Shareware Gold 1/The_Golden_ROM_Series_-_Shareware_Gold_Volume_1_Number_11_-_SK_89-301_-_1989.iso/BBS/LIB029.ARC/DOCS.ARC/PC-AP.DOC

Text File | 1988-10-21 | 28KB | 607 lines

                          PC-AP MANUAL
                          Version 1.3
                  Copyright 1988, Jerry Medlin



PROGRAM DESCRIPTION

     PC-AP is an accounts payable program for small and medium
size businesses.  The program runs on a IBM PC or compatible
computer with one disk drive and at least 256k memory.

     PC-AP is a ShareWare program.  You are encouraged to give
copies to anyone who might use it.  If you like the program and
find it useful, please contribute $35 to:

          Jerry Medlin
          P.O. Box 357
          Napa, Ca.  94559

     Your contribution will entitle you to a copy of the latest
version of the program and a telephone number for telephone
assistance should you require it.  You will also receive a
program which will allow you to customize some features of PC-
AP.  A complete description of the customizing program is
contained at the end of this manual.

     The program makes liberal use of the PC's numeric key pad
both for numbers and commands.  You can have the Num Lock on all
the time.  PC-AP is designed to work hand in hand with version
3.2 or higher of PC-GL, a General Ledger Accounting Program.
Each invoice entry must be assigned an expense code or account
number and those account numbers must correspond to the account
numbers in the PC-GL chart of accounts.  You must have the chart
of accounts file from PC-GL on the data disk at all times in
order for PC-AP to function.  The file name of the PC-GL chart
of accounts file is PC-GL.COA.

     To run the program, simply type "PC-AP".  If you want to
specify a drive and path for your data just add the drive and
path description after the program name.  i.e. type "PC-AP B:"
to use the B drive for data files.

     A menu is then displayed for operator selection:

          Enter or Change Vendors
          Enter, Change or Select Invoices
          Print Checks For Invoices Selected
          Print Check Listing
          Print Invoice Listing
          Print Vendor Activity Report
          Print Mailing Labels
          Print Vendor Listing
          Start a New Accounting Period
          Export Vendor Data to ASCII File
          Save Data and End

     When inputting information, the plus <+> key has the same
effect as the return or enter key.  Numerical information is
entered "calculator style".  The decimal point is placed
automatically.  The minus <-> key enters a negative number.
This makes using the numeric key pad even easier.

     PC-AP is fast because it works with data in random access
memory, but the capacity is limited by available memory.
Available memory is shared by the data.  With more vendors on
file, fewer invoices can be entered and vice-versa.  PC-AP
allows a maximum of 1500 vendors and 1500 invoices per
accounting period with 512k of memory.  With 256k the capacity
is reduced to about 300 vendors and 300 invoices.

     Each time the menu is displayed, the number of invoices
that can be added is printed at the bottom of the screen.  This
number may be limited by either memory size, available disk
space, or to an absolute maximum of 1500.

     Since a power interruption will result in loosing all the
data currently entered into the program, you should occasionally
save your data back to the disk.  This is done by selecting End
Processing from the menu.  The current data will be saved to the
disk then you will be asked "Do you want to end ?".  Just answer
with an "N" and you may resume processing.


THE PROCESSING CYCLE

     As you receive invoices or statements to pay during the
month, enter them into the program.  When you receive an invoice
from from a vendor not on file, you must go to "Enter or Change
Vendors" and enter that vendor's information before you can
enter the invoice.

     When you are ready to pay bills, select the invoices to
pay, then print the checks.  The invoices selected for each
vendor will be combined and a single check printed for each
vendor.  The check number and check date will be added to the
invoice, indicating that it has been paid.

     At the end of the processing period (usually a month) you
should print reports to retain a permanent record of the month's
activity.  Reports may be printed in any order and as often as
desired.  If you discover an error in any of the reports you may
correct the problem and reprint the report.

     Once you are satisfied that the monthly information is
correct, you should start a new accounting period and send the
invoices to the PC-GL General Ledger program by using the START
A NEW ACCOUNTING PERIOD selection from the menu.  Paid invoices
(checks) will be added to a file on the data disk named
AR_TO_GL.TRN.  This file may be read into the PC-GL General
Ledger program from the command mode of the ENTER OR CHANGE
TRANSACTIONS selection.  The choice "<R> Read PC-AP
transactions" will only appear if you have transactions to read.

     Only paid invoices (checks) will be posted, if you need
accrual accounting, the program can be modified to post on an
accrual basis.

