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1992-12-29
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PCINV
Version 1.2
Copyright 1992 by Jerry Medlin
PROGRAM DESCRIPTION
PCINV is an invoice writing program for small and medium size
businesses which works directly with PC-AR Accounts Receivable.
The program runs on a IBM PC or compatible computer, with one disk
drive and at least 256k memory.
PCINV is a Shareware program. You are encouraged to give
copies to anyone who might use it. If you like the program and
find it useful, please contribute $25 to:
Jerry Medlin
1461 Sproul Ave.
Napa, Ca. 94559
To order using Master Card or Visa, call (707) 255-4475.
Your contribution entitles you to a copy of the latest
version of the program and limited telephone assistance, should
you require it.
To run the program, simply type "PCINV". If you want to
specify a drive and path for your data, add the drive and path
description after the program name. i.e. type "PCINV B:" to use
the B drive for data files.
A menu is then displayed for operator selection:
Enter or Change Sales Codes
Enter or Change Customers
Enter or Change Charges & Payments
Enter & Print Invoices
Configure Program
Save Data and End
Because PCINV works directly with PC-AR accounts receivable,
you should be familiar with PC-AR before attempting to use PCINV.
PCINV uses the same data files created by PC-AR. The first three
items on the menu are essentially identical to the first three
choices in the PC-AR program. You may enter or change customers,
sales codes and charges and payments entries just as you would
with PC-AR. Anything entered using PCINV will also show up when
you run PC-AR, and anything entered using PC-AR will be available
to PCINV.
The fourth menu choice, Enter & Print Invoices, allows you to
enter and print invoices one at a time. When the invoice is
printed, the details of the invoice are immediately posted to PC-
AR to be included in the next statement.
ENTER OR CHANGE SALES CODES
An additional field has been added to the sales codes used by
PC-AR to designate each sales code as either taxable or non-
taxable. Sales tax will be calculated for all taxable items and
the total posted to a sales code for sales tax. Use this
selection to add to the sales codes entered with PC-AR and to mark
all sales codes as taxable or non-taxable. Just scroll up and
down through the sales codes and use the * key to mark or unmark
taxable items.
If your sales are subject to sales tax, and you do not
already have a sales code for sales tax, enter one now. Then, use
the Configure Program selection to enter the same three digit code
into the program.
You may add new sales descriptions, codes and amounts at any
time.
ENTER OR CHANGE CUSTOMERS
You may enter, change or delete customers exactly as you
would with PC-AR. In fact, you are working with the same data
file, so any additions, changes or deletions made with PCINV will
immediately be reflected in PC-AR.
ENTER OR CHANGE CHARGES AND PAYMENTS
This selection is identical to the same selection in the PC-
AR program.
Details of each invoice printed are immediately available
here for editing.
ENTER & PRINT INVOICES
This selection is the heart of the PCINV program. It allows
you to enter all of the information for an invoice and then print
that invoice using one of four different print formats. The
invoice format is determined by the Configure Program menu. Only
one invoice may be entered at a time. PCINV does not allow for
batch printing of invoices.
The following information is entered for each invoice:
Customer Code - The 10 digit customer code. Each customer
has a unique customer code. It is preferable to use the last
name and part of the first name for a customer code, although
numbers may be used. Read the PC-AR manual for more
information on the customer code.
Invoice Date - The month, day and year should be entered
separated by slashes "/" or dashes "-". ie 3/28/90 for March
28th, 1990. Most of the time, just press <Enter> and the
computer's "system date" will be entered for the first
invoice or the prior invoice date for all subsequent
invoices.
Due Date - The due date is also entered as a month, day and
year separated by slashes or dashes. Pressing <Enter> enters
a date one month after the due date for the first invoice or
the prior due date for all subsequent invoices. You may also
enter an alphabetic entry such as "Upon Receipt".
Invoice Number - You may enter numbers or alphabetic
characters. Pressing the plus key adds one to the previous
invoice number. If you use invoices with pre-printed invoice
numbers, be sure the number entered is the same as the next
blank invoice in the printer.
Next, the invoice details are entered. You may enter either
14 or 50 lines for each invoice depending on which form you have
chosen using the Configure Program selection.
Reference Number - The 8 characters or numbers you enter here
will be printed under the "Reference #" column on the
invoice. You may enter P.O. numbers, additional descriptive
information or leave it blank.
Sales Code - Enter one of the sales codes. Each time you
enter and additional number of the three digit sales code,
all of the possible matches are shown at the bottom of the
screen.
Description - The description may be up to 42 characters
long. If you enter the @ symbol anywhere in the description,
the number immediately following the @ symbol will be
multiplied by the first number in the description and
automatically entered as the amount for this line. So, if
you enter a description of:
125 No. 201101 Left Handed Widget Adjusters @ $1.22 each
the amount will be entered as $152.50.
If you have entered a price for a sales code under Enter or
Change Sales Codes, you may enter only a quantity for the
description. The quantity will be multiplied by the price to
obtain the amount.
If you need more than 42 characters for a description, enter
additional lines with a zero for the amount. The zero will
not be printed on the invoice.
Pressing <Enter> for the description will enter the
description entered with the sales code.
Amount - Enter the amount, calculator style. If you included
a price and quantity in the description, the amount will be
automatically calculated and entered.
