ShareWare OnLine 2/ShareWare OnLine Volume 2 (CMS Software)(1993).iso/finance/pac610_1.zip/PA6FILES.EXE/PA6-MAN.TXT

Text File | 1993-05-23 | 187KB | 4,134 lines

       PAINLESS ACCOUNTING TABLE OF CONTENTS

  Disclaimer Agreement..........................  1
  Introduction..................................  1
  System Requirements...........................  1
  Installation..................................  1
  Converting from Previous Versions.............  2
  Installing a Company..........................  3
  Operational Procedures........................  3
  Other Features................................  3
  Backup Procedures.............................  3
  Getting Started...............................  3

  I.  FILES
     Accounts File..............................  5
     Client File................................  7
     Vendor File................................ 10
     Product File............................... 11
     Service File............................... 14
     Message File............................... 16
     Salesman File.............................. 17
     Job File................................... 18
     General/ID File............................ 19
     Notes - Client
             Add/Edit Client Notes.............. 20
             Print Client Notes................. 21
             Delete Client Notes................ 22
             Reminder Labels.................... 22
     Appointment Schedule....................... 22
     Password Access............................ 23
     Open Company............................... 23
     Create Company............................. 24

  II.  PURCHASES
     Enter/Edit Purchase Order.................. 24
     Enter/Edit Received P.O.................... 26
     Inventory Adjustments...................... 27
     Print P.O./Received P.O.
             Print Purchase Order............... 28
             Print Received P.O................. 29
     Print Adjustments.......................... 29
     Print Purchase Journal..................... 29
     Post Received P.O.......................... 30
     Post Adjustments........................... 30
     Bill of Materials
             Print Bill of Material............. 31
             Generate Bill of Materials......... 31

                            i

  III.  BILLING
     Enter/Edit Estimates....................... 32
     Enter/Edit Invoices........................ 35
     Estimate Print............................. 38
     Invoice Print.............................. 38
     Revenue Journal............................ 39
     Commission Report.......................... 39
     Sales Analysis............................. 39
     Posting Process............................ 40
     Recurring Entries
             Enter/Edit Invoices................ 40
             Print Recurring Entries............ 41
             Generate Entries................... 41

  IV.  RECEIVABLES
     Enter/Edit Transactions.................... 42
     Cash Receipts.............................. 44
     Journals - Print
             Invoices/Transactions.............. 46
             Cash Receipts Journal.............. 46
     Posting Process............................ 46
     Finance Charges............................ 46
     Recurring Entries
             Enter/Edit Transactions............ 47
             Print Recurring Entries............ 47
             Generate Entries................... 47

  V.  PAYABLES
     Enter/Edit Transactions.................... 47
     Cash Payments.............................. 48
     Direct Check Writing....................... 49
     Journals - Print
             Invoices/Transactions.............. 50
             Payments Journal................... 50
             Direct Check Journal............... 50
     Disbursements Journal...................... 50
     Print Checks............................... 50
     Posting Process............................ 50
     Recurring Entries
             Enter/Edit Transactions............ 51
             Print Recurring Entries............ 51
             Generate Entries................... 51

  VI.  LEDGER
     Enter/Edit Transactions.................... 51
     Account Activity Report.................... 52
     Journal Report............................. 53
     Check Reconciliation
             Check Reconciliation............... 53
             Print Check Register............... 53
     Sales Tax Report........................... 54
     Posting Process............................ 54
     Recurring Entries
             Enter/Edit Transactions............ 54
             Print Recurring Entries............ 55
             Generate Entries................... 55

                           ii

  VII.  REPORTS
     General Ledger Reports
             Trial Balance...................... 55
             Income Statement................... 55
             Balance Sheet...................... 56
             Chart of Account Listing........... 56
             Job Costing Statement.............. 56

     Client Reports
             Client Aging Report................ 56
             Client Statements.................. 57
             Client Directory................... 57
             Client Labels...................... 57
             Client Historical Invoices......... 57
     Vendor Reports
             Vendor Aging Report................ 58
             Vendor Directory................... 58
             Vendor Labels...................... 58
     Service Listing............................ 58
     Product Listing............................ 59
     Message Listing............................ 59
     Job Listing................................ 59
     Salesman Report............................ 59
     Historical Reports
             Client Historical.................. 59
             Vendor Historical.................. 60
             Product Historical................. 60
             Service Historical................. 60

  VIII.  UTILITES
     END OF PERIOD ROUTINES
     General Ledger - End of Month.............. 60
     Receivables - End of Month................. 61
     Payables - End of Month.................... 61
     Inventory - End of Month................... 61
     Commission - End of Month.................. 62
     End of Year - General Ledger............... 62
     Roll Historical Ytd Figures................ 62
     Historical Invoice/Tax Purge............... 63
     Job Costing Purge.......................... 63
     Budgeting
             Enter/Edit Budget.................. 63
             Print Budget Report................ 63
             Print Actual Report................ 63
             Print Variance Report.............. 63
     Fixed Assets
             Enter/Edit Fixed Assets............ 64
             Print Fixed Assets................. 65
             Generate Asset Entries............. 65

                           iii

     DATA UTILITIES
     File Sizes................................. 65
     Reindex Files.............................. 67
     Backup Files............................... 67
     Restore Files.............................. 67

     PROGRAM SETUP OPTIONS
     Color Parameters........................... 68
     Video Parameters........................... 68
     Sales Tax Table............................ 68
     Statement Text............................. 68
     Customized Forms
             Client Invoice..................... 69
             Client Statement................... 69
             Purchase Order..................... 69
             Received P.O....................... 69
             Check Alignment.................... 69
     Customized Fonts........................... 71
     Printer Setup.............................. 71
     Default Descriptions....................... 71
     Country Setup.............................. 72
     Configuration Setup........................ 72
     Run Program Setup.......................... 73

     OTHER UTILITIES
     Calculator................................. 73
     Notepad.................................... 74
     Painless Companion......................... 74
     Painless Editor............................ 74
     XBase Interpreter.......................... 74

     DOS FUNCTIONS
     Format Floppy Disk......................... 74
     Check Disk................................. 74
     Copy File.................................. 74
     Delete File................................ 74
     Backup to Floppy Disk...................... 75
     Restore from Floppy........................ 75
     DOS Window  (Alt+X)........................ 75

     ENTERING BEGINNING BALANCES
     Account.................................... 75
     Clients.................................... 75
     Vendors.................................... 75
     Products................................... 76

                             iv
  DISCLAIMER - AGREEMENT
  Users of Painless Accounting must except this disclaimer of
  warranty:  "Painless Accounting is supplied as is.  The author
  disclaims all warranties, expressed or implied, including, without
  limitation, the warranties of merchantability and of fitness for
  any purpose.  The author assumes no liability for damages, direct
  or consequential, which may result from the use of Painless
  Accounting."

  Introduction & Installation
  Painless Accounting 6.0 is a full featured easy to use accounting
  system.  PA6 is designed to be used by non-accountants, yet still
  be powerful.  Some of the major features include:

  Integrated General Ledger, Accounts Payable, Billing/Invoicing,
  Accounts Receivable, Purchases.

  Links to Painless Payroll (optional).

  Unlimited number of companies (depending on disk space).

  Recurring entries

  Batch processing

  Customized forms for invoices, statements, checks and purchase
  orders.

  Full mouse support-CUA compliant interface.

  System Requirements
  PA6 requires a hard disk drive with 3 megabytes free, Dos 3.3 or
  higher and 640k memory.  PA6 will utilize up to 32 megabytes of
  EMS if available.

  Installation
  Place the Installation disk in drive A: and at the DOS prompt
  type A:CINSTALL then <enter>

  You will be prompted to select the type of install, whether you
  are installing for the first time, installing the registered over
  the shareware copy, or upgrading from a previous version.  Use the
  arrow keys to select and press enter to accept the default.

  You will be prompted to enter the drive and directory to install
  to.  The default is C:\PA6 . You may enter a new directory if you
  wish.  If you are not sure, press enter.

  You will then be prompted to enter the drive and directory for
  your data files.  The default is C:\PA6\DATA . You may enter a new
  directory if you wish.  If you are not sure, press enter to accept
  the default.

                             PAGE 1
  Change disks at the prompts.

  An installation Note to previous Painless Accounting users:
  Previous versions of Painless Accounting were limited to ten
  companies, and each company was created with the install
  procedure.  PA6 now provides support for unlimited companies
  (limited only by disk space).  Additional company data files are
  created through the Files menu of PA6, and no longer require the
  installation disks or program.

  CONVERTING FROM 2.5, 3.0, 4.0, 5.0 TO 6.0

  IMPORTANT- BACK UP BEFORE UPGRADING!
  Place the disk label Installation Disk in Drive A. Type in
  'A:CINSTALL'.  This will start the installation process.

  Select the option to convert your 2.5, 3.0, 4.0, or 5.0 data files
  to 6.0.  You will then be prompted to enter in the drive and
  directory to install Painless Accounting.  If you are unsure just
  press Enter through each option.  It will then prompt you to enter
  in the drive and directory in which your 2.5, 3.0, or 4.0 data
  files are located.

  It will then start creating the new data file structures and then
  begin converting the files.  After the files are converted, it
  will begin reindexing.

  Once the reindexing is complete you will have to enter in the
  account numbers for your Products, Cost of Good Sold, Sales Tax,
  and Sales Tax Expense accounts.  Freight Income and Freight
  expense accounts will also need to be added.  If these accounts
  are not on file you may add them at this time.

  The INVENTORY account will be updated when merchandise is received
  and the Received Purchase Orders are posted.  It will also be
  updated when the billing is posted for products sold.

  The COST OF GOODS SOLD is the default account used when entering a
  product.  If you have different departments the appropriate
  account will be updated when the billing module is posted.

  The Freight income tracks all freight charged on invoices and the
  freight expense tracks all freight you were charged by vendors.
  The help file will then be created for you.

                             PAGE 2
  INSTALLING A COMPANY
  Place the disk label Installation Disk in Drive A. Type in
  'A:CINSTALL'.  This will start the installation process.

  Enter 'Y' if you have a color monitor to continue with the
  installation.  You will then be prompted to enter in the drive and
  directory to install Painless Accounting.  If you are unsure just
  press Enter.

  In order for Painless Accounting to function properly you must
  have 99 files and 16 buffers in your config.sys file.  If you want
  your config.sys file to be updated answer 'Y'.  If you answer 'N'
  you must update your config.sys file yourself.

  It will then begin to create your data files.

  You then have the option to use the sample chart of accounts.  If
  you answer 'Y' it will ask for the installation disk, which should
  already be in Drive A.  Then insert disks as prompted.

  If your config.sys file had to be updated, it will beep and then a
  screen will appear indicating that you must reboot the computer
  before using Painless Accounting.  Press any key to continue and
  then reboot.  To reboot, press the reset button or press CTRL ALT
  DELete simultaneously.  You also have the option of printing the
  manual at this time.

  OPERATIONAL PROCEDURES
  Painless Accounting 6.0 supports the CUA interface with full mouse
  support.  The CUA interface is becoming an industry standard.  If
  you have used Windows (tm) then you should know how a CUA program
  works.  If you have not used a program with this interface, take a
  few minutes to become familiar with the way PA6 operates.  While a
  mouse is not required, it is highly recommended.  In addition to
  the mouse, here are the common keystrokes used by PA6.

  Tab - This allows you to move to each field one at a time.  This
  key is used in additon to the Enter key.  Use the tab when the
  enter key may change a data field entry and you want to skip that
  field.

  Shift+Tab - This moves you back one field at a time.

                             PAGE 3
  Page Up/Page Down - This allows paging through listings displayed
  on the screen.

  Up/Down Arrow - Used to scroll for menu option selection, and
  browse screens.  You may also use the keys to move forward and
  backward through the data entry fields

  Enter Key - Used when selecting menu options and accepting field
  entries.

  Escape (ESC) - Used to cancel an operation or exit any menu
  option.

  Selecting a menu or a menu item only requires pressing the
  highlighted letter which represents the selection.  While in a
  menu option, you may press the highlighted letter to move to
  another field or to chose a command.  When a menu option has data
  entry fields, then you must use the ALT+ the highlighted letter.

  OTHER FEATURES
  Painless Accounting displays the Company Name at the bottom of the
  screen.  Menu item selection and field information is displayed
  below the company name.  Error messages are also displayed below
  the company name.

  Back Up Procedures
  We strongly recommend doing regular backups of your data files.
  Here are a few backup suggestions:

  Get a good commercial back up program.  They are faster than the
  Dos Backup, use far fewer disks for your backup and have excellent
  data verification.  On the other hand, the Dos Backup has no error
  correction, so it will not detect a bad disk!

  Rotate your backups.  We recommend that when you backup you
  alternate between at least two daily sets.  Also, you should have
  two weekly sets.  Then do a backup at the end of the month, label
  it and store it away.  It sounds like a lot, but if you use a good
  backup program it only takes a few seconds and uses just one or
  two disks.  The reason you alternate is because a corrupt data
  file may go undetected, and you can back up bad data over good.
  By alternating your backup sets you minimize this possibility.

  Get a tape backup.  Good ones only cost a few hundred dollars, and
  you can automate the process to do an unattended backup while you
  are at lunch.

  Getting Started
  The first thing you will need to do to get started Painless
  Accounting is to build your data files.  The next section outlines
  the data entry for each file.

                             PAGE 4
  ACCOUNTS MASTER FILE
  One of the first steps is to setup your Chart of accounts.  If you
  are using the default chart of accounts then you may edit or
  delete any existing account number, or add additional account
  numbers.  If you are not using the default chart of accounts, then
  you will need to enter all of your account numbers.

  Account Number:  You may enter up to ten alphabetic , numeric, or
  a combination of both for the account number.

  Account Name:  You are allowed up to thirty alphabetic, numeric,
  or a combination of characters to describe the account.

  Account Type:  The Browse command is available to select an
  account type.  All account types must begin with an alphabetic
  character followed by two numeric characters.  This allows you to
  enter up to ninety nine different accounts for each account type.
  If you enter an account type that does not exist you will be
  prompted "Yes" to add the account type or "No" to cancel the add.

  Account Types:  All account types must begin with the following
  letters:

  A - Asset
  L - Liabilities
  C - Capitol
  R - Revenues
  E - Expenses

  Adding Account Types
  1. Enter the Account Type while in the Account Type field and
  press the Enter key.
  2. Select Yes to add the account type.
  3. Press the tab key to move to the description filed.
  4. Enter up to thirty (30) characters to describe the account
  type.
  5. Select the OK command at the bottom of the screen to save and
  process the entered information.

  Pasting Account Types
  To edit an account type

  1. Select the Browse command while in the Account Type field..
  2. Highlight the Account type to Paste.
  3. Select the Paste command along the right side of the screen.

  Deleting Accounts Types
  1. Select the Browse command while in the Account Type field.

                             PAGE 5
  2. Move the highlight bar over the Account Type you wish to
  delete.
  3. Select the Delete command from the right side of the screen.
  4. Select Yes to delete the account.

  An account type can only be deleted if there are no accounts
  assigned to the type.

  Searching for an Account Type
  1. Select the Browse command while in the Account Type field.
  2. Select the Account Menu and then Browse, or just press F4 to
  browse.
  3. Enter the account type you wish to find.
  4. The cursor bar will highlite the matching record.  Press enter
  to edit or view.

  Note:  To exit the Account Type Browse screen, press the ESC key.
  Also, the Cancel command in the Account menu screen will cancel
  any changes to the file if you are in the Add or Edit mode.

  Once all the information is complete press F8 to save the account.
  The screen is cleared and you may enter another account.  Balances
  will be updated when the posting process is completed.  To exit
  the Account Maintenance screen press the ESC key, or click your
  mouse on the Account menu and select Cancel.

  Adding Accounts

  Select Accounts from the File Main Menu.
  Enter the Account number.
  Input data in the appropriate fields.  See the field definitions
  at the beginning of this section.
  Press F8 save and process the entered information.

  Editing Accounts

  Select Accounts from the Files Main Menu.
  Enter the Account number.
  Once the Account Maintenance screen is accessed, use your Mouse or
  the Tab key to move to the field you wish to edit and make the
  desired change.
  Press F8 save and process the entered information.

                             PAGE 6
  Deleting Accounts

  Select Accounts from the File Main Menu.
  Enter the Account number.
  Press the F6 key to Delete.
  Select OK to delete the account.

  Note:  An account can only be deleted if it has a zero (0)
  balance.

  Searching for an Account

  Select Account from the File Main Menu.
  Press the F4 key to browse, or select the Account Menu, then
  Browse.
  Enter the account number you wish to find.
  Press Enter to view or edit the account number.

  To exit the Account Master File, you may choose the Cancel command
  along the right side of the screen.  Also, the Cancel command
  along the bottom of the screen in the Account Maintenance screen
  will cancel any changes to the file if you are in the Add or Edit
  mode.

  CLIENT MASTER FILE
  The Clients menu option is used to Add, Edit, Delete, or Search
  clients.

  To enter client beginning balances select the Utilities, Enter
  Beginning Balance option.

  Client Code:  You may use numeric , alphabetic, or combination of
  both for the code.  The field will accept up to ten (10)
  characters.

  Company Name:  You may enter up to forty (40) characters for the
  name of the company.

  Name:  The name field is used for a contact person at the company.
  You may enter up to thirty (30) characters.

  Address:  The address fields allows for physical a location as
  well as a Post Office box.  You May enter up to thirty (30)
  characters for each address fields.

  City:  Enter up to twenty (20) characters for the city.

  ST:  Enter the two digit postal code for the state.  This field
  also supports 4 digit province codes.

                             PAGE 7
  Zip Code:  Enter the five or nine digit postal zip code for the
  client.

  Country:  You may enter up to twenty (20) characters if the
  company resides in another country.

  Phone and Phone/Fax:  Enter the client's phone number.  Proper
  spacing for the area code and extension are in place.  The
  phone/fax field my be used for a second phone number or the
  client's fax number.

  License:  If you wish, you may enter the client's license number.