     All of the paid invoices (checks) will also be saved in a
file so that they may be reviewed by the PRINT VENDOR ACTIVITY
REPORT.  The unpaid invoices will be carried over into the next
accounting period.

     To complete the posting process, you must make an
offsetting entry in PC-GL for the total amount of checks or
invoices posted.  If you are on a cash basis, that entry would
be to Cash in Bank, if you are on an accrual basis, that entry
would be to Accounts Payable.


ENTER OR CHANGE VENDORS

     Vendor information is entered and changed using this
selection from the menu.  The following information is entered
for each vendor:

     Vendor name - Two lines of 31 characters each are
     available.   If you only want a single line for the name,
     leave line two  blank.  The blank second line will be
     omitted from mailing  labels and checks.  When checks or
     invoices are posted from  PC-AP to PC-GL, the first line of
     the vendor name is used for  the description.  Since
     descriptions for the PC-GL General  Ledger program are
     limited to a length of 21 characters, only  the first 21
     characters of the vendor name will be posted to  PC-GL.
     The small down arrow indicates the position of the  21st
     character so may choose to keep the first line of the
     vendor name short and use the second line for the remainder
     of the vendor name.

     Vendor Code - A ten character code that will be used to
     sort vendors and also to post invoices and checks to the
     vendor's  account.  In most cases you will want to enter
     the vendor's  last name, followed by as much of the first
     name as will fit  in the remaining characters.  For
     instance, if the vendor's name is Jerry Medlin, the vendor
     code would be MEDLINJERR.   Notice that all capital letters
     are used.  If you enter lower  case letters they will be
     changed to upper case  automatically.  Also, notice that no
     spaces are included.   The program will prevent you from
     entering a previously used vendor code.

     Street Address - Up to 31 characters for the street
     address.

     City State & Zip - Up to 31 characters for the city, state
     and  zip code.

     Auto Invoice Amt - An amount entered here can be entered
     each month as an amount due to this vendor.  This is where
     you would enter fixed monthly payments such as a loan
     payment.  If  the amount is different each month just enter
     a zero.

     Default Acct No. - This is the account number from PC-GL
     that  payments to this vendor are generally posted.  It is
     also the  account number used for automatic posting.  If
     you use a number of different account numbers for this
     vendor, leave the default account number blank.

     Auto Invoice Date - The day of the month the Auto Invoice
     Amount is due.  This can be a number between 1 and 31 and
     will be used as both the invoice date and due date for the
     invoice generated by the "auto invoice" feature.

     YTD Invoices & YTD Checks Written - These numbers are
     maintained by the program and are printed here for your
     information.  You can change them using the <C> Change
     option  if you desire.  At the beginning of the year, you
     should set  these numbers to zero using the <Z> Zero YTD
     Balances.

     Pressing the Escape key during entry takes you back to the
previous field.  Pressing the Escape key at the first name entry
takes you to the command mode.  The command mode allows you to
scroll up and down through the vendor names, delete vendors,
change vendor information and do a quick check on the balances
for a vendor.  Pressing the Escape key from command mode takes
you back to the menu.  The available commands are listed at the
bottom of the screen.


ENTER, CHANGE OR SELECT INVOICES

     This selection allows you to enter invoices and select them
for payment.  Each invoice entry also includes the check number
and date of the check used to pay the invoice.  If the invoice
is unpaid, the check number and date are blank.  Since a single
check can be used to pay more than one invoice, the same check
number may appear with several invoices.  The check amount is
the total of all of the invoices with that check number.

     Invoice amounts are entered as positive numbers using the
plus <+> or enter key and discounts and adjustments are entered
as negative numbers using the minus <-> key (enter the number
then press then minus key).

     The following information is entered for each invoice:

     Vendor Code - The 10 character code previously entered for
     each vendor is used to post an invoice.  You need enter
     only  as much of the vendor code as necessary to
     distinguish it from  any other code.  In other words, if
     only one vendor has a vendor  code beginning with MEDL then
     you need only enter MEDL to post to this vendor.  The
     vendor's name will be  printed at the bottom of the screen
     so you can be sure you  are posting to the correct vendor
     account.  If all you know  is that the vendor code begins
     with ME then just enter ME  and the program will print all
     of the vendor codes beginning  with ME at the bottom of the
     screen.

     Invoice Date - Enter the date on the invoice as MODA form.
     The date of June fourth would be entered 0604 with no dash
     or slash.

     Due Date - Enter the date payment is due.  Invoices can be
     sorted by due date if desired.

