DEMO VERSION IS LIMITED TO 20 or fewer RECORDS IN THE VARIOUS FILES
IF YOU DECIDE TO PURCHASE THE REGULAR VERSION OF ShuBox Filing¬ AND YOU RETURN YOUR DEMO VERSION DISKETTE WITH A CHECK FOR $45.00, I WILL SEND YOU A MANUAL AND THE UNABRIDGED VERSION. THE IMAGEWRITER DRIVER WITH A SIXTH CATEGORY FOR CHECK WRITING WILL ALSO BE INCLUDED WITH THE UNABRIDGED VERSION.
!!! 1st THINGS YOU SHOULD DO TO BEFORE USING ShuBox Filing¬6.1 !!!
1) Look over the instructions paying careful attention to "SETUP DISK" menu selection in the Disk Management portion. If you don't set up your disk, & you try to use ShuBox Filing¬, then the system may return errors because the programs try to access disk files which are not there. There is a sample set up routine below.
2) Transfer ShuBox Filing¬ and ShuBox Setup to your disk. After completing the Setup routine you may remove ShuBox Setup from your disk in order to save space. Data files are kept in the same folder with ShuBox Filing¬6.1. Data files have a slightly differently shaped Icon & have the word "DATA" as part of the Icon, whereas ShuBox Filing¬6.1 has "PROG" as part of its Icon.
3) Transfer the appropriate Imagewriter driver (supplied only with the UNABRIDGED VERSION) to your disk into your System Folder with your System & Finder. See PRINTER NOTE.
4) After setting up your disk, put in a few client & creditor accounts, set up a couple of bank accounts, create some invoices, & just generally experiment around with what you have available. You can write dummy checks to ordinary paper. Do this before transferring your records & jumping right in totally uninitiated. There are a lot of procedures available to you; & most all of them interact with each other through various files that are read, updated, & refiled on your disk without cutting & pasting from one record to the other.
If you decide to purchase ShuBox Filing¬6.1, it comes with a 30 day money back(less S & H for each shipment) warranty, BUT you must return all materials & include a statement that you have destroyed all copies of the program(s) & have not given a copy to any other person or entity.
READ, READ, READ & READ!!!!! A sample set up routine follows
This program absolutely requires a hard disk to operate properly. There is very little room left on an 800 K floppy for data.
Example Setup Routine
There is a certain amount of basic information that the user must put in the computer before using ShuBox Filing¬.
Reminder!! A Macintosh standard interface allows you to move from one edit field (rectangular boxes that you type into) to another by hitting the 'tab' key or clicking your cursor at a point within an edit field where you desire to commence typing. ShuBox Filing observes this convention.
Also remember that ShuBox Filing¬ allows you to edit data in all areas except invoices. You must enter another invoice (a credit receivable invoice, for example, to correct for an erroneous receivable invoice) to negate an erroneous invoice entry(ies).
1) Go to Disk Management & select INITIAL DISK SETUP under the SET UP DISK menu. Complete the information called for in the window. At this point the program proceeds to establish required data files (except for payroll files) on your disk.
2) Now go to the EDIT EXPENSE ACCT LABELS under the SET UP menu & either a) edit the screens as presented to you by filling in the names of your expense accounts as you desire to name them, or b) if you want to, a data file called ACCTS can be transfered to your folder AFTER running disk setup. This file provides a set of expense account labels for your use or modification. After entering from scratch or editing the ninety expense account labels, list them out to hard copy for further reference. Remember you can always go back & change them. As an aside & reminder: Most of the menu items in the reports part of ShuBox are generated from the very same expense account labels you have just entered & listed.
3) Now go to the Mail List menu & select SETUP ASSIGNMENTS FILE. See the basic instructions. You are presented with a screen with 28 blank edit fields wherein you can name items or other information that will be applicable to the records created under OPEN NEW RECORDS. Remember that ShuBox provides you with 2 independent mail lists called FIRST & SECOND. Each mail list has its own independent ASSIGNMENT FILE. What you put in these edit fields shows up from time to time when working with other mail list files, so if you don't install any names (labels whatever) in this routine, you will not be able to make any assignments to the records on your mailing list.
4) Now if you are going to use the payroll features you must go to Payroll to the menu Rates & Deductions & enter the FED'L ANNUAL TAX V'RBLS & the FED'L ANNUAL EIC V'RBLS. See the basic instructions. If you desire to use the miscellaneous deduction capability of the payroll section of the program you must not forget to enter the titles (names, labels, whatever) of your deductions. Now you are ready to enter the individual employee information.
5) Go back to Creditor & Client Files section of ShuBox & enter your creditors & your clients as needed. See the basic instructions. Remember that 1) above set up certain data files on your disk. It established YOUR CHOICE & BUSINESS USE OF PRIVATE TRANSPORTATION as two separate creditor files & YOUR CHOICE as a client file. The YOUR CHOICE files are generic type files useful for those instances in which you may not desire to establish a creditor or client file for 1 or just a few transactions with that particular client or creditor. When calling up that file you just enter in the edit fields the name, etc as you desire at that time for that payable or that receivable (rather like a cash sale or receipt transaction).
This feature of ShuBox is not designed to replace the opening of client account for a customer with whom you deal month in and month out. Remember, when using YOUR CHOICE, that all entries, regardless of the name with which you replace YOUR CHOICE, updates only the YOUR CHOICE client file and this includes any of the receivable invoicing and post payment discounting (if paid within a designated time period after billing).
*No retainage, aging, or APR (interest computation) data is generated.
6) Go to Banking and Open Bank Accounts to set up your banking.
Thank you for trying ShuBox Filing¬. Hope you will buy it for $59.95
The program is published under the ShuBox Filing ¬ label. It is written for a Mac+ or larger. This software was created using the ZBasic¬ Compiler. Portions of the code are ⌐ Copyrighted, 1985, 1986, 1987, 1988 by Zedcor Inc.
The program has been tested & should operate as described.
THE AUTHOR/DEVELOPER MAKES NO WARRANTIES, EITHER EXPRESS OR IMPLIED, REGARDING THE ENCLOSED COMPUTER SOFTWARE PACKAGE, ITS MERCHANTABILITY OR ITS FITNESS FOR ANY PARTICULAR PURPOSE. THE EXCLUSION OF IMPLIED WARRANTIES IS NOT PERMITTED BY SOME STATES. THE ABOVE EXCLUSION MAY NOT APPLY TO YOU. THIS WARRANTY PROVIDES YOU WITH SPECIFIC LEGAL RIGHTS. THERE MAY BE OTHER RIGHTS THAT YOU MAY HAVE WHICH VARY FROM STATE TO STATE.
The author/developer may revise the program from time to time & reserves the right to charge an appropriate update fee. You, as user, have a license to use the programs. You can make copies for your individual use on your computer. You can pass along copies of this DEMO program only to others for their testing and with these instructions.
PRINTER NOTE
For labeling, printing checks, and printing up a worksheet the preferred print method is "Best".
The programs are designed to print one inch labels. When printing labels, pick Best as the quality and select the paper size corresponding to the length of your label paper. For example: International fanfold is 12 inches long and letter size is 11 inches long. If you pick "no gaps between pages" the printer should use the last label on your page and then go to the first label at the top of the next page. Remember that the Imagewriter¿ does a Form Feed (not exactly however) prior to commencing printing when "No Gaps" has been chosen. If you do not compensate for this feature, it may surprise you. The program allows you to select the horizantal tab position for printing your labels. The best thing to do is probably experiment on regular paper to familiarize yourself with your printer's characteristics.
BRIEF DESCRIPTION OF Main functions
Disk Management section
Used to control the many variables relating to file procedures, & to enter
certain variables used throughout the programs. It is used to initially set up the names of your expense accounts & your firm name, address, etc. & to place certain files on your disk.
Used to post receivables, payables, bank totals, sales tax due, & long term liabilities with escrow. A host of other entries having to do with net worth & P & L are entered here. Prepare Net Worth & Profit & Loss Statements.
Banking, Payables and Receivables section
Maintenance of up to 10 bank accounts.
Enter payables by writing a check, paying by cash, credit card or
other payment scheme & used to establish bank account info, enter deposits, etc.
Enter receivables, keep track of amortized debts, & create
amortization schedules & track time payments & escrow.
Create a large variety of journal type reports associated with
your predefined accounts & taxation.
Billing, Invoicing, Inventory, and Mail List
Create creditor & client files. These files contain pertinent information such as name, address, credit info, etc. ShuBox also provides for the maintenance of two independent mailing lists of up to 5000 entries each.
Enter payable & receivable invoices, to bill clients, & track inventory.
Payroll
Maintain payroll records & make payroll payments.
