The Business Master (4th Edition)

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Bottom Line Accounting VERSION 2.5 MULTI-KIT USER'S MANUAL PAYROLL MASTER KIT BUSINESS KIT BUSINESS & PAYROLL MASTER KIT DELUXE BUSINESS KIT DELUXE LAN BUSINESS KIT WindSoft International, Inc. P.O. Box 590006 Orlando, FL 32859-0006 Registration Number: _____________ Copyright: 1986-1993 by WindSoft International, Inc. All rights reserved. READ THIS NOW! NOTICE - MULTI-KIT MANUAL This User's Manual provides complete documentation for four different software kits. You MUST read and use only the appropriate sections of this manual for the software kit your have purchased. Depending on the software kit you ordered look up that kit below and read and use the Sections indicated. NOTE: NOT ALL SECTIONS OF THIS MANUAL ARE USED FOR THE BUSINESS AND PAYROLL MASTER KITS. READ AND USE ONLY THE SECTIONS AS LISTED BELOW. BUSINESS KIT: Use Sections Getting Started through Accounts Payable. Payroll, POS/Invoicing, and Inventory do not apply to the Business Kit. PAYROLL MASTER KIT: Use Sections Getting Started, General Ledger and Payroll only. All other Sections do not apply to the Payroll Master kit. BUSINESS & PAYROLL MASTER KIT: Use Sections Getting Started through Payroll. Pos/Invoicing and Inventory do not apply to the Business & Payroll Master kit. DELUXE AND DELUXE LAN KITS: All Sections of this Multi-Kit manual apply and should be read for a thorough understanding of the software. Page 2 COPYRIGHT NOTICE Bottom Line Accounting is not a public-domain program. It is Copyright: 1986-1993 by WindSoft International, Inc. No part of this manual may be reproduced or translated, in any form or by any means, without the prior written permission of WindSoft International, Inc. Copyright: 1986-1993 WindSoft International, Inc. ABOUT THIS USER'S MANUAL This User's Manual contains important information about the use of Bottom Line Accounting. It is written so that all modules can be used with the manual regardless of the Bottom Line program kit you purchased. To find specific application and use information refer to appropriate Sections of the manual for your program kit. The specific Sections which apply to the five different Program packages are as follows. The Deluxe kit package consists of 8-modules: General Ledger, Accounts Receivable, Accounts Payable, Payroll, Point of Sale/Invoicing, Inventory, Account Reconciliation, and Financial Utilities. The Deluxe kit package is also available in Local Area Network (LAN) version which consists of the 8 modules listed above. The Business kit package consists of 5-modules: General Ledger, Accounts Receivable, Accounts Payable, Account Reconciliation, and Financial Utilities. The Business and Payroll Master kit package consists of 6-modules: General Ledger, Accounts Receivable, Accounts Payable, Payroll, Account Reconciliation, and Financial Utilities. The Payroll Master kit package consists of only 2-modules: General Ledger and Payroll. The Getting Started Section of the Manual Applies to all program packages and provides instalation information. It also contains an overview of each of the program modules and how these modules integrate with each other. Upgrades are available to add additional modules to the smaller program packages. Call our sales line for information on reduced upgrade pricing if you wish to add additional modules to your Page 3 program kit. Your suggestions for improvement of the Manual are welcome. Send your suggestions to WindSoft International, Inc. SOFTWARE LICENSING AGREEMENT Do not open the accompanying disk package until you have read and unless you agree with the terms of this licensing agreement. This software program, including the entire contents of this manual and the accompanying disks, is copyrighted and protected by both U.S. copyright law and international copyright treaty provisions. The programs on these disks are a proprietary product of WindSoft International, Inc. Each program may be used without modification, disassembly, decompiling or reverse engineering the software program. You may not rent or lease the software. You may not make copies of the written materials accompanying the software using any mechanical, electronic or xerographic means. You may copy any or all of these programs to use on your computer system. However, copies may not be installed on other computers unless the first computer copy is erased from the systems hard disk. If you wish to use this program on multiple computers, you may purchase additional copies. The LAN version of Bottom Line Accounting may be installed on a single network. There is no limit to the number of work stations or users which can access this program on that network. Use of this program on more than one network without proper corporate, business licensing is strictly forbidden and is a violation of this licensing agreement and WindSoft International, Inc.'s copyright. WARRANTY INFORMATION WindSoft International, Inc. licenses this software and manual "as is" without warranty of any kind, either expressed or implied; including, but not limited to, the particular purpose. WindSoft International, Inc. does not warrant that the Bottom Line Accounting software will meet your requirements, or that the operation of Bottom Line Accounting will be uninterrupted or error free. In no event will WindSoft International, Inc. be liable for incidental, consequential, indirect or other damages including any lost profits or lost savings, arising from the use of, or inability to use, these programs; even if WindSoft International, Inc. has been advised of the possibility of such damages, or for any claim by any other party. Please keep in mind, we do not accept returns or give refunds on registered copies. We will, for a period of up to 90 days from initial shipping date, replace defective diskettes for a minimal shipping and handling charge of $5.00. Defective disks must be returned prepaid and insured by sender. In this way, you are Page 4 assured of complete customer satisfaction. As you can see, we value your business. Information in this manual is subject to change without notice and does not represent a commitment on the part of WindSoft International, Inc. This product could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein. These changes may be incorporated in new additions of this publication. Page 5 TABLE of CONTENTS UPGRADE COMPATIBILITY WARNING . . . . . . . . . . . . . . . . 