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_______________________________________________________ Cursor Movements While in Help Left Arrow moves screen left. Right Arrow moves screen right. Up Arrow moves screen up one line. Down Arrow moves screen down one line. PgUp moves screen up one page. PgDn moves screen down one page. Home moves to top of file. End moves to end of file. Esc returns to the program. _______________________________________________________ GETTING STARTED Any IBM-compatible computer. Specific computers known to work with our programs include: *Televideo AT Desktop Computer *Cordata XT or AT Portable and Desktop Computers *Compaq Portable Computer * Computer must have a minimum of 512K of random access memory (RAM). * Two 360K floppy disk drives or one 360K and a hard disk drive will work. * Any monochrome or color monitor. * The Disk Operating System (DOS 2.11 or higher) for your computer. * Eight blank, Formatted, 5 1/4-inch double-sided, double-density floppy diskettes. Refer to your DOS manual if you have any questions on how to format a diskette. This will be used to make a working copy of this software and the data disks for floppy disk users. * The original program diskettes. Optional Equipment: * Any parallel printer that works with your computer. This is for printing out the reports. PREPARING THE WORKING COPY Before you can begin, you must fist complete some preparatory steps. Once these are done you may begin working with Account + Plus. Your first step is to make a working copy of the original program diskette. 1. Because floppy diskettes are susceptible to damage, it is unwise to use the original program diskette for regular use. If it is ever lost or damaged, you would have to purchase a new copy. If you should damage the working copy, you can recall the copy counter back to your original program diskette, so long as you have not formatted the damaged copy. Then you can make another working copy. Page 1 2. The working copy of Account + Plus can be made self-loading. This means that if the program is placed in Drive A of your computer and then is turned on. The program will automatically load and start running by itself. To do this, you will need to put your operating system (Dos) on to the working copy of the program. To make your copy of the program, be sure you do the following instructions. Making Your Copy with a Two-Disk Drive System Step 1: Insert your DOS diskette into Drive A of your computer. Turn the computer on. Step 2: After several seconds DOS will ask for the date and the time. Enter the correct information. After this is entered, you should see the system prompt: A> Step 3: Leaving the DOS diskette in Drive A, insert a blank diskette into Drive B. Now type in the following command at the A> prompt: FORMAT B:/S/V and then press the <RETURN> key. This will format the diskette in Drive B and put the DOS system of your computer on to the diskette. The computer will ask you for a volume label for the diskette, type in the name ACCOUNTPLUS. You are allowed 11 characters. Press <N> for no you do not wish to format another. Now put a outside label on this diskette write Account + Plus System Disk #1. At the A> prompt type this command: FORMAT B: and press the <RETURN>. This is for all of the data files that you will create with this program and for the System Disk # 2 & # 3. Step 4: Now take the DOS diskette from Drive A and put the original System Disk # 1 in, be sure you have the diskette you labeled Account + Plus System Disk #1 in Drive B. Now at the A> prompt type this command: FINSTALL A: B: and then press the <RETURN> key. This will make you a self-loading copy of System Disk # 1. Follow the instruction at the end of the installation of disk # 1. You can put the original program diskettes away. Step 5: Now that you have made your working copies of the Account + Plus program, there is one more file that you have to copy on to the disks. Take your DOS and put it into Drive A, and put the copy Labeled System Disk #1 into Drive B. Now at the A> prompt type this command: COPY COMMAND.COM B: then press the <RETURN> key. Do the same thing for System Disk #2 & #3. Page 2 Step 6: Take the Install Disk #3 and put into Drive A. At the A> prompt type this: BOOT then press the <RETURN> key. This will make all of your data disk that you will need to run Account + Plus with. This is only for floppy disk users. You have now completed the preparation process and are to begin using the program. Be sure you store the original program diskettes in a safe location. Installing The Program on a Hard Drive System Step 1: Turn on the computer. After several seconds Dos will ask for the date and the time. Enter the correct information. After this is entered, you should see the system prompt: C:> displayed on your monitor. Step 2: Put the original program diskette in Drive A. At the C:> prompt type: A: then press the <RETURN> key. At the A> prompt type in the following command: HINSTALL press the <RETURN> key. This command will go to Drive C and create a Directory. Then install the program Account + Plus. Follow the instruction at the end of the installation. This will be your working copy. Put your original program diskettes in a safe place. Recalling the Program from the Floppy disk If at sometime you want to re-do your backup diskette. Put the original diskette in Drive A and the working or non-working copy in Drive B. Now at the A> prompt type this command: RECALL B: A: and then press the <RETURN> key. This will restore the counter back to the original program diskette. Then follow the instructions for making a copy. Un-installing the Program from the Hard Drive When you need to do a backup the Hard Drive place the original program diskette in Drive A. At the A> prompt type this command: UINSTALL and press the <RETURN> key. This will restore the counter back to the original program diskette. Be sure and make a backup copy of all the DBF files. When you re-install the program back on the hard drive you will need to copy the DBF files back onto the drive. Page 3 PAYROLL MODULE PURPOSE: To handle all types of employee payroll. Deductions include federal, state taxes, insurance, and pension. Earnings may be the hour or decimal fraction or if you prefer a defined amount. MODULE OPERATION: The Payroll Module operates independently from any other module in Account + Plus. Extra report capabilities can be generated from the Report, and List Generators. KEY FEATURES: * Automatic date and time stamping of all transactions * Calculates payroll checks and tax deductions, and shows gross pay and final net balances automatically * Automatic calculation of federal and state taxes * Automatic calculation of insurance * Can handle requirements for all states * All calculations can be overridden and edited * All deductions requested by an employee can be changed at anytime. * Provides a complete detailed audit trail for each payroll transaction. * All data includes the following: regular hours, overtime hours, total hours, gross pay, and "other pay" as defined by user for contract, commissioned, or tipped labor. * Can print several reports and if that is not what you are looking for you can create your own. REPORTS: Here are just some of the management information reports. You can generate other reports with our Report, and List Generators. Employee Maintenance Reports (Period, quarterly, YTD) Employee Master List Employee Name List Payroll Check Register Quarterly and Yearly Tax Reports Workers Earnings and Deduction Reports GETTING STARTED Before you can start you will need your latest employee pay files and any other pertinent data. You will be putting this info into the Payroll, after you have followed along will these examples. PAYROLL MODULE OPERATION l.) Start up Account + Plus on your machine. At the Accounting System Main Menu Selection press [A] Payroll: Maintaining Payroll Records Page 4 2.) You are now in the Payroll Module Main Selection Menu. From here you will make your selections for data entry. The options are self explanatory on all menu selections. 3.) Select Option [1] Add New Record to the file by pressing the number <1>. Notice that the date and time are automatically entered in each record. Press the <RETURN> or the <DOWN ARROW> to move to each data field and enter the correct cell information. 4.) Type in this date: 01/01/88. Type in the employee number: 1414. You can use characters or numbers. Then list the job cost center or company department where they work in and press <RETURN>. Type in: DOE for the last name, JOHN for the first name, and L for the initial. Now type in the Social Security: #333-19-3363. If you make a mistake and need to backup to a previous field use the arrow keys to go backwards and forwards. 5.) Next move to hourly pay rate and enter this: 5.75 for the hourly wage. Next type in this amount: 8.625 for the over time pay. Over time is time and a half for any hours over 40. For now just skip Sick Pay. Type in: 8.0 for Monday, Tuesday, Wednesday, Thursday, Friday, skip Saturday, and for OT hrs type in: 1.0 these will be the hours Mr. Doe worked. Account + Plus will do your calculations for you when you finish the rest of the information. 