ABOUT TRUST ACCOUNTING
Limited trust accounting is possible with ShuBox Filing¬. When you make a deposit a remarks entry is available. If you type in some identifying name, etc then later you can list deposits that have that name located in the remark field. Also, if you were to place the same identifying name, etc in the remarks column when making a payable entry, then you can list all payables with that identifying name located in the remark field.
ABOUT SCREEN LIST & PRINTING
WHEN SCREEN LISTING long lists the user may click the mouse and hold down the mouse button in the Menu Bar to stop scrolling for as long as you need.
WHEN PRINTING OUT DOCUMENTS CHOOSE "Draft" with two exceptions; i.e; use choose "Best" for check writing, printing labels, and printing a worksheet. To interrupt the printing of documents simultaneously hold down the command key & the . on your mac (doesn't work if you are using a spooler).
ABOUT MAIL MERGING
When you elect to search your records, & upon the program's completion of the search, you are presented with 3 options; ie, instead of just labels or printing to the screen or paper, you can elect to create a mail merging file. The program creates the file for you. For example:
LNM,FNM,SPL,ST,CTYST,ZIP
TESTONE,GORDON, ,P O BOX 11111 ,YOURCITY GA,31351
The name of the file is MAILFILE. It is a text file. Move this file to the same folder or disk with your word processor. Follow the mail merging instructions for your word processor. I only know that it works with Micorsoft's Word¬, a trade mark of Microsoft Corporation. The text of the MAILFILE document is set to Word's format requirements. The field names are as follows: LNM contains the last name FNM contains the first name SPL contains any of the supplementary address info ST contains the street PO Box info CTYST contains the City & State info ZIP contains the ZIP code.
The first line is the name of the fields used in your letter for substitution. Following the field line notice that there is a corresponding piece of data, even if blank, for each field. NOTE-When originally inputing data into your mail files, try to abstain from using commas, because a comma within a field will cause Word to discontinue mail merging with a field too long error. The commas you see above are used to delineate the field names & the corresponding data fields. The program provides these essential commas. I provide a comma stripping routine for the above data fields, but if more than one comma is present in a given field, one or more will slip through & end up in your mail merging document.
ABOUT SPREAD SHEETS
When you list the contents of the MISC file to the screen you are given a choice to create or add to an existing text file called ShuBoxSpdSht that is readable by most spread sheet programs. The data that is read into this file is the date, the running totals of the latest update of the expenses & income by enterprise, & deposits as shown in your MISC FILE CONTENTS listing. Each consecutive set of data saved will be headed up by the date (29 lines of data are added each time you save it). You can read this data into your spreadsheet program & configure all sorts of analysis schemes including graphing if your spreadsheet has this capability.
IMPORTANT NOTES
The following information is contained throughout the manual, but the list of short reminders may be fo assistance in explaining some of the interactions between ShuBox data files. These notes will mean more to you after having read the manual & playing around with the program a bit.
(1) Whenever amounts are entered, put in the numbers & appropriate decimals only-no commas or dollar signs.
(2) Read about DISK SETUP in Disk Management first. There is something to do there first to set up your disk.
(3) ENTERING DOLLAR & CENT VALUES WHEN QUERIED. Put them in ###.## being especially careful not to put a blank spaces in front of the first numeral. This is especially important in the payable preparation window having to do with CHECK AMT. I have several error checking routines to trap most errors, but a little care goes a long way.
(4) The SETUP DISK routine in Disk Management establishes two accounts in the Payor file as follows: 1) YOUR CHOICES & 2) BUSINESS USE OF PRIVATE TRANSPORTATION. You must correct or add the correct expense code to these accounts to suit your setup. The program assigns 9099 to YOUR CHOICE & 1070 to BUSINESS USE... .In the Client file YOUR CHOICE is setup by the program. Again you must insert the appropriate income code.
(5) Client billing searches for matching invoices with a string search that matches the Client's name. Therefore it is best policy that you set up an account for a Client. That way, the name is always the same on the invoices as it is in the account. If you use YOUR CHOICE & write in a different name, make sure you remember how you did it & do it the same each time.
(6) Payables writes checks on tractor fed checks that have the check portion on the top half & stub portion following. The checks are 8 1/2" wide & 3 1/2 top to bottom. An Imagewriter driver with a check writing selection is supplied with the UNABRIDGED VERSION). The stub portion is the same size.
7) Creditor balances are affected by entering a Payable Invoice or a Payable Credit Invoice. That is; if you enter a payable invoice in the amount of $10.00 then that creditor's balance (the amount you owe) will be increased by $10.00. If it is payable credit invoice for $10.00 then the creditor balance will be reduced by $10.00. Later when you pay (entering a payable by writing a check, paying cash, credit card payment, etc) that creditor's balance is reduced by the sum of the amount(s) entered in one or both of the expense account entries from the payable entry window. The amount entered for disbursement when writing a check to make a payable is not the amount that interacts with that creditor's balance.
8) Client balances are affected by entering a Receivable Invoice or a Receivable Credit Invoice. That is; if you enter a receivable invoice in the amount of $20.00 total then that client's balance will be increased by $20.00. If a receivable credit invoice for $20.00 is entered then that client's balance will be decreased by $20.00. Later on when you bill (print up a statement) for your client(s), the appropriate invoices (not previously used in a hard copy statement) are printed on that client's statement & the current billing period's account activity is determined. These results coupled with previous balances & credit charges (APR times unpaid balance for the number of days over 365), if any, are then used to determine the current balance due you from that client. Then when the client pays you & you enter a receivable, the amount paid is subtracted from that client's balance. At the time of entry of the receivable, ShuBox prepares, without your intervention, a receivable invoice in the amount of that payment for entry on that client's next statement showing the payment made.
9) The bank balances are updated by two program interactions. First, is the deposit (enter a - in front of the amount for a withdrawal). Second is the amount entered, when making a payable, in the check amount edit field in the payable window. When you select your bank upon program query, the amount of the check is deducted from that account (don't forget the available option of updating a bank account when you have already written a check manually).
10) Inventory updating is affected in two ways. First by direct editing under the inventory menu selections. Second, by receivable invoicing. Prepare a receivable invoice & replace the default N with a Y to indicate that the data entered under "Description" is a stock number & enter the number (QUAN) of those items from inventory being sold on that line. The program then looks up the price of that stock number & extends it by the number entered under QUAN. If it is a retail type sale the number of those items sold are removed from the in-stock amount for that stock number. If it is an assembled or manufactured item, the program extends not only the price for the unit but also extends the component parts making up the item & subtracts the appropriate number (even fractional, such as so many lineal feet of a certain type lumber) from each of the in-stock amounts for the individual component parts. Vice versa is the case for items entered properly on a receivable credit invoice. That is; the in-stock amounts are increased appropriately.
11) The only relationship between the mailing list(s) & creditors & clients is the ability to transfer some data from a mailing list file (name, address, phone, etc) to a creditor or client file that you are creating for the first time. A dialog box queries you as to whether or not you want to get info from a mail list file or start anew.
12) Requests by users for a more flexible use of the YOUR CHOICE creditor & client files led to the following change: When you select YOUR CHOICE for the preparation of any invoice, ShuBox requests that you put in name & address info before proceeding. Any receivable invoice data is now linked,╩for statement purposes, to the name you use at this time. If you select to bill (statements) YOUR CHOICE, ShuBox again asks you for name & address info. If you are careful to duplicate the invoicing name used when putting in the name, ShuBox will prepare a truncated* statement under that name. When entering a receivable under YOUR CHOICE be careful to use the same name used when entering your receivable invoice under YOUR CHOICE. All YOUR CHOICE receivable invoicing and receivables, regardless of what name you replace YOUR CHOICE with, updates the balance only for the YOUR CHOICE client file. What this change gives you is a short term way of dealing with a client (customer) without opening a permanent client file. What applies to the client file and receivables, receivable invoicing also applies in the same manner to payables, payable invoicing, and creditor file balances.
*No retainage, aging, or APR (interest computation) data is generated.
(13) See ENTER FED'L ANNUAL TAX V'RBLS, ENTER FED'L ANNUAL TAX V'RBLS, ENTER FED'L ANNUAL EIC V'RBLS, & DEFINE NAMES OF PAY DEDUCTIONS under the RATE & DEDUCTIONS menu below & see INITIAL DISK SETUP under the DISK MGT menu below. These routines are essential to program function. You should execute them first. Then the next step is to enter your employee accounts.