14 PREFACE . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 GENERAL INFORMATION . . . . . . . . . . . . . . . . . . . . . 16 GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . 18 SECTION GS-ONE - INSTALLATION . . . . . . . . . . . . . . . . 18 GS1a - Essential Hardware . . . . . . . . . . . . . . . 18 GS1b - Using the Menu System and Input Fields . . . . . 18 GS1c - Installing on the Hard Disk . . . . . . . . . . . 19 GS1d - The CONFIG.SYS File . . . . . . . . . . . . . . . 21 GS1e - Converting Your Existing Data Files . . . . . . . 21 SECTION GS-TWO - STARTING and RUNNING . . . . . . . . . . . . 23 GS2a - Starting Bottom Line Accounting . . . . . . . . . 23 GS2b - Selecting the Disk Drive, Path, and Data File. . 24 GS2c - The SAMPLE File . . . . . . . . . . . . . . . . . 25 GS2d - Create or Clone Your Own Set of Books . . . . . . 25 GS2e - Unique Function Keys . . . . . . . . . . . . . . 26 GS2f - Editing . . . . . . . . . . . . . . . . . . . . . 29 GS2g - Drop to DOS . . . . . . . . . . . . . . . . . . . 30 GS2h - Module Hot Key . . . . . . . . . . . . . . . . . 30 GS2i - Using a Mouse . . . . . . . . . . . . . . . . . . 31 GS2j - Using the Pop-up Calculator . . . . . . . . . . . 31 SECTION GS-THREE - SYSTEM SETUP . . . . . . . . . . . . . . . 35 GS3a - The Setup Menu . . . . . . . . . . . . . . . . . 35 GS3b - Setting the System Date . . . . . . . . . . . . . 35 GS3c - Setting the Report Heading Name . . . . . . . . . 36 GS3d - Setting the System Configuration . . . . . . . . 37 GS3e - Create, Change, or Delete Passwords . . . . . . . 42 GS3f - Setting Screen Colors . . . . . . . . . . . . . . 44 GS3g - BackUp of Data Files . . . . . . . . . . . . . . 47 GS3h - Restoring Data Files . . . . . . . . . . . . . . 48 SECTION GS-FOUR - OPTIMIZING YOUR SYSTEM . . . . . . . . . . 50 SECTION GS-FIVE - LAN VERSION . . . . . . . . . . . . . . . . 52 GS5a - The DOS "SHARE" File . . . . . . . . . . . . . . 52 GS5b - Setting File Attributes . . . . . . . . . . . . . 52 GS5c - Drives Supported . . . . . . . . . . . . . . . . 52 GS5d - Re-Boot Warning . . . . . . . . . . . . . . . . . 52 GS5e - Messages to Network Users . . . . . . . . . . . . 53 GS5f - Files and Buffers . . . . . . . . . . . . . . . . 53 GS5g - Disk Cache . . . . . . . . . . . . . . . . . . . 53 GS5h - Environment Variables . . . . . . . . . . . . . . 54 GS5i - Posting to General Ledger Warning . . . . . . . . 54 GS5j - Using Account Reconciliation Warning . . . . . . 54 Page 6 SECTION GS-SIX - BRIEF DESCRIPTION of MODULES . . . . . . . . 55 GS6a - The General Ledger Module . . . . . . . . . . . . 55 GS6b - The Accounts Receivable Module . . . . . . . . . 56 GS6c - The Accounts Payable Module . . . . . . . . . . . 57 GS6d - The POS/Invoicing Module . . . . . . . . . . . . 58 GS6e - The Inventory Module . . . . . . . . . . . . . . 59 GS6f - The Payroll Module . . . . . . . . . . . . . . . 60 GS6g - The Financial Utilities Module . . . . . . . . . 61 GS6h - The Account Reconciliation Module . . . . . . . . 62 SECTION GS-SEVEN - BASIC ACCOUNTING PRINCIPLES . . . . . . . 64 GS7a - Accounting Elements . . . . . . . . . . . . . . . 64 GS7b - The Accounting Equation . . . . . . . . . . . . . 64 GS7c - The Income Statement . . . . . . . . . . . . . . 66 GS7d - The Balance Sheet . . . . . . . . . . . . . . . . 66 GS7e - Double-Entry Accounting . . . . . . . . . . . . 66 GS7f - Debits and Credits . . . . . . . . . . . . . . . 67 GS7g - Income and Expenses . . . . . . . . . . . . . . . 68 SECTION GS-EIGHT - USER PRODUCT SUPPORT . . . . . . . . . . . 70 GS8a - Product Support Policy . . . . . . . . . . . . . 70 GS8b - How To Receive Help Fast . . . . . . . . . . . . 71 GS8c - How To Receive Detailed Help . . . . . . . . . . 71 GS8d - How You Can Solve Your Problem . . . . . . . . . 72 SECTION GS-NINE - HINTS and SUGGESTIONS . . . . . . . . . . . 73 GS9a - Hints . . . . . . . . . . . . . . . . . . . . . . 73 GS9b - If You Have Comments or Suggestions . . . . . . . 74 GENERAL LEDGER SECTION GL-ONE - INTRODUCTION . . . . . . . . . . . . . . . . 75 GL1a - The General Ledger Module . . . . . . . . . . . . 75 GL1b - General Information . . . . . . . . . . . . . . . 75 SECTION GL-TWO - THE CHART OF ACCOUNTS . . . . . . . . . . . 77 GL2a - What Is A Chart of Accounts? . . . . . . . . . . 77 GL2b - Types Of Accounts . . . . . . . . . . . . . . . . 77 GL2c - Organization of the Chart of Accounts . . . . . . 78 GL2d - Subtotals . . . . . . . . . . . . . . . . . . . . 78 GL2e - Chart of Accounts Data Fields . . . . . . . . . . 79 GL2f - Getting Familiar with the Chart of Accounts . . . 80 GL2g - Add/Modify/Delete Accounts . . . . . . . . . . . 81 GL2h - Entering Your Chart of Accounts . . . . . . . . . 83 GL2i - Setting Beginning Balances . . . . . . . . . . . 84 SECTION GL-THREE - INCOME AND EXPENSE BUDGETS . . . . . . . . 86 SECTION GL-FOUR - TRANSACTIONS . . . . . . . . . . . . . . . 87 GL4a - Entering Simple Transactions . . . . . . . . . . 87 GL4b - Entering Multiple Part Transactions . . . . . . . 89 GL4c - Change/Delete Transactions . . . . . . . . . . . 91 GL4d - Create Recurring Transactions . . . . . . . . . . 92 GL4e - Modify/Delete Recurring Transactions . . . . . . 93 GL4f - Activate Recurring Entries . . . . . . . . . . . 95 GL4g - Entering and Printing Checks . . . . . . . . . . 96 Page 7 SECTION GL-FIVE - REPORTS . . . . . . . . . . . . . . . . . . 99 GL5a - Explanation of Reports . . . . . . . . . . . . . 99 GL5b - General Instructions for Generating Reports . . . 100 GL5c - Transaction Journal Report . . . . . . . . . . . 101 GL5d - Recurring Transactions Report . . . . . . . . . . 103 GL5e - Account History Report . . . . . . . . . . . . . 104 GL5f - Income Statement . . . . . . . . . . . . . . . . 104 GL5g - Trial Balance and Budget Variance Reports . . . . 105 GL5h - Balance Sheet and Sources & Uses Reports . . . . 105 GL5i - Chart of Accounts and Budget Listing Reports . . 106 SECTION GL-SIX - UTILITY MENU . . . . . . . . . . . . . . . . 107 GL6a - Graphics . . . . . . . . . . . . . . . . . . . . 107 GL6b - Changing Account Numbers . . . . . . . . . . . . 