  Tax Number:  Enter the client's tax identification number if the
  client is tax exempt.  This field is for informational purpose
  only.  The client may still be taxed if a tax rate is entered.

  Reminder Date:  Clients may be printed out by reminder dates.
  This could be helpful if the client has an irregular invoicing
  need.

  Last Payment and Last Purchase:  These fields are updated when the
  posting process is completed.  You may edit the fields if
  necessary.

  Due Days:  You can enter up to ninety nine (99) due day for the
  client.  This is the date the invoice is due for payment from the
  day of invoicing.  This field will effect the status of an invoice
  displayed on the aging, and if interest is used, the time at which
  interest will start generating.

  Price Level:  If the client will receive a selling discount the
  time of invoicing, then enter the price level code used when
  setting up a product.

  Salesperson:  Enter the code that will identify this client to a
  salesperson.  The Browse command is available for selecting a
  salesperson.

  Balance Forward:  If you will not be tracking the client's sales
  by individual invoice numbers then place an "X" in the check box.

  Note:  The space bar is used to check the box, or clicking your
  mouse on the box.

  Charge Interest:  Place an "X" in the check box if the client will
  be charged interest for past due invoices.  When generating
  interest charges, the past due status of an invoice will be
  determined by the number of days enter in the Due Days.

  Tax Rate:  Enter the tax rate number for this client.  The Browse
  command is available for selecting a rate.

                             PAGE 8
  Note:  The F2 key displays a screen that is used to enter
  additional ship to or locations of the client.  Selecting the More
  command will place you in a window to enter the information.

  Adding Clients

  Select Clients from the File Main Menu.
  Enter an alphanumeric Client code.
  Input data in the appropriate fields.  See the field definitions
  at the beginning of this section.
  Press F8 to save and process the entered information.

  Editing Clients

  Select Clients from the Files Main Menu.
  Enter an alphanumeric Client code or press F4 to browse.
  Once the Client Maintenance screen is accessed, use your Mouse or
  the Tab key to move to the field you wish to edit and make the
  desired change.
  Press F8 to save and process the entered information.

  Deleting Clients

  Select Clients from the File Main Menu.
  Enter an alphanumeric Client code or press F4 to browse.
  Press F6 to delete.
  Select OK to delete the client

  The client account must have a zero (0) balance before it can be
  deleted.

  Searching for a Client

  Select Clients from the File Main Menu.
  Press the F4 key for Browse.
  Enter the client number you wish to find.
  Press Enter to view or edit the client.

  To exit the Client Master File, you may choose the Cancel command
  along the right side of the screen.  Also, the Cancel command
  along the bottom of the screen in the Client Maintenance screen
  will cancel any changes to the file if you are in the Add or Edit
  mode.

                             PAGE 9
  VENDORS MASTER FILE
  The Vendors menu option is used to Add, Edit, Delete, or Search
  vendors.  To enter vendor beginning balances select the Utilities,
  Enter Beginning Balance option.

  Vendor Code:  Enter the code for the vendor using alphabetic,
  numeric, or a combination of both.  You may enter up to ten
  characters.

  Company Information:  Enter the Vendor's company name, a contact
  name, the address, city, state and zip code.  The country field is
  available if applicable.  Painless also allows you to enter the
  phone number as well as a fax number.  The Phone/Fax number field
  could also be used for a second voice number.

  Discount %:  Enter any discounts, if any, that you receive from
  the vendor for early payment.  The discount percentage you enter
  is a multiplier and not the actual percentage (i.e., 2% = .02).

  Discount Days:  Enter the number of days the discount is available
  (i.e., 10 days = 10).

  Due Days:  Enter the number of days available for the term of
  payment (i.e., 30 days = 30).

  Credit Limit:  Enter any credit limits you have with the vendor.

  Tax Code and GST Code:  Enter the tax code which applies to this
  vendor.  The range is from 0 to 5. Sales tax tables are setup
  under the Utilities menu, Program Setup Options.  There are five
  rate tables, one cash table, and one GST table.  You may enter a
  table number and edit the tax tables at a later time.  However, be
  sure to remember that a tax table can only apply to one rate.

  Last Purchase and Last Payment:  These two fields will be updated
  when transaction are posted.  You may also enter dates at this
  time if you so wish.

  Comments:  You may enter up to forty characters for comments for
  this vendor.

  Chose the OK command to process and save the vendor information.
  All Units and Dollars fields will be updated when transaction are
  posted.  Once the OK command is selected the screen is cleared and
  you are ready to enter another vendor.  To exit the Vendor
  Maintenance screen press the ESC key , click you mouse on Cancel,
  or press the ALT + C keys.  This will return you to the Vendor
  Browse screen.

  Adding Vendors

  Select Vendors from the File Main Menu.
  Enter an alphanumeric vendor code.

                             PAGE 10
  Input data in the appropriate fields.  See the field definitions
  at the beginning of this section.
  Press the F8 Save key to save your vendor information, or select
  the Vendor menu in the upper right corner and select save.

  Editing Vendors

  Select Vendors from the Files Main Menu.
  Enter an alphanumeric vendor code, or press the F4 key to browse.
  Once the Vendor Maintenance screen is accessed, use your Mouse or
  the Tab key to move to the field you wish to edit and make the
  desired change.
  Press the F8 key to process and save the changes.

  Deleting Vendors

  Select Vendors from the File Main Menu.
  Enter an alphanumeric vendor code, or press the F4 key to browse.
  Press the F6 key to delete.
  Select OK to delete the account.

  The vendor account must have a zero (0) balance before it can be
  deleted.

  Searching for a Vendor

  Select Vendors from the File Main Menu.
  Press the F4 key to browse.
  Enter the vendor number you wish to find.
  Press Enter to view or edit the vendor.

  To exit the Vendor Master File, press ESC to cancel.  Also, you
  can select the Vendor menu in the upper right corner and select
  the Cancel command.  This will cancel any changes to the file if
  you are in the Add or Edit mode.

  PRODUCT MASTER FILE
  The Products menu option is used to Add, Edit, Delete, or Search
  products.  To enter beginning on hand units for products select
  the Utilities, Enter Beginning Balance option.

  Product Code:  You may enter between 10 and 40 alphabetic ,
  numeric, or a combination of characters.  The product length is
  determined by selecting Utilities, Configuration and specifying
  the length to wish.

  Description:  You may enter up to forty characters to describe the
  product
                             PAGE 11
  Selling Price:  Enter the selling price for the product (i.e.,
  50.00)

  Standard Cost and Average Cost:  If you selected standard cost as
  you costing method, then enter the amount of the standard cost,
  otherwise skip this field.  If you selected Average Cost then this
  field will be updated when purchases are posted.

  Note:  On Hand Dollars, Units on Order, Committed Units, and On
  Hand Units will be updated when purchase and billing transactions
  are entered.

  Sales Account::  The Browse command is available to select a sales
  account number and paste it to this field.  The account number
  must be a revenue account type.  If you know the account number
  you may simply enter the number.  If you enter an account that
  does not exist Painless will prompt you to add the account.
  Select "Yes" to ad an account on the fly, or select "No" to
  cancel the operation and reenter the account number.

  COGS Account:  Enter the Cost Of Goods Sold account number for
  this product.  The Browse command is available to select the
  account number and paste it to the field.  The account number must
  be an expense account type.  If you enter an account that does not
  exist Painless will prompt you to add the account . Select "Yes"
  to ad an account on the fly, or select "No" to cancel the
  operation and reenter the account number.

  Department Class and Vendor:  You may enter a Department code,
  Class, and Vendor number for this product.

  Manufactured:  Place an "X" in the check box if this product is to
  be used for manufacturing.

  Adding Products for Manufacturing

  Place an "X" in the check box to add a level.
  Enter the Product number.
  Enter up to forty characters for the description
  Enter the quantity used in the manufacturing process.

  You may Edit or delete any product by entering the product and
  selecting the Level Box.  Once the level(s) have been entered
  select the OK command to return to the Product Maintenance screen.

  Levels:  You may add price levels for a product.  The level may be
  a fixed dollar discount or a percentage discount.

                             PAGE 12
  Adding Product Price Levels

  Place an "X" in the check box to add a level.
  The Price Level entry screen will automatically come up.
  Enter the level number.
  Enter "F" for fixed or "P" for percentage.
  Enter the fixed price or the percentage amount.
  Press Ctrl-A to add additional price levels.
  Press ESC to go back to the product entry screen.

  Taxable:  If the product is taxable place an "X" in the check box.
  This does not determine the taxable status of a client only the
  product itself.

  GST Code:  Enter the code for the GST for this product.  This is
  only applicable if you are setup for GST tax.

  Check Boxes:  Use the space bar or click your mouse on the box to
  place an "X" in the box to make it active.  If you are setup for
  manufacturing then identify this product as part of a finished
  product by placing an "X" in the box.  If the product has pricing
  levels available then "X" the Levels box.  Place and "X" in the
  Taxable box if the product is taxable.  Making the product taxable
  will not override any clients that are tax exempt.  Place the
  proper GST code in the box if applicable.

  Note:  All Units and Dollar fields will be updated when posting is
  completed.  Once the OK command is selected the screen is cleared
  and you are ready to enter another product.  To exit the Product
  maintenance screen press the ESC key, or click your mouse on the
  Product menu then Cancel.

  Adding Products

  Select Products from the File Main Menu.
  Enter the product code.
  Input data in the appropriate fields.  See the field definitions
  at the beginning of this section.
  Press the F8 key, or select the Product menu, then Save.

  Editing Products

  Select Products from the Files Main Menu.
  Enter the product code, or press F4 to browse.

                             PAGE 13
  Once the Product Maintenance screen is accessed, use your Mouse or
  the Tab key to move to the field you wish to edit and make the
  desired change.
  Press F8 to save, or select the Product menu, then Save.

  Deleting Products

  Select Products from the File Main Menu.
  Enter the product code, or press F4 to browse.
  Press the F6 key to delete.
  Select OK to delete the account.

  The product must have a zero (0) balance, and may not have any on
  hand units to be deleted.

  Searching for a Product

  Select Products from the File Main Menu.
  Press the F4 key to browse.
  Enter the product number you wish to find.
  Press Enter to edit or view the product information.

  To exit the Products Master File, you may choose the Cancel
  command along the right side of the screen.  Also, the Cancel
  command along the bottom of the screen in the Products Maintenance
  screen will cancel any changes to the file if you are in the Add
  or Edit mode.

  SERVICES MASTER FILE
  The Services menu option is used to Add, Edit, Delete, or Search
  services.

  Service Code:  You may enter between 10 and 40 alphabetic ,
  numeric, or a combination of characters.  The service code length
  is determined by selecting Utilities, Configuration and specifying
  the length to wish.

  Description:  You may enter up to forty character to describe the
  service.

  Selling Price:  Enter the price you will charge for the service
  (i.e., 75.00).

  Selling Account:  The Browse command is available to paste an
  existing revenue account.  If you enter an account that does not
  exist Painless will allow you to create the account on the fly.

  Department and Class:  Enter a department code and class code if
  applicable.

                             PAGE 14
  Taxable:  Place an "X" in the check box if the service is taxable.
  Selecting taxable will not effect any clients hat are tax exempt.

  Note:  All Units and Dollar fields will be updated when posted is
  completed.  Once the OK command is selected the screen is cleared
  and you are ready to enter another service.  To exit the Service
  maintenance screen press the ESC key, or select the Service menu
  in the upper right corner, then select cancel.

  Adding a Service

  Select Services from the File Main Menu.
  Enter the alphanumeric service code.
  Input data in the appropriate fields.  See the field definitions
  at the beginning of this section.
  Press the F8 key, or select the Service menu in the upper right
  corner and then Save.

  Editing a Service

  Select Services from the Files Main Menu.
  Enter the Service code, or press the F4 key to browse.
  Once the Service Maintenance screen is accessed, use your Mouse or
  the Tab key to move to the field you wish to edit and make the
  desired change.
  Press the F8 key, or select the Service menu in the upper right
  corner and then Save.

  Deleting a Service

  Select Services from the File Main Menu.
  Enter the Service code, or press the F4 key to browse.
  Press the F6 key to delete the service.
  Select OK to confirm the deletion.

  Searching for a Service

  Select Services from the File Main Menu.
  Press the F4 key to browse.
  Enter the service number you wish to find.
  Press Enter to view or edit the service.

  To exit the Service Master File, you may choose the Cancel command
  along the right side of the screen.  Also, the Cancel command
  along the bottom of the screen in the Service Maintenance screen
  will cancel any changes to the file if you are in the Add or Edit
  mode.
                             PAGE 15
  MESSAGES MASTER FILE
  The Message file can be used to enter any type of recurring
  message for recall when working with the Billing module.  To
  access the Message Master file, select Messages from the Files
  Main Menu.

  Message Code:  You may enter between ten and forty alphabetic,
  numeric, or a combination of characters to identify the message.

  Description:  Enter up to forty characters for recurring message
  you will want to add to an invoice (i.e., Thank You For Your
  Business).  Messages may also be entered on purchase orders.

  Adding Messages

  Select Messages from the File Main Menu.
  Enter the message code.
  Enter the description.  You may leave the description blank for
  entry during Billing entry.
  Press the F8 key to save, or select the Message menu in the upper
  right corner and then Save.

  Editing Messages

  Select Messages from the Files Main Menu.
  Enter the Message code, or press the F4 key to browse.
  Once the Message Maintenance screen is accessed, use your Mouse or
  the Tab key to move to the field you wish to edit and make the
  desired change.
  Press the F8 key to save, or select the Message menu in the upper
  right corner and then Save.

  Deleting Messages

  Select Message from the File Main Menu.
  Enter the Message code, or press the F4 key to browse.
  Press the F6 key to delete the Message.
  Select OK to confirm the deletion.

  Searching for a Message

  Select Messages from the File Main Menu.
  Press the F4 key to browse.
  Enter the message number you wish to find.
  Press Enter to view or edit the item.

                             PAGE 16
  To exit the Message Master File, you may choose the Cancel command
  along the right side of the screen.  Also, the Cancel command
  along the bottom of the screen in the Message Maintenance screen
  will cancel any changes to the file if you are in the Add or Edit
  mode.

  SALESPEOPLE MASTER FILE
  The Salespeople menu option is used to Add, Edit, Delete, or
  Search products.

  Salesmen Number:  Enter three alphabetic, numeric, or combination
  of characters to identify the salesperson.

  Salesman Name:  You may enter up to forty characters to describe
  the salesperson.

  Commission %:  Enter the rate of commission the salesperson will
  earn.  The rate is a multiplier and not the actual percentage
  (i.e., 30% = .30).

  All Units and Dollar fields will be updated when posted is
  completed.  Once the OK command is selected the screen is cleared
  and you are ready to enter another salesperson.  To exit the
  Salesperson maintenance screen press the ESC key, or select the
  Salesperson menu and then Cancel.

  Adding Salespeople

  Select Salespeople from the File Main Menu.
  Enter an alphnumeric Salesperson Number.
  Input data in the appropriate fields.  See the field definitions
  at the beginning of this section.
  Press F8 to save, or select the Salesperson menu then Save.

  Editing Salespeople

  Select Salespeople from the Files Main Menu.
  Enter the Salesperson number, or press F4 to browse.
  Once the Salesman Maintenance screen is accessed, use your Mouse
  or the Tab key to move to the field you wish to edit and make the
  desired change.
  Press the F8 key to save, or select the Salesperson menu in the
  upper right corner then select Save.

  Deleting Salespeople

  Select Salespeople from the File Main Menu.
  Enter the Salesperson number, or press F4 to browse.

                             PAGE 17
  Press the F6 key to delete the Salesperson.
  Select OK to confirm the deletion.

  Searching for a Salesperson

  Select Salespeople from the File Main Menu.
  Press the F4 key to browse.
  Enter the salesman number you wish to find.
  Press enter to view or edit the Salesperson.

  To exit the Salespeople Master File, press the ESC key, or select
  the Salesperson menu then select Cancel.  This will abort any
  changes made to the record.

  JOBS MASTER FILE
  The Job menu option is used to Add, Edit, Delete, or Search jobs.
  Jobs are used by the Job Costing feature for keeping track of
  costs and revenues for a particular job or contract.

  Job:  Enter up to ten alphabetic, numeric, or combination of
  characters to identify the job.
  Job Name:  You may enter up to forty characters to describe the
  job.

  Adding a Job

  Select Jobs from the File Main Menu.
  Enter the Job code or number.
  Enter the Job Name.
  Press the F8 key to save the job, or select the Job menu, then
  Save.

  Editing a Job

  Select Jobs from the Files Main Menu.
  Enter the Job code, or press the F4 key to browse.
  Once the Job Maintenance screen is accessed, use your Mouse or the
  Tab key to move to the field you wish to edit and make the desired
  change.
  Press the F8 key to save the job, or select the Job menu, then
  Save.

  Deleting a Job

  Select Jobs from the File Main Menu.
  Enter the Job code, or press the F4 key to browse.

                             PAGE 18
  Press the F6 key, or the Job menu, then Delete.
  Select OK to confirm the deletion.

  Searching for a Job

  Select Jobs from the File Main Menu.
  Press the F4 key to browse.
  Enter the job number you wish to find.
  Press the Enter key to edit or view the Job.

  To exit the Job Master File, press the ESC key, or select the Job
  menu, then Cancel.

  GENERAL/ID MASTER FILE
  This menu option allows you to setup the active company
  information.  If you have more then one company, you will need to
  change to each company and setup the general information for each
  company.

  Name:  Enter the name of the person most responsible for the
  company.  This could be the company president or the owner.  You
  may add up to thirty characters.

  Company:  Enter in the actual name of the company.  You may enter
  up to thirty characters for the name.

  Address:  There are two lines for the company address.  You enter
  up to thirty characters in both fields,

  City, State and Zip:  You may enter up to fifteen characters for
  the city.  For the state, enter the two digit postal code for your
  state.  The zip code field allows for the five digit and the four
  digit postal zip code.

