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INVOICING If you have preselected a client for processing that client and the first location on file for that client will be displayed to you upon selecting this function. If not you will be required to enter a client ID before continuning. If there are no location records on file for client a message stating such will be displayed. (Note - Invoicing can be posted against only one location at a time. This restriction is required due to the calculation of sales tax can only be consistant for a single location..) Before you can post an invoice the location to be invoiced must be displayed to you. The location to be invoiced is located by using the 'Forward' and 'Backward' display options. Once the desired location is located you can then select the 'Invoice maintenance' option. Forward - Will advance forward to the next location on file for the client. If there are no more locations on file for the client a message will be displayed stating such. Backward - Will advance backward to the previous location on file for the client. If ther are no more locations on file for the client a message will be displayed stating such. Invoice maintenance - With this option you will be displayed a new screen for performing the invoice maintenance functions of: Add new, Change, and Delete. (Note - A location must be selected before you can perform any of the invoice maintenance functions.) Exit - With this option you are returned to the location/service sub-menu option bar. INVOICE MAINTENANCE (Invoice forms - This system is designed to use either plane paper, or continuous letter head, forms for all invoicing and statements. Refer to the 'MODIFY SYSTEM PARAMETERS' section under 'SYSTEM UTILITIES' on how to setup your full company name and request printing of it on all invoices and statemenst.) Upon the initial selection of this option you are displayed a new screen with the client, location, and service to be invoiced displayed in its upper portion. You must select one of the following options before any further processing takes place. Add new - With this option you will post a new invoice to the client invoice file for the displayed location. (Note - Upon posting of a new invoice the location service schedules will be advanced to the next due date and its status will be that of 'Pending'.) Change - With this option you will be able to modify the information in a previous posted invoice. (Note - Invoices are identified by client ID, location, service, date, and invoice number. The use of the invoice number is optional and is not used to identify multiple invoices for the same location and date on file. If you utilize a single numbered invoice to account for the invoicing of multiple services to a client you can reenter that invoice number on each service recorded on that document.) Delete - With this option you will be able to delete a previous posted invoice. (Note - Be sure to review the service/location schedule for the invoice you are deleting. You may need to readjust the: calls remaining count, scheduled due date, and charge rate.) Exit - With this option you can cancel the request for invoice maintenance and return to previous screen for invoicing. ADD NEW / CHANGE The primary difference, to the operator, between posting new invoices and changing an existing invoice is that: a) all entries for a new invoice are being made for the first time, b) all entries for a invoice being changed are being reprocessed. Because there is little difference in the processing of new invoices and changes both will be discussed together. (Note - All entries made should be made without the charge rate being modified by any tax amount. Taxes will be calculated for all charges that are taxable and will be displayed as a seperate item prior to invoice total. If you are processing an invoice that has already been paid you will have the oppertunity to adjust the tax amount before accepting the invoice posting. If there is a major error between the calculated invoice total amount and the amount charged to the client use an 'Adjustment' to correct the clients account balance.) In order to identify the invoice you will first be required to enter date and number of invoice. If you are adding a new invoice and one already exits it will be displayed and the request for 'ADD NEW' will be cancelled. If you are changing an existing invoice an no matching invoice on file a message stating such will be displayed and the 'CHANGE' request will be cancelled. The entry of the technicians initials will establish that technician as the technician for routing of the service next time it is scheduled. Each line item on the invoice must be identified with a code of 'S,R, or C'. This code identifies the type of entry you are making. Codes - 'S' and 'R': Both of these codes are used to identify the posting of service charges. Only valid services for this location can be posted. The 'S' code is used to post charges for scheduled services and will result in the updating of that services call schedule. The 'R' code is used to post charges to services rework calls and will not result in the updating of that services call schedile. Code - 'C': This code is used to identify additional charge items and can be either of the following two types: 1. Inventory items of charge - These line items must be identified by entering the inventory number associated to them in you inventory table. All