108 GL6c - Post Other Modules to the G/L . . . . . . . . . . 109 GL6d - End-of-Period Posting . . . . . . . . . . . . . . 110 GL6e - Merge G/L Transaction File . . . . . . . . . . . 111 GL6f - Import G/L Transaction File . . . . . . . . . . . 112 GL6h - Export to WKS file . . . . . . . . . . . . . . . 115 GL6i - G/L Check Writing Settings . . . . . . . . . . . 116 SECTION GL-SEVEN - ACCOUNT RECONCILIATION . . . . . . . . . . 119 GL7a - Select Account to Reconcile . . . . . . . . . . . 119 GL7b - Clear Outstanding Transactions . . . . . . . . . 120 GL7c - Sort Transactions . . . . . . . . . . . . . . . . 121 GL7d - Print Outstanding Transactions . . . . . . . . . 121 GL7e - Running the Reconciliation . . . . . . . . . . . 122 GL7f - If You Are Out Of Balance . . . . . . . . . . . . 123 GL7g - Configuration Settings . . . . . . . . . . . . . 123 GL7h - Input Transactions . . . . . . . . . . . . . . . 124 GL7i - Change/Delete Transactions . . . . . . . . . . . 124 GL8a - Hints/Suggestions . . . . . . . . . . . . . . . . 125 GL8b - If You Have Comments or Suggestions . . . . . . . 126 FINANCIAL UTILITIES SECTION FU-ONE - INTRODUCTION . . . . . . . . . . . . . . . . 127 FU1a - The Financial Utilities Module . . . . . . . . . 127 FU1b - General Information . . . . . . . . . . . . . . . 128 SECTION FU-TWO - LOAN ANALYSIS . . . . . . . . . . . . . . . 129 FU2a - Loan Payment Amount . . . . . . . . . . . . . . . 129 FU2b - Original Amount of Loans . . . . . . . . . . . . 130 FU2c - Interest Rate of Loans . . . . . . . . . . . . . 131 FU2d - Term of Loans . . . . . . . . . . . . . . . . . . 132 FU2e - Amortization Schedule of Loans . . . . . . . . . 133 SECTION FU-THREE - DEPRECIATION . . . . . . . . . . . . . . . 136 FU3a - Straight Line Depreciation . . . . . . . . . . . 137 FU3b - Straight Line Half Year Convention Depreciation . 138 FU3c - Straight Percentage Depreciation . . . . . . . . 139 FU3d - Declining Balance Depreciation . . . . . . . . . 141 FU3e - Sum-of-the-Years Digits Depreciation . . . . . . 142 FU3f - Accelerated Cost Recovery System Depreciation (ACRS) . . . . . . . . . . . . . . . . . . . . . . 144 FU3g - Modified ACRS Depreciation (MACRS) . . . . . . . 145 Page 8 SECTION FU-FOUR - ANNUITIES . . . . . . . . . . . . . . . . . 147 FU4a - Present Value of Annuity . . . . . . . . . . . . 147 FU4b - Future Value of Annuity . . . . . . . . . . . . . 148 SECTION FU-FIVE - NET PRESENT VALUE . . . . . . . . . . . . . 150 SECTION FU-SIX - INTERNAL RATE OF RETURN . . . . . . . . . . 152 SECTION FU-SEVEN - BONDS . . . . . . . . . . . . . . . . . . 154 FU7a - Price of Bond Calculation . . . . . . . . . . . . 154 FU7b - Yield to Maturity of Bond . . . . . . . . . . . . 155 ACCOUNTS RECEIVABLE SECTION AR-ONE - INTRODUCTION . . . . . . . . . . . . . . . . 157 AR1a - The Accounts Receivable Module . . . . . . . . . 157 AR1b - General Information . . . . . . . . . . . . . . . 157 SECTION AR-TWO - CUSTOMER ACCOUNTS . . . . . . . . . . . . . 160 AR2a - What are Customer Accounts? . . . . . . . . . . . 160 AR2b - Customer Accounts Organization . . . . . . . . . 160 AR2c - Customer Accounts Data Fields . . . . . . . . . . 160 AR2d - Getting Familiar with Customer Accounts . . . . . 163 AR2e - Add/Modify/Delete Customers . . . . . . . . . . . 164 AR2f - Entering Your Customer Accounts . . . . . . . . . 167 AR2g - Setting Beginning Balances . . . . . . . . . . . 169 SECTION AR-THREE - TRANSACTIONS . . . . . . . . . . . . . . . 172 AR3a - Transaction Data Fields . . . . . . . . . . . . . 172 AR3b - Entering Simple Transactions . . . . . . . . . . 176 AR3c - Entering Multiple-Part Transactions . . . . . . . 180 AR3d - Changing/Deleting Transactions . . . . . . . . . 181 AR3e - Create Recurring Transactions . . . . . . . . . . 182 AR3f - Modify/Delete Recurring Transactions . . . . . . 183 AR3g - Activate Recurring Transactions . . . . . . . . . 184 AR3h - Activate Group Recurring . . . . . . . . . . . . 185 AR3i - Generate Global Transactions . . . . . . . . . . 185 AR3j - Points to Remember . . . . . . . . . . . . . . . 186 SECTION AR-FOUR - REPORTS . . . . . . . . . . . . . . . . . . 188 AR4a - Explanation of Reports . . . . . . . . . . . . . 188 AR4b - General Instructions for Generating Reports . . . 190 AR4c - Receivable Journal Report . . . . . . . . . . . . 190 AR4d - Recurring Transactions Report . . . . . . . . . . 191 AR4e - Schedule of Receivables . . . . . . . . . . . . . 192 AR4f - Receivables Aging Report . . . . . . . . . . . . 192 AR4g - Customer Account History Report . . . . . . . . . 193 AR4h - Customer Statements . . . . . . . . . . . . . . . 194 AR4i - Customer Invoices . . . . . . . . . . . . . . . . 194 AR4j - Credit Limit Report . . . . . . . . . . . . . . . 195 AR4k - Open Invoices Report . . . . . . . . . . . . . . 195 AR4l - Customer Listing Report . . . . . . . . . . . . . 196 AR4m - Address Labels . . . . . . . . . . . . . . . . . 196 AR4n - Non-Posted Transaction Journal Report . . . . . . 197 AR4o - G/L Distribution Report . . . . . . . . . . . . . 197 Page 9 SECTION AR-FIVE - UTILITIES . . . . . . . . . . . . . . . . . 199 AR5a - Changing Customer Numbers . . . . . . . . . . . . 199 AR5b - Calculating Finance Charges . . . . . . . . . . . 200 AR5c - End-of-Period Posting . . . . . . . . . . . . . . 200 AR5d - Merge A/R Transaction File . . . . . . . . . . . 202 AR5e - Import A/R Transaction File . . . . . . . . . . . 203 AR5f - Export A/R Transaction File . . . . . . . . . . . 204 AR5g - A/R Configuration Settings . . . . . . . . . . . 205 AR5h - Renumber Transactions . . . . . . . . . . . . . . 206 SECTION AR-SIX - HINTS AND SUGGESTIONS . . . . . . . . . . . 207 ACCOUNTS PAYABLE SECTION AP-ONE - INTRODUCTION . . . . . . . . . . . . . . . . 209 AP1a - The Accounts Payable Module . . . . . . . . . . 209 AP1b - General Information . . . . . . . . . . . . . . 209 SECTION AP-TWO - VENDOR ACCOUNTS . . . . . . . . . . . . . . 211 AP2a - What are Vendor Accounts . . . . . . . . . . . . 211 AP2b - Vendor Accounts Organization . . . . . . . . . . 211 AP2c - Vendor Accounts Data Fields . . . . . . . . . . . 211 AP2d - Getting Familiar with Vendor Accounts . . . . . . 213 AP2e - Add/Modify/Delete Vendors . . . . . . . . . . . . 214 AP2f - Entering Your Vendor Accounts . . . . . . . . . . 