  Phone and Fax Number:  Enter your company phone and fax number.
  The fax number field could also be used for a second phone number
  if needed.

  SSN and Tax ID#:  These two fields are available for informational
  purpose.  In a proprietorship you would enter your social security
  number.  The Tax ID file is for your tax resale number.

  Account Numbers:  Painless displays the default account numbers it
  will use when entering products, services, accounts receivable.
  etc.  If these account numbers are incorrect the Browse command is
  available to select an account or to create an account on the fly.
  You may also enter the account numbers manually.

  Last invoice and Purchase Order Number:  Enter the last number
  used in these two fields.  Painless will start the number with the
  next consecutive number.

                             PAGE 19
  Painless Payroll Interface:  If you are using Painless payroll,
  place an "X" in the check box if you are going to interface the
  payroll program.  If you will be running both programs as stand
  alone, then checking the box is not necessary.

  Password:  If you are going to use passwords, then select this
  command to setup the password commands used when entering the
  program.  Each level allows a user to access only certain areas of
  the program.  The master password is the highest priority
  password.  You assign password access levels in the File menu
  using the Password Access option.  Any menu option not available
  to the user will appear as a gray background in the menu options.
  As the user scrolls through the menus options, Painless will skip
  over any option not available to the user.  Select the OK command
  to process and save the password setup.  This will return you to
  the Company Information screen.

  Adding Company Information

  Select General/ID from the File Main Menu.
  Input data in the appropriate fields.
  Select the OK command at the bottom of the screen to save and
  process the entered information.

  Editing Company Information

  Select General/ID from the Files Main Menu.
  Once the Company Maintenance screen is accessed, use your Mouse or
  the Tab key to move to the field you wish to edit and make the
  desired change.

  Select the OK command to process and save the changes.

  Note:  Choosing the OK command will exit you back to the File Main
  Menu.  You can not delete a company from this screen.  Therefore,
  the delete command is not available.  The information entered is
  for the active company.  To enter General/ID information for
  another company you will need to change to that company using the
  Change Company option under the File Main Menu.  You may also
  delete and search for other companies using this option.

  CLIENT NOTES MASTER FILE
  Client notes is used for general information about your client,
  and may be printed out for viewing.  When entering the Client
  Notes screen you are given four selections-

  Enter Client Notes
  Delete Client Notes
  Print Client Notes
  Reminder Labels

                             PAGE 20
  To enter a client note place the bullet indictor in the Enter
  Client Notes selection and chose the OK command.

  Client:  Enter the client number, or chose the F4 Browse command
  to select a client.  You cannot add a client through this browse
  command.  Once the client number is entered you may then enter the
  date of the note, and the text of the note.

  The Print option is available to print only the client note
  displayed.  You may also use the Delete command to delete the
  current note and add another.  Once the note is completed chose
  the OK command to save the information and enter another client.
  To escape out of the screen chose the Cancel command or press the
  ESC key.

  Adding Client Notes

  Select Client notes for the File Main Menu.
  Select Enter Client Notes and chose the OK command.
  Enter the Client number or use the Browse command to select a
  client.

  Note:  You can not add a client from this screen.  The client must
  already exist to add a note.

  Enter the date that corresponds to the client note.
  Input the information you wish to be displayed when printed out.
  Select the OK command to save and process the information.

  Print Client Notes Information
  You may wish to print out your client notes for review.  You may
  print out a single client note, or you may print out all of the
  client notes.  Painless accounting allows you several options to
  for printing.

  Client From and To:  Select the From and To fields for the range
  of client notes you wish to print, or use the default First to
  Last to print all client notes.

  Note Date From and To:  Select the date range of the notes to
  print.

  Send Report To:  Select the output device for printing.  You may
  print the information to the printer, screen or a file.

  Filename:  If you chose to print the information to a file, you
  will need to enter the file name with extension to print.  You
  have up to twenty (20) characters to describe the file and it's
  extension, with the only limitations being DOS defined file names.

                             PAGE 21
  To print a client note:

  Select Client Notes from the File Main Menu.
  Select Print Client Notes and chose the OK command.
  Enter the client range to print.
  Enter the date range to print
  Select the output device for printing.
  Enter the filename if the output selected is to a file.
  Chose the OK command to start the process.

  Delete Client Notes Information
  Delete client notes allows you to delete a range of entered notes
  for clients.  If you wish to only delete a single client note, use
  the Add Client note and delete option.

  Delete Notes Prior To:  Enter the date of the client notes you
  wish to delete.  This will delete all notes prior to the entered
  date.

  To delete client notes:

  Select Client notes from the File Maintenance Menu.
  Select Delete Client Notes.
  Enter the date for all the notes you wish to delete prior to the
  entered date.  Chose the OK command to process the option.

  Reminder Labels-
  These mailing labels can be used to send clients reminders that it
  is time for their next meeting or just to keep in contact with
  them.  When printing you have the option of to print for a range
  of clients or just for one client.  Enter in the date and it will
  print the labels fro the clients specified in the range, and only
  for the client with a reminder date on or before the date
  specified.

  Enter the label length, either 9 or 6 lines.  Select OK to print.

  APPOINTMENTS MASTER FILE
  The appointment option allows you to enter and keep track of
  appointments.  This may be a very valuable option for your
  company.  You also have the option to keep track of appointments
  for your sales people if you wish.

  The Appointment Calendar
  After selecting the Appointments from the file menu you will be
  shown a calendar.  The day selected will be today's date.  The
  selected day will be highlited.  Days with appointments are also
  highlited.
                             PAGE 22
  Move through the calendar with the arrow keys, or by selecting the
  day with the mouse.  The page up and page down keys change the
  month, and the shift-page up and shift-page down key combinations
  change the year.  Mouse users can select the month and year from
  the controls at the bottom of the calendar window.  The Today
  control brings you back to today's date.

  Adding Appointments
  You may add appointments to the text box to the right of the
  calendar.  This is selected with the mouse or the tab key.  Enter
  the appointment information.  It is a free form text window.  The
  tab key or the mouse will return you back to the calendar.

  PASSWORD ACCESS MASTER FILE
  You may set up the level of the password for each module.  The
  default value is level 9. Use the Edit command to change the
  password level

  Editing Passwords

  Select Passwords from the File Main Menu.
  Highlight the Menu Option you wish to edit .
  Select the edit command at the right side of the screen.
  Enter the desired password level.
  Select the OK command to exit the Password Access Setup screen.

  OPEN COMPANY
  Use this menu option to open an existing company.  Highlite the
  company and press enter.  The company name will be displayed at
  the center of the main screen near the bottom.

  Select
  Highlite the company with the mouse or arrow keys and press enter,
  or click on the select button.  The company data files will be
  opened.

  Modify
  This option allows you to modify the name of the company and the
  path for the data files.

  Delete
  This option will delete the company information from the screen
  only.  The company will no longer be available as an option.  But
  the data files will not be erased from the hard disk drive.

  Cancel
  Select the cancel button or press the ESC key to exit this screen.

                             PAGE 23
  CREATE COMPANY
  You will use this option to create any new company.  The only
  limitation on the number of companies you can create is available
  disk space.

  New Company Information
  Drive and Directory:  First you specify the DOS drive and sub-
  directory.  The drive and directory must be a valid DOS drive and
  filename.

  Company Name:  You may enter up to Forty characters for the
  company name.

  Include Current Chart Of Accounts:  If you are going to copy the
  current chart of accounts use the Space Bar or your Mouse to place
  an "X" in the selection box.  Complete the process by choosing OK.
  If you wish to cancel out of the screen, there must be a drive
  letter entry.  The ESC key may also be used.

  EXIT COMMAND
  To exit Painless Accounting select the Exit command from the File
  Main Menu.  Painless will prompt you to confirm the exit.  Select
  the Cancel command if you wish to continue using Painless
  Accounting.

  PURCHASES

  PURCHASE ORDER MASTER FILE
  This module is used to enter a purchase orders for any inventory
  items ordered.  The next purchase number will be displayed in the
  purchase number field.  If you need to edit a previous purchase
  order, just enter in that purchase number, and it will be
  displayed on the screen, providing it has not been posted.

  Purchase Order Number:  Enter the purchase order number or press
  the enter key, and Painless will select the next available number.

  Vendor:  This is the number you setup for the vendor.  The Browse
  command is available.  The information for the vendor may be
  edited if necessary.  If the vendor code entered is not found, you
  may add it at this time.

  Date:  Enter the date of the purchase order.  This will default to
  the DOS date but may be changed.

  Due On:  Due dates are calculated by the due days entered in the
  vendor file.

  Balance and Last Payment:  The vendor balance and last payment
  fields are updated when any invoices or payments for the vendor
  are posted.

  Note:  Any changes to the vendor information will also change the
  vendor file information.  Also, any product or message can only be

                             PAGE 24
  entered through the Add command along the bottom of the screen.
  Entry into this section of the screen is only accessible with the
  for mentioned option.

  Adding a Product/Message
  Select Purchase Orders from the Purchase Main Menu.

  Press the Tab key to accept the next available number.  Note:  The
  Tab key must be used to select a number.

  Enter the Vendor information.  You may enter the Vendor code or
  press the F4 key to browse the list of Vendors.  Highlite the
  vendor and press the Enter key.

  After entering the Vendor information you will enter the Purchase
  order line items.

  Enter the Product, or Message code and press enter.  If you don't
  know the Product or Message code press the F4 key to browse.
  Highlite the Product or Message and press the enter key.

  If you are adding a product enter the Units Purchased.  Otherwise
  select the OK command along the bottom of the screen.

  Enter the Unit Cost.

  Continue to enter the line items.  After completing entering the
  line items, press the F5 Toggle key.  This will move you from the
  line items screen to the purchase order information screen.
  Complete the purchase order by entering freight, amount paid and
  any applicable taxes.

  Press the F8 key to save the purchase order.

  Editing or deleting a Product/message
  1. Select Purchase Order from the Purchase Main Menu.
  2. Enter the purchase order number you wish to edit
  3. Press the F5 toggle key to bring you to the line items screen,
  or use the mouse.
  4. Once the product/svc/message is highlited, use your Mouse or
  the Tab key to move to the field you wish to edit and make the
  desired change.  If you wish to delete an item press the F6 key.
  5. Press the F8 key to save the changes.

  Deleting A Purchase order
  1. Select Purchase Order from the Purchase Main Menu.
  2. Enter the purchase order number you wish to delete.
  3. Press the F6 key to delete the PO.

                             PAGE 25
  4. Select OK to confirm the deletion.

  RECEIVED P.O.'S MASTER FILE
  This module is used to enter a Received Purchase Order showing any
  amount of products received from a vendor.  The next Received
  Purchase Order number will be displayed in the Purchase Number
  field.  If you need to edit a previous Received Purchase Order
  just enter in that Received number, and it will be displayed on
  the screen, providing it has not been posted.  If you have already
  entered a Purchase Order and now want to enter the number of units
  received, enter in the Purchase Order number.

  Purchase Order Number:  Enter the purchase order number of the
  received P.O.  If a P.O.  was not created for this receipt, then
  press the enter key to accept the next available number.  If you
  do not us purchase orders, Painless will assign the next available
  number.

  Vendor:  If this is an active P.O.  then the vendor information
  will be displayed.  Otherwise, the Browse command is available.
  The information for the vendor may be edited if necessary.  If the
  vendor code entered is not found, you may add it at this time.

  Date:  Enter the date the purchase order was received.  This will
  default to the DOS date but may be changed.

  Due On:  Due dates are calculated by the due days entered in the
  vendor file.

  Balance and Last Payment:  The vendor balance and last payment
  fields are updated when any invoices or payments for the vendor
  are posted.

  Note:  Any changes to the vendor information will also change the
  vendor file information.  Also, any product or message can only be
  entered through the Add command along the bottom of the screen.
  Entry into this section of the screen is only accessible with the
  for mentioned option.

  Adding a Product/Message
  1. Select Received P.O's from the Purchase Main Menu.
  2. Enter the purchase order number to edit.
  3. Press the F5 key to access the line items.
  4. Scroll to the next available line item and enter the
  information.
  5. Press the F5 key to toggle back to the purchase order entry
  screen.

                             PAGE 26
  Editing Received P.O.'s
  1. Select Received P.O.'s the Purchase Main Menu.
  2. Enter the purchase order number you wish to receive.
  3. Select Edit from the commands along the bottom side of the
  screen
  4. Once the product/svc/message is accessed, use your Mouse or the
  Tab key to move to the field you wish to edit and make the desired
  change.
  5. Press the F8 key to save the changes.

  Deleting a Received P.O.
  1. Select Received P.O.'s from the Purchase Main Menu.
  2. Enter the purchase order number you wish to delete.
  3. Press the F6 key to delete the PO.
  4. Select OK to confirm the deletion.

  INVENTORY ADJUSTMENTS
  This option allows you make adjustments to your products after
  taking an inventory.  You will only be allowed to make adjustments
  to products already on file.  First you will enter in the product
  code.  After the code is entered the description and the current
  on hand units will be displayed.  If there has already been an
  adjustment entered for the product, and not posted, the New on
  Hand Units will be displayed.

  You may now enter in the New on Hand Units.  If you enter in more
  units than currently on hand, after posting this will increase
  your inventory and update the current on hand units in the product
  file.  Also, your Cost of Goods Sold will be decreased.

  If you enter in less units than currently on hand, after posting
  this will decrease your inventory and update the current on hand
  units in the product file.  Also, your Cost of Goods Sold will be
  increased.

  Adding Inventory Adjustments
  1. Select Inventory Adjustments from the Purchase Main Menu.
  2. Select Add from the command along the bottom of the screen.
  3. Enter the product number you wish to add.  The Browse command
  is available to search products.
  4. Enter the correcting number for the New Units.
  5. Press the F8 key to save.

                             PAGE 27
  Editing Inventory Adjustments
  1. Select Inventory Adjustments from the Purchase Main Menu.
  2. Highlight the product you wish to edit.
  3. Select Edit from the commands along the bottom side of the
  screen
  4. Once the Edit Inventory Adjustment screen accessed, use your
  Mouse or the Tab key to move to the New Units field and make the
  desired change.
  5. Press the F8 key to save.

  Deleting an Inventory Adjustment
  1. Select Inventory Adjustments from the Purchase Main Menu.
  2. Highlight the product you wish to delete.
  3. Select Delete from the commands along the bottom side of the
  screen
  4. Select the OK command to process the deletion.

  PRINT PO'S/RECEIVED PO'S

  Print Purchase Order File
  Through this option you can print, display, or send to a file a
  range of purchase orders.  If you select reprint purchase orders,
  it will print out all purchase orders that have already been
  printed.  You also have a range of which purchase orders to print
  out.  Select the form that you want the Purchase orders to print
  out on.

  Reprint Purchase Order?:  Place an "X" in the check box to print
  previous printed purchase orders.

  Purchase Order From and To:  Enter the from and to numbers to
  print

  Send Report To:  Select the output device.  If you select the File
  option you will need to enter the name with it's extension in the
  next field.

  Formats:  Select the format you wish to print.

  To Print Purchase Orders:
  1. Select Print PO's/Received PO's from the Purchase Main File
  2. Select Print Purchase Orders and chose the OK command.
  3. Enter an "X" in the check box if you are printing previously
  printed purchase orders.

                             PAGE 28
  4. Enter the beginning and ending numbers to print.
  5. Select the output device.
  6. Select the format type
  7. Chose the OK command to process the printing.

  Print Received PO'S
  Through this option you will be able to print, display, or send
  received purchase orders to a file.  If you select to reprint
  received purchase orders, it will print out all received purchase
  orders that have already been printed.  You also have a range of
  which received purchase orders to print out.  Select the form that
  you want the Received P.O.'s to print out on.  You can also select
  to print historical received P.O.'s.

  Note:  The printing of received purchase orders is the same
  procedure as printing purchase orders.  Refer to this section for
  information on how to print received purchase orders.

  PRINT INVENTORY ADJUSTMENTS
  This option will allow you to print out the inventory adjustments
  entered.  You may display this report, send it to the printer, or
  send it to a file.  This will display the Product code and
  description and the current on hand units and the new on hand
  units entered.

  To print Inventory Adjustments:
  1. Select Print Inventory Adjustments from the Purchase Main File
  2. Select the output device.  If you are going to use the file
  option you will need to enter the file name and extension in the
  next field.
  3. Select the OK command to process the printing,

  PRINT PURCHASE JOURNAL
  This report will show all Purchase Order and Received Purchase
  Order amounts and amount due.  You have the option to display the
  report on the screen, send it to the printer, or send it to a
  file.  This will show the Purchase Order or Received Purchase
  Order number, vendor code, vendor company, and date.  It will also
  show the total of the invoice and any amount paid at the time of
  the invoice.  Also the amount now owed on the invoice will be
  displayed.  It will also give you totals for each of these
  columns.

  Note:  Printing the purchase journal is the same procedure to
  print inventory adjustments.  Refer to this section in the manual
  for more information.

                             PAGE 29
  POST RECEIVED P.O.
  Be sure and print out all purchase orders, received purchase
  orders, and the purchase journal and make a backup before running
  this process.  This process will update all vendor balances and
  put all received purchase orders in the open invoice file.  Also
  the on hand units and the on order units in the product file will
  be updated.

  When posting you will be prompted for a posting date.  This is the
  date used for the summary sent to the ledger.  You can also
  specify to post only received p.o.'s that have this as their
  invoice date or all received p.o.'s.

  You also have the option to post Unprinted Received Purchase
  Orders.  If you answer 'N', non printed Received Purchase Orders
  will stay in the file.  If you answer 'Y' all Received Purchase
  Orders will be posted that meet the above date criteria.  You will
  no longer be able to edit any purchase orders or received purchase
  orders that had units received or any partial units received.  The
  only thing that will be left in the file will be Purchase Orders
  that did not have any units received.  Any units not received will
  have to be reentered as a Purchase Order.

  A summary of all debits and credits will be sent to the ledger
  with the posting date entered.  Total debits and credits posted
  will be displayed on the screen and they should always be equal.