information on file for that item will then be displayed. You can then record the quantity usage and the total charge for that item will be calculated for you. 2. Non-inventory items of charge - In order to enter this type of charge just press the <ENTER> key for the item number and then type in the description for the charge item. You will then be required to identify if that item is taxable, its unit of measure, and price per unit. You can then enter the quantity of usage and the total charge for that item will be calculated for you. If you wish to delete a displayed line item use the 'CTRL'-'Y' key option to clear the 'S,R,C' code field. As each line item of charge is posted you will be displayed the adjusted total for charges, total tax amount, and invoice total. Upon entering the last item that will fit on the current display you will be displayed a message asking if you wish to continue to another screen. A response of 'Y' will result in the posting of the current displayed line item charges before you can continue posting of the remaining charges. A response of 'N' will terminate the line item posting and position you in the tax amount field. At this time you can adjust the calculated tax amount if necessary. Upon pressing the <ENTER> key to accept the tax amount the current display of line items will be posted along with the invoice header. You are then provided the opportunity to print the invoice. This is optional sence most invoicing will have already been paid by the client and there will be no need to print an invoice. If you desire to print the invoice be sure the printer is on and loaded with the proper forms. (Note - The only way to reprint an invoice is to call it up for by use of the 'CHANGE' option and make no changes.) DELETE INVOICE Upon requesting this option you will be required to enter the date and number of the invoice to delete. If the invoice is not on file for the given date a message stating such will be displayed and the request for 'DELETE' will be cancelled. If the invoice is on file it will be displayed and you will be requested to confirm the 'DELETE' request. Only if you reconfirm the request for deletion of the invoice will that invoice, and all line item of charges, be deleted. (Note - Be sure to chech the service status for all services on the invoice to be deleted. You may need to reset its schedule, remaining call count, and charge rate.) PAYMENTS/ADJUSTMENTS If you have preselected a client for processing that client will be displayed to you upon selecting this function. If not you will required to enter a client ID before continuning. Upon the initial display of the selected client an analysis of the clients A/R account status will be performed and a summary will be displayed along with the date of last payment. This information will be updated and redisplayed for each payment and adjustment you post. Payment post - With this option you can post new payments to the clients A/R balance. Payments can only be of a positive value and will reduce the outstanding invoice balance due. Adjustment post - With this option you can post adjustments to the clients A/R balance. Unlike a payment an adjustment can be either positive or negative in value. a) A positive value will increase the outstanding A/R balance due by client. b) A negative value will decrease the outstanding A/R balance due by client. Delete payment/adjustment - With this option you can delete a specific payment, or adjustment, from the clients A/R file. Payment post / Adjustment post Upon requesting either of these two options a portion of the current screen will be cleared and you will be prompted for information to construct the payment/adjustment. Date - Enter the date of the transaction. If you have changed your mind about posting the transaction just press the <ENTER> key and the posting request will be cancelled. Cash, Check, Charge, Discount, Other - You select the mode of payment/adjustment by highlighting one of these modes by use of the 'UP' and 'DOWN' arrow keys. When you have highlighted the desired mode just press the <ENTER> key. You will then be required to enter the dollar amount, and check number if mode of payment/adjustment is by check. Comment - This is an optional entry to be used to better describe the transaction being posted. Upon completion of the transaction posting the clients A/R status will be recalculated and displayed. Delete payment / adjustment Upon the selection of this option a portion of the screen will be cleared and a listing of all payments and adjustments will be displayed in date order. You select the transaction to be deleted by: A) Giving a 'Y' response to the message Select for delete (Y/N).. B) Positioning the displayed flag marker next to the transaction you wish to delete by pressing the 'DOWN' arrow key. When you have the flag next to the transaction you wish to delete just press the <ENTER> key. C) By reconfirming the deletion request by answering the displayed confirmation request with a 'Y'. Upon completion of the delete request the clients A/R status will be recalculated and displayed. DISPLAY PAYMENTS/ADJUSTMENTS This function is limited strictly to displaying the clients payments/adjustments on file. No maintenance can be preformed with this screen. WORK HISTORY DISPLAY With this function you are displayed all services that have been invoiced for client. All work history will be displayed in date order with the oldest first. No