6.) Next we move to the Deductions area. When setting up employee deduction rates use IRS whole dollar schedules. Press <RETURN> to move out of each field after data entry. Type in: 20.17 for Fed. W/H Tax. Type in: 16.36 for F.I.C.A., then type in: 8.19 for the Insurance. Now type in: 5.00 for the Other, this can be for anything. Like Mr. Doe may owe the company some money and he is paying them back. 7.) Now type in this for the Payroll Check: # 1234. 8.) Once at the pay period, type in the dates for the length of time this period is: weekly, bi-monthly, monthly. This system can keep track of any length of pay period. Type in this for the ending pay period: 01/25/88 and 01/29/88. 9.) Pressing <Return> will automatically calculate gross pay and net pay and all deductions. The over time pay should be showing $ 8.625, the total deductions should be: $ 49.720. The gross pay should be $ 238.62, leaving the net profit to be $ 188.91. 10.) If you need to edit for any reason, press <PgDn> once and select an option from the command line at the bottom of your screen. By pressing the letter <E> you can re-edit the information or press the letter <Q> to Quit and Save this record. For now press the letter <Q> then press the letter <Y> to save the record. Page 5 11.) Now enter one more record. Use this information for the data. Date: 01/01/88 ID#: 9482 Department: 01 Last Name: SMITH First Name: MARY Middle Initial: K Social Security#: 111-00-111 Skip the next one Entry Pay: $ 6.00 Over time pay: $ 9.00 The hours for the week are: 8.0 Mon. Thru Fri. Skip Saturday Over time: .5 hrs. Skip Sick pay Fed. W/H Tax: $ 21.23 F.I.C.A.: $ 16.87 Ins.: $ 8.19 Skip Pension Other: $ 5.00 Check#: 6329 Pay Period: 01/25/88 and 01/29/88 12.) Save the record as you did before. Press the letter <Q> and then the letter <Y> this will save the record. 13.) You will now be at a blank record press <PgDn> twice to get out of the record. Press the letter <Q>, then press the letter <N> for no don't save this blank record. You have completed a record enter. Next you will learn how to re-edit and delete the information. You will also learn how to find all of the information that you have entered. FINDING AND EDITING RECORDS From the Menu Selection press [2] Look up record - Browse, Edit or Delete. Once the Option Menu appears. Press the number <1> for Go to Record #. The cursor moves to "Enter Record Number" (0=EXIT):_______ Enter the record number # 2. (This number is assigned to each record as you enter records into the database.) Press <RETURN> and the program will take you directly to that record. The record showing should be Mary Smith. You may now choose any mode from the command line: [E]dit, [S]kip no. Records, [N]ext or [P]revious Records, [Q]uit. For now press the letter <Q> for quit. The command line is explained below: [E] : By pressing this letter you can edit the record. You can change anything that you like. If you change the pay Account + Plus will automatically change the Net Pay for you. NOTE: When you press this letter the command line will change. It will have these commands: [M]: Modify data [D]: Delete this record [U]: Undelete this record [Q]: Quit and Save [S] : By pressing this letter you can skip records. For example press the letter <S> and then press the number 1. This will skip one record. The record showing should be Mary Smith. If you had more records you could skip more. [N] : By pressing this letter you can go to the next record in the database. [P] : By pressing this letter you can go back to the previous record in the database. Page 6 [Q] : By pressing this letter you can quit the screen that you are in. If you have made changes the program will prompt you to save the changes. Answer by pressing the letter <Y> for yes to save or <N> for not to save. Now go to the next option on the menu [2] Go to the First Record. Press the number <2> the program will take you to the first record in the database, which is John Doe. You get the same command line as above. Press the letter <N> and the next record will appear. Press the letter <Q> to quit. The next option is [3] Go to the Last Record. Press the number <3> you should be at the last record in the database, which is Mary Smith. Press the letter <P> and the program will show you the previous record. Press the letter <Q> for quit. A NOTE ABOUT RE-INDEXING If at sometime you can't find a record but you know it is there try re-indexing the database. You will only run into this when you have put in a lot of information at one time. So be sure and re-index. For the Payroll Module go to Option [3] of the Payroll Main Screen and chose to [R]e-index. This will re-index your entire database. A NOTE ABOUT DUPLICATES When you edited a employee file and make any changes you will cause the program to save a duplicate file in the PAYTRANS.DBF file. You will need to SCAN the PAYTRANS.DBF by using the scan mode provided for you in the main menu. SELECTING AND USING SCREEN ENTRY SEARCH CRITERIA If you need to look up records by the employees ID # or by their first name. Then use Option [4] Locate Using Screen Entry Criteria. Select this by pressing the number <4>. The screen will look just like it does when you were entering the data. You may put in the information that you want the program to find. For instance type in the employee ID # 1414. Press <PgDn> once and the command line at the bottom will have these commands: [E] : Edit the screen. [1] : Begin the search from the top of the database. [2] : Begin the search at a record number that you want to start with. [Q] : Quits the search option. Page 7 You don't have to fill out the entire record for every field, only the field or fields for which you would like to Search on. P.C. SALES software will find your field names and data, regardless of whether they were originally typed in upper or lower case letters. If you make a mistake when you type the Search criteria, correct it by using the [Backspace], [Del], or Cursor keys. You can use either Insert or Overstrike mode. When the Search Criteria is typed correctly press <PgDn> to return to the command line. When the command line appears on the bottom line of your screen choose option [1] or [2] to begin your Search. After your search begins, the first record will be retained and held on the screen. In order to continue your Search you must issue a command for [N]ext, [P]revious, or [S]kip No. Records. Remember at any time you can enter and edit any file on the screen or just quit. This extra step of manually scrolling the search actually saves time when you do not want to look at every record. SELECTING AND USING FREE FORM SEARCH CRITERIA To use this option you will need to study the end of this manual. The options here are to innumerable to list. But here is a small example. To start press the Number <5> to enter the Free Form search. You will see a list a of the database fields used to store your records. Press the letter <E> for edit. You will be in the search criteria box. Type in this information: LNAME >= 'D'. This will list all employees whose last name is greater than or equal to the letter D. Press the <PgDn> key and choose how you want the search to begin. These options are the same as in Option [4]. For more examples refer to the end of this manual. SELECTING AND USING FAST FIND BY INDEX Suppose that you want to find the record for another person. You are not sure of the exact spelling or their name, but you think it might be something like Doe. Begin by pressing Option [6] Fast Find by Index. The next thin that you do is type in the whole name or just part of the name. For example type in just the letter S then press <PgDn> once to get to the command line and select where you would like to start the search. The record showing will be Mary Smith. You have now completed the Payroll Module. Now exit the Payroll Module and go to Option [B] Track Payroll from Account + Plus Main Menu. This has all of the reports for the Payroll Module. These reports will print to the printer or screen. If you want more reports other than the ones in the program you can use the Report Generator from the main screen of Account + Plus. If you want just some of the information in the database go and use the List Generator from the main screen. Page 8 In order to use the following Free Form Reports you must be sure and choose the matching DATABASE STORAGE FILE or DBF where the proper fields reside. Remember when creating your own Reports to write them on this Report Listing Sheet with the proper DBF you originated it from. For the information on how to run the Report, and List Generators go to the bottom of this manual. PAYROLL MODULE ---------------- T R E E S H E E T PAYROLL DBF PAYT2 FRM PAYROLL NTX PAYTRANS DBF PAYTRANS FRM PAYTRANS NTX BOOKKEEPING Welcome to the Bookkeeping Module. This system was designed to operate as a General Ledger. The Bookkeeping System will keep track of all of your income and your expenses, just as you would in your General Ledger. It is also designed to write all of the checks that you would need to issue in paying your bills, etc. Several of the features of this program include: A. CHART OF ACCOUNTS Account numbers from 100 to 299.99. Used to define your Chart of Accounts for income using whole numbers or decimals. Use account numbers 300 to 999.99 for all your expense accounts. B. INCOME STATEMENTS Generate an Income Statement on a monthly, quarterly, and year-to-date basis. You can print an Income Statement at any time even though you have not up- dated the Chart of Accounts. The purpose of this is to allow