Business Assistant/Business Assistant.iso/acctg/pcfinvc/doc.txt

Text File | 1987-08-23 | 12.4 KB | 346 lines

         Included with this file are four modules for use with  PC-File
         III+: NAME, INVOICE, AR, SALEITEM.

         Each module can be easily modified  to  meet  your  individual
         needs.  However, the name and address fields  in  the  INVOICE
         module get data from the NAME  module.   Any  changes  to  the
         modules must incorporate this relationship.  See Design  Notes
         for additional information if you  want  to  make  changes  to
         these files.  You can also create additional relationships  by
         using the calculate function for a field.   The  structure  of
         the calculation is:
         (@f1,DB,f2,f3);
                f1 is the field name from the  current  database  which
         has an equal value as a field from the related database
                DB is the name of the related database
                f2 is the field name from DB which has the  same  value
         as f1
                f3  is  the  field  name  from  which  data   will   be
         transferred to the current database.

         For example, in the three modules presented INVOICE depends on
         NAME for the name and address for each record. In the  INVOICE
         field    Sold_To     we     set     up     the     calculation
         (@Cust_No,NAME,ACCOUNT_NO,NAME): using the Cust_No go  to  the
         NAME database and find  the  record  whose  ACCOUNT_NO  equals
         Cust_No and get NAME data.  This procedure is repeated for the
         address, city, state and zip, as well as, the Ship_To section.

         The NAME module is used for tracking your mailing list.
         The INVOICE module is used for shipping and invoicing sales.
         The AR module tracks your accounts receivable.
         The SALEITEM module is used for tracking item sales,  as  well
         as, periodic total sales by sort type(monthly, quarterly,etc.)

         NAME
         ----
         We use SORTLINE for sorting all accounts alphabetically. Since
         we have both corporate and individual customers, sorting  from
         the NAME field was impractical. ADD_DATE is auto  when  a  new
         account is added. MOD_DATE  is  auto  an  any  changes  to  an
         account. ACT_DATE can be  used  for  future  action,  such  as
         follow-up phone call.
         Use Ctrl-L to print individual labels for an account presently
         on the screen.
         TAX_TYPE: exempt, resale, taxable, out of state. You  can  use
         whatever codes or classifications you need.
         ACCT_TYPE: a further classification for grouping accounts.
         Note: be sure to be consistent with the  classification  codes
         you use or future reporting may not be meaningful.
         ACCOUNT_NO: we use 5 digits to  identify  each  account.   The
         remaining space is used to allow multiple  shipping  addresses
         for each account.  You will also find in  the  INVOICE  module
         space for a Ship_To account number.















         We use the following convention for numbering  accounts.   The
         account is  assigned  a  number  such  as  71001.   Additional
         addresses  are  71001.001,  71001.002,  etc.   Each  of   thes
         accounts should be assigned the same SORTLINE.  Two basic sort
         sequences are used:
              1. Sort by SORTLINE, ascending, and ACCOUNT_NO,ascending.
                 Useful for finding an account when you only have a
                 name.  With PC-FILEs search capability this sort
                 sequence is not necessary.  It will speed-up searches.
              2. Sort by ACCOUNT_NO, ascending.  Required search for
                 processing invoices.  If you do not perform this sort,
                 you can expect to spend alot of time waiting for
                 PC-FILE to transfer the name,address,etc. to INVOICE.

         INVOICE
         -------
         Invoice_No is manually entered for each record.  If  the  last
         invoice issued was previously on the screen(add or modify) use
         Ctrl-F to duplicate the number and change the last digit.

         Cust_No must be a number assigned in NAME database in order to
         get the name & address to this database.

         Ship_No same as Cust_No. Allows use of  different  number  for
         multiply shipping addresses.

         Type should be consistent with TAX_TYPE  from  NAME.  Used  to
         sort records for reports.

         Tax field is converted to a decimal. For example, to enter  5%
         enter 5.

         Disc is discount rate. Like Tax, the field is converted  to  a
         decimal.

         Sp1 and Sp2 are special description fields used on the invoice
         for messages you may want to include.

         Each item sold is made up of 5 parts.
              Item is item #.(Future change is to relate  to  Inventory
                   File).
              Des is item description.
              Order is amount ordered.
              Ship is amount shipped.
              Price is dollar amount.
         Space limitations(70 fields in PC-File III+) only allow for  7
         items per invoice.

         T1,T2,T3,T4,T5,T6,T7 are respective totals for each item sold.
         DT is total discount.
         Taxes is total sales tax.




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         REPORTS-INVOICE
         ---------------
         INVOICE  You will need to modify this report to add your name,
                  address, telephone no. and Fed Tax ID.(It's easier to
                  use EDLIN or other text editor than PC-FILE. If you
                  haven't done it before, be sure to use a back-up copy

                  The program calculates total amount due.

                  You may want to make cosmetic changes to the text
                  used on the INVOICE.

         PACKLIST This report must also be modified as was INVOICE.

                  Report will show by item, amount ordered, shipped and
                  backordered.