maintenance can be preformed with this screen. LABELS, Etc. This sub-menu provides access to a set of routines that will allow you to extract client information for the printing of various formats of labels, rolodex cards, envelopes, and service history and routing call cards. LABELS The primary intent of this series of label printing functions is to allow you to print mailing labels for client correspondance. Label size is determined by measuring from top-of-label to top-of-label then calculating the lines per label at either 6 lines per inch (standard), or 8 lines per inch, depending on your printer setting. Alinement is determined at either 10 horizontal print positions per inch (standard), or from 12 to 19 characters per inch depending on your printer capability. The minimum size for labels you can use is 1" x 3 1/2" when using 6 lines per inch vertical spacing and 10 characters per inch horizontal spacing. The maximum size for labels is limited only to what your printer will handle. You can extract addresses from your client master in various sequences and ranges, or you can enter information from the keyboard. (Note - If your printer can handle continuous envelope forms use these label print routines instead of the envelope print routines. The envelope print routines are designed for your standard office use envelopes.) ROLODEX CARDS This searies of routines was designed to assist you in creating and maintaining rolodex type files on your clients. There are only two sizes of ROLODEX cards that can be used: 1) 2 1/4" x 4" (standard) 2) 3" x 5" (recommended) You will find that the use of the routine to print cards based on date of last maintenance will provide an easy way to maintain you files with current client information. ENVELOPES This series of routines was designed to allow you to print addresses on your standard office envelopes without having to type each one. To utilize this routine remove you tractor feed from your printer and configure it so that it is convient to positon an envelope for printing. You can select address to print in various sequences, and ranges, from your client master file, or you can enter an address from the keyboard. The address to print is displayed on the screen before printing and you either print or skip it and go to the next address. Upon completion of printing the address on the envelope the printer will perform a forms eject so that all you have to do is load another envelope. (Note - If you wish to use continuous envelope forms use the label print routine.) SPECIAL SELECTION FOR LABELS/ENVELOPES This set of routines select addresses from either your client master or service/location address master files. If you request the selection process of 'MANUAL' you will be required enter the ID codes of the particular address records you wish to print. After you decide what addresses you wish to print you have the opportunity to print either labels or envlopes. These routines are very similiar to the normal 'LABEL' and 'ENVELOPE' print routines. SERVICE HISTORY RECORDS Service history cards were defined to provide you with a client service/location work history records that can be maintained as desk top files for quick lookups. These work history records can be printed on either 3" x 5" rolodex cards, or 3" x 5" cards, depending on your preference. With these cards you are provided a quick recap of service history for specific client/locations showing dates for up to the last 4 service calls. .pa SERVICE CALL (ROUTING) CARDS This set of routines was defined to print one 3" x 5" card for each service scheduled for maintenance. (Note - These cards will only be printed for those services having a confirmed status.) These cards are intended to be used by the technician to aid them in planning their days work schedule. These cards contine all information necessary for the technician to perform the scheduled service. They can be printed in a variety of sequences and, once seperated into individula records, be reorganized into other sequences as needed. They are also small enought to fit into a shirt pocket for easy carrying. CLIENT PHONE LISTINGS This searies of routines allows you to print selective listings of client addresses, and optionally service locations, in a variety of sequences and range selections. All listings will be printed on standard 8 1/2" x 11" continuous forms. Listings for city, state, and zip will also be in sequence by client last name within the primary sequence. SERVICE SCHEDULES This series of options allows you to print various formated reports concerning pending, confirmed, and expired service contracts. You will find these report listings to be of value in planning your day-to-day operations. All listings will be printed on 8 1/2" x 11" plane paper. Listings by date, client, service, and technician can be selectively printed for pending and/or confirmed services. You will find that the use of pending service listings for a given date range will be of value to your office in calling clients and confirming service dates. The listings of confirmed services will aid your technicians in planning their routing. The listing of expired contracts also has the ability to list those contracts soon to expire based on number of calls remaining. With this listing you will be able to work with your clients more closely in insuring they will not be without your services. FINANCIALS The functions contained within this sub-menu provide you with the ability to setup and maintain the tables necessary to operate your system. In addition you are provided those routines necessary to control your accounts receivables and to interface to your general ledger. 