217 AP2g - Setting Beginning Balances . . . . . . . . . . . 218 SECTION AP-THREE - TRANSACTIONS . . . . . . . . . . . . . . . 220 AP3a - Transaction Data Fields . . . . . . . . . . . . . 220 AP3b - Entering Simple Transactions . . . . . . . . . . 223 AP3c - Entering Multiple-Part Transactions . . . . . . . 226 AP3d - Change/Delete Transactions . . . . . . . . . . . 227 AP3e - Create Recurring Transactions . . . . . . . . . . 229 AP3f - Modify/Delete Recurring Transactions . . . . . . 230 AP3g - Activate Recurring Transactions . . . . . . . . . 230 AP3h - Activate Group Recurring . . . . . . . . . . . . 231 AP3i - Points to Remember . . . . . . . . . . . . . . . 231 SECTION AP-FOUR - REPORTS . . . . . . . . . . . . . . . . . . 234 AP4a - Explanation of Reports . . . . . . . . . . . . . 234 AP4b - General Instructions for Generating Reports . . . 235 AP4c - Payables Journal Report . . . . . . . . . . . . . 235 AP4d - Recurring Transactions Report . . . . . . . . . . 237 AP4e - Schedule of Payables . . . . . . . . . . . . . . 237 AP4f - Payables Aging Report . . . . . . . . . . . . . . 238 AP4g - Open Invoices Report . . . . . . . . . . . . . . 238 AP4h - Cash Requirements Report . . . . . . . . . . . . 239 AP4i - Vendor Account History . . . . . . . . . . . . . 239 AP4j - Vendor Listing . . . . . . . . . . . . . . . . . 240 AP4k - Address Labels . . . . . . . . . . . . . . . . . 240 AP4l - Non-Posted Transaction Journal . . . . . . . . . 241 AP4m - Payments Journal Report . . . . . . . . . . . . . 242 AP4n - G/L Distribution Report . . . . . . . . . . . . . 242 SECTION AP-FIVE - PAYMENTS . . . . . . . . . . . . . . . . . 244 AP5a - Payment Selection . . . . . . . . . . . . . . . . 244 Page 10 AP5b - Print Selected Payments . . . . . . . . . . . . . 248 AP5c - Print Checks . . . . . . . . . . . . . . . . . . 249 AP5d - Void Checks . . . . . . . . . . . . . . . . . . . 250 AP5e - Manual Checks . . . . . . . . . . . . . . . . . . 250 SECTION AP-SIX - UTILITIES . . . . . . . . . . . . . . . . . 252 AP6a - Change Vendor Number for Transaction . . . . . . 252 AP6b - End-of-Period Posting . . . . . . . . . . . . . . 253 AP6c - Merge A/P Transaction File . . . . . . . . . . . 254 AP6d - Import A/P Transaction File . . . . . . . . . . . 255 AP6e - Export A/P Transaction File . . . . . . . . . . . 256 AP6f - A/P Configuration Settings . . . . . . . . . . . 257 PAYROLL SECTION PR-ONE - INTRODUCTION . . . . . . . . . . . . . . . . 260 PR1a - The Payroll Module . . . . . . . . . . . . . . . 260 PR1b - General Information . . . . . . . . . . . . . . 260 SECTION PR-TWO - EMPLOYEE ACCOUNTS . . . . . . . . . . . . . 263 PR2a - What are Employee Accounts . . . . . . . . . . . 263 PR2b - Employee Accounts Organization . . . . . . . . . 263 PR2c - Employee Accounts Data Fields . . . . . . . . . . 263 PR2d - Getting Familiar with Employee Accounts . . . . . 267 PR2e - Adding Employee Accounts . . . . . . . . . . . . 268 PR2f - Modifying Employee Accounts . . . . . . . . . . . 272 PR2g - Deleting Employee Accounts . . . . . . . . . . . 273 PR2h - Entering Employee Accounts . . . . . . . . . . . 273 PR2i - Setting Year-to-Date Balances . . . . . . . . . . 274 SECTION PR-THREE - TRANSACTIONS . . . . . . . . . . . . . . . 276 PR3a - Transaction Data Fields . . . . . . . . . . . . . 276 PR3b - Entering a Payroll Transaction . . . . . . . . . 277 PR3c - Changing/Deleting Transactions . . . . . . . . . 279 PR3d - Points to Remember . . . . . . . . . . . . . . . 281 SECTION PR-FOUR - REPORTS . . . . . . . . . . . . . . . . . . 283 PR4a - Explanation of Reports . . . . . . . . . . . . . 283 PR4b - General Instructions for Generating Reports . . . 284 PR4c - Payroll Journal . . . . . . . . . . . . . . . . . 284 PR4d - Payroll Register . . . . . . . . . . . . . . . . 286 PR4e - Check Register . . . . . . . . . . . . . . . . . 287 PR4f - Vacation & Sick Report . . . . . . . . . . . . . 287 PR4g - Employee Listing . . . . . . . . . . . . . . . . 288 PR4h - Address Labels . . . . . . . . . . . . . . . . . 289 PR4i - Paid Payroll Recap . . . . . . . . . . . . . . . 290 PR4j - Quarterly Tax Summary . . . . . . . . . . . . . . 290 PR4k - Non-Posted Transaction Journal . . . . . . . . . 291 PR4l - G/L Distribution Report . . . . . . . . . . . . . 291 SECTION PR-FIVE - CHECKS . . . . . . . . . . . . . . . . . . 292 PR5a - Printing Checks . . . . . . . . . . . . . . . . . 292 PR5b - Voiding Checks . . . . . . . . . . . . . . . . . 293 PR5c - Manual Checks . . . . . . . . . . . . . . . . . . 294 SECTION PR-SIX - UTILITIES . . . . . . . . . . . . . . . . . 296 Page 11 PR6a - Payroll Tax Tables . . . . . . . . . . . . . . . 296 PR6b - End-of-Period Posting . . . . . . . . . . . . . . 299 PR6c - Print End-of-Year, Form W-2 . . . . . . . . . . . 300 PR6d - Print End-of-Year, Form 1099 . . . . . . . . . . 301 PR6e - Export Payroll Transactions . . . . . . . . . . . 302 PR6f - Payroll Configuration Settings . . . . . . . . . 304 SECTION PR-SEVEN - HINTS AND SUGGESTIONS . . . . . . . . . . 311 POINT OF SALE/INVOICING SECTION PS-ONE - INTRODUCTION . . . . . . . . . . . . . . . . 314 PS1a - The POS/Invoicing Module . . . . . . . . . . . . 314 PS1b - Integration/Operation . . . . . . . . . . . . . . 315 PS1c - POS/Invoicing Setup . . . . . . . . . . . . . . . 316 SECTION PS-TWO - TRANSACTIONS . . . . . . . . . . . . . . . . 318 PS2a - Transaction Data Fields . . . . . . . . . . . . . 318 PS2b - Entering Product Invoices . . . . . . . . . . . . 321 PS2c - Entering Service Invoices . . . . . . . . . . . . 324 PS2d - Modify/Reverse Invoice . . . . . . . . . . . . . 326 PS2e - Points To Remember . . . . . . . . . . . . . . . 328 SECTION PS-THREE - REPORTS . . . . . . . . . . . . . . . . . 330 PS3a - Explanation of Reports . . . . . . . . . . . . . 330 PS3b - General Instructions for Generating Reports . . . 330 PS3c - POS/Invoicing Journal Report . . . . . . . . . . 331 PS3d - Product Invoices . . . . . . . . . . . . . . . . 332 PS3e - Service Invoices . . . . . . . . . . . . . . . . 332 PS3f - Non-Posted Transaction Journal Report . . . . . . 333 PS3g - G/L Distribution Report . . . . . . . . . . . . . 333 SECTION PS-FOUR - UTILITIES . . . . . . . . . . . . . . . . . 335 PS4a - End-of-Period Posting . . . . . . . . . . . . . . 