you to see all your data entered on all the accounts you have posted to date. C. CHECK REGISTER The Bookkeeping System allows you to enter your deposits, write checks, and print them. PRINT REPORTS The Bookkeeping System is capable of printing several reports from Income Statements, Chart of Accounts, Check Registers. You may use the Print Report option and its reports to help keep track of your company's bookkeeping needs. The Report and List Generator is a new feature that has been added to the system. Page 9 BOOKKEEPING EDIT CAPABILITY The Bookkeeping System allows you full edit ability in all aspects before you actually post the books. Even though you do data entry into the database on a daily basis, even after you have posted the books for the month you may go in and edit any particular transaction. You can use this option to make all of your adjustments. You can also use the Scan Mode from the Main Menu screen. Bookkeeping Module Operation If you are not using the Integrated Accounting Package, please boot up the Bookkeeping Module at this time. If you are in the Integrated Accounting Management System, go to the Main Accounting Management System and select Option [C]. Select Option [6] from the Main Menu in order to start the procedure in setting up the books for your particular needs. You are going to set up the Chart of Accounts for income and expenses. Use this option for your FIRST TIME SET-UP OF YOUR CHART OF ACCOUNTS. For your convenience there is an option in first time setup to be able to view all the Chart of Accounts that you have put in, this is very handy. Especially if you were interrupted when you were doing this. Then you can press [F4] in First Time Setup and see all that you have done so far. This is only in the First Time Setup. If you choose this option again it will erase your previous COA'S. This is the area that allows you to set up general information and a Chart of Accounts. If you need to add another COA use the Scan Mode from the Main Menu screen. Accounts that have a non-zero decimal portion are considered to be sub-accounts and will not be included in the totals for your Expense Accounts. You may want to break transactions that involve a single check into sub-accounts. For example, you only write one check for the utilities. You may, however, wish to record the amount of the single check that went to gas and the amount that went towards electricity, etc. To do so you would set up the three accounts as follows. You would define the title as Utilities and the account number as 400.00, the title Gas and the account number 400.l0, and the title Electricity and the account number 400.20. In this example, only one check will be written for the account 400.00. Accounts 400.l0 and 400.20 will be recorded, but no checks will be written. Next you will be asked to type in all of your Chart of Account numbers, titles, and the current balances as known to date. In order to do this you must type in the account number, its title, and month-to-date, quarter-to-date, and year-to-date if known at this time. Press <RETURN> after entering each item in order to move to the next and perform its requirements. After you have entered your year-to-date information or if you do not fill in the particular blanks, just press <RETURN> once after the year-to-date and you will be prompted to enter the next account number. Enter all account numbers for income and expenses for your entire Bookkeeping needs at this time. Once you have defined all the Chart of Accounts for this Bookkeeping System press <RETURN> to enter the next blank screen. When exiting press Ctrl W to quit and you will return to the Bookkeeping System Main Menu. Page 10 Now you are ready to add your transactions into the Bookkeeping System Module. Select number [1] from the Bookkeeping System Main Menu. ADD NEW TRANSACTIONS At the Main Menu, select [1] Add New Transactions. You will be prompted to enter new transactions by the particular account number which you had defined earlier in your Chart of Accounts. After entering the account number press <RETURN> and you will see the title and description. The title will be the title which you defined for the Chart of Accounts and you will be allowed to type a comment in the description area. If this is an income COA you will enter the amount and date. If this COA number is an expense you will also be asked if you would like to issue a Check or Other. If you answer by Check you will be asked TO WHOM THE CHECK will be written the AMOUNT and the CHECK number. You can also choose whether or not to print the check. You will then be prompted back after pressing <RETURN> to the Enter New Transactions. Enter this month's transactions for the particular Chart of Account headings for which you have already done business. After you have entered all the accounts, press <RETURN> and you will be prompted back to the Bookkeeping System Main Menu. At this point select Option [4] Print Reports and you will be taken to the Bookkeeping Report Options Menu. Select Option [1] Income Statement, and when asked for transactions for this month only answer by pressing the letter [Y]. Again you will be asked to select the transactions for income and expenses by account number or by date, enter your choice for your order. Then you are asked [P]rinter, [S]creen, [Q]uit ____. Answer [S] for screen input if your printer is not on. Notice that Income Statements can be produced without up-dating your Chart of Accounts. This is because they are derived from the transaction file DBF of the Bookkeeping Report Option. Now that you are at the Bookkeeping Report Options after your report is printed, select option [5] Return to the Main Menu. You may add transactions at anytime during the month and print your latest Income Statement to find out exactly where you stand for your information in the Bookkeeping System. PRINTING REPORTS INCOME STATEMENTS Select Option [1] to print your first entries made on the Income Statement. You will then be asked for this month only, press the letter [Y] and you are asked to decide whether or not you want your records sorted by account number or by date. Press the number you want, when you are asked to send report to the printer or to the screen press the letter [P] or [S]. If you say [N] to the question for this month only, you will be able to choose the length of time you need your Income Statement for. Page 11 CHART OF ACCOUNTS Select Option [2] from the Bookkeeping Report Options Menu, Chart of Accounts. Then you are asked to send the report to the printer or to the screen, answer by pressing [P] or [S] and wait for the program to calculate the totals. The report will print automatically at the end of its' calculating mode. You will then be returned back to the Bookkeeping Report Options Menu and select [5] Return to the Main Menu. WRITING CHECKS When writing checks form Option [3] be sure you have update the Check register Option [4]. This will print all your checks for the bills you have entered into the program. You may chose to print to the printer or not. Just answer the question [Y] or [N]. After you have done this be sure that you update the check register again. A NOTE ABOUT RE-INDEXING If at sometime you can't find a record but you know it's there try re-indexing the database. The software does not index the database automatically, this saves time. You will only run into this when you have put in a lot of data at one time. So be sure and re-index after putting in new data. EDITING THE BOOKKEEPING MODULE You may also edit any data before you have updated the Chart of Accounts for the particular month, quarter, and year-to-date. Select Option [5] Edit Data from the Bookkeeping System Main Menu. Then select Option [2] Transaction File. You will be asked to change or delete information. You should press the letter [C], at which point you will be asked what account number and what date. Define one of the account numbers which you have entered earlier and the date that you entered it on. You must answer both of these items correctly in order to find and edit that particular transaction. You will see a list of the transactions that you have made on that number. To edit one of them enter the record number that is in the far left hand corner. You may edit any record in the Chart of Accounts, Transaction Files, or the Check Register. You may want to use the Scan Mode from the Main Menu screen. It will allow you to edit, delete, add, or change any of the information. DELETING ALL RECORDS Selecting Option [5] DELETE ALL RECORDS will erase all records from the Bookkeeping database storage files. You will have to Start over and re-initialize the system if you use this Option to clear all records. To safe guard against an accident you will have to entry a password to Delete All Records. The password is: BOOKKEEPING. BOOKKEEPING MODULE ------------------ T R E E S H E E T COA DBF COA FRM COA NTX TRANS DBF ACCTS FRM ACCT NTX->either one DATES NTX->either one REGISTER DBF REGISTER FRM CHECKNO NTX GENINFO DBF DATES FRM NO INDEX USED Page 12 INVENTORY MODULE Welcome to the P.C. SALES Inventory Module. If you are using the Integrated Program, select Option [D] from the Accounting Management System Main Menu. If you are using a stand alone module, please boot up the program now. You will be prompted to enter the correct date to use in the Inventory Module after you have booted