Menu items from the various programs are as follows:
Disk Management
"RESET FILE #'S"
LIST MISC FILE CONTENTS-Lists to screen or paper several of the many variables (file #'s, running totals, etc) that the various program routines generate. For example: (1) Every time you create an additional payable by making a disbursement, a number is indexed upward by 1. (2) Every time you list your deposits to paper a running total of deposits reflecting the previous running total & the total of the then listed deposits is updated. This also happens when you list your receivables & payables to paper. You will notice that a listing by enterprise for the latest running totals for expenses incurred & income received is generated. A difference column also appears. This gives you an "at a glance status" of your "net" income over expenses on a per enterprise basis. These totals reflect the status through the latest listing of your payables & receivables files to paper. Probably once a month is typical, but this is your option. See ABOUT SPREAD SHEETS.
RESET # PYBL FILES-Displays & allows you to edit downward the total number of payable files with which the program deals.
RESET PYBL LOW LIST #-Displays & allows you to edit downward the payable file number which the program has established for the next listing of payables to paper- i.e; the range of payables to be listed will be from this number to the highest number on file. When the listing routines are called upon these two numbers (# PYBL FILES & PYBL LOW LIST #) are again displayed & you may change them at that time for that listing only.
RESET TOT OF 1-7 EXPS-The program keeps a running total record of your expenses incurred in enterprises one through seven. This routine displays & allows you to edit this total.
RESET TOT EXPENSE OF AN ENTRPRZ-The program keeps a running total record of your expenses incurred in each of the enterprises one through seven plus Schedule A (medical, contributions, etc) & personal expenses. This routine displays & allows you to edit these individual totals.
RESET HI CHECK #-Displays & allows for the editing of your latest check number used for each of the ten bank accounts.
RESET # CREDITORS-As you add creditors to your files, the number of creditors is automatically indexed upward by 1. You can adjust this number downwards in this routine.
RESET # CLIENTS-As you add creditors to your files, the number of clients is automatically indexed upward by 1. You can adjust this number downwards in this routine.
CHG ANNUAL % CHGD TIME PAY CLIENTS-One of the items in a client's file is a credit flag (Y or N) which you set. If you charge a client interest on the unpaid balance of the bill, you are charging that client an Annual Percentage Rate as entered by you in this routine.
CHG DISCOUNT % ALLOWED CLIENTS-When preparing a billing statement to hard copy the program uses the rate you have entered under this menu selection to calculate an amount that the client may discount from the total amount due. You also enter the number of days within which the payment must be received for the discount to be effective. To determine the amount of discount to be allowed the program considers only the current billing period purchases less any credit invoice amounts and less any state taxes on the purchases. For example, if a client had a previous balance (carried over) of $500.00, had made no payments since the last billing, and were to have purchased a total of $1050.00 dollars (including 5% tax) worth of merchandise or services during this billing period of which for one reason or another you had credited the client with $105.00 (including 5% tax) then the discount amount computed by the program is as follows: $1000.00 less $100.00 equals $900.00 times your designated rate (let's say 1%) for a discount amount of $9.00 if paid within your previously entered number of days. The statement would show a current balance due of $500.00 plus $1050.00 less $105.00 plus any interest due on the unpaid balance of $500.00 (see CHG ANNUAL % CHGD; TIME PAY CLIENTS above assumed to be 0 in this example) or $1445.00. Typed at the bottom of the statement would be a phrase informing that client that if the bill were paid within some number of days (depending on your entry under this menu item) a discount of $9.00 would be allowed.
CHG RCBL INV DISCOUNT RATE %-A rate in percent that can be made applicable to the computation of all receivable invoices prepared. For example, if you have put in 10, then when you call up one of the receivable invoice preparation routines in Invoicing a 10% discount will be subtracted from that invoice's total prior to computing any sales tax(es). However, you can override the 10% entered in this routine at the time you prepare your receivable invoice. You do this by editing the edit field as it appears in the receivable invoice window. The above described routines thus allow you to provide a sale discount across the board to all clients (customers) or to treat each client (customer) on an individual basis.
"RESETS CONT"
RESET # TIME PAYORS-As you add your time payment creditors* to your files, the number of time payment creditors is automatically indexed by 1. You can adjust this number down in this routine.
*amortized loans you pay, but see the "BUT" exception under OPEN NEW TIME PYMNT ACCT.
RESET # RCBL INV'S-As you create receivable invoices (see ENTER RCBL INV & CREDIT RCBL INV above), the number of receivable invoices is automatically indexed upward by 1. You can adjust this number downwards in this routine.
RESET # PYBL INV'S-As you create payable invoices (see ENTER PYBL INV &
CREDIT PYBL INV), the number of payable invoices is automatically indexed upward by 1. You can adjust this number downwards in this routine.
RESET # RCBL FILES-Displays & allows you to edit downward the total number of receivable files with which the program deals.
RESET RCBL LOW LIST # -Displays & allows you to edit downward the receivable file number which the program has established for the next listing of receivables to paper- i.e; the range of receivables to be listed will be from this number to the highest number on file. When the listing routines are called upon these two numbers (# RCBL FILES & RCBL LOW LIST #) are again displayed & you may change them at that time for that listing only.
RESET TOT 1-8 RCPS-The programs keep a running total record of your income for enterprises one through eight. This routine displays & allows you to edit this total.
RESET TOT RECEIPTS OF AN ENTRPRZ-The program keeps a running total record of your income received in each of the enterprises one through seven plus Schedule A (interest, etc) & personal income (salaries, pensions, etc). This routine displays & allows you to edit these individual totals.
RESET # DEPOSIT FILES-Displays & allows you to edit downward the total number of deposit files with which the program deals.
RESET DEPOSIT LOW LIST # -Displays & allows you to edit downward the deposit file number which the program has established for the next listing of deposits to paper- i.e; the range of deposits to be listed will be from this number to the highest number on file. When the listing routines are called upon these two numbers (# DEPOSIT FILES & DEPOSIT LOW LIST #) are again displayed & you may change them at that time for that listing only.
END OF FISCAL YEAR RESET-Retains your bank account, creditor account, client account, & time payment info, interest, expense account labels, firm name, etc, & sales tax variables, but sets all other indices back to 0 to start your next fiscal year. Prior to doing this you should copy all your current year data files to another disk or folder (that is separated from your new fiscal year files so unintentional use of your just passed fiscal year data files is avoided) for retention, editing, & tax report purposes. Do not use this routine without preserving your ending fiscal year's data by backing it up to a separate folder & disk so you can get to it again for a whole host of reasons, like taxes.
REPRINT INVOICES ON CLIENT STATEMENTS- If you do not want to print the entire contents of each of a Client's invoices on that Client's billing statement then set this item to N. Some business prefer this method while others prefer to include all the details of each invoice on the statement.
"SALES TAX VRBLS"
This part of the program is difficult to explain. Under the menu selection COMPUTE MTHLY STATE TAX DUE uses an algorithm based on the State of my example. I have tried to generalize it as much as possible. By trying to explain what the algorithm does plus permitting you to enter all of the variables used therein, it is hoped that you can adapt this program feature to your state sales tax collection scheme. First, the program goes through your receivable files for the selected range of receivables & totals all receivables from sources that have not been flagged as tax free (one of the settings you establish upon OPEN CLIENT FILE). Then the program subtracts any overages (you are queried in the operating portion of the routine to enter your credit allowances) you may have paid in the past or due to returns for a taxable total. Next the program multiplies this total times the TAX RATE(5% e.g.) as entered below. Now the program branches to one of two routines depending upon a threshold value (C'LCTN ALLW THR'SHLD $ ($1000.00 e.g.) ) set by you below. In my example this threshold is $1000.00 in collected taxes. These routines figure the amount of the collected tax you may keep as a collection fee. In my example it is 3% of the collected taxes up to & including $1000.00. Above $1000.00 it is 1% plus the 3% on the first $1000.00 collected. These two percentages are set below by C'LCTN ALLW THR'SHLD UNDER $ (3% e.g.) & C'LCTN ALLW THR'SHLD OVER $ (1% e.g.). Through the first $1000.00 you keep $30.00 & above $1000.00 you keep 1% of the portion above $1000.00; hence there is another variable that must be set; i.e; C'LCTN ALLW ADD FACTOR $ ($30.00 e.g.). If you are late in filing & submitting your taxes collected to the state, the program branches to a penalty routine . Further branching occurs depending on how late you are. Hence there are three other relevant variables entered as follows:
(1) 'X' MTHS LATE THR'SHLD (5 e.g.) In my example you pay a penalty based on the amount of tax collected & up to & including 5 months arrears the rate is 5% per month entered by:
(2) LATE P'NLTY UNDER 'X' MTHS (5% e.g.), or over 5 months late by
(3) LATE P'NLTY OVER 'X' MTHS (25% e.g.) for a cap in percentage of 25%. The penalties as appropriate are added to the taxes you submit to the state. Also the program accounts for a minimum late penalty which in my example is $5.00. This variable is entered by:
THR'SHLD MIN P'NLTY $ ($5.00 e.g.)