335 PS4b - Configuration Settings . . . . . . . . . . . . . 336 SECTION PS-FIVE - HINTS AND SUGGESTIONS . . . . . . . . . . . 339 INVENTORY SECTION IN-ONE - INTRODUCTION . . . . . . . . . . . . . . . . 340 IN1a - The Inventory Module . . . . . . . . . . . . . . 340 IN1b - Integration/Operation . . . . . . . . . . . . . . 341 IN1c - Inventory Setup . . . . . . . . . . . . . . . . . 341 SECTION IN-TWO - INVENTORY ITEMS . . . . . . . . . . . . . . 343 IN2a - What are Inventory Items? . . . . . . . . . . . . 343 IN2b - Inventory Items Organization . . . . . . . . . . 343 IN2c - Inventory Items Data Fields . . . . . . . . . . . 343 IN2d - Getting Familiar with Inventory Items . . . . . . 346 IN2e - Adding/Modifying/Deleting Items . . . . . . . . . 347 IN2f - Setting Your Beginning Inventory . . . . . . . . 349 SECTION IN-THREE - TRANSACTIONS . . . . . . . . . . . . . . . 350 IN3a - Transaction Data Fields . . . . . . . . . . . . . 350 IN3b - Entering Transactions . . . . . . . . . . . . . . 352 IN3c - Entering Physical Inventory . . . . . . . . . . . 353 IN3d - Points To Remember . . . . . . . . . . . . . . . 354 Page 12 SECTION IN-FOUR - REPORTS . . . . . . . . . . . . . . . . . . 356 IN4a - Explanation of Reports . . . . . . . . . . . . . 356 IN4b - General Instructions for Generating Reports . . . 357 IN4c - Inventory Journal Report . . . . . . . . . . . . 357 IN4d - Item Account History . . . . . . . . . . . . . . 359 IN4e - Inventory Schedule . . . . . . . . . . . . . . . 359 IN4f - Activity Report . . . . . . . . . . . . . . . . . 360 IN4g - On-Hand Detail Report . . . . . . . . . . . . . . 360 IN4h - Reorder Report . . . . . . . . . . . . . . . . . 361 IN4i - Price List . . . . . . . . . . . . . . . . . . . 361 IN4j - Inventory Item Report . . . . . . . . . . . . . . 361 IN4k - Reference Number Purchases . . . . . . . . . . . 362 IN4l - Non-Posted Transaction Journal Report . . . . . . 362 IN4m - G/L Distribution Report . . . . . . . . . . . . . 363 SECTION IN-FIVE - UTILITIES . . . . . . . . . . . . . . . . . 364 IN5a - End-of-Period Posting . . . . . . . . . . . . . . 364 IN5b - Rebuild Available Units/Indexes . . . . . . . . . 365 IN5c - Changing Item Numbers . . . . . . . . . . . . . . 365 IN5d - Configuration Settings . . . . . . . . . . . . . 366 SECTION IN-SIX - HINTS AND SUGGESTIONS . . . . . . . . . . . 368 APPENDIX I - DISK FILENAMES . . . . . . . . . . . . . . . . . 369 Page 13 UPGRADE COMPATIBILITY WARNING This version of Bottom Line Accounting has a new data file format. If you have been using Takin' Care of Business!, version 1.0, Finance Manager II, version 1.3, Cheque-It-Out, version 2.0, your data files are NOT compatible with this program. Users of any of the above programs from Hooper International, Inc. must convert their data files after installing Bottom Line Accounting. For step-by-step instructions, refer to Section GS1e - Converting Your Existing Data Files to Bottom Line Accounting Data Files. Users of all other versions of any other Hooper International, Inc. software product should contact us for information on converting their data files. PREFACE Before Reading Any Further . . . . . . If you are eager to get started, you might save time by reading the guidelines listed in this preface. Depending on your level of bookkeeping and computer expertise, certain sections of the manual are more essential than others. The manual is divided into modular sections. For example, all sections pertaining to the General Ledger module are identified as GL . . . (GL2b - Types of Accounts). Refer to the Table of Contents for the different sections covered by this manual. If You Have Already Used Other Accounting Products . . . . . . and have a working knowledge of FINANCE MANAGER II, Takin' Care of Business!, or Cheque-It-Out from Hooper International, Inc., you will be pleased to see all of the enhanced features in the Bottom Line Accounting program from WindSoft International, Inc. Before you start working, read GETTING STARTED - Section GS-One - Installation, which explains the new installation procedures. If you are using Finance Manager, Finance Manager II, Takin' Care of Business! or Cheque-It-Out, please read the "Upgrade Compatibility Warning" in this manual. If you have any questions while you are working, simply refer to the manual. If You Are An Experienced User of Menu-Driven Software . . . . . . especially those designed for the IBM PC or compatible, you are more familiar with terms used to configure your system. You might, therefore, want to take the following shortcuts: Look at the sample accounts of the SAMPLE files while using the manual as a guide and reference. Page 14 Set up your own set of books by using the SAMPLE accounts as an example or framework. Be sure to follow the guidelines and procedures as presented in this manual. If You Are An Experienced Bookkeeper . . . . . . you will have an easier time understanding the terms used in the Bottom Line Accounting manual. Initially, we recommend you read all of the manual to learn how to properly and completely utilize all of the fantastic features available to you. If You Have Little or No Experience With Software or Bookkeeping . . . . . . and are unfamiliar with menu-driven software packages, and are not an expert bookkeeper, you will find it easier to read the entire manual completely, following all of the procedures outlined. We strongly suggest that you read through the manual at least once, simply to become familiar with the terms you are expected to know; then re-read the manual, this time using the program. For All Users . . . . . . When using Bottom Line Accounting: Always use a backup copy of your program disks, never the original disks. Read all instructions in the manual carefully before using Bottom Line Accounting. This guide is intended for use by all users of Bottom Line Accounting. It does not assume that the user has extensive accounting expertise. It is suggested, however, that users with no accounting or bookkeeping background obtain a basic accounting textbook as a supplemental reference. A brief explanation of basic accounting is included in Section GS-Seven - Basic Accounting Principles. If You Have Any Questions . . . . . . comments, or suggestions about Bottom Line Accounting, please