up the program. You will then press <RETURN> and be in the Inventory System Main Menu. DEFINING YOU COMPANY NAME To start you should select Option [5] from the Inventory System Main Menu, Change Name of Company. You will be prompted to Add, Quit or Delete a record, please select that option by pressing [A],[Q],or [D] on your keyboard. By selecting [A]dd you will be asked to enter the name of the company to use for your Inventory Module. Press <RETURN> and you will be prompted to press [PgDn] twice to return you to the system set up menu. Press the letter [Q] to exit to the Main Menu. ADDING PARTS TO THE INVENTORY FOR THE FIRST TIME You are back at the Inventory System Main Menu. Select [1] Manage Master Inventory. You will be brought to the Manage Master Inventory screen. Select Option [1] Add New Parts, and enter your Part Number at the prompt. You are asked to enter the part number or code for the part that you desire to store inside the Inventory Module. This can be either numeric or character text or a combination of both. Upon entering the part number you will be at the Edit Inventory Data screen for which you will enter all the required information that the Inventory Module uses to compute in this program. Pressing <RETURN> will move you to the next particular field on your screen. Fill in the blanks with the part title, quantity in stock, if you have any on order, and then you will be asked to enter the unit cost. This is your wholesale cost that you actually paid for the part. You will also put in the retail price of the part and up to three discount prices. These are used in your Point of Sales. You can also put in the taxes you have to charge or if this is a non-taxable part just leave it blank. Next you will be asked the reorder point; this field will let you know when you need to reorder the part so as to write purchase orders. It will actually issue a vendor's purchase order for the amount that you define. The next field you will enter will be storage location. You can enter any code where your inventory may lie at in any location or store number. Press <RETURN> and you will be at the vendor field; you need to fill in the proper information. Page 13 Notice your prompt as to which record number you are on at the bottom of your screen, and the accompanying command line. You also use this screen to mark records to edit the Inventory Module. If you wish to no longer carry a particular part, you may mark the part for deletion and then use the [P]ack option and answer [Y] and the part will be deleted. [Q]uit is to leave this screen to proceed with another operation. When you are finished adding new parts press <RETURN> to exit. You will then return to the Manage Master Inventory Screen. A NOTE ABOUT RE-INDEXING If at sometime you can't find a record but you know it's there try re-indexing the database. The software does not index the databases automatically, this saves time. You will only run into this when you have put in a lot of data at one time. So be sure and re-index after putting in new data. REPORTING ON YOUR INVENTORY Next you shall select Option [2] PRINT REPORTS. You will then be at the Manage Master Inventory Report Options screen. You can select each option starting with [1] Entire Inventory Remember when you are asked to send the report to the printer answer by pressing the letter [P] on your keyboard and be sure your printer is on. If you want to print to the screen answer by pressing the letter [S] and it will show you your entire inventory on the screen that is currently in stock. Option [2] the Reorder Report will tell you all parts in your inventory that you have marked with a specific reorder amount in order to initiate all purchase orders. Option [3] will print an On-Order Report and list all of the parts that are currently on order. The On-Order Report tells you whether or not particular parts need to be ordered. The difference between the On-Order Report and the Reorder Report, is the Reorder Report is what the Purchase Order Routine uses to issue purchase orders and the On-Order will show you what you have ordered. The Reorder Report will tell you all parts which are marked to be reordered and allow you to go back in and edit any particular part which you would not wish to reorder at this time. Then by printing the Reorder Report and checking to see that you have the particular parts which you desire to issue purchase orders for, and are completely satisfied, you may then select Option [4] Purchase Orders. If you decide not to order a particular part press the [PgDn] key to skip this part. Then this part will not print a purchase order. In order to exit you can press <ESC> and you will be prompted to ready your printer in order to print all the purchase orders. Once your printer is ready to run you may press any key to start printing. After all of them have been printed, you will return back to the Master Inventory Reports Option screen. Page 14 Select Option [5] Return to the Master Menu at this point. POINT-OF-SALES ROUTINE Select Option [2] Record Sales and you shall enter the point of sales routine from the Sales System Menu. Select Option [1] Enter Point of Sales Routine. You will be prompted to enter the clerk's name and the department code. You can create your own Dept. descriptions by filling in the blank provided. The next time you enter the sales screen and enter the code the title will appear. The Point of Sales will store this information in the Dept.DBF and use it again when you choose it. Now enter the customer name, address, city, zip, and phone the program will store this info. into a separate DBF. When you use the customer again the software will put the customer info. in for you. This will save you time when the same customer comes back to do more business with you. Next the software will ask you if you wish to edit this info. answer [Y] for yes or [N] for no. Then it will ask you if you want to change the pricing from retail. Answer either yes or no. Now you will enter the Part No. this is the number you have assigned to your Inventory. A description of the part will automatically appear after you have entered the number. You will then be asked to enter the quantity which is being purchased, the price for which you are selling it for will automatically appear on the screen. Enter as many inventory parts that the customer is buying. The program will calculate a total with the Sales Tax by pressing <RETURN> on the last part press <RETURN> one more time. Answer the next question by using the keys [Y]es or [N]o to print invoice. Next the program will ask if you want to Do Another Transaction? [Y/N]. If yes you can entry another sales transaction, if no the program will update the sales transaction files and you will be returned to the SALES SYSTEM MENU. Now you may select Option [2] Print Sales Report there are two ways to do this try both of them. The first report will print a invoice it will ask you for what invoice number. Then the software will ask: Send to Printer? ____ Answer with a [Y] for yes and it will go to the printer. Answer with a [N] for no and it will print to the screen. The second report will list all that you have sold between two certain dates. The program will ask for the two dates, then ask to send it to [P]rinter, [S]creen, [Q]uit. After you have tried these return to the Sales Main Menu. UPDATING YOUR FILES Select Option [4] Update from Sales and New Stock. This option will allow you to bring up to date the Master Inventory file from the sales and new stock entered into the Inventory Module. Answer yes by pressing the letter [Y] and all files will be automatically updated. Now select Option [5] Return to the Main Menu System screen. Page 15 Once you have updated the records from sales and new stock you can then go back and enter into any routine which you desire. You may edit all sales data or new stock parts through the edit routines and delete any of the information that you want to. If you went back into Option [1] Manage Master Inventory and do the reports, you would notice that your inventory was automatically depleted for whatever was sold through the Point of Sale Routine. All the counters involving inventory data have been activated taking into account what may be needed for reorder abilities. This is done automatically when you Update the inventory. If someone was to return the part to the store you may use Option [2] from the Sales Menu to put the part back into your stock. When you select the invoice that the part is on, edit that part and cursor down the the box to delete the part. When you are through editing that invoice the inventory will update itself. RECORDING NEW STOCK Select Option [3] Record New Stock. New stock is all inventory that will be added that you have ordered through the Purchase Order Routine. Select Option [1] Record New Parts. You will be asked to pick the way you wish to do this. 1) Will allow you to enter all the parts by the Purchase Order Number. 