TAX RATE-Enter & edit the rate of sales tax applicable to your state. (5% e.g.)
C'LCTN ALLW THR'SHLD OVER $ -Enter & edit as applicable to your state.(1% e.g.)
C'LCTN ALLW THR'SHLD UNDER $ -Enter & edit as applicable to your state.(3% e.g.)
LATE P'NLTY OVER 'X' MTHS -Enter & edit as applicable to your state.(25% e.g.)
LATE P'NLTY UNDER 'X' MTHS -Enter & edit as applicable to your state.(5% e.g.)
C'LCTN ALLW THR'SHLD $ -Enter & edit as applicable to your state.($1000.00 e.g.)
C'LCTN ALLW ADD FACTOR $ -Enter & edit as applicable to your state.($30.00 e.g.)
THR'SHLD MIN P'NLTY $ -Enter & edit as applicable to your state.($5.00 e.g.)
X MTHS LATE THR'SHLD -Enter & edit as applicable to your state. (5 e.g.)
DEFINE 1st ADDL SALES TX & RATE
DEFINE 2nd ADDL SALES TX & RATE
DEFINE 3rd ADDL SALES TX & RATE
DEFINE 4th ADDL SALES TX & RATE
The above 4 menu items allow the user to name up to four optional sales taxes, such as City or County, & to set the rate in %. These four taxes are in addition to the state sales tax set up under this same menu heading. When setting up or editing the client file you may establish that particular client's file subject to any one, all, or any combination of these 5 sales taxes.
"SET UP DISK"
RUN THIS MENU FIRST!!!!
INITIAL DISK SETUP-This is THE starting point; for the entire system of programs. RUN THIS MENU ITEM FIRST. It establishes your files on the disk, so disk errors will not occur by trying to read a file that isn't there. It also establishes certain other disk variables and files. There are two queries that appear in the initial set-up window. One asks whether or not you want your bank balance printed on your bank stub. The other question asks if you want to print your firm name,address, etc on the top of certain paper listings such as the P & L Statement, Misc File contents, bills, etc. After running this setup routine, you may if you desire copy the DATA file called ACCTS from the ShuBox Disks to your folder. This is an example of expense account setups (See DEFINE OR EDIT EXPENSE ACCT NAMES immediately following).
EDIT EXPENSE ACCT NAMES-This is the place where you name your expense accounts. Certain accounts are program defined. These are acct nos. 19, RCBL DISCOUNTS, 42, fed'l income tax w/h; 43, fed'l FICA w/h; 97, CAPITAL REAL PROPERTY; 98, CAPITAL PERS PROP; 99; PERSONAL DISB; and the entire 8080 to 8089 schedule A accounts. You can screen edit 19, 42 & 43 when presented to you in the window, but the program will change them back to the way they were. Only the last two digits of your eventual expense account code is set up in this routine. The first two digits are added by you at the time you enter such account number in at the OPEN CREDITOR menu in Accounts or in the payable presentation window. The first two digits are 10, 20, 30, 40 ,50 60, 70, 80, 90 for the respective enterprises (1, 2, ...7), Schedule A, or personal. As the last two digits of the account numbers are presented to you, you can label them appropriately. You do not have to label all of them if you have no need for that many accounts. I choose to enter "UNASSGND" in such instances. Utilities run from 10 through 19 (remember the reserved account number 19); MTLS & SUPPLIES, 20 through 29; 30 thru 39 can be unused or more MTLS & SUPPLIES (as a part time lawyer I use this range for my associated legal costs; i.e; court costs, client expenses, title insurance, etc.); LABOR, 40 through 49 (remember the reserved accounts 42 & 43); RENTALS, 50 through 59; INTEREST PAID, 60 through 69; TRANSPORTATION, 70 through 79; INSURANCE; 80 through 89; PROFESSIONAL & CAPITAL EXPENDITURES, 90 through 99 (remember the reserved accounts 97, 98 & 99). Included on one of the diskettes is a DATA file called ACCTS which you can transfer to your hard disk folder AFTER RUNNING THE SETUP ROUTINE. The ACCTS data file has the above suggested accounts already entered for you use or modification. Its use will save you a lot of typing.
EDIT FIRM NAME, ETC-Permits you to change your firm name, additional name info (such as "d/b/a The Firm", etc), address, & phone number. This info is not used too frequently, but it does appear on the bills & a few other paper printouts.
LIST EXPENSE ACCTS-Lists to paper your expense account setup. You should do this before entering creditor, client accounts & making payables & entering receivables so you can code your entries correctly.
"POSTING LEDGER ACCTS"
POST RCBLS SLRYS & SLRY DEDCN-Scans client files for balances due, sorts out salaries & pensions as appropriate (SLRYS), then checks creditor files for income tax & social security payments & analyzes the frequency of payment for these items, projects an estimate for the remaining portion of the calender year to determine SLRY DEDCN. These amounts are displayed.*
POST PYBLS-Scans the creditor files for balances due & displays. If you have entered (in the OPEN CREDITOR routine above) any amounts in your creditor files as "regular payments", then this routine reports a sum of those entries also. This number gives you an idea of disbursements that are to be made on a regular basis.*
POST LONG TERM LIAB & ESC-Checks your time payees for balances due & any escrow, totals them & displays.*
POST BK BALS-Totals bank balances & displays.*
POST SALES TAX DUE STATE-Does not use the same data base that
COMPUTE MTHLY STATE TAX DUE uses, but rather scans the client files for balances due as opposed to monies received files (receivables), whether or not state sales tax is applicable, & sums, then displays. Therefore this is a raw figure not based on collection allowances, etc.(Accrued versus cash flow type analysis)*
*The results displayed are then posted in the appropriate data file. Each of these items are selectable for summing & posting by enterprise 1, 2, ..., 7 or consolidated (all enterprises lumped together).
POST OTHER-Displays the 5 items posted above plus all other items making up your net worth analysis. Again this is selectable for enterprise 1 through 7 or a consolidated listing.
PRINT NET WORTH STATEMENT-Print to paper the display of POST OTHER.
P & L STATEMENT-Prints to paper a listing of expenses & income received by enterprise for the first seven enterprises. Under expenses there is a separate total listed for each group of ten (1010-1019, 1020-1029, ...,1090-1096 ,...,7010-7019, ...,7090-7096) expense accounts. There is a total of all expenses 1 through 7 & income 1 through 7. There is a listing at the end of the P & L statement of capital expenditure, both personal property & real property. These amounts are for information only & are not reflected in the total expenses. P & L IMPORTANT NOTE : If you are going to print up your P & L statement for just the latest accounting period, you should do so before listing your payables & receivables to paper under the LIST PYBLS selection of the "PAYABLES" menu & under the LIST RCBLS selection of the "RECEIVABLES" menu respectively. The reason for this procedure is that certain indices are indexed upwards & the program will try to read a Payable & a Receivable record that is one higher than that which is on the disk, & also the program will no longer know where to start reading records related only to the latest accounting period. If you are going to prepare your profit & loss statement for the entire fiscal year then this IMPORTANT NOTE does not apply because the routine picks up from the first record to the last record on file.
Payables and Receivables
"PAYABLES"
ENTER a Payable & or WRITE CHECKS-Provides for entering a payable that is paid by a check or other method. When entering data in the payable preparation window do not enter a "check amount" unless you are writing a check. If you do, your bank balances, deposits, & disbursements will not balance (bank balance from last accounting period + deposits this period - disbursements this period should equal current bank balance) at the end of your chosen accounting period. Repeat DO NOT enter any amount except 0 in the box labeled CHECK AMT unless payment is by check. When writing a check the amount entered in this box must be precise; i.e.; a dollar amount (0 if 0 dollars) followed by a decimal which is followed by two digits for the cents. The program uses this numerical entry to convert numbers to words in the check writing routine. If you have entered an amount in a creditor file as a "REGULAR PYMNT"; then this amount will carry forward into the payable preparation window as the CHECK AMT & for the amount of expense allocated to your designated expense account. You can override these entries in the payable preparation window. The payable preparation window also provides for several other entries which are editable by you before proceeding. You can (if you want too) break each payable down into two separate amounts allocated to two different expense accounts. The sum of the single expense or two expense entry is used in several places throughout the many programs as the actual total for that given payable. i.e; the CHECK AMT disbursed (0 or the amount of the check) is really not considered the amount of the payable. The value entered in the CHECK AMT box is used to update your bank account of choice when the check is written or the election to "update bank balance" is chosen by you. If all data in the payable preparation window is correct then all you have to do is click the appropriate choice to move on to the next step. If you are writing a check select "Check" for your format when the Page Setup window is presented.