  This summary may be looked at in the ledger, but it cannot be
  edited.  To look at this summary, enter in PO for the journal and
  the date as the transaction number.  For example, if you posted on
  March 13, enter in 03/13 as the transaction number and PO as the
  journal.  This will display the summary on the screen.

  To post received P.O.:
  1. Select Post Received P.O.  from the Purchase Main Menu.
  2. Enter the Posting Date.  This date is important- it is the date
  that will be reflected in the General Ledger transactions.
  3. If you wish to post unprinted POs, check the Post Unprinted
  PO's check box.
  4. Post Received PO's with posting date only.  This option will
  post only those PO's which have a date the same as the posting
  date.
  5. Chose the OK command to process the posting.

  POST ADJUSTMENTS
  Be sure and print out the Adjustments and make a backup before
  running this process.  This process will update the product file
  with the new on hand units.  It will take the new on hand units
  times the appropriate cost to get the new on hand dollar value.
  If the adjustment is made to decrease the inventory a credit will

                             PAGE 30
  be made to inventory and the offsetting entry will be made to the
  cost of goods sold for each product.

  A summary of all debits and credits will be sent to the ledger.
  Total debits and credits posted will be displayed on the screen
  and they should always be equal.  This summary may be looked at in
  the ledger, but it cannot be edited.  To look at this summary,
  enter in IV for the journal and the date as the transaction
  number.  For example, if you posted on March 13, enter in 03/13 as
  the transaction number and IV as the journal.  This will display
  the summary on the screen.

  To post adjustments:
  1. Select Post Adjustments from the Purchase Main Menu
  2. Enter the posting date for the adjustments.
  3. Chose the OK command to process the posting.

  BILL OF MATERIALS

  Print Bill of Materials
  This report will show all products that are manufactured.  It will
  show the finished product and the description.  Below the finished
  good, all products that make up that product will be displayed.
  It will show the product code, description, and the number of
  units it takes to make up the finished good.  This report may be
  displayed on screen, sent to the printer, or sent to a file.

  To print the bill of materials:
  1. Select Bill of Materials from the Purchase Main Menu.
  2. Select Print Bill of Material and chose the OK command.
  3. Select the output device and choose the OK command to process
  the bill of materials

  Generate Bill of Materials
  This option will allow you to generate your manufactured products.
  All manufactured products will be displayed on the screen by code
  and show the description.  You must now enter the number of units
  to generate for each product.

  This process will increase the number of units on hand for the
  manufactured product by the number input.  The on hand dollars
  will also be increased by the appropriate cost times the number of
  units generated.  The on hand units for the raw materials, that
  make up the finished product, will be decreased by the number of
  units setup in the product file.  Also the on hand dollars will be
  decreased.  This process does not check to see that the raw
  materials have enough units on hand to generate the finished good.
  So it is possible to get a negative on hand units and dollar value
  for the products that make up the manufactured good.

                             PAGE 31
  To generate a bill of material:
  1. Select Bill of Materials from the Purchase Main File.
  2. Select Generate Bill of Materials.
  3. A list of manufactured items will be displayed.  Enter the
  quantity of each manufactured item to be genereated.
  4. Press the ESC key.  Select OK to start the Generation process.

  After generating you should print the bill of materials.

  BILLING
  Billing Main Menu
  This option is used to enter client Estimates and Invoices that
  can be printed out showing each service rendered or product sold.

  Estimates
  Use this option to create Client Estimates.  Estimates use the
  same numbering system as invoices, but do not update the Open
  Invoice file.  Estimates do not appear on aging reports or revenue
  journal.

  Invoices
  Use this option to create Client Invoices.  You can also convert
  an Estimate to an Invoice.

  Print Estimates / Print Invoices
  Use these options to print estimates invoices.  You may print a
  range, or a single item.

  Revenue Journal
  The Revenue Journal displays all billings in the current batch
  (what has not been posted).

  Commission Report
  This option prints a listing of commissions due by salesman.

  Sales Analysis
  The Sales Analysis report displays all the sales for each Product
  or Service for the current batch.

  Recurring Invoices
  Use this option to edit and generate Recurring Invoices.  This
  powerful feature allows you to create standard invoices for
  clients at predetermined intervals without having to create a new
  invoice.

  ESTIMATES
  Estimates are very similar to invoices, but Estimates are not
  posted.  Estimates can be converted to invoices at any time.

  Estimate Number:  To enter an Estimate press the tab key to get
  the next Invoice number in sequence or enter an Invoice number

                             PAGE 32
  that you want to edit.  You may also enter any number, this will
  help if your Invoice is not entered in consecutive order.
  Pressing ESC will take you back to the Billing menu.

  The Estimate number is the same number as the invoice number, and
  when the system enters the Invoice number it takes it from the
  next available Invoice number, and that number will be unavailable
  for an invoice.  When the Estimate is converted to an Invoice, the
  current Estimate number becomes the invoice number.

  Client:  Next enter in the client code.  The Browse command is
  available to select a client or add a client on the fly.  If a
  client code of CASH is entered, you will be able to enter in a
  name, address, city, state, and zip information.  This is helpful
  if you are a point of sale business and have numerous one time
  cash customers per day that you do not need to keep on file.

  Ship To:  If you have the ship to information activated, you will
  be able to enter in four lines of ship to information.

  Invoice Date:  Enter the date of the Estimate.

  Due On:  The due date is generated from the information enter in
  the client information screen.

  Job and Salesman:  If the Job Costing and/or Commissions are
  activated, you will be able to enter in a job number and/or a
  sales person.

  Note:  If the job costing is activated, you will be required to
  enter in a job number for each Estimate.  The same goes for
  entering a sales person.  The sales person will default to the
  sales person entered in the client file.  If you will have a case
  where there might not be a job number or sales person, and the
  options are activated, setup a dummy job and/or a dummy sales
  person.

  Reminder Date:  Enter in the client's reminder date.  This will be
  the date of the clients next visit.  Date of visit and due date
  will be entered in automatically, but it may be changed.  Due date
  is calculated by the due days entered in the client file.

  Last Payment:  The client balance and last payment fields are
  updated when any Order or payments are made for the client and
  posted.

  PO/ Ref:  You have 15 characters to enter in a PO number or use
  this field for another type of reference.

  Adding Estimate line items for Products, Services, or Messages
  1. Select Orders from the Billing Main Menu.
  2. Press the enter key to select the next available ORDERS number.

                             PAGE 33
  3. Enter the client number or select the Browse command to select
  a client.  Enter the estimate header information:  ship to,
  purchase order number, etc.

  4. After entering the estimate header the cursor will be placed on
  the line item entry window.  Enter a product, service or message
  code and press enter.  If you don't know a code, press the F4 key
  to browse.

  5. Press the F5 to toggle back to the estimate main screen.  Enter
  the footer information and press F8 to save.

  If you enter in a service, product, or message not on file, you
  can add it at this time.  If you add it at this time it will
  prompt you to indicate if it is a service, message, or product.
  Then it will bring up the proper screen to enter the service,
  message, or product.

  After a service is entered, the description will be displayed but
  may be modified.  The amount of the service will be also be
  displayed, but you may change the amount if necessary.

  If a message is entered the description will be displayed, but it
  may be changed.  If the message does not exist in the message
  file, it may be added at this time.

  If a product is entered the description and price will be
  displayed, but can be modified.  The price will default to the
  clients price level if used.  Otherwise the selling price setup in
  the product file will be displayed.  Next enter in the number of
  units ordered.  You can then change the price if necessary.  You
  have the option to let the system indicated if you have negative
  on hand units or not.  This may be setup in the Utilities,
  Configuration menu.  If Negative Units is set to On, and the
  number of units ordered is greater than the number of units on
  hand, a message will appear indicating that this entry will give
  you a negative on hand units.  You then have the option to
  continue or reenter a smaller number of units ordered.  Thus, if
  you continue you are able to sell units that you currently do not
  have.

  The extended amount is calculated by taking units times price.
  The sales tax will be updated once in the amount paid field.
  Press ESC to return to the Estimate.

  The commission amount will be displayed but may be overwritten at
  this time.  The commission is the commission percent times the
  total amount of the line items.  This does not include any tax or
  freight.  You can then enter in any freight amount and any cash
  received.  The Estimate generated will only be for the remaining
  amount due, if any.  The Total is the total of services rendered
  and products ordered, plus any sales tax, GST tax, if activated,
  and freight minus the amount paid.  If the client is set up with a
  zero tax rate, no tax will be generated.  If the client has a tax

                             PAGE 34
  rate, tax will be calculated only on services and products that
  are taxable.  If GST tax is activated and the rate is not 0, the
  GST tax will be calculated on the total of the Estimate line items
  plus the sales tax.

  If you enter an amount in the amount paid field, this amount will
  be posted to your default checking account, that is setup in the
  General ID File.  This amount will also be posted to the check
  reconciliation under the default checking account.  The sales tax
  will be posted to the sales tax account in the general ID file,
  and the freight will get posted to the freight income account in
  the general ID file.

  Editing Products, Services, or Messages
  1. Select ESTIMATE from the Billing Main Menu.
  2. Enter the ESTIMATE number of the product to edit..
  3. Press the F5 key to toggle to the Line Item window.
  4. Use the arrow keys to scroll up and down through the items.
  5. Move to the desires field and enter the information.
  6. To delete a line item, place the cursor on the line item and
  hold the Alt key down and press the D key (Alt-D).
  7. Press the F5 key to toggle back to the estimate main window.
  Press the F8 key to save.

  Deleting an Estimate
  1. Select Estimate from the Billing Main Menu.
  2. Enter the Estimate number to delete.
  3. Press the F6 key to delete the Estimate.
  4. Select OK to confirm the deletion.

  Converting an estimate into an invoice
  To convert an Estimate to an Invoice, select Invoice from the
  Billing menu.  Enter the Estimate number and it will be converted
  to an Invoice.  The Estimate number will no longer be accessible
  through the Estimate menu selection, and must now be edited
  through the Invoices procedure.

  INVOICES
  This option is used to enter client Invoices that can be printed
  out showing each service rendered or product sold.  You can also
  convert an Estimate to an invoice through this module.

  Invoice Number:  To enter an invoice press the tab key to get the
  next Invoice number in sequence or enter an invoice number that
  you want to edit.  You may also enter any number, this will help

                             PAGE 35
  if your Invoices are not entered in consecutive order.  Pressing
  ESC will take you back to the billing menu.  If you are converting
  and Estimate, enter the Estimate number and the estimate will
  automatically be converted to an invoice.

  Client:  Next enter in the client code.  The Browse command is
  available to select a client or add a client on the fly.  If a
  client code of CASH is entered, you will be able to enter in a
  name, address, city, state, and zip information.  This is helpful
  if you are a point of sale business and have numerous one time
  cash customers per day that you do not need to keep on file.

  Ship To:  If you have the ship to information activated, you will
  be able to enter in four lines of ship to information.

  Invoice Date:  Enter the date of the invoice.

  Due On:  The due date is generated from the information enter in
  the client information screen.

  Job and Salesman:  If the Job Costing and/or Commissions are
  activated, you will be able to enter in a job number and/or a
  sales person.

  Note:  If the job costing is activated, you will be required to
  enter in a job number for each invoice.  The same goes for
  entering a sales person.  The sales person will default to the
  sales person entered in the client file.  If you will have a case
  where there might not be a job number or sales person, and the
  options are activated, setup a dummy job and/or a dummy sales
  person.

  Reminder Date:  Enter in the client's reminder date.  This will be
  the date of the clients next visit.  Date of visit and due date
  will be entered in automatically, but it may be changed.  Due date
  is calculated by the due days entered in the client file.

  Last Payment:  The client balance and last payment fields are
  updated when any Invoices or payments are made for the client and
  posted.

  PO/ Ref:  You have 15 characters to enter in a PO number or use
  this field for another type of reference.

  Adding Products, Services, or Messages
  1. Select Orders from the Billing Main Menu.
  2. Press the enter key to select the next available ORDERS number.
  3. Enter the client number or select the Browse command to select
  a client.  Enter the invoice header information:  ship to,
  purchase order number, etc.
  4. After entering the invoice header the cursor will be placed on

                             PAGE 36
  the line item entry window.  Enter a product, service or message
  code and press enter.  If you don't know a code, press the F4 key
  to browse.

  5. Press the F5 to toggle back to the estimate main screen.  Enter
  the footer information and press F8 to save.

  Note:  If you enter in a service, product, or message not on file,
  you can add it at this time.  If you add it at this time it will
  prompt you to indicate if it is a service, message, or product.
  Then it will bring up the proper screen to enter the service,
  message, or product.

  After a service is entered, the description will be displayed but
  may be modified.  The amount of the service will be also be
  displayed, but you may change the amount if necessary.  If a
  message is entered the description will be displayed, but you can
  modify it if necessary.

  If a message is entered the description will be displayed, but it
  may be changed.  If the message does not exist in the message
  file, it may be added at this time.

  If a product is entered the description and price will be
  displayed, but can be modified.  The price will default to the
  clients price level if used.  Otherwise the selling price setup in
  the product file will be displayed.  Next enter in the number of
  units ordered.  You can then change the price if necessary.  You
  have the option to let the system indicated if you have negative
  on hand units or not.  This may be setup in the Utilities,
  Configuration menu.  If it is set on then, if the number of units
  ordered is greater than the number of units on hand, a message
  will appear indicating that this entry will give you a negative on
  hand units.  You then have the option to continue or reenter a
  smaller number of units ordered.  Thus, if you continue you are
  able to sell units that you currently do not have.

  The extended amount is calculated by taking units times price.
  The sales tax will be updated once in the amount paid field.
  Press ESC to return to the invoice.

  The commission amount will be displayed but may be overwritten at
  this time.  The commission is the commission percent times the
  total amount of the line items.  This does not include any tax or
  freight.  You can then enter in any freight amount and any cash
  received.  The Invoice generated will only be for the remaining
  amount due, if any.  The Total is the total of services rendered
  and products ordered, plus any sales tax, GST tax, if activated,
  and freight minus the amount paid.  If the client is set up with a
  zero tax rate, no tax will be generated.  If the client has a tax
  rate, tax will be calculated only on services and products that
  are taxable.  If GST tax is activated and the rate is not 0, the
  GST tax will be calculated on the total of the Invoice line items
  plus the sales tax.
                             PAGE 37
  If you enter an amount in the amount paid field, this amount will
  be posted to your default checking account, that is setup in the
  General ID File.  This amount will also be posted to the check
  reconciliation under the default checking account.  The sales tax
  will be posted to the sales tax account in the general ID file,
  and the freight will get posted to the freight income account in
  the general ID file.

  Next, if you have the hold invoice activated, you will be able to
  make this a hold invoice.  A hold invoice will not be posted when
  going through the posting process.  Also when printing out
  Invoices through the invoice-print option, a hold invoice will not
  be printed.  This way you will be able to edit this invoice later.
  It will no longer be a hold invoice once a payment is entered and
  posted.

  To edit product/svc/msg
  1. Select Invoice from the Billing Main Menu.
  2. Enter the Invoice number of the product to edit..
  3. Press the F5 key to toggle to the Line Item window.
  4. Use the arrow keys to scroll up and down through the items.
  5. Move to the desires field and enter the information.
  6. To delete a line item, place the cursor on the line item and
  hold the Alt key down and press the D key (Alt-D).
  7. Press the F5 key to toggle back to the estimate main window.
  Press the F8 key to save.

  Deleting an Invoice
  1. Select Invoice from the Billing Main Menu.
  2. Enter the Invoice number to delete.
  3. Press the F6 key to delete the Invoice.
  4. Select OK to confirm the deletion.

  Note:  The OK command at the bottom of the screen will save any
  added, edited, or delete INVOICEs.  The Cancel command will cancel
  any previously entered information..

  Print Invoices
  This option allows you to print, display, or send Invoices to a
  file.  You may select any of your customized formats at this time.
  If you place an "X" in the check box to reprint Invoices, it will
  print all Invoices that have already been printed.  If you do not
  select Reprint it will only print Invoices that have not been
  printed.  Any hold INVOICE will not be printed through this

                             PAGE 38
  option.  You also have a range of which INVOICE numbers to print
  out and you have the option to print Invoices with a zero balance.

  Note:  Printing invoices follows the same procedure as print
  Purchase orders.  Refer to this section of the manual for details.

  PRINTING REVENUE JOURNALS
  This option will generate a sales journal which may be displayed
  on the screen, printed, or sent to a file.  You have the option
  activate hold Invoices on this report through the utilities menu.
  If not activated, any hold Invoices will not be printed on this
  report.  Otherwise, hold Invoices will be included.  This report
  will display the INVOICE number, client code and name, and the
  date of the INVOICE.  The revenue journal also includes a total of
  the INVOICE and any tax charged along with any amount that was
  paid at the time of the INVOICE.  Also the net due on the INVOICE
  will be displayed and each column will be totaled.

  To print revenue journals:
  1. Select Revenue Journal from the Billing Main Menu
  2. Select the output device.
  3. Chose the OK command to process the printing.

  PRINTING COMMISSION REPORTS
  This option will give you a commission report for your sales
  people.  The report will show the sales persons name, INVOICE
  number, client number, amount of the INVOICE, and the commission
  made by the sales person.  Also, a total of the INVOICE amounts
  and commission to be paid will be displayed.  This report may be
  displayed on the screen, printed, or sent to a file.

  Note:  Printing commission reports follows the same procedure as
  print revenue journals orders.  Refer to this section of the
  manual for details.

  PRINTING SALES ANALYSIS
  This option will generate a sales analysis report which may be
  displayed on the screen, printed, or sent to a file.  This report
  will generate a total for each product or service sold.  The
  information is pulled from the INVOICE file and will include all
  Invoices enter through the Billing module that have not been
  posted.  This report will show the type (Service or Product),
  code, description, number of units sold, and the total dollar
  value, for each INVOICE the product or service is on.  There will
  be a total for each product or service and a grand total at the
  end.

  Note:  Printing sales analysis reports follows the same procedure
  as print revenue journals orders.  Refer to this section of the
  manual for details.