2) Will allow you to enter the part number individually that you have received so that it can be added to your inventory. You will then enter the quantity you received and the current unit price that you were charged for this particular part. Note that this will automatically update the price of your inventory if the part has changed in cost. This will change your Master Inventory price. Press <RETURN> to move from field to field. Once you are through entering all the data for your goods received press <RETURN> and you will be back to the New Stock System Menu. At this time you may print all of the New Stock Reports. If you find an part mistake you may select Option [3] to Edit New Stock Data. You will be asked to enter the part number you wish to edit. You may change the quantity, purchase price, date, or vendor. If you wish to delete the part check to see if the record is posted [.T.] or [.F.] if false do an up-date. If true answer [Y]es if you wish to delete this record. If the record is not true, it will not be deleted. If you find you have made a mistake and you wish to [U]ndelete this record you may enter the part number again, type in the correct information and press the Option [U] at the command line. This can only be done if you have not already Packed the base. *****Note: some features have changed in the program. The above statements are valid, but you can also leave the inventory module and go to the scan mode to delete or edit any sales or new stock. Page 16 ERASING ALL RECORDS IN YOUR INVENTORY If you wish to delete your entire inventory and wipe out all records in the entire database you can select Option [4] Clean Up All Files. CAUTION: only use this option if you wish to start over from scratch. It will erase all records in the entire database from day l. To guard against such a accident you will be required to enter a password. The password for this module is: INVENTORY. INVENTORY MODULE ---------------- T R E E S H E E T MASTER DBF ALLMAST FRM MASTER NTX->PART_NO MASPO NTX->PUR_ORDER NEWSTOCK DBF NEWSTOCK FRM NEWSTOCK NTX->PART_NO NEWSTPO NTX->PUR_ORDER SETUP2 DBF REORDERS FRM NO INDEX USED SALES DBF SALES FRM SALES NTX->PART_NO DEPT DBF ONORDER FRM DISCOUNT DBF PURORDER FRM CHECKBOOK CHECKBOOK MODULE OPERATION Welcome to the Checkbook Management System. This system is designed to keep track of your deposits, your withdrawals, your checks, balancing your checkbook and printing reports of several combinations. We suggest that you use this program as you would handle your normal business affairs. To start you need to reconcile your checkbook and your bank account so that you can start with a clean fresh record. Next let's setup the Checkbook Management System to fit your particular needs. The Checkbook Management System has 9 user definable tax deduction files. These file can be edited by using Option [J] which is the File Maintenance Option. To use Option [J] just press [J] on your computer keyboard. The File Maintenance Menu will appear and you will be asked whether you would like to [0] Exit back, [1] Edit Tax Codes, [2] Clean Up All Files, [3] End Of The Year, or [4] Reinitialize The Files. Choose Option [1] the tax code screen will appear on your computer, if you don't wish to change any of the headings, answer NO. You may define these 9 files to say anything for your particular use, so when you enter your checks you can have these checks saved under these codes. Then when you go to the Reports area you can ask for the checks that were saved to these codes. Page 17 Remember in using the Checkbook you want to make your deposit entries first Option [B] Enter Deposit, then all of the checks in Option [A] Enter Checks. Use Option [C] if you are making cash withdrawals or automatic teller withdrawals. When your checkbook statement arrives from the bank you need to clear all of the checks, deposits, and cash withdrawals. In order to do this it must be done on an individual transaction basis. Use Option [D] Clearing Cancelled Checks, [E] Clearing Cancelled Deposits, and [F] Clearing Cash Withdrawals. Check off each item on your bank statement and clear it through this option in the program according to the screens. Once you have cleared all the information shown on your bank statement according to the bank, enter into Option [G] the Bank Reconciliation program. This program will add all the back deposits in transit, subtract all the uncancelled checks, subtract the outstanding cash withdrawals to actually get you your true cash balance. All the mathematics have been figured into this program to take care of any bank service charges, collection fees, or credits or debits to the account for some known reason. If at any time you have a problem you may use Option [L] the Help Menu. Be sure and enter the ending balance from your bank statement. Add or subtract all the deposits in transit and any outstanding checks that may not have cleared the bank at this point you will see the true cash balance. A note will appear saying the checkbook and the bank statement exactly balance or they do not. If they do not press <RETURN> and a credits and charges screen will appear allowing you to make editing changes. Just read the screens and you should have no problems. P.C Sales designed this software to very easy to understand and use. After you have reconciled your bank statement, you can use Option [H] Print Reports. This selection will print several combinations of reports. It will list all your checks, it will print out all your taxable checks or just part, it will list bank deposits between certain dates, it will give you a list of checks or deposit that are over a certain amount of money. Inside the Checkbook program you will find a help screen on the different areas to use. CHECKBOOK MODULE ---------------- T R E E S H E E T BANK DBF DEPOSITS DBF CHECKS DBF RECON DBF TAX DBF Page 18 ACCOUNTS RECEIVABLE Welcome to the P.C. SALES Accounts Receivable Module. If you are running the integrated accounting management system software, select Option [G] after you have booted up the program. If you are operating a stand-alone module go ahead and start the program at this time. You will be prompted to the Date screen. At this time you can just press <RETURN> and use the current date of DOS or you may type in your own date and press <RETURN>. You will now be at the Accounts Receivable Main Menu. CONFIGURING YOUR ACCOUNTS RECEIVABLE MODULE In order to configure your Accounts Receivable Module you must first enter the name of the company of your choice. Select Option [7] Change Name of Company from the Accounts Receivable Menu. At this point you will be prompted to the System Setup screen. You will be allowed to Add, Quit, or Delete record information from this particular routine. At this point select Option A, Add Data by pressing [A] on your keyboard. Now type in the information for your company name, address, city, state, zip. Press <RETURN> to enter the next field or use the arrow keys to back up and edit. After you have entered your company name press [PgDn] TWICE and you will be back to the System Setup screen. Choose the [Q]uit option by pressing [Q] on your keyboard. You will now be back to the Accounts Receivable Main Menu. BUILDING YOUR ACCOUNTS RECEIVABLE DATABASE Your first operation is to enter and add your new customers. Select Option [1] Add New Customers from the AR MAIN MENU screen. You will be prompted to the Add New Customers screen. At this point you will initiate all records into the Accounts Receivable database by customer number. You may define customer numbers to particular people without having to worry about how they are indexed alphabetically. Enter customer number one and press <RETURN>. You will notice that your customer number will already be entered in the customer number field. Press <RETURN> and you will be allowed to type in the person's last name, first name, address, city, state, zip and phone. The are several other fields for credit history and so on. You may use them if need to maintain this type of information. Else you can skip these fields by pressing the <Return> key or Down arrow; if you what to edit the terms field. You can change it to what ever you need. This is how you define the amount of time they have to pay you once they have received your invoice in the mail. This time period starts from the day you print your invoices. Net 30 is a common practice to allow one month to pay for this particular invoice. If you do not wish to allow 30 days for them to pay, edit this field to match your terms. You can type in the start balance that they owe and how much they owe for last month. Then you will be asked to type the balance for 60 days Page 19 old, the balance for 90 days old, and then the balance for 90+. After your are finished you will be asked to enter the next customer number. You are then prompted to enter a new customer until you have filled out everyone who owes you money; be it one record to as many as you have on your books. Once you are through adding all of your new customers you enter [0] and press <RETURN> you will be back to the Accounts Receivable Main Menu. ENTERING NEW CHARGES Now you can select Option [2] Enter New Charges. Once you have added all your customers, in order to enter new charges you will have to enter the customer code number or the first letter of their last name. You will then be shown all the customers with the same last names and their addresses. Choose the record number for the entry you are looking for. You will then enter the New Charges screen. If you have an invoice number for which you have billed them from either a sale, or money that they may have previously owed or you can leave it blank. If you have a part code number you can enter it or leave it blank also. The quantity must contain at least an amount of 1 