     Invoice number - Up to 14 characters for the invoice
     number.   Alphabetic characters are allowed, so you can use
     this field  for a short description if you like.

     Account Number - Enter the account number that this invoice
     will be charged to.  The account description will then be
     printed  at the bottom of the screen.  Account numbers come
     from the  PC-GL program.  If you don't remember the account
     number,  enter the number 999.  The program will then allow
     you to use  the arrow keys to search through the possible
     account numbers.  When the desired account number appears
     just press return to enter it.

     Amount - Enter the amount of the invoice.  The number is
     entered "calculator style" with the decimal point
     automatically placed at two decimal places.

     Pressing the return key on any entry except the amount,
defaults to the previous value.  This allows you to make
multiple entries for an invoice with the same vendor, date and
invoice number by just pressing return three times.

     To enter a discount, make an entry with the same invoice
number and date with the discount amount entered as a negative
number.  Negative numbers are entered by first entering the
number and then pressing the minus <-> key.

     To partially pay an invoice, you must break the invoice
into two invoices.  Enter one invoice for the amount you want to
pay, and another invoice with the same invoice number and date
for the remainder of the total invoice amount.  Then pay the
first invoice.

     Pressing the Escape key during entry takes you back to the
previous field.  Pressing the Escape key at the first entry
position takes you to the command mode.  The command mode allows
you to scroll up and down through the entries and delete and
change entries.

     From the command mode you may press the <A> Auto Invoice
key to automatically post the amount entered for each vendor as
an auto invoice amount.

     The <S> Sort Invoices command will quickly sort all of the
invoices.  You may choose to sort by vendor code, invoice date,
due date, invoice number, account number, check number or check
date.  Or, of course, you can do no sorting at all.  The program
doesn't require any sorting and doesn't care which order the
invoices are in.  But, if you want to sort by due date, for
instance, it  would make it easier to choose which invoices to
pay.  You can start at the top of the invoice listing and pay
bills starting with the oldest until you run out of money.  Once
invoices are sorted, they will stay in that order until you sort
them again in some other order.  So, if you want invoices to
remain in the original order, don't sort them.

     Pressing the Escape key from command mode takes you back to
the menu.  All the available commands are printed at the bottom
of the screen and may be chosen by a single keystroke.


SELECTING CHECKS FOR PAYMENT

     Before a check can be written to pay an invoice, it must be
marked for payment.  This is done by using the up and down
arrows to find the invoice and then pressing the asterisk <*>
key.  The word" pay " will appear in the check number field for
that invoice indicating that it has been marked for payment.

     The <T> Total command will print the total of all invoices
paid, unpaid and marked for payment.  You should check this
total before printing checks to see that you haven't selected
more invoices for payment than you have money in the bank.  You
can also print the invoice listing to get a printed listing of
invoices selected for payment.  The <V> Vendor Total command
will total invoices for only one vendor.


PRINT CHECKS FOR INVOICES SELECTED

     This menu selection prints a check for each vendor with
unpaid invoices marked for payment.  All of the invoices for
each vendor will be combined and paid with a single check.
Before printing begins, you will be asked for a beginning check
number.  That number will be used on the first check written,
and subsequent checks will be numbered sequentially.  The check
date will be the same as the system date.  That is the date you
enter when your computer starts up.  If you want postdate
checks, you must exit the program and change the system date.

Checks are printed on a common pre printed accounts payable
check from New England Business Services (NEBS).  The checks
should be ordered pre printed and numbered.  You will need to
send a voided check with your account number, your company name
and address and the beginning check number to:  NEBS, 500 Main
Street, Groton, MA  01470.  You can get pricing and order
information by calling NEBS at 800-225-9550.  The form number is
9020 and the catalog code number is 03897.

Set the printer to begin printing just under "DATE" on the first
page of the check form.

The APCONFIG program allows you to choose two other check
styles, including the same check form used by the PC-PR payroll
writing program. (NEBS form number 9022).  The APCONFIG program
is provided to all registered users.  Additional information
about the APCONFIG program is provided at the end of this
manual.


PRINTING REPORTS

     The first time you choose a printed report from the menu
you will be asked to enter a report date.  This date will be
used on all reports.  If you want to change the report date you
must end processing and start over, otherwise the same report
date is used on all reports printed during a posting session.

     On some reports you will be asked to enter a vendor code.
This is the starting vendor for printing.  Press return to start
at the first vendor.  You will then be asked how many to print.
Enter the number of vendors you want, starting at the selected
vendor, or press return to print from the starting vendor to the
end of the list.  This feature allows you to print partial
reports or to print a report for only a single vendor.  If you
want to print reports for all vendors starting at the first
vendor just press return twice.