                             PAGE 39
  POSTING INVOICES
  Be sure and print out all invoices and the sales journal and make
  a backup before running this process.  This process will update
  all client balances, client historical figures, product file,
  product historical figures, commission information if activated,
  job costing information, if activated, and put all invoices in the
  open invoice file.  This will NOT post any hold invoices.  You
  will no longer be able to edit any invoices that were not hold
  invoices after this process is run.

  Painless uses the DOS date as the posting date.  If this date is
  incorrect, go to the field and enter the correct date.  Place an
  "X" in the check box if you want to post non printed invoices.  If
  you need to keep your clients history on file, then place an "X"
  in the check box.  That way you will be able to look at a clients
  history at any time.  This will also update the historical tax
  file.  Then you will be able to print a sales tax report for any
  range of clients who are charged tax.  You may also print it out
  for a given date range to get a tax report for the month.

  Note:  The tax will be posted to the appropriate accounts entered
  in the tax setup.

  A summary of all debits and credits will be sent to the ledger.
  Total debits and credits posted will be displayed on the screen
  and they should always be equal.  This summary may be looked at in
  the ledger, but it cannot be edited.  To look at this summary,
  enter in BI for the journal and the date as the transaction
  number.  For example, if your posting date was March 13, enter in
  03/13 as the transaction number and BI as the journal.  This will
  display the summary on the screen.

  To post invoices:
  1. Select Post Invoices from the Billing Main Menu.
  2. Place an "X" in the appropriate check box.(s)
  3. Select the OK command to process the posting.

  RECURRING INVOICES
  Recurring Invoices allow for batch processing of groups of
  invoices.  Use recurring invoices when you have repeated billings
  to a client for the same products or services on a regular basis.
  One example would be an alarm company, who bills his clients once
  per month and the invoice amounts don't vary.

  Enter Recurring Invoices
  When making invoices recurring entries, editing and deleting the
  entry works the same as entering in a regular invoice.  The only
  difference is after the invoice number is entered you will be
  prompted for a Recurring Code.  You have codes 1-9 to choose from.
  Each invoice will be saved with this recurring code and when you
  want to generate the recurring entries you just specify what code
  to generate for.

                             PAGE 40
  The invoice number in this option is just a reference number.
  When the invoices are generated they will not have this invoice
  number.  It will take the last invoice number in the general ID
  file and increment it by one and the first recurring invoice will
  have this invoice number and so on.

  You are unable to enter in a PO Number, ship to information,
  freight, sales person, or job number.  Also, you will not be able
  to enter in a reminder date.  If you need a reminder date, after
  generating the entries, edit the invoice in the invoice option.
  The invoice date will be the date the recurring invoice is
  generated.  The due date will be calculated for you.

  One thing to be aware of, if you enter in products for a recurring
  entry, it will not check to see if you have enough units on hand.
  When you edit the recurring invoice in the invoice option and you
  will be able to check to see if you do have enough units on hand,
  provided you have the negative on hand units check activated.

  Print Recurring Invoices
  This option will allow you to print, display on screen, or send
  any range of recurring entries to a file.  This will print just
  like a regular invoice.  You can also select a customized form to
  print the invoices on.  Keep in mind that printing from this
  option does not update or create open invoices.

  Generate Recurring Invoices
  This option will generate open invoices from your recurring
  entries.  After you have created your recurring invoices, use this
  option to create "regular" invoices from the recurring invoices.

  You will be prompted for the recurring code to generate for.  Only
  entries with this recurring code will be sent to the Billing
  invoice file.  This process may be run as often as needed.  There
  will be no indication that the process has already been run, so if
  you run it twice in one month and were only supposed to run it
  once, you will have to go to the Billing invoice option and delete
  the invoice.

  Remember the invoice numbers used in the recurring invoices entry
  will not be the invoice number given once it is sent to the
  regular invoice file.  The generated invoices will use the next
  numbers available in the General ID file.

  An Example of a Recurring Invoice cycle

  For this example, Joe's Landscaping does lawn and shrubery
  maintenance for both businesses and residences.  He bills some of
  his clients on the 1st of the month, some on the 10th and some on
  the 15th.  He is on a contract basis with most of his clients.
  The amount billed each month differs from client to client, but
  unless the contract changes each client's bill is the same amount
  from month to month.
                             PAGE 41
  The first step for Joe is to create a Recurring Invoice for each
  client.  Since each Recurring Code can be generated individually,
  Joe decides to put all of the clients he bills on the 1st of the
  month on Recurring Code 1, all of the clients he bills on the 10th
  on Code 2, and all of the clients he bills on the 15th on Code 3.
  Each Recurring Invoice is given an invoice number.  (Remember this
  is not the number that will appear on the generated invoice, just
  a reference number so that the recurring invoice can be edited or
  deleted later).  Joe enters the client information, service code
  and pricing.

  On the 1st, Joe wants to Generate his Recurring Invoices.  Of
  course he wants to bill only those clients that are due to be
  billed on the first.  Since he grouped those client's Recurring
  Invoices with Recurring Code 1, he Generates for that code.  After
  Generating, he prints his Invoices from the Billing Menu (not
  Print Recurring Invoices), and prints a Revenue Journal.  Until he
  posts he can edit or delete any of the invoices that he generated.

  He repeats the process on the 10th for Recurring Code 2 and on the
  15th for Recurring Code 3.

  AR (Accounts Receivable)

  TRANSACTIONS
  This option allows you to enter invoices or credits for your
  clients or edit any invoices entered but not posted.  The
  transaction number will be automatically displayed when the Tab
  key is pressed.  If you need to edit a previous transaction, just
  enter in that transaction number, and it will be displayed for
  you.  Pressing ESCape while in the transaction number will take
  you back to the AR menu.

  Transaction #:  The transaction number is used to identify an
  entry.  This number is used to recall unposted transactions, or
  when auditing.  All transactions have a number.  Painless will
  assign the next available number when the Tab key is pressed.

  Client:  If you are adding an invoice or credit, just enter in the
  client code and the client information will be displayed.  The
  Browse command is available to select a client or add a new
  client.

  Note:  You will not be prompted to verify the client and comments
  will not be displayed.

  The client balance will only reflect any invoices or payments that
  have been posted.  The last payment date will be updated
  automatically after posting.

  Invoice and Credit:  These two options allow you to select whether
  this transaction will be an invoice, or if the client is receiving
  a credit to their account.

                             PAGE 42
  Invoice #:  This is the number that will identify the invoice
  being billed to the client.  When editing the transaction you will
  not have access to the invoice number to change it.  If the
  incorrect invoice number was entered and saved, you will have to
  delete the transaction and reenter it with the correct invoice
  number.  When making adjustments to an invoice that has been
  posted, use the invoice number from the posted invoice.

  Job #:  If the Job Costing option is activated, you will need to
  enter the job number.  If you have a transaction that does not go
  to any job, you will have to enter a dummy job and use that job
  number for all entries with no jobs.

  Invoice Date and Due Date:  Enter the invoice date, and the due
  date will be generated, but may be changed.  Invoice dates will
  default to the DOS date but may be changed.

  Add:  Your receivable general ledger account will be displayed and
  you may enter in a description of the invoice and the amount in
  the debit column.  If it is a miscellaneous credit, the cursor
  will stop in the credit column and you can enter in the adjustment
  amount.  On the second line enter in your income account number
  and the proper amount.  The income amount may be split up into two
  or more accounts by entering in two or more line items.  A total
  of eight line items may be entered.  This may vary depending on
  what you selected in video parameters.  If you are unsure of an
  account number, the Browse command is available to list the chart
  of accounts.

  If account number entered does not exist, you have the option to
  add this account to your files at this time.  When the debits
  equal the credits just press enter, and you will be prompted to
  enter in an invoice description which will be displayed on a
  client statement and the aging report.

  Delete:  If you need to delete a transaction, just select the
  Delete command.  You will be prompted to verify your actions
  before the transaction is deleted.

  Edit:  The edit command is used to change a previously entered
  account number

  Adding Transactions
  1. Select Transactions from the AR Main menu
  2. Enter the transaction number of a non posted transaction or
  press the Tab key for the next available number.
  3. Enter The client number.
  4. Accept the invoice date or change the date
  5. If applicable enter the job number.

                             PAGE 43
  6. After entering the AR transactions header information, the
  cursor will be placed on the AR Line item window.
  7. Enter the account number, or press the F4 Browse key.
  8. Enter a description for the line item entry or leave blank.
  9. Enter the Debit or Credit amount.
  10.  Press the F5 Key to toggle back the AR transactions menu.
  11.  Press the F8 Key to save.

  Edit a Transaction
  1. Select Transactions from the AR Main Menu.
  2. Enter the transaction number to edit.
  3. Highlight the account number you wish to edit.
  4. Press the F5 key to toggle the line item window.
  5. Make the necessary changes and press the F5 key to toggle back
  to the AR Line main window.
  6. Press the F8 key to save.

  Deleting a Transaction or Line Item
  1. Select Transactions from the AR Main Menu.
  2. Enter the transaction number to delete.
  3. Press the F6 key to delete the transaction.
  4. Select Ok to confirm deletion.

  Note:  To delete a line item account number, highlight the number
  and press the Alt-D key.

  CASH RECEIPTS
  When a client makes a payment, you enter it through this option.
  The next transaction number will come up for you.  Pressing ESCape
  while in the transaction number will take you back to the AR menu.

  Transaction #:  The transaction number is used to identify an
  entry.  This number is used to recall unposted transactions, or
  when auditing.  All transactions have a number.  Painless will
  assign the next available number when the Enter key is pressed.
  After posting, this number is always set back to 1.

  Client:  Enter in the client code or select the Browse command to
  search for the client.  Clients may not be added at this time.
  You will not be prompted to verify this is the correct client.

                             PAGE 44
  Also, if any comments have been entered for the client they will
  not be displayed.  The comments can be entered in the client file
  under the Files option.  You may also edit the client address
  information and tax rate at this time to make any changes.

  Enter in the proper transaction date next.  It defaults to the DOS
  date.  You can then enter in the job number, providing job costing
  is activated in the Utilities option.  If you are entering the
  receipt and not editing, the Pay command you will then have three
  options on how to enter cash receipts.

  Single Invoice:  The first option only allows you to enter a cash
  receipt for a single invoice.  This may be a partial or whole
  amount.

  Multiple Invoice:  The second type of receipt allows you to
  receive payment on multiple invoices.  The amount received may be
  partial or whole amounts.

  Mass Payments:  The last option is to make a mass payment where
  you will just mark the invoices and the total amount will be paid.
  This option does not allow partial payments.

  Note:  When you need to pay only one invoice, whether it be a
  partial payment or full payment, select (1) single invoice
  payment.

  Pay command:  To make payment against an invoice, select the Pay
  command.  Next you must enter in the invoice number the client is
  paying.  When listing the invoices the invoice number, invoice
  date, due date, balance, and payment will be displayed.  Enter in
  the proper invoice number and the amount they are paying.  Only
  existing invoices may be entered.  If the total amount is not
  paid, you have the option to write off the remaining balance.

  Edit:  When editing the transaction you will not have access to
  the invoice number to change it.  If the incorrect invoice number
  was entered and saved, you will have to delete the transaction and
  reenter it with the correct invoice number.

  Delete:  To delete a cash receipt, press the F6 key.  You will be
  prompted to verify your actions before the entry is deleted.

  Paying Invoices
  1. Select Cash Receipts from the AR Main Menu.
  2. Press the Enter or Tab key to accept the next available
  transaction number.
  3. Enter the Client number or press F4 to browse.
  4. Select Payment type- Single Invoice, Multiple Invoices, or Mass
  Payments.

                             PAGE 45
  5. Entering the payment information

  If entering a Single Invoice- enter the invoice number and the
  amount.

  If entering Multiple Invoices- highlite the invoice and press the
  F2 key to pay.  Enter the payment information for each
  information.  Partial payments are allowed.

  If entering Mass Payments mark each invoice.  Invoices will be
  paid in full.  Partial payments are not allowed.

  6. Press the F8 key to save.

  Note:  For operation of the Delete and Edit command refer to the
  AR/Transaction section of this manual.

  PRINT JOURNALS

  Transactions
  This report will print out all invoice transactions entered
  through the Receivable module.  This journal may be displayed on
  the screen, sent to a printer, or sent to a file.  This journal
  should be printed out on paper before posting.  After the posting
  process is run you will not be able to edit the transactions.

  Cash Receipts Journal
  This report will print out all of the cash receipts.  It will
  display the transaction number, client code and name, the invoice
  number they paid, and the amount the client paid.

  This report may be displayed on the screen or printed out on
  paper.  This journal should be printed out on paper before
  posting.  After the posting process is run, you will not be able
  to edit the transactions.

  POSTING PROCESS
  Be sure and print out all journals and make a backup before
  running this process.  This process will update all client
  balances, client historical information, product historical
  information, any job costing information, if activated, and put
  all invoices in the open invoice file.  You will no longer be able
  to edit any invoices or receipts made through this module after
  posting.

  FINANCE CHARGES
  This process should only be run once a month.  It will generate a
  finance charge for Open invoice customers that are setup to
  receive a finance charge.  A report showing all finance charges
  will be generated.  This report should be printed out so you can
  easily make any necessary changes or remove any charges generated
  by mistake.  In order to run this process you must first post the
  Billing and Receivable modules.

                             PAGE 46
  RECURRING ENTRIES

  Enter Recurring Entries
  When entering recurring entries it will work the same as entering
  in regular transaction entries.  The transaction number will be
  incremented automatically, but is just a reference number.  When
  the entries are generated, it will take the last transaction
  number used in the regular Transaction option and increment it by
  one.  The first recurring entry will be given this transaction
  number when it is sent to the transaction file and so on.  The
  recurring entries transaction number will not change.

  The first thing you will enter is the recurring code.  This code
  will be used when generating the recurring entries.  When you
  generate the entries it will ask for what code.  You will pick the
  code and it will generate all the recurring entries that have that
  particular code.

  Everything else will work the same as when you enter a regular
  transaction.

  Print Recurring Entries
  When printing the recurring entries you may display them on
  screen, print them out, or send them to a file.  They will contain
  the recurring number, client code and name, and each line item
  entered with a total of the debits and credits.  It will also
  display the recurring code for each entry.

  Generate Recurring Entries
  This option will allow you to generate the recurring entries.  It
  will ask you for the recurring code to generate for.  Once you
  select the code it will generate all entries that have this
  recurring code.  They will be sent to the transaction file and you
  can edit them through the Transaction option.  The transaction
  numbers will generated automatically with the next numbers in
  sequence from the regular Transaction option.  If you print out an
  invoice/Transaction listing the recurring entries generated will
  be included in this report.

  AP (Accounts Payable)

  TRANSACTIONS
  This option allows you to enter invoices for your vendors or edit
  any invoices already entered but not posted.  The transaction
  number will be automatically displayed.  Pressing ESCape while in
  the transaction number will take you back to the AP menu.  If you
  need to edit a previous transaction, just enter in that particular
  transaction number, and it will be displayed on the screen for
  you.

  When entering an invoice, enter in the vendor code, and the vendor
  information will be displayed.  The Browse command is available to
  select a vendor.  If you are editing an invoice and need to delete
  that invoice, select the Delete command.  You will be asked to

                             PAGE 47
  verify your actions before the invoice is deleted from the
  records.  If the vendor code entered does not exist, you may add
  it at this time.  You will be prompted to verify this is the
  correct client.  If you answer Yes you may proceed with the
  invoice entry.  If you answer No you may enter in the vendor
  number again.  Also, if any comments have been entered for the
  vendor you may view them at this time.  The comments can be
  entered in the vendor file under the Files option.  You may also
  edit the vendor address information and tax rate at this time to
  make any changes.

  The credit limit is the limit you entered in the vendor file.  The
  balance will only reflect any invoices or payments that have been
  posted.  The last payment date will be updated automatically after
  posting.

  The date of the invoice defaults to the DOS date, but may be
  changed.  The due date will be generated, but can be changed.  If
  the job costing is activated you will then be prompted to enter a
  job number.

  Next, your payable General Ledger account will be displayed, and
  you may enter in a description of the invoice and the amount in
  the credit column.  If it is a miscellaneous debit the cursor will
  stop in the debit column, and you can enter in the amount.

  On the second line enter in your offsetting account and the proper
  amount.  If the account number entered does not exist, you may add
  it at this time.

  You may enter up to twenty line items per invoice.  This will
  varying depending on what you have selected in the video
  parameters.  When debits equal credits leave the account number
  blank and press enter or press F8 to save.  You will then be
  prompted to enter in an invoice description.  This description
  will be displayed when printing out the vendor aging report.

  CASH PAYMENTS
  When you pay a vendor you will enter the payment through this
  option.  The transaction number will come up automatically.
  Pressing ESCape while in the transaction number will take you back
  to the AP menu.  Enter in a vendor code or select the Browse
  command to select a vendor.  Vendors may not be added at this
  time.

  To edit a cash payment, enter the proper transaction number and
  that transaction will be displayed on the screen.  If you need to
  delete the payment, press the F6 key.  You will be prompted to
  verify you actions before the payment is deleted.

  To enter a transaction you must first enter a vendor code.  You
  will be prompted to verify this is the correct vendor.  You may
  edit the vendor address information and tax rate at this time to
  make any changes.

                             PAGE 48
  Enter in the proper transaction date next.  It will default to the
  DOS date.  If the job costing is activated you must then enter a
  job number.  Accept the default address for the vendor, or you may
  change it at this point.  (Changes to the address that are entered
  here are not permanently changed in the vendor file).

  Select whether this payment is Single Invoice, Multiple Invoices
  or Mass Payments.

  Select whether the check is a manual check (not printed by
  Painless Accounting) or a computer check (printed by Painless
  Accounting).  We track the computer checks for you.  Also, the
  computer checks must be printed out through the Print Checks
  option before posting.

  If you have multiple checking accounts you can enter the proper
  account you want the payment to be taken from.  You can also enter
  a check reference number which can be printed on the checks.