for the charge to appear, and the unit price of course is the charge you wish the customer to pay. After you have filled in all the data fields press <RETURN> and you will be returned back to enter a customer code or last name screen. If you are through posting all the new charges for the month, all you have to do is press <RETURN> to exit. ENTERING PAYMENTS AND ADJUSTMENTS At this time select Option [3] Enter Payments and Adjustments to the Customer Accounts. Use this option to enter all monies that people have paid on their account to you. You will be at the Enter New Payments screen. Enter the customer name or customer code number and press <RETURN>. Once you have entered the New Payments screen and verified the particular record number, name and address for the customer that you have defined; press <RETURN> and you will be forwarded to the Enter New Payments screen. As you will notice the customer number, name, and address are already defined for you and you are asked to record their check number, verify the date, and then type in the amount of their payment. The next field you encounter will be called description. It will automatically say payment. You can change it to reflect what ever is needed. Pressing <RETURN> will automatically return you to the Enter New Payment screen and you will be prompted to enter a new customer code number or last name. When you are through entering all the payments that you have received for the month from your customers at this point just press <RETURN> and you will be prompted back to the ACCOUNTS RECEIVABLE MAIN MENU SCREEN. ACCOUNTS RECEIVABLE REPORT OPTIONS Select Option [4] Print Reports from the Accounts Receivable Main Selection Menu. At this point you will be prompted to the A/R Print Menu screen. Page 20 At this point if you would like to run through the Print Report Options available. You can select Option [1] Print Monthly Statements. You will be prompted to the Monthly Bill screen upon issuance of the command and will be asked to prepare the printer and press any key to proceed. If you would like to exit at this point press the letter [X], otherwise the computer will start printing all known prepared invoices and billing for the month automatically. As soon as the computer has finished printing your monthly billing you will return to the Print Menu. Press [6] and return to the Main Menu and press [6] to perform your monthly positing. MONTHLY POSTING A/R COMPLETE CYCLE At this point you are ready to initiate the monthly posting in order to post all the payments and charges. Be sure you have done all the billing before proceeding with this program. All payments and adjustments should have been entered before using this option. Select Option [6] DO MONTHLY POSTING from the A/R MAIN MENU. Your screen should look like this: MONTHLY POSTING MM/DD/YY 10:20:58 AM -------------------------------------------------------------------- THIS IS THE PROGRAM TO POST PAYMENTS AND CHARGES BE SURE YOU HAVE DONE ALL THE BILLING BEFORE PROCEEDING WITH THIS PROGRAM. ENTER PASSWORD TO PROCEED:________________ (THE PASSWORD IS:"POSTACCT") After the posting procedure is complete you will be prompted to use Option [4] from the Main Menu. At this point you may wish to print all the current Monthly Summary and Aging Reports for the total monthly computations involved in the Accounts Receivable Module. MONTHLY ACTIVITY SUMMARIES At the Accounts Receivable Main Menu press Option [4] Print Reports. Now you can print all of the Monthly Account Summaries by selecting Option [2] from the A/R Print Menu screen. You will then be asked if you wish to send it to the printer, to the screen, or to quit this operation completely. After you have made sure that your printer is ready go ahead and press any key and it will start printing the Monthly Activity Summary for all current accounts. The Monthly Activity Summary will show you all customers starting balances, charges, current payments, and their last posted dates. This report will tell you whether you need to edit, and correct any problems, or delete certain records before the next billing cycle. Page 21 PRINTING MONTHLY AGING REPORTS At the A/R Print Menu you would select Option [3] Print Aging Reports. Again you will be asked to send the report to the printer, to the screen or to the quit option. At that point press any key and you will get an Aging Report status of all records in the Accounts Receivable after they have been posted for the month. DUPLICATE INVOICING If you wish select Option [4] Do a Quick Look up of the current status. You must enter the customer code number or their last name in order to check their particular records. This look-up mode allows you to print a statement to date before the end of the month billing. It allows you to print duplicate statements, without destroying the audit trails. You will be asked whether you would like to send the statement to the printer or if you wish you can view it on the screen. After you print a duplicate invoice, press <RETURN> and you will be returned back to the A/R print menu. REVIEWING CUSTOMER HISTORY RECORDS Select Option [5] Review Customer History. As you will notice you are allowed to search the customer history either by customer code, product, or by particular dates. At this point select Option [1] and you will be prompted to enter a particular customer number. Enter the customer number. It will then list all the recorded transactions for that particular person. You can then return to the A/R Print Menu screen and select Option [2] to search by product code. Product code histories will allow us to look at everything that has been sold for that product code. Option [3] from the A/R History menu will allow you to define a search criteria by entering a specific date. It will then go in and locate all of the transactions for payments, adjustments, and product code for that particular date. You will then be returned back to the history menu screen and select Option [4] Return to the Main Menu. Then choose Option [6] Return to the Main Menu. EDITING YOUR ACCOUNTS RECEIVABLES At the Accounts Receivable Main Menu. At this point we shall select Option [5] EDIT DATA. At this point you will be allowed to edit all customer files, current charges, and current payments. This is true whether or not the month has been posted and set up for a new billing cycle or it is still for the current month. At this time select Option [1] Edit a Customer File. In order to edit the customer file you need to enter the customer code or their last name. You will then Enter the Customer File Edit screen. As you will notice it looks exactly like Add New Customers. At this point you may edit any information in the record, delete, undelete, pack, or quit and save the record option. You can now make adjustments for items that have been returned, or what ever you need to correct the customer record. Page 22 PACKING THE DATABASE As you edit the records in the Accounts Receivable you may find that you need to eliminate a record. By marking a record for deletion, you are asked if you wish to Pack the database at that time. It is not necessary to Pack the database after marking each record. One can mark several records before packing the database to eliminate unwanted records. If you want the records permanently removed pack the database and check by using the Monthly Activity Summary to verify that you have corrected your Accounts Receivable records. EDITING CURRENT CHARGES Using Option [2] EDIT CURRENT CHARGES from the Accounts Receivable Edit Menu will allow you to edit charges for the current month before the A/R Module has been posted for the month. EDITING CURRENT PAYMENTS Using Option [3] EDIT CURRENT PAYMENTS from the Accounts Receivable Edit Menu will allow you to edit charges for the current month before the payment records have been posted. DELETING ALL RECORDS IN THE A/R To delete all records in the Accounts Receivable Module you select Option [4] DELETE ALL RECORDS from the Edit Menu. This will destroy all records in the entire A/R system. For your protection there is a password for this option. The password is: " AR ". ACCOUNTS RECEIVABLE MODULE -------------------------- T R E E S H E E T CUSTOMER DBF ARSUMM FRM CUSTNO NTX->CUST_NO CUSTNAME NTX->LNAME+FNAME CHARGES DBF AGING FRM CHRGNO NTX->CUST_NO BILLHIST DBF CODEHIST FRM PAYMENTS DBF CUSTHIST1 FRM PAYNO NTX->CUST_NO PAYHIST DBF CUSTHIST2 FRM SETUP DBF DATHIST1 FRM NO INDEX USED DATHIST2 FRM Page 23 REPORT, SUM, AVERAGE AND LIST GENERATORS INTRODUCTION The P.C. Sales REPORT, and LIST GENERATORS is a complete Free Form Style User Definable Module. If you have bought an integrated package such as ACCOUNT+PLUS, these GENERATORS will be in the program. This module is broken into four sections: Section 1 includes the LIST GENERATOR, Section 2 includes the REPORT GENERATOR, Section 3 & 4 needs little explanation. Account + Plus program the Label Generator is not included. The Label Generator only comes with Data + Plus, PC Sales Database program. Each of these Generators utilizes separate routines and procedures in order to operate them efficiently. If you encounter problems operating any one of the three modules check to see that you have completed each step correctly, then check to see that you have defined the proper database fields in your REPORT or LIST GENERATOR search routines. The List Option does not use a particular