     Next, you will be asked to choose if you want to print the
report to the printer <P>, to the screen <S> or to a file <F>.
If you choose to print to a file you will be asked for a file
name.  The report will then be saved as an ASCII file.  These
files are not readable by PC-AP, but can be viewed and changed
with a text editor and used by other programs that can read
ASCII files.  Since the report is printed to a file exactly as
it would be printed to a printer, if you use LPT2 for a file
name, the report would be printed to your second line printer.

PRINT CHECK LISTING

     To provide an adequate audit trail, this report should be
printed and retained before closing out the month.  It will list
all the checks written by the program or entered manually for
the accounting period.  You will be given an opportunity to sort
the checks before printing.  Sorting in check number order makes
the listing more useful but is not required.


PRINT INVOICE LISTING

     You may print all of the invoices or just unpaid invoices.
This report should also be printed and retained at the end of
the processing period.  You can print the invoice listing before
printing checks to get a summary of how many checks are to be
printed.  This helps avoid the embarrassment of printing more
checks than you have money in the bank.  Before printing you may
sort the invoices if you wish.

PRINT VENDOR ACTIVITY REPORT

     This report is a summary of activity for a vendor for the
last 6 accounting periods.  If you choose to print the report
for all vendors, you can expect the report to take a
considerable amount of time to print.  A more practical way to
use this report is to print it for a single vendor as needed to
resolve problems.  The number of accounting periods saved can be
changed using the APCONFIG program.  The maximum is 16 months.

PRINT MAILING LABELS

     As long as you have all of this vendor information on your
computer, you might as well use it to print mailing labels.  You
can print labels for all the vendors or only one vendor.  Labels
are printed on standard 15/16ths peel off labels with one inch
spacing between labels.  To align the printer, use the selection
process to print a single label.

PRINT VENDOR LISTING

     Occasionally, you will want to print a listing of all of
the vendors on file.  The report includes all of the vendor
information on the "Enter or Change Vendors" input screen.

START A NEW ACCOUNTING PERIOD

     When you have printed all the reports you need and all is
in order you can complete the accounting period.  All of the
paid invoices will be saved to a file for use with the Print
Vendor Activity Report.  Paid invoices for the last 6 accounting
periods will be saved on the data disk in a series of files.
The most current paid invoices will be saved in the file named
AP1.TRN and the next most current in AP2.TRN  The oldest paid
invoices will eventually be saved in the file named AP6.TRN.

     All unpaid invoices will be carried over to the new month.

     All paid invoices (checks written) will also be saved to a
file named AP_TO_GL.TRN.  This file can be read into the PC-GL
General Ledger program.  The next time you run the PC-GL
program, you will have a new menu item in the ENTER OR CHANGE
TRANSACTIONS selection.  <R> Read PC-AP transactions will allow
you to transfer all of the transactions into the PC-GL program.

     Remember that only the checks are posted to PC-GL.  For
double entry accounting, you must complete the operation by
entering a credit <-> to the CASH IN BANK account for an amount
equal to the total of all checks posted from PC-AP to PC-GL.  If
you don't, the PC-GL ledger will be out of balance by that
amount.

     The program assumes you are on a cash basis of accounting,
so only the invoices actually paid during the month are posted.
If your accounting is on an accrual basis you may modify the
program using the APCONFIG program so that all of the invoices
ENTERED for the month are posted to PC-GL.

     In that case, the offsetting credit must be made to the
ACCOUNTS PAYABLE account for the total of all invoices posted
from PC-AP to PC-GL.  In addition, you must make two more
entries in PC-GL to reflect the payment of invoices during the
month:  A debit <+> to ACCOUNTS PAYABLE and a credit <-> to CASH
IN BANK.  The amount for that entry should be obtained from the
PC-AP Check Listing report.


EXPORT VENDOR DATA

     This selection will create a file on the logged disk drive
and subdirectory called PC-AP.PRN which can be read by programs
like Lotus 123 and Reflex.  Textual data in the vendor file will
be surrounded by quotation marks.  You can then read the data
into Lotus 123 by using the /File/Import/Numbers command.  Be
sure that no names or addresses in your vendor file contain
quotation marks before exporting vendor data.


SAVE DATA AND END

     When processing is completed you must exit the program
using this selection.  Do not end processing by just turning off
the computer, you will lose any data entered since the last save
operation.  If you just want to save the current data to the
disk without ending, you may answer "N" to the question "Do you
want to end processing?" and you will be returned to the menu.