EDIT PYBL-Allows you to edit a payable entered under ENTER PYBL & OR WRITE CHECKS above.(also see Misc Ramblings 6) far below)
LIST PYBLS-List your payables in your choice of range to the screen or paper. If listed to paper there is a program choice if you want to do certain running total summations & change certain indices. Do this at the end of your chosen accounting period. When selected to 'update' the LOW LIST # is indexed upwards to 1 more than the highest payable record then on file. This index then serves as the beginning of your listings for your next accounting period. See RESET PYBL LOW LIST # & RESET TOT OF 1-7 EXPS & RESET TOT EXPENSE OF AN ENTRPRZ above in Disk Management.
LIST BY PAYEE-List to screen or paper any payables paid to a given payee. When queried for your KEY WORD selection use as little as you can & still isolate the payments for which you are looking.
LIST BY CHECK #-For whatever reason that you may need to search by a check #, CASH, MCHG, VISA, or AUTO (used for payments that are deducted automatically through one scheme or another) this routine will find those payments for you. List the results to screen or paper.
LIST BY JOB CODE-If you use job coding on your payables, you must first establish your job codes when setting up your creditor files. There is provision for up to 10 job codes per creditor any of which you can edit under EDIT CREDITOR. There is one overall job code called "GEN"L" established by the programs. The total of the two amounts allocated to EXPENSES 1 & 2 in the payable preparation window will be allocated to "GEN"L" unless you enter amounts under the various job codes listed in the payable preparation window. If you break down your payment into separate amounts under different job codes, just enter the amounts you want for the respective job codes-then the program will determine if any amount remains from the sum of all your code entries, & if such remainder exists it will be allocated to "GEN"L".
LIST BY REMARKS SCREENING-List & total all payables w/a specified entered field in remarks. Used primarily for trust accounting. See LIST
DEPOSITS BY REMARKS SEARCH under BANKING.
"BANKING"
ENTER DEPOSIT-Enter bank deposits & withdrawals (a minus - in front of the amount)
EDIT DEPOSIT-Edit a previously entered deposit.
LIST DEPOSITS-List deposits to screen or paper. If listed to paper the program updates (if you select that option) two additional files as follows: First, DEPOSIT LOW LIST # is set up to the number of deposits on file plus 1. This helps you keep track of where you did your last listing of deposits. When you list your deposits to paper the assumption is that you are making a permanent record. The other updated file is DEPOSIT TOTAL. This is a running total that is displayed in various places in the programs for your information. When you list to paper there is a program choice if you want to do certain running total summations & change certain indices. When selected to 'update' the LOW LIST # is indexed upwards to 1 more than the highest deposit record then on file. This index then serves as the beginning of your listings for your next accounting period. Do this at the end of your chosen accounting period.
LIST DEPOSITS BY REMARKS SEARCH-List & total deposits w/selected search word.
OPEN BANK ACCT-Used to establish your bank accounts. Enter account name, number, & balance. If you are dividing your business into separate enterprises then ShuBox assumes that the top bank account (from top to bottom of the listings) entered is associated with enterprise 1, the next one with enterprise 2, & so forth through 7. ShuBox will assume that bank accounts 8, 9, & 10 are associated with your personal affairs.
EDIT BANK ACCT-Edit info entered by OPEN BANK ACCT.
LIST BK BAL-Permits listing to screen & paper the current status of your bank accounts.
RESET DEPOSIT TOT-Allows you to edit the running total of deposits created when you list your deposits to paper as in LIST DEPOSITS above.
"RECEIVABLES"
ENTER RECEIVABLE-Enter your receivables here. If applicable an entry field in this routine allows you to add to or subtract (put a minus in front of the amount) from the Allowable Retainable total for the client. See OPEN CLIENT above.(also see Misc Ramblings 6) far below)
EDIT RCBL-Edit a previously entered receivable here.
LIST RCBLS-List your receivables in your choice of range to the screen or paper. If listed to paper there is a program choice if you want to do certain running total summations & change certain indices. Do this at the end of your chosen accounting period. See RESET RCBL LOW LIST # & RESET TOT OF 1-8 RCPS & RESET TOT RECEIPTS OF AN ENTRPRZ in Disk Management.
SCREEN RCBLS BY PAYOR-List to screen or paper any receivables from a given payor. When queried for your KEY WORD selection use as little as you can of the desired payor's name to make the search exclusive & still isolate the receipts for which you are looking. See NOTE ABOUT string searches under the menu item SEARCH RCRDS of the Mail List Menu below for info concerning string searching.
COMPUTE MTHLY STATE TAX DUE-See"SET STATE TAX VRBLS" does not use the same data base that SET STATE TAX VRBLS uses. This routine scans the monies received files (receivables) as opposed to the client files for balances due, checks whether or not state sales tax is applicable, & sums. This is not a raw figure because collection allowances, etc. are deducted or added as appropriate.
"TIME PAYMENTS"
OPEN NEW TIME PYMNT ACCT-Follow the window inputs to enter the pertinent info on one of your creditors to whom you make long term loan payments. This program selection is not tied to the regular creditor or client account structure. The files from these time accounts are the source for ShuBox 's long term debt & escrow account sums, long term debt being on the liability side of your net worth & escrow being on the asset side of your net worth. When you enter in a creditor in Accounts above for expense disbursement purposes do not enter in the balance of your long term loans as the balance due unless you want that balance to be part of your payables total on the liabilities side of net worth. Rather put 0 in for the balance due, because those creditor files created by the program reflect in your payable summation. As far as a client is concerned the "TIME PAYMENTS" menu selections were technically designed for keeping track of long term amortized debt info, BUT you can also use them for your clients that may owe you a long term debt for whom you may want to use this routine's features. What you can do is: when you are entering data under OPEN NEW TIME PYMNT ACCT answer the query about which enterprise this account is to be assigned with a 10 in lieu of a 1,2,..., or 9 as the screen display dictates. What this does, logically, is eliminate such a designated account's balance from the summation process, which in turn means that the balances for long term liabilities & escrow will not be thrown out of wack for your net worth statement. In the case of the client you enter in the OPEN NEW TIME PYMNT ACCT, you should also open a client account under OPEN CLIENT so that you can enter a receivable when that client makes a payment.
EDIT TIME PYMNT ACCT-Edit those accounts entered under OPEN NEW TIME PYMNT ACCT above.
ADJ ESCROW-Follow the window instructions to enter an adjustment, such as an insurance or tax payment, to an escrow account.
ENTER TIME PYMNT-Enter your payments here & all the pertinent data on interest, principal, accumulated interest, accumulated principal, new debt balance, etc will be updated & you can list a summary to screen or paper at this time for a permanent record.
DAYS BETWEEN 2 DATES-This routine exists to support other features in the program, so direct access to it was made available for whatever purpose you may be able to use it.
ALPHBTZ TIME PAYORS PAYEES-Alphabetizes your time paying accounts entered under OPEN NEW TIME PYMNT ACCT above.
AMORTIZE DEBT-This routine permits the listing to screen or paper a debt amortization schedule. No files are created on the disk. Just handy to have around from time to time.
"REPORTS"
Each of the report menu selections is generated on the basis of your expense account names established by SETUP DISK menu of Disk Managemment. Up to approximately 100 menu selections are possible. This is the program which totals up expenses, etc. for a Schedule C, A, & other tax information.
"CONT"
The above menus reflect your assigned account names entered by you in Disk Management under the SETUP menu.
Accounts, Inventory, Client Billing, Mail List, & Invoicing
"ACCT MNTNC"
OPEN CREDITOR-Follow the window inputs to enter the pertinent info on your creditors. The expense account number entry must conform with your DEFINE OR EDIT EXPENSE ACCT LABELS entries. Enterprises are designated to the program by the first two digits (10, 20,...,90) followed by the last two digits from the account numbers entered in the SETUP DISK menu of Disk Management. For example enterprise 1's expense account for electric usage would be 1010 if you had previously set up "10" with the name "ELECTRIC" if you had previously set up "12" with the name "TELEPHONE" then enterprise 1's telephone expense account number would be 1012- enterprise 2's electric & telephone would be 2010 & 2012 respectively. There is a "PERMIT BALANCE TO BELOW $0." query to be answered Y or N when entering a creditor. ShuBox uses this info, when updating your balance after a payment, to determine whether or not to let the balance drop below zero. If you always enter an incoming bill in the PYBL INVOICE routine of the BILL program or you enter a balance in the creditor file at the onset you will maintain your creditor balances current, & you can answer the query Y. However, if you don't always enter your payables, but rather go straight to ENTER PYBL ... then you will generate negative balances in your creditor files, which are not correct. Personally I use a mix of Y or N for different creditors depending on how I deal with that individual creditor's invoices. Creditor files such as BUSINESS USE OF PRIVATE TRANSPORTATION & other similar creditors should have "N" entered.