1) Account maintenance, Inventory maintenance, and Tax table maintenance must be used to setup your system tables before you can use 'CALL MASTER'. These tables control the services you can offer, inventory to be sold, and tax rates to be used by different localities. 2) Print aged receivables, and Print statements provide you with control over your accounts receivables. 3) Print journal entries provides your accountant that information necessary for creating general ledger entries for sales, sales taxes, and receipts. 4) Print revenu projections can be used in a variety of ways. With this function you take your current service schedule and explode it into the future to a given date. You can then use it to plan your staffing requirements, cash flow needs, and other uses. 5) Recap client work done provides you with a hard copy recap of all service history for a given client. ACCOUNT MAINTENANCE This is similiar to a general ledger chart of accounts but consists of table of services that you provide to clients. This table must be created before you can setup any service schedules for clients. This is a master table that identifies those services that you offer and can be as detail, or summary, as you wish to make it. The information contained in these records will initialize services setup for clients. You will be provided the ability to override the information when setting up a client service but you will save time and gain accuracy if you setup an account master for each form of service offered. One suggestion - if you may on occasion perform warranty, or insurance, rework calls for services provided setup a single account for this function. Then if you must perform this type of call for a client you can use this account to setup the service call and you can manually enter the description and rates as required. In this manner you will not affect the existing call schedule for the service and you will gain seperate accounting for that call. Take care is setting up this table as it is the heart of your system. INVENTORY MAINTENANCE This is not an inventory system that accounts for each individual item you purchase for resale and maintains a stock count. This inventory consists of a table of items you carry for resale and their respective unit of measure and customer pricing. With this table you will save time in invoice posting by simply using the code you assign to that item in this table. Items not carried in inventory that are also posted on invoices (such as labor, etc) do not need to be setup in this table. These items are posted to invoices by not referencing an item number and just typing in their description. Print a copy of this table for each technician to carry into the field. In this manner they will have the ability to correctly price all items billed at time of service. TAX TABLE MAINTENANCE For many users of this system this table will consit of a single entry containing the tax rate for all sales. For others this table should consist of seperate entries for each locallity you do service in that have a different sales tax rate. 1) Assign a code for each locallity that has an identifable tax rate. 2) In the descriptions area identify the breakdown of that tax rate. 3) Enter the tax percentage as 5.00 for 5%, or 5.25 for 5.25%. 4) For those clients that are not to be taxed set up a unique code to identify the tax rate as 'non taxable' and enter a zero tax percentage. 5) When you setup a client location to be serviced assign the appropriate code to identify the tax rate to charge for all taxable sales. 6) When you post invoicing taxes will be calculated using this tax rate for all taxable sales items. You will have the ability to override the calculated tax amount with the actual tax charged at the end of each invoice posting. (If there is an error in the invoice that is too greate for this adjustement then post a payment adjustment the account balance for the client.) 7) When you print journal entries each tax code will be listed seperately showing total sales taxable, non-taxable, and the amount of sales tax collected. 8) Print out this table and keep it handy for quick reference when you setup a new client. PRINT AGED RECEIVABLES This routine recaps you open accounts receivables by client for current, 30 - 60, 60 - 90, and over 90 days status. 1) Print this report at the same time as you print statements. Other times would be at the end of each accounting period. 2) Each time that you request this report all the invoices, payments, and adjustments on file for the client are reviewed to determine that clients current accounts receivable status. You can run this report as often as you like because there is no updating of any file with this report. 3) If you select the option to list payments sence last statement you will be asked to enter date of last statement. Only those payments (not adjustments) made sence that date will be listed. Use this option if you are having problems with some of you clients and have set them up on a payment cycle. With this option you can easily see if they are making an attempt to reduce their outstanding balance. PRINT STATEMENTS This function prints your Accounts Receivable Statements. The form to use is identical to the same form you use for invoices printed by this system. 