write, call or FAX our technical support staff at 800-542-4455 (voice) or 407-240-2323 (fax). README.NOW File . . . . . . After you have installed Bottom Line Accounting, there will be a README.NOW file located in the BLA directory. This text file contains the latest information on changes and enhancements to the software that occurred after the printing of this manual. Please read this file by either printing it or viewing it through a text editor or word processing program. Page 15 If you wish to print the README file, enter the command TYPE README.NOW > PRN and <ENTER>. Be sure your printer is turned on. GENERAL INFORMATION The proper management of financial resources is the determining factor in the survival of any business, large or small, public or private. Bottom Line Accounting is a splendid tool for you, the small/medium-sized business owner, to easily manage your financial resources. The program is easy to use and is designed for those with a minimum of bookkeeping and computer experience. Bottom Line Accounting is a financial-management program for IBM compatible 80286, 80386 or 80486 computers, having a hard disk, at least two Megabytes of RAM (memory), and DOS 4.0 or higher. It is a thorough, efficient, and simple-to-use program, consisting of a series of modules designed to assist the beginning and advanced user in managing all types of financial bookkeeping systems. The modules of Bottom Line Accounting are as follows: Payroll Master: General Ledger, Payroll Business Kit: General Ledger, Account Reconciliation, Financial Utilities, Accounts Receivable and Accounts Payable. Deluxe Kit: The above Business Kit plus Payroll, Point of Sale/Invoicing and Inventory. Bottom Line Accounting will become an essential part of your own business financial-management program. This manual describes how to start and set up the Bottom Line Accounting program. Then, it separately describes the functions available in each of the modules. An easy and low-cost way to manage your financial resources, Bottom Line Accounting provides the best and most comprehensive small/medium-sized business financial program available. Please feel free to include any comments about this program in a letter to us. We look forward to hearing from you. 1. Bottom Line Accounting is DESQview aware, meaning that the program will run within the DESQview environment. 2. Bottom Line Accounting has a built-in screen-saver function that will blank out the screen on the monitor, when there is no input from the keyboard for seven minutes. The screen saver pattern has a number of display varieties. This feature protects your monitor's screen from "burn in", caused by the monitor's intensity set to a high point with Page 16 the screen presentation remaining constant. To re-display the screen in which you were working, press any key on the keyboard. The cursor will be in the same location. See Section GS3d - Setting the System Configuration for information on this feature. 3. Bottom Line Accounting sets up a virtual memory environment for optimal operation of the program. This enhancement requires at least 2 Meg of RAM for proper function of the memory environment. 4. Bottom Line Accounting will support fiscal and calendar year accounting as well as fund accounting. 5. Bottom Line Accounting uses "real-time" accounting. This means that as transactions are entered into any module, all effected accounts and reports are updated automatically. No batch processing is ever needed. 6. Laptop and monochrome users should enter the following command into their AUTOEXEC.BAT file before attempting to install Bottom Line Accounting. See Section GS3d - Setting the System Configuration for additional information on setting monochrome monitor requirements. SET BLACOLOR=NO Page 17 GETTING STARTED SECTION GS-ONE - INSTALLATION Before you begin using Bottom Line Accounting, be sure you take the time to learn some of the basic preliminary procedures necessary to operate the program, as well as being certain you know some of the basic overall system features. In this section, these elements are discussed in detail. As used in this manual, keys you would actually press are shown with < > on each end of the key indicated in normal type. Press and release the key once to initiate the action. Examples: <Enter> = Press the Enter or Return Key once. <Space Bar> = Press the space bar once. Words that are capitalized in BOLD lettering mean type that word exactly as shown. Examples: A: = Type to change to the A: floppy drive. INSTALL = The command to begin installation of the program. GS1a - Essential Hardware The minimum system hardware requirements and options are as follows: REQUIRED: MS-DOS compatible 80286, 80386 or 80486 Monochrome, Hercules, CGA, EGA, or VGA display Two Megabytes of RAM memory Hard Disk Drive (not a RAM disk) DOS version 4.0 or higher NOTE: The entire Deluxe Kit, eight-module package, including SAMPLE datafiles, will require approximately 5.4 Megabytes of disk space. This figure does not include any datafiles that will be created through your use of the program. NOTE: Bottom Line Accounting is a MS-DOS compatible program. Use with other operating systems is not guaranteed. If you experience difficulties, contact Technical Support. OPTIONAL: Printer and Mouse. GS1b - Using the Menu System and Input Fields The menu system in Bottom Line Accounting is designed to be as user friendly as possible. Only those modules that are installed will be highlighted in the Main Menu bar across the top of the Page 18 screen. Others not installed will be shaded (lighter). You may select a menu item by using any of these methods: 1. Direct Entry - Type the highlighted letter of the menu item. 2. Highlighting - Highlight the menu item by using the cursor arrow keys, then press <Enter>. 3. Mouse - Move the mouse cursor over the menu item and click the left button. When you are ready to enter data into any input field, do so by typing the information and then pressing the <Enter> key. Some input fields may already have default data in them. If this is the case, do any one of the following: 1. To accept the data in the field, press the <Enter> key. 2. To change the data in the field, just start typing. The data present will be automatically deleted. 