  Entering the payment information

  If entering a Single Invoice- enter the invoice number and the
  amount.

  If entering Multiple Invoices- highlite the invoice and press the
  F2 key to pay.  Enter the payment information for each
  information.  Partial payments are allowed.

  If entering Mass Payments mark each invoice.  Invoices will be
  paid in full.  Partial payments are not allowed.

  Press the F8 key to save.

  DIRECT CHECKS
  This option will allow you to write checks with or without setting
  up the vendor file.  When writing direct checks you do not need to
  pay a particular invoice.  These checks will also be sent to the
  check reconciliation file.  The number will increment
  automatically.  If you need to edit a previous check, just enter
  the number and it will be displayed for editing.  If you need to
  delete a check select the Delete command.  Next enter the date of
  the check, it will default to the current DOS date.

  You may then specify a vendor code.  If a vendor code is specified
  the company name and address will be filled in for you, but may be
  edited.  You may set up the people you write checks to frequently,
  as vendors, so you do not have to type in their name and address
  each time a check is made out to them.  You may use the Browse
  command to display the vendors on the screen.  If no vendor is
  specified you will need to enter in who you are making the check
  out to and the address, if necessary.  Now you will need to enter
  in the amount of the check.  You may specify a memo that will
  print on the check.  Remember customize your computer printed You

                             PAGE 49
  may enter up to four disbursements.  Enter in the account number
  of the disbursement and the amount.

  You must indicate if the check is a manual or computer check.
  Computer checks must be printed out through the print checks
  option.  The check number of a computer check will be generated
  automatically when printing.  If you indicate the check is a
  manual check it will then prompt you for the check number.

  You can also enter a check reference which can be printed out on
  checks.  A job number must be entered if job costing is activated.

  PRINT JOURNALS

  Transactions
  This report will print out all invoice transactions entered
  through the Payable module.  This journal may be printed to the
  printer, displayed on the screen, or sent to a file.  This journal
  should be printed out on paper before posting, because after
  posting you will not be able to edit the transactions.

  Payments Journal
  This report will print out all payments made.  It will display the
  transaction number, vendor number and name, invoice number, date,
  check number, check type, and the amount paid toward the invoice.
  This report may be displayed on the screen, printed, or sent to a
  file.  This journal should be printed out on paper before posting
  because after posting you will not be able to edit the
  transactions.

  Direct Check Journal
  This option will print a journal of all the direct checks.  The
  report may be displayed on screen, sent to the printer, or to a
  file.  It will show the check number and who each check was made
  out to.

  Next, all the disbursements will be shown.  It will display the
  account numbers and the amount of each disbursement.  The total of
  all checks will be displayed at the end of the journal.

  PRINT CHECKS
  This option will allow you to print out your computer checks from
  the cash payments and direct check writing option.  If this is a
  reprint select the Reprint check box.  Otherwise, enter the
  beginning and ending check number and select OK.  It will first
  ask if the printer is on-line and if the checks are aligned.

  POSTING PROCESS
  Be sure and print out all journals and make a backup before
  running this process.  This process will update all vendor
  balances, vendor and product historical information, job costing
  information, if activated, and put all invoices in the open
  invoice file.  You will no longer be able to edit any invoices or
  payments made through this module after posting.  Before you can

                             PAGE 50
  post you must print out all computer checks.

  Enter the posting date.  This is the date on the summary sent to
  the ledger.  A summary of all debits and credits will be sent to
  the ledger.  The total debits and credits will be displayed on the
  screen after the posting process is finished, this total should
  always be equal.

  This summary may be viewed in the ledger by entering in AP as the
  journal, and the transaction number will be the date.  Example, if
  you posted on March 14, enter 03/14 as the transaction number and
  AP as the journal.  The summary post will be displayed on the
  screen, but may not be edited.

  RECURRING ENTRIES

  Enter Recurring Entries
  When entering recurring entries it will work the same as entering
  in regular transaction entries.  The transaction number will be
  incremented automatically but is used as a reference number only.
  Once the entries are generated and sent to the regular transaction
  file they will be given a new transaction number.  It will be the
  next number in sequence in the transaction file.

  The first thing you will enter is a recurring code.  This code
  will be used when generating the recurring entries.  When you
  generate the entries it will ask for what code.  You will pick the
  code and it will generate all the recurring entries that have that
  particular code.  Everything else will work the same as when you
  enter a regular transaction.

  Print Recurring Entries
  When printing the recurring entries you may display the report on
  the screen, send it to the printer, or send it to a file.  It will
  show the recurring number, vendor code and name, and each line
  item entered with a total of the debits and credits.  It will also
  display the recurring code for each entry.

  Generate Recurring Entries
  This option will allow you to generate the recurring entries.  It
  will ask you for the recurring code to generate for.  Once you
  select the code it will generate all entries that have this
  recurring code.  They will be sent to the transaction file and you
  can edit them through the Transaction option.  The transaction
  numbers will be assigned automatically with the next numbers in
  sequence.  If you print out a invoice/Transaction listing the
  recurring entries generated will be included in this report.

  LEDGER

  TRANSACTIONS
  When making entries in the Ledger you first have to enter in a
  Journal code.  You may enter any two letters for a Journal Code
  except a protected Journal Code.  There are five protected

                             PAGE 51
  journals.  These journals are BI, AR, AP, PO, and IV.  After
  posting in the Billing, Receivable, Payable, Received P.O., and
  Inventory Adjustments, and Fixed Assets summary transactions are
  sent to the Ledger with these journal codes.  These summary
  transactions may be looked at through the Ledger, but they may not
  be edited.

  To view the summary transactions in the Ledger, enter in the
  journal code and the date as the transaction number.  For example,
  if you posted the purchases module on April 12, the journal would
  be PO and the transaction number would be 04/12.

  You may use whatever journal codes you like when entering Ledger
  transactions.  For example, you may use GJ for General Journal.
  Once a journal code is entered you can enter the Transaction
  Number, which may be any alphanumeric character.  If a transaction
  has already been entered with the Journal Code and Transaction
  Number, it will be displayed on the screen and you may edit or
  delete the line items, providing it has not been posted.  Posted
  transactions may be viewed but not edited.  The Date field
  defaults to the DOS date.  Next, you must enter the Chart of
  Account number which you are going to debit or credit.  If you do
  not know the Browse command is available to view the Chart of
  Accounts will be displayed on the screen.

  If the account number is not found on file, you have the option to
  add the account at this time.  After the number is entered the
  Account Name will be displayed.  Then enter in a description in
  the description field.  Next, enter in the amount in the proper
  debit or credit column.  The total of the debits and credits will
  be totaled at the bottom.

  A transaction has to be in balance, debits equal credits, before
  you are able to process the transaction.  Once debits equal
  credits, leave the Account Number field blank and press enter and
  the transaction will be saved.  You may enter as many line items
  as needed, consisting of debits and credits.

  To edit a transaction, put in the proper Journal and Transaction
  number and the transaction will be displayed on the screen.
  Select the Edit command or.  to delete the transaction select the
  Delete command.  Pressing ESCape while in the Journal Code takes
  you back to the Ledger Menu.

  ACCOUNT ACTIVITY
  This report will print out either current or historical activity
  for one account, all accounts, or a range of accounts in the
  ledger.  Just specify the account range in the FROM and TO fields.

  If you specify to update the Ledger historical file when doing the
  end of month routine, the historical report will print these
  entries.  Thus, you may get an activity report for the whole year.
  You have the option to send the activity report to the printer,
  display to the screen, or send it to a file.

                             PAGE 52
  JOURNAL REPORT
  This report will print out the current or historical transactions
  for one Journal, all Journals, or a range of Journals in the
  general ledger.  Just specify the Journal range in the FROM and TO
  fields.  You will be prompted for a current activity report or a
  historical activity report.  The current report will print the
  current months entries that have not been closed out by the
  General Ledger end of month routine.

  If you specify to update the Ledger historical file when doing the
  end of month routine, the historical report will print these
  entries.  Thus, you may get a journal report for the whole year.
  You may also display the report on the screen, print it out on the
  printer, or send it to a file.

  Remember all posted information will be cleared out when the end
  of month is run.  The TOTALS of debits and credits should always
  be equal.

  CHECK RECONCILE
  After selecting this option you will be presented with three
  choice- Reconcile Checking Accounts, Print Check Register and
  Purge Check File.

  Reconcile Checking Accounts
  Through this option you can reconcile your check book.  This has
  no affect on your actual checking account balance.  First you will
  be prompted to enter in the checking account number.  You will
  only reconcile for the checking account entered.  If you have
  multiple checking accounts you have to reconcile for each
  individual checking account.  Then you will be prompted to enter
  in the bank balance.  This will be the balance from your statement
  you receive from the bank.  The checkbook balance will be taken
  from your checking account balance in the general ledger.  This
  will only include transactions that have been posted to this
  checking account in the general ledger.

  Any checks written through the payable and posted will be
  displayed on the screen, including direct checks.  It will also
  display any receipts you have received through the receivable and
  billing modules and also any payments made through the Purchase
  module.  Remember the deposits and checks are displayed if they
  have been posted.  Any unposted checks or deposits will not be
  displayed.

  Print Check Register
  This option will print out a current or historical check register
  journal.  It will display the check number, vendor, amount of the
  check, and if the check has cleared.  It will also give you a
  total of all the outstanding checks.  The report may be displayed
  on the screen, sent to a file, or sent to the printer.

                             PAGE 53
  You must first indicate if you want a current or historical check
  register.  Then it will prompt you to enter in the checking
  account number.  This will default to the checking account number
  setup in the General/ID file.  If you have multiple checking
  accounts enter the proper account number.

  Purge Check File
  This option will Purge all of the checking account entries that
  have been marked "cleared".  Enter the checking account number you
  would like to purge.  Select the "Update Historical File" if you
  would like to be able to print these records in the future.
  Select OK to begin the process.

  SALES TAX REPORT
  This option will allow you to print a sales tax report for a range
  of clients with a given date range.  The report may be displayed
  on the screen, sent to a file, or sent to the printer.  The report
  will show the client number, name, and phone number.  Beneath this
  the invoice numbers, date of invoice, description, and sales tax
  amounts will be shown for each clients invoice.  The information
  for this report comes from the historical client file, which you
  can update when posting the Billing module.

  POSTING PROCESS
  The posting process updates the general ledger account balances.
  Once this process is run, you will not be able to edit the
  transactions entered.  If an error in input was made, you will
  have to make a reversing entry to correct it.  Account balances
  will not be updated on the financial statements or trial balance
  until the posting process is run.  Always be sure and make backups
  before doing any posting process.

  When you select Posting, you will be prompted to enter the Posting
  Month.  The program will only post transactions with a date that
  falls within that month.  For example, if you enter a Posting
  Month of 3, it will only post transactions that have a March date.
  Any entries entered for another month will not be posted.

  After the posting process is complete, a screen will appear
  indicating the process is complete.  If any errors occurred during
  the process they will be indicated on the screen.  The total
  debits and credits posted will also be displayed.  The total
  debits should always equal the total credits.

  RECURRING ENTRIES

  Enter Recurring Transactions
  When making Ledger recurring entries, editing and deleting the
  entry works the same as entering in a regular Ledger transaction.
  The only difference is after the Journal code and transaction
  number are entered you will be prompted for a Recurring Code.  You
  have codes 1-9 to choose from.  Each transaction will be saved
  with this recurring code and when you want to generate the
  recurring entries you just specify what code to generate for.

                             PAGE 54
  One thing to be aware of, if you generate a recurring entry and
  you happen to have a posted entry already in the ledger with the
  same journal and transaction number you will not be able to edit
  the unposted recurring entry.  You will have to close out the
  Ledger to clear out the part that is posted and the recurring
  entry will stay in the Ledger.  If you do not need to edit it you
  can post for that month.

  Print Recurring Entries
  This option will allow you to print, display, or send your
  recurring entries to a file.  This report will show the Journal
  code, transaction number, account number and description,
  description of the transaction, debit and credit entries with
  totals, and the recurring code number.

  Generate Recurring Entries
  This option will generate your recurring entries.  It will prompt
  you for the recurring code to generate for.  Only entries with
  this recurring code will be sent to the Ledger.  This process may
  be run as often as needed.  There will be no indication that the
  process has already been run, so if you run it twice in one month
  and were only supposed to run it once, you will have to go to the
  ledger and delete out extra line items.

  REPORTS

  LEDGER

  Trial Balance
  This report will give a listing of all accounts in the general
  ledger and their balances.  You may also specify to print for only
  active accounts.  The account balances are updated when the
  posting process, is run in the General Ledger.  It will display
  the accounts beginning balance, this month's balance, and the
  current balance.  The current balance is the beginning balance
  plus this month's balance.

  After the end of the month is run, this month balance resets to
  zero and is added to the beginning balance.  The totals of all
  debits and credits are shown at the end of the report and should
  always be equal.  This report can be displayed on the screen,
  printed out to keep for your records, or sent to a file.

  Income Statement
  This report displays all Revenue and Expense accounts in the
  general ledger and their balances.  But you may include only
  active accounts if you wish.  The balances of these accounts are
  updated when the posting process is run in the General Ledger.
  Like the Trial Balance it shows the beginning balance, this
  month's balance, and the current balance.  It will give you a
  total of all your revenues and the total of all your expenses.
  The net income displayed is the total revenues minus the total
  expenses.

                             PAGE 55
  After the end of the month is run, this month balance resets to
  zero and is added to the beginning balance.  This report can be
  displayed on screen, printed out, or sent to a file.

  Balance Sheet
  This report displays all Assets, Liabilities, and Equity accounts
  in the General Ledger and their balances.  You may choose to
  include only active accounts for this report.  The balances of
  these accounts are updated when the posting process is run in the
  General Ledger.  Like the Trial Balance it shows the beginning
  balance, this month's balance, and the current balance.  It will
  give you a total of all your Assets and the total of all
  Liabilities plus Equity.  Liabilities plus Equity should equal the
  total Assets.

  After the end of the month is run, this month's balance resets to
  zero and is added to the beginning balance.  This report can be
  displayed on the screen, sent to a printer, or sent to a file.

  Accounts Listing
  This report will print a listing of all your Chart of Accounts.
  It will print Account Number, Account Name, and the type of
  Account.  This report can be displayed on the screen, sent to a
  printer, or sent to a file.

  Job Costing Statement
  This report will show information pertaining to a particular job.
  Enter the job number for which you want to print a statement.
  Only posted information will show on this statement.

  The report will list all posted revenue pertaining to this job.
  They will be broken down by account number.  The breakdown of
  expenses will also be shown, along with a total.  Then a net
  income amount will be shown, which is the total revenue minus the
  expenses.  This report can be displayed on the screen, sent to a
  printer, or sent to a file.

  CLIENT

  Aging
  This report is designed to print out all invoices and payments
  made for all clients.  It will display the client code, and client
  name and phone number.  Then it will list all invoices, the date
  of the BILLING, and when it is due.  The column heading 'C' will
  tell where each BILLING or payment was made.  An 'I' stands for an
  BILLING made through the receivable module.  The letter 'P' is for
  any payment made through the cash receipts option of the
  receivable module.  A 'B' is for an BILLING made through the
  billing module.

  If a payment was recorded in the billing module at the time the
  BILLING was made, only the remaining amount will be displayed on
  this report.  If the BILLING has not yet come due, it will fall
  under the column heading 'Future Due'.  For invoices that are zero

                             PAGE 56
  to thirty days past due, they will be displayed under the column
  '0/-30'.  Payments are recorded with a negative sign in front of
  the amount paid.

  The client totals give a total of how much the client owes for
  each column heading.  This way you will know how much the client
  owes and if any of that amount is past due.  You also have the
  option to display this report on the screen to look at the clients
  billing information, send it to a printer, or send it to a file.

  This report should be printed out once a month before the end of
  the month is run.  When the end of the month is run, all invoices
  are matched up with payments, and if the net balance is zero, the
  BILLING and payments will be deleted from the file.  This means
  they will not appear on next month's aging report.

  Statement
  This option prints out the statements for each client.  You are
  able to print statements for one client, all clients, or a range
  of clients.  You can also specify an invoice date range.  The
  statements may be display to the screen, printed out on one of
  your customized formats, or sent to a file.  It will prompt you to
  select the customized form to print out on.  The statements
  contain any invoices or payments made for a client.  This reminder
  can be sent to a client to show how much the client was charged
  and show all payments the client has made on their invoices.  Then
  it will display the amount that the client currently owes.  It
  will also print out a line of text reminding the client that their
  invoice is past due or any message you have set up in the
  statement text in the Utilities menu.

  This report should be printed out once a month before the end of
  the month is run.  When the end of the month is run, all invoices
  are matched up with payments, and if the net balance is zero, the
  BILLING and payments will be deleted from the file.  This means
  they will not appear on next month's statement.

  Directory
  This report will print out all information entered for each client
  in the client file.  You may print out a directory for any range
  of clients by entering the range in the From and To option when
  printing this report.  This report may be displayed on the screen
  before actually printing, sent to the printer, or sent to a file.

  Labels
  This option will print out labels for any range of clients.  The
  client's name, company, and address will be printed on the label.
  Enter the range desired to print out in the From and To option.
  These may be used for mailing purposes.

  Historical
  This option will print out all the services, products, and
  messages for each client that were made throughout the year.  You
  may print this report to paper, display it on the screen, or send

                             PAGE 57
  it to a file.  This report can be printed for one client, a range
  of clients, or all clients.

  VENDOR

  Aging
  This report is designed to print out all invoices and payments
  made for all vendors.  It will display the vendor code, and the
  vendor name and phone number.  Then it will list all invoices, the
  date of the invoice, and when it is due.  The column heading 'C'
  will tell if it is an invoice or a payment.  An 'I' stands for an
  invoice entered through the payable module.  The letter 'P' is for
  any payment made through the cash payments option of the payable
  module.  The 'R' is for any Received Purchase Orders entered
  through the Purchases Module.