1) You can either use 8 1/2" x 11" continuous plane forms or continuous letter head forms. (Refer to the section under 'SYSTEM UTILITIES' for 'MODIFY SYSTEM PARAMETERS' if you wish to setup and print your full company heading on each invoice/statement.) 2) The detail printing of the statement is controlled by the date range you identify for this statement cycle. Only those invoices, payments, and adjustments within that date range will print, all prior to that date range will be summarized under 'Previous Balance'. 3) Statements can be ran as many times as necessary because there are no files updated by this process. 4) You should print a copy of you Aged Receivables imediately before, or after, printing statements for the same date range. In this manner you will have the same aged balance amounts as printed on each statement. PRINT JOURNAL ENTRIES With this function you can print either a summary, or detail, recap of all sales (invoicing), taxable and non-taxable sales with tax amount collected, and sales receipts (payments and adjustments). 1) You can run this report as often as necessary because no files are updated by this processing. 2) There is a journal transaction file created each time that this function is requested. This file may be used to format entries to be posted to your ledger system if that system will accept file inputs from other systems. (This file format is described in the 'DATA FILE STRUCTURES' under 'MDGL'.) No support is provided for this file conversion by MICRO DATA ASSIST due to the large number of general ledger systems in use. You will need to seek local support for this conversion. 3) Run this report at least at the end of each month, and optionally as often as your accountant asks for it. 4) (Note - Your system allows you to delete clients and individual invoices, payments, and adjustments. These deletions will affect the entries printed on this 'Journal Listing'. Rerunning of a journal may show different values if any deletions have been made sence prior journal listing.) PRINT REVENUE PROJECTIONS With this function you can project your current service schedule into the future for review and analysis. 1) This function can be requested and ran at any time. It has no affect on your files. 2) You will find this projection valuable in planning future staffing requirements, inventory needs, and even in estimating cash flow. 3) Projections consist of extending your current service schedules into the future to either the requested date, or until the service expires, which ever comes first. All projections include only the charge rate for the service and do not include taxes or other items of charge. RECAP CLIENT WORK DONE With this function you print a detail report of all service invoicing on file for the client. 1) This is an optional report only to be ran if needed. 2) Only invoicing is recaped on this report. 3) All information is listed in date/location/service sequence. 4) One suggested use is to print this report for those accounts you need to maintain service history information on before you purge old invoicing from your data files. SYSTEM UTILITIES This sub-menu provides you access to several routines designed to assist you in maintaining your data files. 1) Reindex data files - With this function you remove all records tagged for deletion and return the disk space they occupied back to the system for reuse. 2) Purge expired service schediles - With this function you can tag as deleted all service schedules that have expired. 3) Purge old invoicing - With this function you tag as deleted all invoicing, prior to a given date, that does not affect a clients account balance. 4) Purge old invoice detail - With this function you tag as deleted all invoice line charge items, prior to a given date, for invoicing that is no longer active in your database. 5) Modify system parameters - With this function you are able to setup your full company name and set system flag that will modify certain screens and printouts. 6.) Post finance charges to A/R - With this function you are able to automatically calculate and post finance charges to all clients that have balances older than last statement date. REINDEX DATA FILES With this function you remove all records tagged for deletion and return the disk space they occupied back to the system for reuse. Be sure that you have a current backup of your data files before executing this function. 1) Use this function if you are having difficulty in reading and locating information in your data files. 2) This routine is only your first line of file recovery in case of system problems. If the use of this routine does not correct the problems you are having reading your data files your only remaining recovery will be from backups you have made. To help insure that your system has not encountered a fault that you are unaware of install the DOS 'CHKDSK' routine into your 'AUTOEXEC.BAT' file (see your DOS manual concerning this command). 