EDIT CREDITOR-Edit info about a creditor previously entered under OPEN CREDITOR.
OPEN CLIENT-Follow the window inputs to enter the pertinent info on one of your creditors. Income codes are two digit codes in which the first digit (1, 2, ...,9) represents the enterprise involved & the 2d digit is a type of income within that enterprise (similar to expense account codes except 2 digits instead of 4). When you list your accounts in the SETUP DISK menu of Disk Management under LIST EXPENSE ACCTS you will notice that the listing gives you the preset method of setting up your income codes. Codes 91 & 98 are reserved & are used in program logic to determine salaries (if you are employed) & nontaxable pensions (if you receive one) respectively. There is a "BILLING FLAG" that is set to N when you first enter a client's file info. ShuBox uses this info when updating your client's balance. When you have occasion to EDIT CLIENT below you will see the contents of the BILLING FLAG displayed along with the date of your last printing a bill to that client. The date's significance is related to account aging at billing time. If more than 20 days have elapsed since the last billing the account balance will be aged upon printing up that client's bill. A total called Allowable Retainage is a sum that is carried in the Client file, which is that portion of the current balance not legally paid by your client for some reason, such as contract. This amount will not be subject to interest charges.
EDIT CLIENT-Edit info about a client previously entered under OPEN CLIENT. The BILLING FLAG should be edited with caution. It functions as follows. Whenever a client's file is updated to $0 or below by the ENTER RCBL routine it is set to N. When you again print up a bill under Client Billing, this flag is set to Y & remains thus unless you edit it or ShuBox changes it back to N again. The BILLING FLAG in conjunction with the last billing date & the date last time the account was updated is used by the BILL program to determine when & for what period of time to figure interest due on a client account that you have designated as a client from whom you accept time payments & charge an APR as set Disk Management. When looking at the client file in EDIT CLIENT you will also notice a total amount of interest to date & the current balance from the last billing displayed.
LIST CREDITOR DATA-Lists to screen or paper full data on each of your creditors.
LIST CLIENT DATA-Lists to screen or paper complete data on each of your clients.
LIST CLIENT BALANCES-Lists to screen or paper complete data on each of your clients.
SCREEN CLIENT BALANCES-Lists to screen or paper those clients who (1) have an outstanding balance greater than a user selected amount, (2) have outstanding balances aged 30, 60, or 90 days, or (3) both (1 & (2).
SCREEN CLIENT RETAINAGES-Lists to screen or paper those clients whose retainage balances are above a user selectable level.
"ALPHABETIZE & LIST"
ALPHBTZ CREDITOR LIST-Alphabetize your creditor list.
ALPHBTZ CLIENT LIST-Alphabetize your client list.
X-REF LIST CREDITORS-List to paper your creditors by name, address, phone & payable code. Similar to LIST CREDITOR DATA except that the data listed is limited.
X-REF LIST CLIENTS-List to paper your clients by name, address, phone & receivable (income) code. Similar to LIST CLIENT DATA except that all the data listed is limited.
X-REF CLIENTS to SALESPERSON-List to paper or screen those clients & their balances which are tied by salesperson code to that client. The salesperson code is entered under OPEN CLIENT above.
"MAIL LIST"
OPEN NEW RCRD is your selection for entering data. Textual entries are: Last name (40*), First name, etc (25*), Street address (25*), Supplemental address or name data e.g. : Apt numbers, additional family members, etc. (25*), City & State (25*), Zip (11*), Telephone (12*), Date (10*), Number of optional designations, etc , if applicable, to that entry (2*), & Remarks(40*). The remaining entries are mouse selectable from choices presented to the user on the screen.
* number of characters per entry
EDIT EXISTING RCRD provides a means whereby the user may call up, by record number, a particular record for the editing of any entry entered by the "OPEN NEW RCRD" selection.
LIST RCRD permits the listing of records. Here again you can list either to the screen or to paper, either with full data or just name & address type data.
ADDRESS LABELS permits user to prepare labels. You set the tab for the horizontal starting position, (defaults to 3 & 70 works well for labels on the right 1/2 of 2 column label paper). If you select automatic (print from start to finish without interruption) label printing you can pick between last name first or vice versa. Also available is a mode whereby you can preview the name for each label prior to its being sent to the printer. In the preview mode you are given choices of last name first, vice versa, or skipping the printing of that label altogether.
PURGE & ALPHABTZ FILES is the process whereby the files are alphabetized upon your selection. If you want to purge files, place a "ZZZZ" in place of the last name & the routine will delete those files from your list & rearrange all other entries alphabetically while updating the total number of entries as appropriate.
SEARCH RCRDS provides for thumbing through your entered records & selecting from among them those which meet your preselected criteria. You may select up to 10 different criteria simultaneously. If Assignments is selected as one of the search criteria, you are asked for how many you want to use for that particular search. You can select from 1 to 28, depending on how many you want to use & on how many are available from your previously defined list created under the SETUP ASSIGNMENTS FILE menu selection. After the search you can list the results to screen or paper, or you can prepare labels from the results.SEARCH CRITERIA: By one or more of the following: Last Name*, First Name*, Street Address*, Supplemental Address info*, City/State*, Zip, Phone, Date, Remarks*, or Assignment(s). NOTE ABOUT string searches: When conducting a search by a string of alphanumeric characters (A, a, B, b,..., Z, z, 1, 2,..., 0) it is only necessary to give the program a sufficient amount of the characters to exclusively identify the Last Name, First Name, Street Address, Supplemental Address info, City/State, Zip, Phone, Date, or Remarks for which you wish to search. E.G.; you may decide to use the 40 bytes available in the remark entry for more than one type of information such as last date of correspondence, a subjective comment or two, & whether or not that entry is active or inactive. A remarks entry may look like this: 10/18/1985 Volunteer ACTIVE XFRD FROM MI. If you were to do a search in which you are looking for a ready volunteer you may select REMARKS as one of your screening criteria & type in as a keyword volunteer or vol, or volun, etc. & the program would pick out all persons that meet this & your other selected criteria, if any, provided volunteer is entered anywhere in the remarks entry. Another example would be if you decided to search for all persons called upon since 1980. You could use the keyword 198 under the REMARKS criteria & the program would find all entries that had 1980, 1981,..., 1989 anywhere in the remarks entry. If you wanted to be more specific then you could type in 1985 as your key word & the program would find only those entries with 1985 in the remarks entry. In our example, the program would find our entries with either 198 or 1985 typed in as the keyword under REMARKS criteria for searching. See NOTE ABOUT MAIL MERGING below.
SETUP ASSIGNMENTS FILE is the selection for labeling the assignments that you want for each of the two independent listings. You may have up to 28 for each list & those predefined assignments will apply to that list only.
ENTER PRIMARY ASSESSMENT You select what range from the mail list you wish to work with & the program calls a screen up one by one as you enter the amount assessed.
ENTER SPECIAL ASSESSMENT You select what range from the mail list you wish to work with & the program calls a screen up one by one as you enter the amount assessed.
PRINT WORKSHEET You select what range from the mail list you wish to work with & the program prints up a worksheet whereon you may enter by hand the amounts for those entries who have paid towards their primary or special assessments. I recommend separate worksheets for each category because that is the way you make the entries in the computer. If your organization has one committee or person to fill out the worksheet, a hand total can be calculated. Then when you make your computer entries it will give you a running total for that batch of entries, which can serve as an audit.
ENTER PRIMARY ASSESSMENT PYMNT You select what range from the mail list you wish to work with & the program calls a screen up one by one as you enter the amount paid. The latest amount & the date of that payment is retained in that file. Also a running total is updated for comparison towards the total primary assessment due.
ENTER SPECIAL ASSESSMENT PYMNT You select what range from the mail list you wish to work with & the program calls a screen up one by one & you enter the amount paid. The latest amount & the date of the payment is retained in that file. Also a running total is updated for comparison towards the total special assessment due.
INITIALIZE ASSESSMENTS TO ZERO You may not only select the range from the mail list , but which one or all of four amounts to set back to zero as follows: amount due primary assessment, amount due special assessment, total amount to date paid towards primary assessment, &/or total amount to date paid towards special assessment.
RESET #RCRDS -Resets a number within a file that tracks the number of the latest entry you have entered by the "OPEN NEW RCRD" selection described above. For instance, even though the program accommodates 5000 records per list, & you may have entered only 40 records thusfar. The number that "RESET
#RCRDS" has on file is 40. By resetting this number you can delete, as far as the program is concerned, a number of these records. In the example of 40, if you reset the #RCRDS to 35, then the program would only deal with your 1st 35 records. You probably won't use this selection too frequently.