  If a payment was recorded in the purchases module at the time the
  invoice was made, only the remaining amount will be displayed on
  this report.  If the invoice has not yet come due, it will fall
  under the column heading 'Future Due'.  invoices that are zero to
  thirty days past due will be displayed under the column '0/-30'.
  Payments are recorded with a negative sign in front of the amount
  paid.

  The vendor totals give a total of how much you owe the vendor for
  each column heading.  This way you will know how many outstanding
  debts you have and if any are past due.  You also have the option
  to display this report on the screen to look at your status with a
  vendor, send it to the printer, or send it to a file.

  This report should be printed out once a month before the end of
  the month is run.  When the end of the month is run, all invoices
  are matched up with payments, and if the net balance is zero, the
  invoice and payments will be deleted from the file.  This means
  they will not appear on next month's aging report.

  Directory
  This report will print out all information entered for each vendor
  in the vendor file.  You may print out a directory for any range
  of vendors by entering the range in the From and To option when
  printing this report.  This report may be displayed on the screen,
  sent to a printer, or sent to a file.

  Labels
  This option will print out labels for any range of vendors.  Your
  contact, vendor company, and address will be printed on the label.
  Enter the range to be printed in the From and To option.  These
  may be used for mailing purposes.

  SERVICE LIST
  Through this option you can print a listing of your services file.
  These may be printed out on paper, displayed on the screen, or
  sent to a file.  You have the option of printing any range of
  services, departments, and classes.  Enter in the range to be

                             PAGE 58
  printed in the appropriate From and To options.  This listing may
  be used for quick reference.  It will show the code, description,
  and cost for each service, along with the department and class.

  PRODUCT LIST
  Through this option you can print a listing of your products file.
  These may be printed out on paper, displayed on the screen, or
  sent to a file.  You have the option of printing any range of
  products, departments, and classes.  Enter the range to be printed
  in the appropriate From and To options.  This listing may be used
  for quick reference.  It will show the product code, description,
  price, cost, on order units, committed units, on hand units, on
  hand dollar value, and the associated Cost of Goods sold and Sales
  account number along with the department and class.  Also a total
  of all on hand dollars will be displayed.

  MESSAGE LISTING
  Through this option you can print a listing of your message file.
  These may be printed out on paper, displayed on the screen, or
  sent to a file.  You also have the option of printing any range of
  messages.  Enter in the range to be printed in the From and To
  option.  This listing may be used for quick reference.

  JOB LIST
  Through this option you can print a listing of all jobs on file.
  These may be printed out on paper, displayed on the screen, or
  sent to a file.  You have the option of printing any range of
  jobs.  Enter in the range to be printed in the From and To option.
  This listing may be used for quick reference.  It will display the
  job number, description, and the number of jobs listed.

  SALESPEOPLE LIST
  Through this option you can print a listing of all sales people on
  file.  These may be printed out on paper, displayed on the screen,
  or sent to a file.  You have the option of printing any range of
  sales people.  Enter in the range to be printed in the From and To
  option.  This listing may be used for quick reference.  It will
  display the sales persons code, name, month to date commission,
  year to date commission, and last year commission.  Totals will
  also be displayed for each commission column.

  HISTORICAL

  Client
  This option will print out the historical sales units and sales
  dollars for each client.  You may print this report to paper,
  display it on the screen, or send it to a file.  This report can
  be printed for one client, a range of clients, or all clients.  It
  will display the client number, company, month to date units sold
  and dollar value, year to date units sold and dollar value, and
  last year units sold and dollar value.  Each periods units and
  dollars will have a total at the end of the report.

                             PAGE 59
  Vendor
  This option will print out the historical purchase units and
  purchase dollars for each vendor.  You may print this report to
  paper, display it on the screen, or send it to a file.  This
  report can be printed for one vendor, a range of vendors, or all
  vendors.  It will display the vendor number, company, month to
  date units purchased and dollar value, year to date units
  purchased and dollar value, and last year units purchased and
  dollar value.  Each periods units and dollars will have a total at
  the end of the report.

  Product
  This option will print out the historical purchase and sales units
  and dollars for each product.  You may print this report to paper,
  display it on the screen, or send it to a file.  This report can
  be printed for one product, a range of products, or all products.
  Plus you may indicate a range of department and classes to
  include.  It will display the product number, description,
  department, class, month to date units purchased and dollar value,
  month to date units sold and dollar value, year to date units
  purchased and dollar value, year to date units sold and dollar
  value, last year units purchased and dollar value, and last year
  units sold and dollar value.

  Service
  This option will print out the historical sales units and dollars
  for each service.  You may print this report to paper, display it
  on the screen, or send it to a file.  This report can be printed
  for one service, a range of services, or all services.  Plus you
  may indicate a range of department and classes to include.  It
  will display the service number, description, department, class,
  month to date units sold and dollar value, year to date units sold
  and dollar value, and last year units sold and dollar value.

  COUNT SHEET
  This is a customized form that was created with the Companion
  report generator.  It prints a product listing showing the
  quantity on hand.  Next to the quantity on hand field is a blank
  area for entering in the actual quantity on hand as counted.  This
  form would be useful during an inventory count.  You can edit this
  form, or remove it from the reports menu.

  UTILITIES MASTER FILE

  END OF PERIOD ROUTINES

  Ledger End of the Month
  Before running any of the end of the period routines, be sure and
  make a backup of your data files.  This routine will remove all
  POSTED transactions in the General Ledger file.  This month's
  balance will be added to the beginning balance, and then this
  month's balance will reset to zero.  Be sure and print out all
  General Ledger reports before this process is run.  If a report
  was not printed, you can always restore your backup and print out
  the report and rerun the process.

                             PAGE 60
  You will be prompted to Update the General Ledger Historical File,
  if you answer 'Y' all entries will be saved to the historical
  file.  This will allow you to print out historical journal and
  account activity reports throughout the year.  If you answer 'N'
  the entries will just be cleared out and not saved for historical
  reports.

  After the closing process is complete, a screen will appear
  indicating that the process is complete.  If any errors occurred
  during the process, they will be indicated on the screen.

  Receivables-End of the Month
  Before running any of the end of the period routines, be sure and
  make a backup of your data files.  This routine will match up all
  POSTED cash receipts and invoices.  If they have a net balance of
  zero, they will be deleted from the file, unless it is a hold
  invoice.  Be sure and print out all receivable reports before this
  process is run.  You must POST the receivable module and the
  billing module before you can run this process.  It will notify
  you if there are any unposted transactions in the receivable and
  billing modules.  Also the month to date historical sales units
  and dollars will be zeroed out.

  After the closing process is complete, a screen will appear
  indicating that the process is complete.  If any errors occurred
  during the process, they will be indicated on the screen.

  Any invoices which have a balance of zero will no longer appear on
  the aging report or the client statements.  The cash receipts will
  also be deleted from the file.  You can restore your backup if you
  need to print any reports not printed out and rerun this process.

  Payable-End of the Month
  Before running any of the end of the period routines, be sure and
  make a backup of your data files.  This routine will remove all
  open invoices with a net balance of zero from the payable file.
  Be sure and print out all payable reports before this process is
  run.  You MUST post the payable module before this process can be
  run.  It will notify you if there are any unposted transactions in
  the payable module.  Also the month to date historical purchase
  units and dollars will be zeroed out.

  After the closing process is complete, a screen will appear
  indicating that the process is complete.  If any errors occurred
  during the process, they will be indicated on the screen.

  Any invoices which have a balance of zero will no longer appear on
  the aging report or on vendor statements.  The payments made on
  these invoices will also be deleted from the file.  You can
  restore your backup if you need to print any reports not printed
  out and rerun this process.

  Inventory End of Month
  Before running any of the end of the period routines, be sure and

                             PAGE 61
  make a backup of your data files.  This routine will zero out the
  historical month to date units sold and dollar value and the month
  to date units purchased and dollar value.

  After the closing process is complete, a screen will appear
  indicating that the process is complete.  If any errors occurred
  during the process, they will be indicated on the screen.

  Commission End of Month
  Before running any of the end of the period routines, be sure and
  make a backup of your data files.  This routine will zero out the
  historical month to date commission units sold and dollar value,
  along with the month to date commission earned.

  After the closing process is complete, a screen will appear
  indicating that the process is complete.  If any errors occurred
  during the process, they will be indicated on the screen.

  Ledger End of Year
  Before running any of the end of the period routines, be sure and
  make a backup of your data files.  It will clear out all revenue
  and expenses to your profit-and-loss account.  The balance of all
  the revenues minus the expenses will now be contained in the
  profit/loss account.  The expense and revenue accounts will now
  have balances of zero.

  At this time you will be given several check boxes.  The first
  prompts you to Purge the General Ledger Historical file.  If you
  check this box all previous historical information for the Ledger
  will be deleted.  If you don't check the box the information will
  remain on file.  It will also ask if you want to Purge the Check
  Historical File.  If you check this box all previous historical
  information in the check file will be deleted.  If you don't check
  this box the information will remain on file.  Also it will prompt
  you to Zero your Budget Balances.  If you check this box all your
  budget amounts will be set to zero.  If you don't check this box
  your budget balances will remain in the account file.

  It will prompt you to verify that you have entered in your proper
  profit/loss account.  If you are unsure of your profit-and-loss
  account, just select Browse and a listing of all your chart of
  accounts will be displayed on the screen.  Then it will prompt you
  to verify that you want to run this process.

  Roll Historical YTD Figures
  Before running any of the end of the period routines, be sure and
  make a backup of your data files.  This routine will zero out the
  historical year to date figures and put them in the last year
  totals.  When running this process you can indicate which
  historical figures to reset.  You can reset all or any combination
  of the following historical information:  vendor file, client
  file, product service file, or sales person file.  Check the
  appropriate boxes and select OK.

                             PAGE 62
  After the closing process is complete, a screen will appear
  indicating that the process is complete.  If any errors occurred
  during the process, they will be indicated on the screen.

  Historical invoice Purge/Tax Purge
  Before running any of the end of the period routines, be sure and
  make a backup of your data files.  You will be prompted for a date
  range.  All historical invoice information entered between these
  dates will be deleted.  You will be asked to verify your actions
  before the records are deleted.

  Job Purge
  Before running any of the end of the period routines, be sure and
  make a backup of your data files.  This process will delete Job
  Records for the job range selected.  Enter a starting and ending
  job number, or to delete all just accept the defaults of FIRST and
  LAST.  Select OK to begin the process.

  Budgeting
  This option allows you to enter in your budget for all your
  expense and revenue accounts.  The tab key allow you to move up,
  down, and across the screen.  When you are on the field you want
  to enter in the budget figure for, enter the amount for that
  month.  After all budget figures are entered, select the OK
  command to process and save the information.

  Print Command
  This command located at the bottom of the Budgeting Maintenance
  screen will print out all the budget figures for your expense and
  revenue accounts in three different formats.  It may be displayed
  on the screen, printed out to your printer, or sent to a file.

  BUDGET:  This report will show each account name with the budget
  figures for each month along with totals for each type of account
  and total Revenue and Expense and your Net Income.  You have the
  option to include inactive accounts.

  ACTUAL:  This report will print out all the actual balances for
  your expense and revenue accounts.  It may be displayed on the
  screen, printed out to your printer, or sent to a file.  It will
  show each account name with the actual balances for each month
  along with totals for each type of account and total Revenue and
  Expense and your Net Income.  You have the option to include
  inactive accounts.

  Variance:  This report will print out all the actual balances and
  your budget figures for your expense and revenue accounts.  It may
  be displayed on the screen, printed out to your printer, or sent
  to a file.  It will show each account name with the actual
  balances and the budget amount along with the difference between
  the two figures and totals for each type of account.  Also totals
  for revenue and expense actual, budgeted, and the difference
  amounts will be displayed.  The final total will show the Actual
  Net Income and Budgeted Net Income and the difference.  You have

                             PAGE 63
  the option to include inactive accounts.

  Fixed Assets

  Enter Fixed Assets
  Here is where you can enter in all your fixed assets and we will
  calculate the depreciation for you.  First you must enter the
  Asset Code.  This will be used to identify the asset.  Next the
  description should be entered, and the Asset value.  The residual
  value is the expected value of the asset after complete
  depreciation.  The depreciation taken, is the total amount of
  depreciation that has been taken on the asset to-date.  The
  current value will be calculated, this is the asset value less the
  depreciation taken.  The asset life is the expected life of the
  asset, and the age of the asset is the number of years that the
  asset has been in use.  You will have a choice of three types of
  depreciation:

  1) Straight-Line
  2) Declining-Balance
  3) Sum-of-the years-digit.

  Finally, you must enter in the account for the Asset Depreciation,
  and the Asset Expense account.  These accounts will be debited and
  credited when the Generate Fixed Assets option is run.

  Straight-Line Depreciation:  The straight-line depreciation method
  provides for equal periodic charges to expense over the estimated
  life of the asset.  For example, assume that a computer was
  purchased for $16,000 with a residual value of $1,000, and its
  estimated life is 5 years.

  The annual depreciation would be computed as follows:

  (16,000 cost - 1000 residual) / 5 years = 3,000 annual
  depreciation

  Declining-Balance Method:  The declining-balance method gives a
  declining periodic depreciation charge over the estimated life of
  the asset.  In this method you apply double the straight-line
  depreciation rate computed without regard to residual value.  For
  example, assume that a computer was purchased for $16,000, and its
  estimated life is 5 years.  The annual depreciation would be
  computed as follows:

             Actual     Book                    New Book
  Yr  Cost   Depr.     Value   Rate   Depr/Yr    Value
  1  16,000  ____     16,000   40%     6,400     9,600
  2  16,000  6,400     9,600   40%     3,840     5,760
  3  16,000  10,240    5,760   40%     2,304     3,456
  4  16,000  12,544    3,456   40%     1,382     2,073
  5  16,000  13,926    2,073   40%     829        1244

                             PAGE 64
  Sum-of-the-Years-Digits Method:  The sum-of-the-years-digits
  methods gives results similar to those derived by using the
  declining-balance method.  The periodic charge for depreciation
  declines steadily over the estimated life of the asset because a
  successively smaller percentage is applied each year.  The
  denominator of the fractions is the sum of the digits representing
  the years of life.  For, example, assume that a computer was
  purchased for $16,000, with a residual value of $1,000, and its
  estimated life is 5 years.

  The annual depreciation would be computed as follows:

  The denominator is 5+4+3+2+1 or 15.

  Yr      Cost-Residual   Rate    Dep.    Accum. Dep   Book Value
  1       15,000          5/15    5,000      5,000        11,000
  2       15,000          4/15    4,000      9,000         7,000
  3       15,000          3/15    3,000     12,000         4,000
  4       15,000          2/15    2,000     14,000         2,000
  5       15,000          1/15    1,000     15,000         1,000

  Print Fixed Assets
  This will allow you to print out all fixed assets entered through
  the Fixed Asset module.  You may display the report on the screen,
  print it out on paper, or send it to a file.  The report will show
  the asset code and description along with the depreciation asset
  account number and expense account number.  It will also show the
  Life of the asset, original value, depreciation taken, residual
  value, age of the asset, depreciation method code, and the current
  value.

  Generate Fixed Assets
  This will generate the depreciation for your fixed assets.  The
  entry will be sent to the Ledger with a transaction code of FA and
  the current date as the transaction number.  All the proper fields
  for the fixed assets will be updated.  This should only be run
  once a year.  If it is run more than once a year by accident, you
  will have to go in and reenter the fields with their proper
  numbers.

  If the life is zero or if the Age is equal to or greater than the
  life, no depreciation will be calculated for that particular fixed
  asset.

  This entry may be viewed in the ledger by entering in FA as the
  journal, and the transaction number will be the date.  Example, if
  you generated on March 14, enter 03/14 as the transaction number
  and FA as the journal.

  DATA UTILITIES

  File Size
  This option will display how many records are used for each file.
  The Accounts file contains your chart of accounts.  The Client

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  file contains your clients.  Service, Message, and Product file
  are one file that contain all the services, messages, and
  Products.  Vendor file contains all the vendors entered.

  The invoice file contains the invoice information entered through
  the Billing module.  The invoice lines are each line item entered
  for each invoice.

  The AR Open invoice file contains all the open invoices entered.
  The Receivable file contains all receivable invoice information.
  The Receivable Lines are each line item entered.  This will reset
  to zero after posting.

  The GL transactions file is the number of transaction lines.  This
  file takes up one space for each line item entered in the Ledger
  and for each summary transaction sent to the Ledger.  The GL
  Recurring file is the number of Recurring transaction lines.  It
  also takes one space for each line item.

  The AR Recurring contains the Receivable Recurring entries header
  information for each transaction.  The AR Recurring Lines contain
  the line items for each Receivable Recurring entry.  The BI
  Recurring contains the Billing Recurring invoice header
  information for each invoice.  The BI Recurring lines contains the
  line items for each Recurring invoice.

  The direct check contains any check made through the Direct Check
  Writing option.  The job file contains the jobs.  The salesman
  file contains all the sales people.  The check file contains any
  check made to a vendor through the Payable module.

  The Purchase file contains the Purchase orders and Received
  Purchase Orders header information.  The purchase lines contain
  the line items for each Purchase Order and Received Purchase
  Order.

  The AP Open invoice file contains all the open invoices entered.
  The Payable file contains all payable invoice information.  The
  Payable Lines are each line item entered.  This will reset to zero
  after the posting process is run.

  The physical inventory contains each line item entered through the
  Adjustments option.

  The Client Records contain information entered through the
  Maintenance-Client option.  This is where you have ten lines to
  enter any information on each client.

  The Historical invoices contains all line items for each client if
  answer yes to update the historical file when posting the billing.
  This also contains the historical sales tax information.  The
  Historical checks contains all the checks that were saved when you
  purge the check file by answering yes to update the historical
  file.  Historical Ledger contains all the ledger transactions that

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  were saved when you answer yes to update the historical ledger
  during the closing out of the ledger.

  The AP Recurring contains the Payable Recurring entries header
  information for each transaction.  The AP Recurring Lines contain
  the line items for each Payable Recurring entry.

