep other data items for more than the current year. TIPS ON SPEEDING UP OPERATIONS Microsoft's WINDOWS comes with two files that may speed up operations. They are HIMEM.SYS and SMARTDRV.SYS. They assist 44. in memory and hard drive management and are described in the WINDOWS User's Guide. Consult it for more information. If you have WINDOWS, check your CONFIG.SYS file in the C:\ Directory and the AUTOEXEC.BAT FILE IN THE C:\ DIRECTORY to be sure they contain lines that deal with HIMEM.SYS and SMARTDRV.SYS files. ALL THE DOS COMMANDS THAT MOST OF US NEED TO KNOW DOS COMMANDS TYPE AND ENTER: Look at Directory dir a page at a time dir/p Make a Directory md (name) md c:\extra Change Directory cd (name) 45. cd \extra or cd c:\extra cd \ Remove a Directory rd (name) rd c:\extra Clear the Screen cls Print the Screen press both: Shift & Print Screen Set Printer on/off press both: Ctrl & p Change Drive a: c: Look at a File type (name) type \config.sys Copy a File copy (name) (to name) 46. copy config.sys config.old copy (name) (to where) copy c:\config.sys c:\extra Copy All DIR Files copy *.* (to where) (Directory) copy *.* c:\extra or copy . c:\extra Rename a File rename (name) (name) rename config.sys config.bak Delete a File del (name) del config.old Delete All DIR Files del *.* - be very careful! or del . - be very careful! Format a Disk format a: - be very careful! 47. Set the Prompt prompt $P$G = C:\ you get the current Drive & DIR Set a Path path C:\;C:\dir;C:\dir ..... path C:\;C:\dos;C:\extra;C:\windows Repeat Last Entry press the F3 key TROUBLE SHOOTING: If a situation comes up when things don't work as they should, stay calm. You most likely are not at fault. ALL MODULES HAVE A RE-INDEX OPTION. USE IT. THAT MAY RESOLVE THE SITUATION. You should back up the data files (.dbf) regularly. The EZX and EZPAY modules contain back up routines. The EZMONEY module does not, as the data (.dbf) files in the \EZMONEY DIR may become very large with time. 48. To save them to disk for a time, place an empty disk in Drive A:. Then, move to the \EZMONEY Dir (cd \ezmoney), and type and enter: copy *.dbf a: If there is room on the disk for all the files, you will be OK. If you wish to access the data base files (.dbf) or import them them into some other software system, copy them to some other place first, and then DO NOT COPY THEM BACK. If the files are changed in any way, they may not work in the EZ BUSINESS system. Also, the files in the \EZMONEY DIR and the \EZPAY DIR must be kept separate. Do not copy them to the same disk or DIR. EZ BUSINESS "works as is" on most computers. Keep your system's set up simple. It is best to run EZ BUSINESS from the C:\ prompt. However, you should be able to run it from Microsoft Windows. EZ BUSINESS is designed to run from DOS 2 - 6 on a 286-386-486. If you have memory resident programs that load when you start 49. your computer, or if you operate from a menu system or other software, you may have system or memory conflicts. If one of the modules will not "run" and you see the message: Error 43, you may need to free up some memory. This situation can occur if "memory resident" software utilities or device drivers for use in running sound cards and similar devices are installed on your computer. They use up working memory and can prevent the EZ BUSINESS system from operating. WARNING! If you are using disk compression software like MS DOS DBLSPACE or STACKER, DO NOT make any changes unless you know just what you are doing, or you may mess up and/or destroy your files. You can re-install the system at any time. The data that is in the files in the \EZMONEY DIR and the \EZPAY DIR, will be brought into the re-installed system automatically if space is available. Because of the very low cost of this product, support is limited. Questions on how the system works usually can be resolved by reading 50. the short manual, making up a "test" account or person, and then making some entries. We sincerely hope that you will find EZ BUSINESS to be EZ-to-use and a time and money saver for you. EZ SOFTWARE Phone: 9:00 am to 1:00 pm Pacific Time 1222 144TH ST SE Monday thru Friday MILL CREEK, WA 98012 206/338-5935 DISCLAIMER OF WARRANTY AND LIMITED WARRANTY THIS SOFTWARE AND ACCOMPANYING WRITTEN MATERIALS (INCLUDING INSTRUCTIONS FOR USE) ARE PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND. FURTHER, EZ SOFTWARE DOES NOT WARRANT, GUARANTEE, OR MAKE ANY REPRESENTATIONS REGARDING THE USE, OR THE RESULTS OF THE USE, OF THE SOFTWARE OR WRITTEN MATERIALS IN TERMS OF CORRECTNESS, ACCURACY, RELIABILITY, CURRENTNESS, OR OTHERWISE. THE ENTIRE RISK AS TO THE RESULTS AND PERFORMANCE OF THE SOFTWARE IS ASSUMED BY YOU. IF THE SOFTWARE OR WRITTEN MATERIALS 51.ARE DEFECTIVE YOU, AND NOT EZ SOFTWARE OR ITS DEALERS, DISTRIBUTORS, AGENTS, OR EMPLOYEES, ASSUME THE ENTIRE COST OF ALL NECESSARY SERVICING, REPAIR, OR CORRECTION. THE ABOVE ARE THE ONLY WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE THAT ARE MADE BY EZ SOFTWARE ON THIS EZ SOFTWARE PRODUCT. NO ORAL OR WRITTEN ADVICE GIVEN BY EZ SOFTWARE, ITS DEALERS, DISTRIBUTORS, AGENTS, OR EMPLOYEES SHALL CREATE A WARRANTY OR IN ANYWAY INCREASE THE SCOPE OF THIS WARRANTY, AND YOU MAY NOT RELY ON ANY SUCH INFORMATION OR ADVICE. THIS WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS. YOU MAY HAVE OTHER RIGHTS WHICH VARY FROM STATE TO STATE. **** LIMITATIONS OF REMEDIES **** NEITHER EZ SOFTWARE NOR ANYONE ELSE WHO HAS BEEN INVOLVED IN THE CREATION, PRODUCTION, OR DELIVERY OF THIS PRODUCT SHALL BE LIABLE FOR ANY DIRECT, INDIRECT, CONSEQUENTIAL, OR INCIDENTAL DAMAGES (INCLUDING DAMAGES FOR LOSS OF BUSINESS PROFIT, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, AND THE LIKE) ARISING OUT OF THE USE OF OR INABILITY TO USE SUCH PRODUCT 52.EVEN IF EZ SOFTWARE HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. BECAUSE SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES, THE ABOVE LIMITATION MAY NOT APPLY TO YOU. This Disclaimer of Warranty and Limited Warranty are governed by the laws **** of the State of Washington. **** What's new... EZ Business has been changed some. The changes are described below. * The start up routine has been changed. When you enter: ez, you get a menu of the modules. You then enter 1, 2, 3, or 4 to start them. * A report of your profits on the sale of stock items has been added. It uses a new field in the stock item file named: mycost. Mycost is the cost to you for an item. The difference between that cost and the invoice price will be the profit. Total profits and profits by stock item are computed. You can view or print the report. * Also, your margins on sales of stock items are shown. They are based on your costs, and the average sale price of items. * You can get the total cost of all items in the stock data file. * A second comment line has been added to the bottom of invoices and estimates. It can be used to add comments or customer messages. * You can make up estimates for "products" made up of multiple parts. The estimates can be duped, changed, and converted to invoices. * You can modify and add other line items to these "product" estimates. * You also can add other point-of-sale line items to the invoices made from the converted "product" estimates if there is room for them. For example, you make a "product" that is made up of several parts. The name of the product goes on the top line. The parts and the quantity of each part are listed on the other lines. The quantity of each part and its price are multiplied to get the total cost for each part. The part quantity and description will show on the screen and print. The price and cost will show on the screen, but they won't print. The costs for all parts used to make up one product will be totaled and added to the top line as the price for one product. The product price is then multiplied by the product quantity to get the total cost. The product price and total cost will print on estimates and invoices. * If stock items are included, stock amounts will be reduced at invoice time by the number of items needed to make up the quantity of product entered. For example, if 2 each of part number xxxx go into 1 product, and the product quantity entered is 2, the stock quantity on hand for part number xxxx will be reduced by 4 at invoice time. * A minus quantity entered on an invoice for a "product" made up of multiple parts, will be treated like other returns, and increases in stock quantities will be made. * When you convert a "product" estimate to an invoice, the product quantity and tax status can be changed. * Also, you can add items to the invoice. They will treated as separate line items. The cost for each new item will be added to the total sale amount. The price and cost for added items will print on the invoice. * You will need to set up as account named SAMPLES for use when making "product" type estimates. Also use that account to control other estimates you may want to duplicate from time to time. * Make up estimates for all of your "products" in order. Then the estimate numbers, which are used to call them up for use, also will be in order. Also, make up a few extra "dummy" ones for modification later. * A listing of current "product" estimates can be printed from the screen listing estimates for the SAMPLES account. * When the cost or price of a stock item changes, estimates containing that item may need to be updated. * A "product" estimate that also contains additional line item entries, can not be totally updated. Only the lower portion which contains the added line items can be updated. Operating tips: * Discounts can be added to estimates and invoices. Enter -1 in the quan block, describe the discount, and enter the amount in the price block. * When adding stock items to the stock data file, remember that the description field is indexed and used to find or "look up" stock items. So, if you want to use catagories of items, enter a category number, name or letter, and then the item name. (car - Buick, truck - Ford, mice - color, modem - 2400, misc - gizmo, etc.) * If you want to set up a practice system, make a directory named money, (cd \ - md \money). Then copy the \ezmoney directory files to that directory. (copy \ezmoney\. \money) To use the practice system, move to the \money directory (cd \money). Then, type and enter: ezmoney or ezstock for practice. To set up a practice area for the other modules, make a \pay directory, then copy the \ezpay files there. Move there. Then type and enter: ezpay or ezx for practice. * You may need to keep track of the cost of items like machines, desks, buildings, etc.. Copy the \ezmoney files to another directory. Move there. Type and enter: ezstock to run the stock module. Then add the items you want to keep track of as "stock" items.