"INVOICING & BILLING"
ENTER RCBL INV(with or without printing to paper)-Allows for entry of up to 10 descriptions of services or goods delivered per invoice for posting to a client's account. Pricing is direct, on an hourly basis, or from inventory depending on previously entered data in the client's file in OPEN CLIENT above & your designation when preparing the invoice that the item is from inventory & your putting into the description column the stock number of the inventory item.
ENTER RCBL CREDIT INV(with or without printing to paper)-Enter a credit invoice to a client's account. Do not put a minus sign - in front of the amount. The program provides for this function.-RECEIVABLE INVOICE-The last line of a receivable invoice is reserved for items the price of which are not to be included in the sales tax computations. The amount entered is carried through into other files for the purposes of computing sales taxes due the state, etc. The amount carried through does not apply to those clients who are tax-free. When you enter a client's payment received in the receivable input window, the total of all entries you have made in line 10 of your invoices for that client are displayed (in an edit field). That amount will be subtracted from that client's total of tax exempt entries. If you do not desire to apply the amount inserted in the edit field then you should change it at this time. In other words a running total is maintained in the client's file. From the receivable input window, the amount applied to non-taxable items is recorded with that receivable record. Receivable records can be edited. The program uses the client's total in the computation of accrued state sales taxes, & the amount applied in the receivable files is used in the Sales tax computation for cash basis sales tax payments. Remember that if you do not have an entry for any of the 1st nine entry lines leave the ZZZZ in the description field. The program senses this entry for purposes of not printing such lines. By leaving the words NONTAXABLE ITEM ONLY entry in the 10th line (if you do not have such an entry) the program will also ignore the 10th line.
LIST RCBL INV'S-Prepares a screen or paper listing of your receivable invoices since your last billing cycle.
SEARCH RCBL INV'S by NAME & DATE-If for some reason you need to look up an invoice, you can search by Client (Customer) name & date of invoice.
ENTER PYBL INV(with or without printing to paper)-Allows for entry of up to 10 descriptions of services or goods delivered per invoice for posting to your creditor's account. (also see Misc Ramblings 6) far below)
ENTER PYBL CREDIT INV(with or without printing to paper)-Enter a credit invoice to your creditor's account. Do not put a minus sign - in front of the amount. The program provides for this function.
LIST PYBL INV-Prepares a screen or paper listing of your payable invoices since your last billing cycle.
PURCHASE ORDER-When printing up a purchase order no info is saved to a disk file.
CLIENT(S) billing STATEMENTS-You may screen list or list to paper a current billing for one or more of your clients. You select a range of client(s) to be billed from a screen display. If you desire to bill only one particular client then select that client as "from" & "to" in the display. If you are not sure by client number(s) only that you have the correct client(s) selected, then you can request the display to show you names & balances for your indicated selections. You can continue the process until you have the desired results. Don't worry if you reverse the order as the program will rearrange your selections automatically. When you bill to paper the 30, 60, 90, 90+ account aging figures are updated.
LIST RCBL INVC'S by SALESPERSON- List to paper or screen those receivable invoices that have been tagged to a specific salesperson code. The salesperson code is entered under OPEN CLIENT above.
OPTIONAL POST BILLING RESET-When you select this function a brief message will come on the screen. You proceed according to choice. What the routine can do is set the number of receivable invoices, payable invoices, both or neither back to 0, thus allowing you to free up disk space by deleting those invoices already used in the last billing (to paper) cycle. The receivable invoices upon being called up for a paper printing of a Client's statement will be flagged as having been cited & it will not be cited in subsequent billings. But it will still reside on the disk for listing reference, & if you prefer to maintain a continuous numbering of your receivable invoices for a given period as opposed to starting over at 1 for each billing cycle.
"INVENTORY"
ENTER ITEM-Follow the window instructions for putting in an inventory item. Provision is made for retail (or raw material) & manufactured (or assembled) items. You designate your items by R or M at the query for this info. If M is entered then an additional window will appear that asks you for the number & stock number of your retail (or raw material) items that make up that manufactured (or assembled) item. If you like to divide your inventory into categories (types or classifications of items) the program provides a field entry for each item in which you may enter a descriptive alphanumeric label. The item stock numbers are program assigned sequentially as you enter items (1, 2, 3, 4, 5, ...). However, you can sort and list in accordance with your descriptive alphanumeric label.
EDIT ITEM-Allows you to edit entries made in ENTER ITEM above.
LIST INVENTORY-Allows you to list your inventory to screen or hardcopy.
SCREEN BY REORDER LEVEL-Lists to screen or paper those items which are below a user established reorder level.
LIST INVENTORY by CATEGORY-That label you entered for each of your items can be searched for in this routine to enable you to list only those items with that label. Hence you can break down you inventory listings into smaller documents. You can elect to display or print full data or just description, selling price and number.
DEFAULT INVENTORY SETTINGS FOR RCBL INVOICES- The N or Y that you see in your FROM INVNTRY Y or N column in the Receivable Invoice window can be set to N or Y by the user to fit their primary method of invoicing materials or services. Of course you can still change the default setting on a line by line basis when preparing any receivable invoice.
CHG # ITEMS- This routine allows you to adjust the number of items in the inventory downward.
ZERO OUT INVNTRY ITEMS SOLD-As you prepare receivable invoices the program updates the number of items on hand & the total sold for those invoice items you designate as coming from inventory. When you list your inventory the program tells you how many have been sold & does certain extensions based on sale price & cost to you. After garnering this information you can if you desire have the program cause the number of items sold to be returned to zero.
Payroll
"PAYROLL MAINTENANCE"
OPEN NEW EMPLOYEE ACCT-This routine inputs the many parameters defining the unique characteristics used by the program to compute that employee's pay. See input or edit screen below. The NO ENTRY button below is the default for the pay period. Click on this button to be presented a screen for employee pay period options.
EDIT EMPLOYEE ACCT-Permits the editing of those parameters established in OPEN EMPLOYEE ACCT above plus change certain program created sums & flags. See input or edit screen below.
ENTER SALARY or HRLY TIMES-Thumb through a user selected range of employees for the purpose of entering the hours or salary due for the latest pay period. The PD UP YorN flag is also set to N at this time so the program knows that the employee has not been paid for this latest pay period.
MAKE PAYROLL PAYMENTS-Thumb through a user selected range of employees for the purpose of computing the pay elements due for the latest pay period, & the writing of the check for the net pay. When the program computes advance EIC payments, it checks to see that the advance EIC payment does not exceed the total of the individual's contribution to SS, the Employer's contribution, & Federal W/H taxes combined. If it does, then the amount paid is reduced to that total. Any shortage in advance EIC is noted & displayed at the end of that payroll run. A listing by name & amount is displayed. If the individual amounts can then be held back from other payroll withholdings & employer contributions, a manual entry type of payment can be made to the shorted employee(s) in the appropriate amount by writing a supplementary check. It is not anticipated that advance EIC payments will exceed the withholdings too frequently. The SS tax rate, being 7.15 % employee share & 7.15 % employer contribution, should in most instances exceed any advance EIC whose present top rate is 14 %. However, there are instances in which SS may not apply to a given employee who has also filed a valid W-5 form with you for advance EIC.
EDIT PAYROLL PAYMENT-Allows editing of most variables entered by the user or generated by the program upon the occasion of MAKE PAYROLL PAYMENTS above.
LIST PAYROLL-Lists to screen or paper the various elements relating to a payroll payment & sums certain elements over the range listed.
LIST EMPLOYEES-Lists the pertinent data relating to the employee(s) within a user selected range. The data for the most part that the user put in under
OPEN NEW EMPLOYEE ACCT above & the subsequent data generated by the program in the course of making payments to the employee(s).
TOTAL BY JOB CODE-If you designate a portion (or all) of a gross payroll payment when using MAKE PAYROLL PAYMENTS above to specific job code(s) then this routine will allow you to search the payroll records for all such payments & total up those made for your selected code.
SCREEN BY EMPLOYEE-Allows user to search through the payroll records for those payments make to your selected employee.
ALPHBTZ EMPLOYEES-A routine for rearranging your employee files alphabetically using the first three letters of the last name. You may choose to leave your employees in non alphabetical order. You may prefer to arrange your employees in some other order such as grouping them by pay period.