3) This routine will perform the following steps for each file being reindexed: a) Delete existing index files for the data file being reindexed, b) Reindex the data file into its primary sequence, c) Using the new index copy only the active records in that data file into a new data file, d) Delete the original data file, e) Rename the new data file to the old data file name, f) Rebuild all index files for the new data file. 4) You should run this routine at least once a year and following each time you purge invoicing, and invoice detail, from your data files. PURGE EXPIRED SERVICE SCHEDULES With this function you are able to tag as deleted all services that have expired call schedules. A majority of your accounts will be for only a single service call. Once this call has been serviced it most likely will not be repeated by the client. This function is defined to allow you to automatically delete those expired service schedules and return that disk space back to you. The client master and related invoice records will not be deleted by this function. This function should be ran at least once a quarter. PURGE OLD INVOICING With this function you are able to remove all old invoicing information from your data files. 1) In order to insure your client account balance is not affected by this process - only those accounts that have a zero balance as of the requested curoff date will have their invoices deleted. 2) Only invoices, payments, and adjustments prior to the cutoff date are tagged for deleteion. All invoice detail will remain until. 3) In order to make the space that this deleted invoice information occupied available to the system for reuse you must 'REINDEX' your data files. PURGE OLD INVOICE DETAIL With this function you are able to remove all line item charges, prior to a given cutoff date and for deleted invoicing, from your active database. 1) Only line item charges for deleted invoicing will be considered for deletion. 2) Only line item charges prior to a give cutoff date will be considered for deletion. 3) In order to regain the space that these deleted records occupied you must 'REINDEX' your data files. 4) Line item charges for invoicing is maintained in a seperate file from invoices, payments, and receipts. This file can be used to create reports related to inventory, non inventory, invoice charges. (See the 'DATA FILE STRUCTURE' for file 'MDINVDTL' for more information. Micro Data Assist at this time does not provide any reports on this information. Request assistance for the creation of these reports. MODIFY SYSTEM PARAMETERS With this function you can setup your full company name and set flags that control selective display and listing options. 1) Setup your full company name in the space provided for address lines 1, 2, 3, and 4. Center this information as best you can (use the 'INS' key on your keyboard to allow inserting of blanks and other information). This information is optional and will only be used for printing your company header on invoices and statements. 2) If you wish to print this heading on either invoices, or statements, but not both you will need to reset the print flag each time you print those documents. 3) The search and display format option relates to the client maintenance search and display screens only. If you request name only displays you will be able to display about 15 clients at a time on the screen at one time. If you request the full name display you will be able to display up to 5 names and addresses at a time. POST FINANCE CHARGES TO A/R With this function you can have the system calculate and post finance charges to clients that have balances that are older than last statement date. Take care not to run this function more than once for each statement cycle. In order to maintain proper accounting records you should run this function prior to printing statements and the month end aged receivables report. Transactions will only be created for those accounts that have a balance older that last statement date. Finance charge is calculated only for the number of days sence last statement. ((monthly interest % * 12)/365.25 * days sence last statement) SPECIAL FORM REQUIREMENTS 'CALL MASTER' was designed to use as few special forms as possible. All special forms required should be able to be purchased from most any office supply that handles computer forms. If you cannot purchase these forms in your area Micro Data Assist will supply these forms at a modest charge plus shipping. 1) Invoices / Statements - These reports print on standard 8 1/2" x 11" continuous forms stock. If you wish to convey that extra image to your clients it is suggested that you order continuous letter head forms (customized to your company logo and address) instead of plane paper forms. In the 'SYSTEM UTILITIES section of your system you are provided with the option to setup you full company name and optionally request printing of it on invoices and statements. Printing of both of these forms only uses 9 1/2" of body so that you have plenty of space to line up your printing around any letter head. 2) Service call (Routing) cards - If you use this option you will need to purchase continuous 3" x 5" card stock. 3) Rolodex cards - There are two sizes you can use: a) 2 1/8" x 4" standard size continuous stock, or b) 3" x 5" large continuous stock. You will find that the 3" x 5" stock to be the only size you really need as it is used by all routines that print onto rolodex cards. The smaller size can only be used for client address cards and even then there is no space for comments therefore they are not printed (comments are printed on the larger size). 4) Other forms - No other special forms are necessary unless you wish to print mailing label and continuous envelope forms. You can order almost any single up form for these functions as they adapt to the form size you wish to use.