3. To blank out a data field, press the <SPACE BAR>; on numeric fields, type a zero. GS1c - Installing on the Hard Disk Laptop Computers/Monochrome Computers: When Bottom Line Accounting (BLA) is installed on a laptop computer or a monochrome (B&W) monitor computer, add SET BLACOLOR=NO to your AUTOEXEC.BAT file to turn off all colors. After you have installed BLA, be sure to congifure the program screen colors for the default B&W screen option. To install Bottom Line Accounting on a hard disk, follow these instructions: 1. Put the "Install/Main" disk in a floppy disk drive. Drive A is used for this example. 2. Change to drive A by entering the command: A: and press <Enter>. 3. From the A:> prompt, enter the command: INSTALL and press <Enter>. 4. Follow the instructions on the screen carefully, being sure to indicate which modules are being installed. Figure GS1-1 shows the installation screen. Refer to it and/or your screen while performing this procedure. FIGURE OMITTED Page 19 Figure GS1-1 Install Screen A. The first prompt asks on which disk drive Bottom Line Accounting will be installed. This will usually be drive C; however, if your computer has more than one hard disk drive, you may use any one of the designated hard disk drives. NOTE: The single-user version supports drives A through F only. B. The second prompt asks if the drive you specified is a hard drive. Answer Y (Yes) or N (No) accordingly. C. The next prompt asks in which directory you want Bottom Line Accounting installed. The default directory (\BLA) will be displayed. To accept this directory name, press <Enter>. To enter a different directory name, simply type the back slash character (\) and the directory name (following the DOS naming conventions), pressing <Enter> when you are have finished. If the directory does not exist on the hard disk you selected, the INSTALL procedure will prompt you with: "Directory Not Found. Create New Directory (Y/N):" Enter Y (Yes) to create the new directory and continue with the INSTALL procedure or N (No) to change the directory name you just entered. D. The next prompt asks in which disk drive you will be inserting the original Bottom Line Accounting floppy disks. This is the disk drive that currently contains the "Install & Samples" disk; either drive A or B. E. Next, indicate which package you are installing by replacing the N response to the right of the listed module with a <Y>. Press <Enter> to move to the package you are installing. After you enter a response for a package, the cursor will move down to the next package. After a response is entered to the last package listed, the INSTALL procedure will begin installing the modules for the package whose response is Y, prompting you to insert the appropriate Bottom Line Accounting floppy disk when necessary. 5. Upon completion of the installation, file away the original Bottom Line Accounting disks for safe keeping. You should never use the original disks to run the program. Page 20 6. Re-boot the computer by using either of the following methods: A. Hold down both the <Ctrl> and <Alt> keys and press the <Delete> key. B. Turn off the computer, wait a few seconds for the hard disk to stop, and then turn the computer on again. GS1d - The CONFIG.SYS File Many of the programs you run will open several files at once. The DOS default allows for only 8 FILES and 2 BUFFERS. These default settings are not large enough and may hang up the program. A CONFIG.SYS file must be in the root directory of the hard disk drive with the following lines in it: FILES=31 BUFFERS=20 NOTE: The installation procedure in section GS1c, if used, already added or modified this file for you. If you did not use the installation procedure and you do not have a CONFIG.SYS file, refer to your DOS manual on how to add this file to the root directory of your hard disk drive. If you already have a CONFIG.SYS file in the root directory, make sure it has at least these values. The values of the files and buffers may be greater than, but not less than, 20. NOTE: If you are on a network and/or are using other memory resident programs such as multi-tasking (i.e. WINDOWS) or menu software, you may have to increase the "files" number. GS1e - Converting Your Existing Data Files To convert your existing data files to Bottom Line Accounting, follow these steps: 1. Make a backup copy of your existing data files. 2. Be sure you have installed Bottom Line Accounting, ver. 3.0. 3. Copy your existing data files into the Bottom Line Accounting (BLA), ver. 3.0, directory. If you replaced the existing program files by installing BLA, 3.0, in the same directory, then copying data files is not necessary. If you are using a separate directory for the data files, copy the CONVERT.EXE and BLA.OVL files from the BLA, directory into your data directory. Page 21 NOTE: For COPY instruction refer to your DOS manual. You will need copy from the C:> prompt. 4. Enter the command: CONVERT 5. At the "Enter Old Filename:" prompt, enter just the filename (without a period or the three-character extension) of the data file you want to convert, then press <Enter>. For example, enter your <filename> at the SAMPLE prompt to convert all the <filename> data files. 6. At the "Enter New Filename:" prompt, enter a new six-character <filename>. This new data <filename> you just entered will be the name for the converted data files needed by Bottom Line Accounting. NOTE: The new filename can be any length up to six characters. DO NOT enter more than six-characters as this may cause problems with the conversion. If you have more than one set of data files to convert, you will need to perform steps 3 through 6, above, for each data filename you need to convert. Page 22 SECTION GS-TWO - STARTING and RUNNING GS2a - Starting Bottom Line Accounting To start the program, do the following: 1. Change to the directory containing the Bottom Line Accounting program files by entering the command: CD\BLA and press <Enter>. 2. Enter the command: BLA and press <Enter>. 