  The fixed assets contains each fixed asset entry.  The appointment
  schedule contains all appointments entered.  The Build materials
  contains the products that make up the manufactured goods.

  The job log file contains all information for all jobs.  Price
  levels contain the different price levels for each product.

  Reindex Files
  This will go through all your files and reindex them and give you
  more disk space.  For example, when you delete out information or
  post, this information is actually still in the file but it is
  marked as deleted.  The program will not access this information
  but it is still there.  Reindexing will get rid of all records
  marked as deleted and pack the other records together giving you
  more disk space.

  Backup Files
  This option allows you to backup your data(DBF) files without
  leaving the program.  It will copy your files into another
  subdirectory on the hard disk.  It will prompt you to enter in the
  Backup Drive and Directory.  If you enter d:\backup as the backup
  drive and directory it will copy the data files to the backup
  directory on the D:drive.  If an invalid drive\directory is
  entered no action will be taken.  Before running any of the end of
  the period routines, be sure and make a backup of your data files.

  The backup procedure used by Painless is the Dos backup command.
  While it will do the job, the Dos Backup is flawed in several
  ways.  First, there is no error correction- if you have a bad spot
  on the disk, Dos Backup will not notice it and you could lose
  data.  Second there is no data compression.  What this means is
  that it may take a lot more disks than using a commercial backup
  program.  And third, the Dos Backup is very slow.

  We STRONGLY recommend that you obtain a commercial backup program
  for your backups, and that you do a weekly backup, and rotate
  several backup disk sets.  By rotating your sets of disks you
  minimize the chance of backing up corrupt data over good data.
  See the section in the Getting Started section on backing up.

  Restore Files
  This option will allow you to restore your data(DBF) files without
  leaving the program.  It will prompt you to enter in the drive and
  directory to restore from.  Once the files are restored it will
  reindex the files.  You should always reindex the files once they
  have been restored.  If you do not reindex the files the data may
  not be processed properly.  If an invalid drive\directory is
  entered no action will be taken.

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  PROGRAM SETUP OPTIONS

  Color Parameters
  This option allows you to customize your screen color attributes.
  All possible color combinations will be displayed in list boxes to
  choose from.

  Select the window and the color option with the mouse, or use the
  arrow keys.  Use the up and down arrow keys to move from window
  type to window type.  Use the page up and down keys to move
  between the window types and the color bar.  Highlite the color
  desired and press the enter key.

  Press the Alt-S key combination to save the color parameters.  You
  will be asked for a file name.  Your standard colors are save to
  the file DEFAULT.  This will be the colors that come up when you
  run PA6.  If you wish to experiment with different color
  combinations you may want to save them to another file name.  Use
  the Load command to load another color file.

  Video Parameters
  This option allows you to indicate the number of lines to display
  in certain entry screens.  You can select 25, 43, or 50 lines.  If
  you select 43 or 50 lines then when you enter invoices or
  transactions, you will have more lines displayed on the screen to
  make line item entries.

  Sales Tax Table
  This is where you enter in your sales tax rates and GST tax rate
  along with their appropriate tax liability and expense accounts.
  If the tax rate or GST rate is 8% enter it as .08.  If the tax
  rate is 7.125% enter it as .07125.  You can enter in up to five
  different rates along with their appropriate tax liability and
  expense accounts.  In the client and vendor file enter in the
  corresponding number for their particular tax rate in the tax rate
  field.  If they are not charged tax or do not charge you tax,
  enter in zero for no tax.  You may also enter the tax rate for
  your CASH customers, if you will be using Painless Accounting as a
  Point of Sale system.  Also, you can enter a GST rate if it is
  applicable to you.  You will also have to activate the GST tax in
  the Configuration setup option.

  Statement Text
  This is where you can enter in messages that will show up on
  client statements depending on their status.  When printing out a
  client statement, one of the messages will appear at the bottom of
  the statement depending on if they have past due invoices or not.
  If they do not have any past due invoices the message associated
  with Current Due will be printed on the statement.  If they have
  an invoice that is one to thirty days over due the message
  associated with 1-30 Days Over Due will appear on the statement
  and so on.

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  Customized Forms
  This option allows you to customize the forms in PA6.  When
  entering this option you will be shown a list of all the current
  forms in the system.  You may add to, edit or delete any of these
  forms.  The form types are identified by the file extension as
  follows:

      Form type                       File Extension

    Invoice and Estimates                   .inv
    Purchase Order                          .pur
    Received Purchase Order                 .rec
    Statements                              .sta
    Checks                                  .chk

  Editing Customized Forms
  When you select Customized Forms a list of the custom forms in the
  system are displayed.  PA6 comes with many examples for you to use
  or modify.  To view the file or modify it highlight the file name
  and select Edit.  A screen is displayed that has settings for form
  length in lines, and form width in characters per line.  The form
  type is displayed, but it cannot be changed.  Select OK to edit
  the form.

  The form editing screen is very similar to a word processor.  You
  can use the arrow keys to move around the form, and type text in
  any location you desire.  A custom form is basically a text file
  that is used by the program to merge the data and send the output
  to a printer, screen or file.  Text that you type will be printed
  on the form in that location.  The form is comprised of lines of
  text and field codes.  Field codes are used by the system to place
  information from the data files in the appropriate locations.
  Field codes start and end with the upside down exclamation point
  character.  You may move field codes around on the screen, but
  don't change the length or the program will not be able to
  recognize them.

  Entering Field Codes
  Field codes are entered with the Alt-I key combination.  Place the
  cursor in the position where you would like the field code to be
  placed and hold the Alt key down and press I (Alt-I).  A list of
  available field codes for that form type will be displayed.  Use
  the arrow keys to scroll up and down through the field codes and
  press enter.  The field code will be placed in the form at the
  location of the cursor.

  Keep in mind when entering field codes that you leave enough room
  for the field code.  If you enter field code with a length of 30
  characters in spot on the form with room for only 20 characters it
  will cause the text following the field code insertion to be
  pushed ahead or overwritten depending on the editing mode you are
  in (insert or overstrike).

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  Generally there are two types of field codes.  The first type is
  when data is inserted that is constant for that printout, such as
  the Client Code and Address.  Usually these field codes are placed
  only one time on a form, often at the top.  The other type of
  field code is a line item field code, and is placed multiple times
  on a form.  Some examples of line item field codes would be the
  line item field codes on an invoice and the accounts payable line
  items on a check form.

  When entering line item field codes each line of information must
  appear on its own line in the form.  The line item lines MUST end
  with the "Skip to next line" field code.  The "Skip to next line"
  code tells the program to skip to the next line item in the data
  file.  If the "Skip" code is not at the end of your line items,
  all the information for those lines may not be printed.  You will
  have to create a line in the format, for the number of line items
  that you want to appear on your invoice.  If the number of line
  items in your data files exceeds the lines available on your form,
  then multiple pages will print.

  Adding a New Custom Form
  To add a custom form, select Customized Formats then Add.  Enter
  the file name for the form.  Do not try to enter the file
  extension.  The program will do that for you.  Now enter the lines
  per page and the form width.  Most dot matrix printers print 66
  lines and 80 characters on 8.5" x 11" paper.  Since some printers
  will not print a full width form, we recommend using a width of 79
  characters per line.  Many laser printers will print to 66 lines
  per page, but they are usually set up as a default to print from
  58 to 62 lines.  You may need to modify your form to match the
  page length.

  Select the type of form you wish to create.  Select OK.

  It is important to match the Form Length with the page length on
  your printer.  If your laser printer is set for 62 lines, and the
  program sends a form to the printer of 66 lines, the 4 extra lines
  will end up on the second page, and the second page will print 4
  lines to low.  Each page will "walk" down 4 lines.

  Adding Font Control Codes
  You can add Font Control codes to your custom forms.  Font control
  codes can be added while you are in the form editing screen by
  typing Alt-O, or by selecting Fonts from the File Setup menu.

  Place the cursor in the position for the Font Control code to be
  placed and press Alt-O.  You will then be given a choice of
  available fonts.  Use the arrow keys to select the desired font
  and press enter.  You will see the Font Control code string placed
  on the screen at the cursor location.

  You can edit or create new Font Control codes from the Customize
  Fonts in the Program Setup Options screen.

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  Customize Fonts
  Customize Fonts are Font Controls used by the Custom Forms.  Use
  this option to edit or create new Font Controls.  Select Customize
  Fonts from the Program Setup Options and select OK.  The Available
  Fonts screen shows existing Custom Format Fonts by their
  description.

  Editing a Font
  To edit or view a Font, highlight the Font description and select
  Edit.  You may change the Font Name, which is a description of
  what the font does.  The Font Codes are the decimal codes that are
  sent to the printer to change the way the printer prints.  The
  most common Font Control used is the condensed print.  This is
  used on many of the forms that come with the program.  The
  condensed print field will allow standard Epson compatible 80
  column printers to print 132 columns wide.  All of the Font
  Controls that come with the program are the Epson compatible
  codes.  If you have codes you need to send to laser printer or
  other type of printer you will need to enter the codes from the
  printer manual.

  Adding a Font
  Enter the font description and decimal control codes.

  The Customized Fonts are not limited to only font changes.  Any
  control codes you want to be sent to a printer can be done with
  the Font Controls.  For example, you may want to have a laser
  printer pull from an upper tray by inserting the control code for
  the upper tray at the top of the form.  To set the printer back to
  the default tray, enter the control code for the default tray at
  the bottom of the form.

  Printer Setup
  To access Printer Setup, select this option from the Program
  Configuration menu and select OK.  The available printers box will
  be displayed.  Scroll until you find your printer listed and
  select the Select button.  Your printer type will be set.

  You may edit the control codes for any listed printer, however we
  recommend that if you have an unusual printer setup you should use
  the "Other" printer selection.  To edit a control code highlight
  the printer description and select Edit.  The control codes for
  Normal print and Condensed are the only fields available to edit.

  If you need to create a code for other than Normal and Condensed
  print, use the Customize Fonts in conjunction with Customized
  Forms.  The Custom Fonts allow for sending any type of control
  codes to the printer.

  Default Description
  This option will allow you to put in your own descriptions that
  will appear on statements and aging reports.  When making
  invoices, P.O.'s, Received P.O.'s, AR and AP transactions, Cash
  Payments and Receipts, and AR write offs you are prompted to enter

                             PAGE 71
  in a description that will appear on statements and aging reports.
  This option allows you to let it default to what you want, but may
  also be changed.

  Country Setup
  This option will allow you select various date formats.  It also
  allows for Canadian Providence and Zip Codes.  If you select
  American it will use State.  If you select Canadian it will use
  Providence and allow for a Canadian Zip Code.  You may also select
  a date format which will display the date in the format displayed
  on the screen.

  Configuration
  This option will allow you to activate or deactivate certain parts
  of Painless Accounting and select some default options.

  Job Costing
  You have the option of activating job costing to track all
  expenses for jobs to be performed.  If Job Costing is activated,
  you will be prompted to enter a Job Number when entering Invoices,
  AR Transactions and AP Transactions.  See the section on Job
  Costing for more information on this feature.

  Hold Invoice
  When this feature is activated, you will be prompted after
  entering each invoice "Is this a hold invoice?"  Hold invoices are
  like regular invoices, but when held they will not post, and you
  have the option of not printing them on the revenue journal.  You
  may want to activate Hold Invoices if you frequently invoice
  clients, but the invoice may not be complete and you don't want it
  to post.

  Activate Negative Units
  This feature allows you to turn off the warning message that you
  may be out of an item (negative on-hand units) when entering
  invoices.

  Write Offs in Cash Receipts
  When activated, you will be prompted to optionally write off any
  remaining balance when applying cash receipts to client open
  invoices.

  Activate Salesman Commissions
  This option turns on the Salesman Commissions feature.  When on,
  you will be prompted for a Salesman Code for each invoice entered.

  Activate Exploding Windows
  This option turns on the "Exploding Windows" feature.  If you have
  a slower computer, turning this off may improve performance.

  Include Hold Invoices on Revenue Journal?
  This option causes Hold Invoices to print on the Revenue Journal,
  providing that you have Hold Invoices activated.  Hold Invoices
  still will not post, however.

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  Activate GST Tax on Invoice
  This option causes the GST tax to be generated on invoices.

  Activate Ship To on Invoice
  This option turns on the ability to enter Ship To information
  during invoicing.

  Product Service Length
  Painless Accounting allows you to set the length of your product
  codes from 10 to 30 characters.

  Places to the left of decimal in Quantity
  Sets the number of places to the left of the decimal point in
  Invoicing and Purchases.

  Places to the right of decimal in Quantity
  Sets the number of places to the right of the decimal point in
  Invoicing and Purchases.  This allows for fractional units billed.

  Output Default
  Sets the default output device for printing forms and reports.

  Cost Method
  Painless Accounting supports 4 costing methods- Standard, Average,
  LIFO and FIFO.  Select the method used in your business.  If you
  are unsure, you may need to consult with your accountant.

  Run Programs Setup
  This option allows you to setup other programs you have and be
  able to run them from within Painless Accounting by simply
  pressing two keys.

  You may enter a program name to remind you which program you are
  going to run.  You must also specify the full path.  This will
  include the drive and directory.  You must also specify the name
  of the file that runs your other program.  For example, to set
  Painless Payroll as one program, you can enter PA Payroll as the
  program name.  C:\PAP as the full path and PAP as the program
  command that runs the payroll program.  Now at any time within
  Painless Accounting you can press CTRL+F5 and select Painless
  Payroll.  Once you exit out of the Payroll package you will
  return to the point you left off at in Painless Accounting.

  OTHER UTILITIES

  Calculator
  Select numbers to perform calculations on.

                             PAGE 73
  Notepad
  This option will allow you to edit a text file.  Enter in the name
  of the file, you may also specify a path name.  Press ESCape to
  exit and you will have the option to save the changes.  Some
  others keys are as follows:

  Page Up and Down - moves up and down a screen CTRL+Left and Right
  arrow - moves to the previous and next word CTRL+Page Up and Page
  Down - takes you to the top and bottom of the file End and Home
  takes you to the be end and beginning of a line CTRL+Home and End
  takes you to the top and bottom of a screen.

  Painless Companion
  The Painless Companion allows you to create powerful custom
  reports.  This utility is available only on the registered
  version.  Documentation is provided seperately for the Companion.

  Painless Editor
  The Painless Editor allows you to edit your data files directly.
  This utility is available only on the registered version.
  Documentation is provided seperately for the Editor.

  XBase Interpreter
  The XBase Interpreter gives you a Dbase and Foxpro style dot
  prompt.  Standard XBase commands can be entered.  This utility is
  available only on the registered version.  Documentation for the
  XBase Interepreter is provided seperately.

  DOS FUNCTIONS

  1. Format Floppy Disk
  This option will allow you to format a floppy disk.  You can
  select either A or B drive only.  If the disk you put in the drive
  contains any files, they will be lost!

  2. Check Disk
  This option will allow you to check how much disk space you have
  available.

  4. Copy File
  This option will allow you to copy a file.  Enter the file name to
  copy in the File Name field.  You can specify a path name along
  with the file name.  Enter the name of the file to copy it to in
  the Copy To field.  You can specify a path name along with the
  file name.  If the file specified in the Copy To field already
  exists, it will be overwritten!

  5. Delete File
  This option will delete a file.  Enter in the file name to delete.
  You can specify a path name along with the file name.  The file
  entered will then be deleted!

                             PAGE 74
  6. Backup to Floppy Disk
  This option will allow you backup files to a specified disk drive.
  Enter the parameters in the Backup Parameters field.  The
  parameters work just like the DOS backup parameters.  For more
  information see your DOS manual.

  7. Restore from Floppy Disk
  This option will allow you restore files from a specified disk
  drive.  Enter your parameters in the Restore Parameters field.
  The parameters work just like the DOS restore parameters.  For
  more information see your DOS manual.

  8. DOS Window
  This option will allow you to exit to DOS.  To return to Painless
  Accounting type in 'EXIT'.

  ENTER BEGINNING BALANCES
  To enter beginning balances for your accounts, clients, vendors,
  or products, simply press F10 from the main menu.  Then select the
  beginning balances you need to enter.  This will automatically
  update the balance and also offset the amount to an 'X' account in
  your chart of accounts.  If the 'X' account does not exist one
  will be created automatically.  Be careful to only setup beginning
  balances through this option so you will not end up with a balance
  in the 'X' account.

  1. Accounts
  Select this option to enter beginning balances in your chart of
  accounts.  All the chart of accounts will be displayed on the
  screen.  Simply highlight the account and press enter and enter in
  the amount to add to the current balance.  You should not enter
  beginning balances for Accounts Receivable, Accounts Payable, and
  Inventory through this option.  These will be updated when
  beginning balances are enter for your clients, vendors, and
  products.  Remember this will be offset to the 'X' account.

  2. Clients
  Select this option to enter beginning balances for your clients.
  All the clients will be displayed on the screen.  Simply highlight
  the client and press enter to enter in an invoice for the
  beginning balance.  You will first enter an invoice number, date
  of the invoice, due date, description, and amount of the invoice.
  The amount of the invoice will be added to the current balance of
  the client.  This amount will be added to the accounts receivable
  total.  Remember this will also be offset to the 'X' account.

  3. Vendors
  Select this option to enter beginning balances for your vendors.
  All the vendors will be displayed on the screen.  Simply highlight
  the vendor and press enter to enter in an invoice for the
  beginning balance.  You will first enter an invoice number, date
  of the invoice, due date, description, and amount of the invoice.
  The amount of the invoice will be added to the current balance of
  the vendor and will be added to the Accounts payable account.
  Remember this will also be offset to the 'X' account.

                             PAGE 75
  4. Products
  Select this option to enter beginning balances for your products.
  All the products will be displayed on the screen.  Simply
  highlight the product and press enter to enter in units and
  dollars on hand.  You will then enter the number of units to add
  to the current units on hand.  The inventory account will be
  updated by the number of units added times the standard cost.
  Remember this will also be offset to the 'X' account.

                             PAGE 76