For each line, sales tax will be calculated, entered at the
bottom of the screen and added to the invoice total. Sales tax is
only calculated for those sales codes marked as taxable using the
Enter or Change Sales Codes selection of PCINV. When you have
entered all of the individual lines for the invoice, press escape
at the Reference Number prompt and you will be presented with the
following choices:
<> Scroll up <Ins> Insert <C> Change
<> Scroll down <Del> Delete <+> Resume adding
<Home> Goto Top <S> Sort Items <P> Print Invoice
<End> Goto Bottom <Esc> Return to Menu
Press P to print the invoice. The other keys allow you to
scroll up and down through the invoice detail and to change and
sort the items. The <> Scroll up key will also allow you to
scroll up to the invoice heading information and change the
Customer Code, Invoice Date, Due Date and Invoice Number. Press
Escape to return to the main menu.
When the invoice has printed to your satisfaction, press the
plus key <+> to enter another invoice or press escape to return to
the main menu.
If, for some reason, the invoice does not print correctly,
realign your printer and press <P> again. You may print the
invoice as often as you like, and it will only be posted to PC-AR
one time.
If you wish to cancel an invoice, use the delete <Del> key to
delete all of the lines for that invoice and then press plus <+>
to reenter or <Esc> to return to the main menu.
If it becomes necessary to void an invoice that is no longer
displayed on the Enter and Print Invoices screen, you must go to
the Enter or Change Charges and Payments selection and delete all
of the entries for the voided invoice.
OBTAINING FORMS
Using the configure program options described below you may
print invoices on one of two preprinted forms available from New
England Business Services (NEBS). The short invoice form, number
9296, is seven inches long and can print up to 14 lines of
information plus the tax and total. The long form, 9292, is
eleven inches long and can include up to 50 lines plus the tax and
total. Both forms are 7.5 inches wide. The forms can be ordered
pre printed with your company name and address, by calling NEBS at
800-338-3810. The mail code number is 95111.
In addition, you may use the configure program to make the
program print invoices on plain paper. The paper could be either
7 inches or 11 inches long, but 11 inches is the obvious choice --
I have yet to find a source for paper stock perforated at 7
inches.
CONFIGURE PROGRAM
Use this selection to configure the PCINV program. Any
changes are saved immediately and remain in effect even after
terminating the program. Use the up and down arrows to move the
pointer, and then press <C> to change an item. You are allowed to
change the following information:
Display Colors - If you have a color adapter and monitor, you
can change the colors for screen borders, program prompts,
data, and background. Allowable colors are from 0 to 15
(except for background color which can only be from 0 to 7).
The display is instantly updated as you enter the new colors.
Laser Printer? - You may also change the way PCINV starts a
new page. Usually, PCINV starts a new page by counting
lines, until the page total equals 66 lines. If you enter a
"Y" for the laser printer question, PCINV starts a new page
by issuing a form feed command. This also works on most
other printers, but requires you to set the top of form,
before you start printing.
Plain Paper Invoice? - If you change this to a "Y", invoices
can be printed on plain paper. The program will print the
required headings and horizontal lines and will print the
word "INVOICE" at the top of the page. A "N" answer prints
the invoice information only on pre printed forms. The forms
can be either 7 inches or 11 inches long as determined by the
Long or Short Invoice Form selection.
Long or Short Invoice Form? - Choose L for a full page
invoice with up to 50 lines of detail. Choosing S, limits
the invoice to 14 lines of detail on a 7 inch long invoice.
The forms available are discussed in the previous section.
Sales Tax Rate (Percent) - Enter the sales tax rate for your
business as a percentage. If your sales tax multiplier is
.0625, then enter 6.250 as the sales tax rate. This number
will be multiplied by the amount for each taxable sales code
to obtain the sales tax total for the invoice.
Sales Tax Sales Code - Sales tax for each invoice will be
posted to this three digit sales code. This should
correspond with the sales code entered under Enter and Change
Sales Codes for Sales Tax.
Printer Number (1 or 2) - If you have a second printer
installed and want to print invoices on it, change this
number from 1 to 2.
Path for Data Files - Enter a drive and path designation for
PCINV data. If you want the program to read data from the B
drive, enter B:.
Invoice Heading - If your company name and address is not pre
printed on the invoice forms, you may enter up to 5 lines for
a invoice heading. This name and address would normally be
the same as the statement heading you entered into the PC-AR
program using ARCONFIG.
Customer Heading - The program normally prints "Sold to:"
immediately before the customer's name and address on the
invoice. You may change this to any other heading that might
be more appropriate to your business. To change it to a
blank, press the space bar and then press enter.
Footer Statement on Invoice - Enter up to 30 characters that
will print as a footer statement on each invoice. The footer
statement will be printed to the left of the Total at the
bottom of the invoice.
Phone/Memo Printed on Invoice - The phone number or memo
entered for each customer can be printed on the invoice to
the right of the customer's address if "Y" is selected. The
Phone/Memo field can be up to 48 characters long.
When you have finished making your changes, press the escape
key to exit this selection. The new information will be saved.
HELPFUL HINTS
The escape key is always used to go back to the previous
operation. From anywhere in the program, if you continue to press
the escape key, you will eventually return to the main menu.
PCINV transfers every detail of every invoice to PC-AR. If
you don't want that much detail on the PC-AR statements, you may
want to use the ARCONFIG program set "Invoice Detail on Statement"
to "N". That way, only the invoice number and invoice total show
up on the statement.
Each customer must have a unique customer code for posting.
If you use numbers, the program won't object, if the numbers are
all the same length. Customer number 1 should be entered as
00001, for instance. But, you should at least try the method
suggested earlier in the manual. Use a customer code made up of
the customers last name plus as much of the first name as the 10
character limit allows. Jane Smith would then have a code of
SMITHJANE (Notice there are no spaces). This method allows rapid
posting of invoices, without looking up customer numbers. The
searching method allows you to quickly examine the codes for all
of the Smiths, by typing SMITH when asked for a code.
PCINV is written in Turbo Pascal. The source code is
available for $95.