"RATES & DEDUCTIONS"
ENTER FED'L ANNUAL TAX V'RBLS-User enters the tax variables for the tax year into the computer. Tax computations are based on the annual rates. The program converts the annual variables entered by you into Monthly, Weekly, Semiannual, Quarterly, etc. variables. The selection is based on the pay period selected by you for a particular employee. See TAX VRBL SCREEN BELOW for an example. The variables entered therein are for the year 1987. Note the use of zeros where there is no figure given in the Circular E.
EDIT FED'L ANNUAL TAX V'RBLS-Allows the user to change the variables entered under ENTER FED'L ANNUAL TAX V'RBLS above. Use zeros where there is no figure given in the Circular E.
ENTER FED'L ANNUAL EIC V'RBLS-Similar to ENTER FED'L ANNUAL TAX V'RBLS above.
EDIT FED'L ANNUAL EIC V'RBLS-Allows you to change the variables entered under ENTER FED'L ANNUAL EIC V'RBLS above.
DEFINE NAMES OF PAY DEDUCTIONS-The program tracks up to 14 individualized miscellaneous deductions that may or may not be made applicable to any given employee. This routine is the place the user names these deductions.
EDIT NAMES OF PAY DEDUCTIONS-Change the names of your miscellaneous deductions put in under DEFINE NAMES OF PAY DEDUCTIONS above.
PREPARE W-2 FORMS-Thumbs through the employee files & extracts data & prints to tractor fed W-2 forms.
"DISK MGT"
EDIT COMPANY INFO-Allow the user to change the information put in under INITIAL DISK SETUP above.
CHG # EMPLOYEE FILES-A seldom used function that sets the top number for the program when it considers how many employees you have on file. You could set the name of any employee you desire to delete from your files, say at the beginning of a new year, to ZZZZ. When you alphabetize your list of such employee(s) would be last & you could then set the number of employees to the number less the number of ZZZZ's listed.
CHG # PAYROLL RECORDS-A seldom used function that sets the top number for the program when it considers how many payroll records you have on file.
CHG LOW # FOR PAYROLL LISTINGS-This is a number that can be set to determine the number to start your listing of the payroll. It is set to default at 1 when you run INITIAL DISK SETUP above .
GLOSSARY
APR - Annual percentage rate. ShuBox, where appropriate, charges out interest to your clients on their unpaid balance due to you an amount based on the unpaid balance times the APR times the number of days since the last payment divided by 365. This principle also applies to the Time Payor/Payee routines which deal with long term debt.
Disbursement - An amount for which you write a check when you make a payable.
Creditor - Someone to whom you owe money. It could be that your balance due is zero or below zero in the instance you may have overpaid your creditor or been given some credits (see Payable Credit Invoice) for returned goods, etc. In that case your creditor actually owes you money. Depending on your arrangement with that creditor, the creditor may refund you cash, or most likely your negative balance will offset future charges.
Client - (Customer) Someone who owes you money. It could be that the client's balance due is zero or below zero in the instance you may have overcharged your client or you have given some credits (see Receivable Credit Invoice) for returned goods, etc. In that case you actually owe your client money. Depending on your arrangement with that client, you may refund the client cash, or most likely the client's negative balance will offset future charges by you.
DELIVERY- is an entry on a receivable invoice with hardcopy. For those users who desire to place some type of unique delivery instructions for your delivery personnel to aid in delivering the goods or services to a location other than the address of the Client (customer). ShuBox does not save this data.
EDIT FIELD - A rectangular box in which you may type in the requested data. You can proceed directly to a selected edit field by clicking your cursor within that edit field or you can proceed, in the program's order of edit fields, from one to the other by using the tab key on your keyboard.
Expense - A sum that relates to a payable you are making to a creditor. It is an offsetting amount to your income from your business. That is; it is one of your expenses (costs) relating to the carrying on of your business. By designating an expense (in ShuBox you have the option of designating up to 2 separate expense breakdowns per payable) when making a payable, you create a classification that the program later can sort out to tell you what the total costs are per expense account.
Expense Account (name, label) - A tag that you associate with a specific expense code. For example, you may have designated an expense called "Electric" as code 10. When making a payable you would enter an appropriate amount of that payable as going towards electrical costs with a code 1010 for enterprise one, 2010 for enterprise two, ..., 9010 for personal use.
Payable - A payment made to or to be made by you to one of your creditors. A total of all you owe to your creditors shows up on the liability side of your net worth. A long term debt such as a mortgage on your property does not fall in this category even though your periodic payment is made as a payable in which case the amount allocated only to interest is an expense item.
Payable Invoice - A document (or charge) for an amount you owe (due to purchase of an item from your creditor or services rendered to you by your creditor) to one of your creditors. When entered into your system, the amount entered changes (increases) the balance you owe to that creditor.
Payable Credit Invoice - A document for a refunded amount to you (due to return of an item by you to your creditor or a refund for overcharges by your creditor) by one of your creditors. When entered into your system, the amount entered changes (reduces) the balance you owe to that creditor.
Purchase Order (PO #)- For those clients (customers) who order from the user with a purchase order in writing or verbally and who would like your delivery invoice to note their PO # for their internal reference and usage. ShuBox does not save this data.
Receivable - A payment made to or to be made to you by one of your clients (customers). A total of all that your clients owe to you shows up on the asset side of your net worth.
Receivable Credit Invoice - A document (or charge) for an amount refunded (due to return of an item by your client to you or for overcharges by you to your client) by you to one of your clients. When entered into your system, the amount entered changes (decreases) the balance owed to you by that client.
Receivable Discounting- An optional incentive that a user can give their clients (customers) for paying their bills within a set period of time.
Receivable Invoice - A document (or charge) for an amount owed (due to purchase of an item by your client from you or services rendered by you for your client) to you by one of your clients. When entered into your system, the amount entered changes (increases) the balance owed to you by that client.
Receivable Invoice discounting - This is the old fashioned sale. You can enter a set percentage of discount to apply to all receivable invoices for as long as you do not change it. Each time a receivable invoice is prepared the default amount entered previously by the user appears in an edit field. You can override it at this time if you desire.
Retainage - A special term applying to certain contracting arrangements (usually governmental) wherein there is a sum that a client can hold back from payments to you (Receivables) even though it is a lawful charge. ShuBox allows you to designate a given amount as retainage when entering a receivable. If you were to be charging that client interest on the unpaid balance, then ShuBox excludes the amount of retainages from the interest calculations. It can also be useful for entering amounts due to you, but in controversy. By entering the controversial amount in as a Retainage, then interest will not be charged on that portion of the unpaid balance.
Comments & questions A. H. Nussel Sr Author/Developer, 1606 NW 21st St., Gainesville, FL 32605
Other programs for sale.
(1) A membership program for churches*, other organizations, or anyone who would need a scheme of keeping up with a mailing list. Entry, Editing, Listing, Labeling, Purging & Alphabetizing are provided. Search through entered records using your preselected criteria. You may select up to 10 different criteria simultaneously. If Assignments (committees, categories, etc) is selected as one of the search criteria, you may select from 1 to 28 assignment criteria, depending on how many you want to use in the search & on how many you have predefined for that list. After the search you can list the results to screen or paper, or you can prepare labels from the results. SEARCH CRITERIA: By one or more of the following:
Last Name, First Name, Street Address, Supplemental Address info, City/State, Zip, Phone, Date, Remarks, or Assignment(s).
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(2) A music inventory(Music Librarian) program for choral or band directors, or anyone who has a lot of music (sheet, volume, or records, etc) & would like to keep track of them. Entry, Editing, Listing, & Searching by up to 12 user selected criteria based on:
SACRED/SECULAR BAND/ORCHESTRA
TITLE TITLE
COMPOSER COMPOSER
ARR/ED ARR/ED
REMARKS REMARKS
MEDIUM MEDIUM
SEASON SEASON
VOICE RATING
THEME FORM
ACCOMPANIMENT ACCOMPANIMENT
STYLE STYLE
VOLUME VOLUME
In addition there is an optional 28 special user defined descriptive criteria that the program will search your records. The user may define up to 30 definitions in each of the following classifications:
SACRED SECULAR MEDIUM, BAND MEDIUM, SACRED SECULAR SEASON, BAND SEASON, SACRED SECULAR VOICE, BAND RATING, SACRED SECULAR THEME, BAND FORM, SACRED SECULAR ACCOMPANIMENT, BAND ACCOMPANIMENT, SACRED SECULAR STYLE, & BAND STYLE. Price: $20.00
Both (1) & (2) above for $35.00
Imagewriter¿,Apple¿, Macintosh¬, & MAC+¬ are registered or licensed trademarks of Apple Computer, INC.; ZBasic¬ is a trademark of Zedcor, Inc; Excel is a trademark of Microsoft Inc.; Excel is a trademark of Microsoft Incorporated; ShuBox Filing ¬ is a trademark of A. H. Nussel Sr