         INVDISC  Same as INVOICE but prints discount amounts.

         DROPSHIP Same as PACKLIST but Sold_To is printed in place of
                  your company name & address. Ship_To is printed in
                  both positions on the report(sold to and ship to).

         BACK01-07 Lists all items backordered for each invoice record
                   in the file. We start a new datafile each month
                   creating a backup and permanent file copy. Program
                   will run faster.

         You can use the smart keys for producing the above reports.
              Alt-8 prints BACK01 thru BACK04.
              Alt-9 prints BACK05 thru BACK07.
              Alt-0 sets up for printing 3 copies of INVOICE,PACKLIST
                    or DROPSHIP. Cursor is placed in the Invoice_No
                    field. Enter the invoice # for that report.
              Alt-- sets up for printing 2 copies as above.

         Two   additional   reports   are    available:    ARTRANS.REP,
         SALESTAX.REP.
         ARTRANS.REP:This report creates the transactions for  accounts
         receivable-AR.  At the report menu change line per page  to  1
         and records to  S,  specific.   Enter  a  valid  name  at  the
         prompt(we use ARTRANS.DAT).  For search selection C,  complex.
         Enter a calculation which will give only those invoices  which
         have not been processed before(Invoice_No>9559).

         If your invoices include prepaid orders, you need  to  confirm
         each invoice which should be transferred to AR.

         SALESTAX.REP:Use this report for totaling the individual items
         in INVOICE;  shipping  charges,  sales  tax,  discounts,  etc.
         Sub-totals and Grand-totals are also included.  Besides giving
         totals for any period you specify, this report is also  useful
         in totaling sales by account, sales by  type  of  account  and
         sales by terms.Sort by the appropriate field for these totals.
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         AR
         --
         To load transactions from INVOICE  select  Utilities,  Import,
         etc. Then specify User input delimiter, entered from keyboard,
         "|", all transactions. The first  transaction  appears  blank,
         don't import. If the second transaction looks good, enter "X".

         ARDAILY  Lists and totals all new receivables or payments  for
                  the parameters entered. If you import daily,  request
                  specific   records   and   complex   search.    Enter
                  calculation as INVOICE_DATE="08/18/87".
                  For payments use DATE_PAID="08/18/87". Useful for
                  balancing checks deposited.

         ARTOTAL  Lists all invoices in the database. Calculates the
                  balance due for each. If you sort the records by
                  ACCOUNT_NO first and specify Sub-Totals for the
                  report it will give total due by account.
                  If you don't need detail reports each time, at the
                  report menu select "N" detail lines.

         Periodically, delete paid invoices to reduce size of file  and
         search times.  Total receivables can  be  balanced  period  to
         period by adding or subtracting  the  ARDAILY  totals  to  the
         previous ARTOTAL printed.

         SALEITEM
         --------
         A subset of INVOICE transactions.  First sort by ITEM  to  get
         totals of each item sold. Or sort by Cust_No and then ITEM  to
         get listing of by customer.


         DESIGN NOTES
         ------------
         Care should be taken when modifying the reports included  with
         these  modules;  especially,  SALESTAX.REP,  ARTOTAL.REP   and
         ARDAILY.REP. If you must change the reports use EDLIN or other
         text editor which  produces  ASCII  files.   The  above  three
         reports use a  sub-total  and  total  technique  available  in
         PC-FILE but not supported in the report design program.

         When PC-FILE creates a report  which  includes  sub-totals  or
         totals, it places the following character  "  `  "  after  the
         definition of the field in that report file.  Following the  `
         is  a  lower  case  alpha  character.   Each  total  item   is
         identified in order.  For example, Item1 would be `a and Item2
         `b.  In the sub-total and total section  of  the  report,  the
         totals for these items would be identified as [`a]  and  [`b].
         PC-FILE will  not  allow  totals  for  line  items  which  are
         calculations (Item1 + Item2).  By using a text editor you  can
         add `c to the report definition of Total(Item1 + Item2).  Then
         create a space for the sub-total and/or total and add ['c].


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         FUTURE DEVELOPMENTS
         -------------------
         We have tried to produce a statement for each account  in  our
         AR.  However, PC-FILE  does  not  give  us  enough  flexibilty
         without creating yet another database.   It  appears  that  we
         will need to write a stand-alone for this purpose.

         An INVENTORY module is the logical addition to these  modules.
         We are now in the design process.  Again, PC-FILE itself  does
         present some problems.  Plus, there are several  areas  to  be
         addressed in the module: inventory costs,  inventory  pricing,
         inventory   transactions,   inventory   on   hand,   automatic
         re-ordering, etc.

         Additional modules which may be added:   purchase  orders  and
         payables.




         I trust you will find the modules  included  useful.   If  you
         have any questions,  comments  or  suggestions,  please  leave
         message on PC-EXEC. Or contact me at:
                   GK Enterprises
                   8634 West National Avenue
                   West Allis WI 53227
                   [phone] (please call after 4:00pm)

         Glenn Klein

























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