report form as used in the Report Generator. It uses a box to list all of the fields you want to print to the screen or to the printer and a command line for entering the search conditions. It will output information in COLUMN form with the record # on the left and the field_names as a header. The following sections will list all the procedures required to operate the Report Generator, and List Generator Options in this module. Be sure and check to see that you have completed each procedure before trying to output from the computer for the particular option you are using. Be sure to use the proper database file when using the Report Generator for your output. Press the letter [H] from the Main Menu Screen. Upon entering the Report, and List Generator, you will have to select a database to use. You can select any options by pressing the letter in front of each one or by moving the light bar down. Use the up or down arrows keys to move the light bar. press <RETURN> when you are on the option you want. CHOOSING GENERATOR OPTION Press the letter [C] and you would be able to create or modify a report form. The following procedures must be followed in order to run the Report Generator Option properly. Page 24 STEP 1. You must have a defined report form with the proper field name definitions for a particular database. STEP 2. Once you have a properly defined report form you must be sure that you select the proper database for which the fields in this form were used. STEP 3. You must define the proper Search Criteria in order to set the search and to place limits on only the records that you desire the Report Generator to use in forming your output. CREATE NEW REPORTS OR MODIFY AN EXISTING ONE Before you can create a report form; you could use option [A] List. Select a database. You will be in the search screen. Some of the information you need to know to create or modify a report is there. Select the field box selection and write down the FIELD NAMES. But on some of the fields you would not know what type field they are. For instance (CHARACTER; DATE; NUMERIC) their (LENGTH) and (DECIMALS) if any. Of course if you own Data+Plus, choose the create mode and ask to list the structure of the database. Otherwise you could go to the Scan Mode and look at that database and you will be able to figure out what type field it is, and its' length and so on. Press [C] for the Create New Report. A box will appear type theì name you want to give the report, be sure not to use a name the program uses; or you will be modifying an existing report. By pressing [M] you will see a display all the defined reports that are present at this time for the module of P.C. SALES software that you are operating. You are then asked to select the Report Name by moving up or down, or pressing the first letter of the name of the report; then press <RETURN>. Note that if you have trouble defining your report form, just press the [F1] function key and the Help Menu will appear. The Page Heading Screen is where you list the heading or name of your report that you would like centered at the top of the page when printed on your report form. You are allowed four lines to create the heading for your report. You then must define the report page width, margins, lines per page, and the options of how you would like your report spaced and pages of ejections. After you have entered the heading for your report form, press <RETURN> four times you will be asked to define the page width, which is determined by the size of the printer you are using, be it 80 or 132 or you may define a wider page if you can use the compressed mode print option on your printer. Then set the margins and the lines per page and answer the remaining questions by pressing <RETURN> after each one. The plain page option is used when you prefer not to have a page number, or date. It's also handy in combining two reports together. Answer Y/N to this and you will be prompted to the group subtotal screen of the PC Sales Report Generator. Page 25 You can use a subtotaling option on any field in your report. If you would like to group a subtotal to tell you how many records there are in the report you may define a particular field name and the Report Generator will count the number of records printed on the report and total the particular field as a subtotal. The reason for using group subtotals, would be to group certain kinds of records together by either a department type of name, address, city, zip, and have those particular records that all meet the search criteria grouped as a subtotal. The groups of records when all combined in the overall free form search will give you a final total. This is called a SUMMARY REPORT FORM. You do not have to use this option in order to make the Report Generator define reports using free form search criteria. If you do not wish to use this option, press [PgDn] and you will be brought to the Field content screen. In the highlighted area of your FIELD CONTENT screen you are asked to define the contents for a particular field name in your report. This is where a Field Name that is in the database goes. Next if the field is Numeric and you want the column to have totals you would answer [Y]es; also the number of decimals. Then you will be asked for a Header; example Field Name=LNAME so the appropriate Header would be Last Name. Press <RETURN> four times and you will be asked for a width to give this field. *****Note a column width should equal at least the minimum amount of width used for each field name. The width may equal a greater number and if so the header will be centered accordingly over each column output. After you have defined the width for this column press <RETURN> and you will be prompted to enter the information to define your next field column. The screen will be exactly the same. Note that you will be prompted to enter each field and its header and define the particular type of field name and width and decimal formats for each column on your report. The width area at the bottom of each field screen when totaled together may not equal more than the width of your entire report. The total report width divided by each field width is the number of screens you must go through before you get to the final field screen. You can also combine fields for Example: FNAME+LNAME You must increase the width to accommodate the first name and last name. You will notice that the extra spaces contained in the names will not allow them to join smoothly. " JOHN DOE " By using the command "TRIM" like this: TRIM(FNAME)+' '+LNAME Will Yield this: "JOHN DOE" The ' ' is to add a space between the two names, or it could have easily been a comma ',' for the punctuation necessary between the Fields CITY and STATE. Page 26 You can also MULTIPLY OR DIVIDE FIELDS: Example: QTY*COST OR COST/QTY Upon reaching the final field screen and filling out the proper information for the field. Press <ESC> and you will be asked to Save Changes and Exit. You may press <ESC> again and it will not save any of the defined report form that you just entered or answer [Y]ES if you want to save your report form. Upon leaving the Report Generator you will be at the Main Menu of the Report, List Generators. Press the letter [B] REPORTING. This will allow you to run the report that you have just created for the database. RUNNING THE REPORT GENERATOR The next screen that appears will list all the database files for your particular P.C. SALES software module. You will then select the database file holding the particular records that you would like to run a report on. The next screen that appears will list all the reports that you have to date regardless of which database they are related to. Be sure that you choose the correct Report form to match the database that you have just defined. Select the Report form name. QUERY COMMAND DEFINITION The next screen that appears will be the Free Form Criteria Entry screen. The purpose of the Free Form Criteria screen is to allow you to define the parameters of the search in order to group a particular set of files together in the database file. This option works exactly like the free form search criteria located in each module of P.C. SALES software. This is the area that you use to define your search using proper query command language. You must define the proper field name(s), give its relational symbol and the particular value of the search you are trying to define. In the command area be sure to use the proper search criteria and logical linking elements. These elements are (.AND.) (.OR.). Use these logical linking elements to create multiple search criteria commands. If you need more help than this, there is a help screen by pressing the letter [H]elp. When you have finally defined the proper query commands, the Report Generator will search the database and print the report form that you have defined. At this point you will be able to issue the "More" command option by pressing [M], and then pressing [1] Begin Search. The command line then asks you, [P]rinter, [S]creen, [F]ile, [M]ore Commands. If you would like to send the report to your printer, be sure you have paper and the printer connected. If you would like to save paper and check to make sure that this is exactly the report you desire, issue the [S] Page 27 command and your computer will actually type out the report on your computer screen. If you choose the screen