USING THE CONFIGURATION PROGRAM

     The configuration program (APCONFIG.EXE) is provided to all
registered users.  It allows you to change certain features of
PC-AP.  The APCONFIG.EXE program and the main program (PC-
AP.EXE) should both be on the same disk drive when you configure
your copy of PC-AP.  Run the program by typing APCONFIG at the
Dos prompt.  Use the up and down arrows to move the pointer and
then press <C> to change an item.  You will be allowed to change
the following information:

     Display Colors - If you have a color adapter and monitor,
     you  can change the colors for borders, program prompts,
     data, and background.  Allowable colors are from 0 to 15
     except for background color which can only be from 0 to 7.
     The display will be instantly updated as you enter the new
     colors.

     Laser Printer? - You will also be able to change the way
     PC-AP  starts a new page.  Usually, PC-AP starts a new page
     by  counting lines until the page total equals 66 lines.
     If you  enter a "Y" for the laser printer question, PC-AP
     will start  a new page by issuing a form feed command.
     This would work  just fine on most other printers too, but
     requires that you  set the top of form before you start
     printing.

     Disk Drive and Path - Enter a drive and path designation
     for  PC-AP data.  If you want the program to read data from
     the B  drive just enter B:.

     Accounting Method - This determines how invoices are posted
     to  PC-GL.  The allowable answers are "C" for cash basis
     accounting and "A" for accrual basis accounting.  A "C"
     answer means that any invoices paid during the month will
     be  posted to PC-GL.  An "A" answer means that all invoices
     actually entered during the month will be posted to PC-GL.

     Months to Save - The PC-AP program saves paid invoices on
     your data disk for later review with the Vendor Activity
     Report.  Normally the paid invoices for the previous six
     months are saved.  You may modify this number to be
     anywhere from zero to 16 months.  Remember, the more months
     of data you save, the more room you need on the data disk
     and the more time it will take to review a vendor's
     activity.

     Top or Bottom Stub Check - PC-AP normally prints on a check
     form with the stub on the top.  Enter a  "T" for top stub
     or a "B" for bottom stub.

     Check Number Printed on Check? - Enter "Y" for yes or "N"
     for no.  See below for the check forms supported.

     Long Laser Check? - If you have a laser printer you can
     choose the new 11 inch long laser checks.  You will not be
     asked this question unless you answer "Y" for laser
     printer.

     When you have finished making your changes, press the
escape key to exit the program.  You will then be asked if you
want to save the changes.  If you answer with a Y, both the
configuration program and PC-AP will be changed until you run
the configuration program again.

CHECKS SUPPORTED

     Normally, PC-AP prints on NEBS check form 9020 which is a
top stub check with the check number printed on the check.  By
combining the Top/Bottom choice with the Yes/No choice for
"Check Number Printed on Check", you can choose from a variety
of different check styles.  Use this chart to configure the PC-
AR program for the proper check.

NEBS Form Number    Stub Location  Num on Check?  Long Check?
=============================================================
9020                Top            Yes               *
9022                Bottom         No                *
9024                Top            No                *
9027                Top            No                No
9215                Bottom         Yes               *
9039                Top            No                Yes

          * Not normally used on laser printers


HELPFUL HINTS

     To read the transactions created by PC-AP, you must use
version 3.2 or higher of PC-GL.  Earlier versions will not read
the transactions created by PC-AP.

     The escape key is always used to go back to the previous
operation.  From anywhere in the program if you continue to
press the escape key you will eventually return to the main
menu.

     When printing reports you may pause the printing by
pressing any key.  To resume printing press any key again.  To
quit printing press the escape key after pausing.

     Each vendor must have a unique vendor code for posting.  If
you insist on using numbers, the program won't object.  You
should at least try the method suggested earlier in the manual.
Use a vendor code made up of the vendor's last name plus as much
of the first name as the 10 character limit will allow.  Jane
Smith would then have a code of SMITHJANE (Notice that there are
no spaces).  This method allows rapid posting of invoices
without looking up vendor numbers.  The searching method allows
you to quickly examine the codes for all of the Smiths by just
typing SMITH when asked for a code.

     The first 6 times you start a new accounting period more
disk space is required for historical files.  If you have a
large business and you are using floppy disks for data storage,
you could run out of disk space.  Check available disk space
with Dos's DIR command occasionally.

     PC-AP is written in Turbo Pascal.  The source code is
available for $95.