option you may stop the screen scrolling by pressing the <ESC> key. When finished printing to the screen hit any key to return to the command line. If you would like to have it sent to the printer all you have to do press [M], then press [l], and then send the report to the printer by pressing [P]. At this point you are prompted to ready the printer and hit any key to start printing. After your printer is finished you will be prompted to hit any key and you will be brought back to the to the command line. When you are through running your reports select Option [Q] Quit. This will take you back to the Main Selection Menu of the Report, List Generators. This concludes the Report Generator section of the P.C. SALES program. In the next section we will discuss the List Generator option. LIST GENERATOR SECTION To choose the List Generator section of your P.C. SALES Report and List Generators select Option [A] from the Main Selection Menu. The process that you will use will be similar to the Report Generator in that you must define the database file to use in order to define a search. At this point you will select a database file to use. The Change Database File screen will tell you all the DBF files that you have to select from in your P.C. SALES software program. Select the database file by pressing the <RETURN>. The next screen that will appear on your computer will be the List Generator Screen. This screen is similar to the one used in the Report Generator except for the field selection. The command line at the bottom of the screen is used to setup the search criteria for the List Generator. The highlighted box is for entering the field name(s) that you want listed to the screen or to the printer. The List Generator will list your information to the screen, printer, or to text file. The Generator will also show the record number of the information that you have asked for. The last command line in the highlighted area will be used to define the actual free form search criteria using the proper query command. To set it up press [F] to select the fields you want. Then press [E] to set up the search line. Example: Command List FNAME, INITIAL, LNAME, DEPT <-Field List SSNO = "354-17-2378" <-Search Line Page 28 The command line establishes the search. When the lister prints to the screen or printer the number in the far left hand side is the actual record number in the database. After defining the proper field name and the proper query command search criteria. Now select the "MORE" command option by pressing [M], and then press [1] Begin Search. You are then asked whether you want the output sent to the printer or to the screen. Select the option by pressing the proper key, [P] for printer and [S] for screen. There is a help screen in the List Generator. By pressing the letter [H] for help you will see a help screen appear on your computer. REPORT & LIST GENERATOR ----------------------- In order to use the following Free Form Reports you must be sure and choose the matching DATABASE STORAGE FILE or DBF where the proper fields reside. Remember when creating your own Reports to write them on this Report Listing Sheet with the proper DBF you originated it from. FREE FORM CRITERIA Suppose you need to find all the records of companies you do business with in Atlanta or those who haven't made a purchase from you in six months, or those with whom you have appointments with next week, or any of the innumerable conditions you might ask for. The Searches you ask for will depend on your own requirements and the information you have stored in your database. The possibilities are endless; we can't spell out every Search Criteria. Instead, we will describe the basic rules for writing Search Criteria, and give you some examples so that you can make up your own. Each search criterion consists of three parts: FIELD NAME, RELATIONAL SYMBOL and a VALUE. In the criterion CITY = "Dallas" the Field Name is CITY, the Relational Symbol is =, and the Value is Dallas. CITY = "DALLAS" * * * * * * * * * Field Name Relational Symbol Value Page 29 FIELD NAMES You have already learned that a Field Name identifies one field. These are some of the Field Names that belong to the INVENTORY MASTER database: NAME TYPE LEN DEC ________________________________________________ PART_NO C 20 0 TITLE C 30 0 QTY N 8 0 UNIT_MEAS C 8 0 COST N 12 2 VALUE You have learned that the word "data" refers to the information contained in a field of a record. The Value of relational searching for the data in the records is that you enter a Value that can narrow down the search for the records you wish. Keep in mind that the Value you enter should make sense for the particular database you are using. For example, it makes sense to enter STATE="TX", but it doesn't make sense to enter STATE="60657". QUERY LANGUAGE COMMANDS Proper "QUERY LANGUAGE COMMANDS" consists of two basic concepts: l.) List the Field Names. 2.) Construct a proper Search Criteria Line. THE RELATIONAL SYMBOLS Relational Symbol Definition = The equal symbol is to establish a search that equals a particular value. STATE = "TX" > The greater than symbol is to establish a search that is greater than a particular value. PART_NO > "100" < The less than symbol is to establish a search that is less than a particular value. PART_NO < "100" >= The greater than and equal to symbol is to establish a search that is greater than and equal to a particular value. COST >= 100.00 <= The less than and equal to symbol is to establish a search that is less than and equal to a particular value. COST <= 100.00 Page 30 USING FREE FORM SEARCH CRITERIA TO LOOK AT RECORDS The Report Generator uses (.AND.) & (.OR.) to link several QUERY LANGUAGE COMMANDS into one big command. GROUPING MULTIPLE SEARCH CRITERIA Search criteria that checks several fields are obviously more complicated than criteria that checks one field. When using the words (.AND.)--(.OR.) as a part of the value in your search criteria for a Customer that lives in Dallas, Tx and has the Title of Sales. You could define the search as CITY = "DALLAS" .AND. POSITION = "SALES". If no record can be found, you don't have a Customer in Dallas who is in a Sales position. Here are several more examples of how you might use Multiple Search Criteria with the CUSTOMER database from the Accounts Receivables: * To search for the records of all Customers in Dallas or Tyler you would: Enter: CITY = "DALLAS" .OR. CITY = "TYLER" * To select the records of all the Accounting people whose Last Name is in the last half of the alphabet and reside in Tx, you would enter: STATE = "TX" .AND. TITLE = "ACCOUNTANT" .AND. LNAME > "L" You can enter as much criteria as you want, as long as the number of characters and spaces you type is not more than one full line of text in the command area on your screen. The search can be linked together either by the word (.AND.)--(.OR.) The following sections describe in more detail how to use (.AND.)-- (.OR.). When you type the word (.AND.) between two search criteria, you are looking for all records that pass both searches. For example, when you entered: CITY = "DALLAS" .AND. TITLE = "ACCOUNTANT" .AND. LNAME > "M" When you type the word (.OR.) between two Search Criteria, you are looking for all records that pass either the first search or the second search. For example, if you enter CITY = "DUNCAN" .OR. CITY = "TUCSON", you are asking to look at the first record in the database that the City = "DUNCAN". If the record doesn't exist then it will look for the City = "TUCSON". The result will be a list of all the records in the database which have cities of Duncan or Tucson. If it doesn't pass either one the search will terminate. COUNTING THE RECORDS THAT MEET YOUR CRITERIA In many situations you will want to count the number of records that meet certain search criteria. The hard way to do this would be to look at each record and count them as you go. This is a slow and impractical, especially when you have a large database. The quick way to find the total is to ask the Report Generator when defining the report form to total the column. Page 31 A SUMMARY: RULES FOR WRITING SEARCH CRITERIA You should follow these rules whenever you enter search criteria: 1. Include a Field Name, then a Relational Symbol, then a Value. A. Choose from among these Relational Symbols: = (equal to), > (greater than), < (less than) >= (greater than and equal to), <= (less than and equal to) 2. Search criteria can consist of one search criterion or more. A. Connect Multiple Search Criteria with: (.AND.)--(.OR.) 3. Search Criteria can consist of one full line of text. REPORT LISTING SHEET REPORT NAME:______________________DATABASE NAME:______________________ REPORT NAME:______________________DATABASE NAME:______________________ REPORT NAME:______________________DATABASE NAME:______________________ REPORT NAME:______________________DATABASE NAME:______________________ REPORT NAME:______________________DATABASE NAME:______________________ REPORT NAME:______________________DATABASE NAME:______________________ REPORT NAME:______________________DATABASE NAME:______________________ REPORT NAME:______________________DATABASE NAME:______________________ REPORT NAME:______________________DATABASE NAME:______________________ REPORT NAME:______________________DATABASE NAME:______________________ Page 32 ****PRESS <ESC> TO RETURN TO THE ACCOUNTING PROGRAM****