3. The first screen is the Bottom Line Accounting logon notice. Press any key to continue. NOTE: The first time you start BLA you need to enter the Registration number located on the distribution diskette. This is only required once. 4. The next screen, Figure GS2-1 below, is the Bottom Line Accounting Main Menu screen, containing the Main Menu. Note that, centered on the bottom of the screen, only the default drive is shown, without a path or filename. Each time the program is first started, you will get this screen. From here, you may use and run any of the installed modules by selecting that module from the Main Menu. FIGURE OMITTED Figure GS2-1 Main Menu 5. To select a menu item from the menu screens in Bottom Line Accounting, use one of these methods: A. Direct Entry - Type the highlighted capital letter of the menu item. B. Highlighting - Highlight the menu item by using the cursor arrow keys, then press <Enter>. C. Mouse - Move the mouse cursor over the menu item and click the "Enter" button. NOTE: At this point it is suggested, but not required, that you set up the System Configuration. It should Page 23 be set up to customize Bottom Line Accounting to your hardware and functional purposes. See Section GS-Three - System Setup. Select a menu item of your choice (e.g., "G/l"). GS2b - Selecting the Disk Drive, Path, and Data File. After selecting a menu item from the Main Menu, from section GS2a, step 5 above, the following screen appears (the option "G/l" is used here): FIGURE OMITTED Figure GS2-2 Select Datafile NOTE: This screen will only appear if no filename has been previously selected, or you answered Y (Yes) to the prompt "Do you want to restart?[N]:" when exiting the program. You are now going to tell Bottom Line Accounting where to find the data files you wish to use or create. It is not necessary for your data files to be in the same directory, or even on the same disk drive, as the program files. It is important, however, that all your data files be together. To select the disk drive, path, and filename, do the following: 1. At the "DISK DRIVE:" prompt, enter the disk drive letter that contains (or will contain) your data files (e.g., C). The default drive letter will always appear at this prompt. 2. At the "PATH:" prompt, enter the directory name (and sub-directories, if applicable) that contains (or will contain) your data files (e.g., \BLA). The default will be the directory you were in when the program was started. To accept this directory name, press <Enter>. To enter a different directory name, simply type the back slash character (\) and the directory name (following the DOS naming conventions), pressing <Enter> when you have finished. This directory name must already exist on the hard disk drive selected in step 1 above. 3. At the "FILENAME:" prompt, enter the filename of the data file you wish to use. If any data files exist on the disk drive and path you just selected, their filenames will appear in a pop-up window on the screen (Figure GS2-3 below). If you want to use a filename that already exists on the data disk (e.g., SAMPLE), select that filename from the Page 24 pop-up window. To create a new file, press <Esc>, enter the new filename and press <Enter>. FIGURE OMITTED Figure GS2-3 Select Filename NOTE: See Section GS-Nine - Hints and Suggestions for a way to shorten this procedure each time you start the program with an existing filename. 4. The next screen will be the initial menu screen for the Main Menu item selected in the previous section. Figure GS2-4, below, is the screen displayed if "G/l" is selected from the Main Menu. Other initial menu screens will look similar. FIGURE OMITTED Figure GS2-4 General Ledger Main Menu GS2c - The SAMPLE File The SAMPLE file, mentioned in section GS2b, step 3 above, is included with Bottom Line Accounting. It includes typical accounts and various types of transactions and reports. It may be helpful to familiarize yourself with this file while you are using Bottom Line Accounting, since most people employ similar types of transactions and reports. It is important you understand that these sample files are included with the program exclusively as an instructional tool, and are to be used only to help those learning to use Bottom Line Accounting. PLEASE DO NOT EXPAND THEM FOR YOUR OWN USE, since the accounts already have balances and several transactions have already been entered. To use the sample files, follow steps in sections GS2a and GS2b above, selecting the SAMPLE file at the filename prompt. GS2d - Create or Clone Your Own Set of Books This feature allows you to make an exact copy of any Bottom Line Accounting data file accounts that may already exist, without having to re-enter the initial data. The accounts made with this cloning feature will include any balances that may exist. To create or clone your own set of books, do the following: Page 25 1. Follow the steps in sections GS2a and GS2b above, selecting one of the installed modules whose data you want to clone (e.g., G/l, a/R, a/P, poS, Inv, or paYroll). NOTE: The "G/L" menu item was selected for this example. Selecting a different menu item will result in different accounts being cloned. Only those accounts associated with the menu item selected will be cloned. Therefore, the prompts in the following example may not exactly match those you see on your screen. 2. At the "Filename:" prompt, press <Esc>, enter the new filename following the DOS naming conventions, then press <Enter>. 3. At the "Create New File?" prompt, enter Y (Yes). 4. At the "Clone an existing Chart of Accounts" prompt, do the following: A. Answer N (No) if you want to create your own set of books OR B. Answer Y (Yes) if you want Bottom Line Accounting to automatically create an identical Chart of Accounts and empty Transaction, Recurring Transaction, and Reconciliation data files for the new filename. You will be returned to the Main Menu after making either selection. GS2e - Unique Function Keys This section explains some of the special keys, and their functions, that can be used throughout the program. For users that do not have "Function" keys on their keyboard, using the combination of the <Alt> key with a number key will accomplish the same function. For example, to call up a help screen (usually done with <F1>), hold down the <Alt> key and press 1 (the number one on the keyboard). <F10> is replaced with <Alt>-0. <Esc> (Escape Key): Pressing the <Esc> key once will stop any function and take you back to your previous menu selection. Pressing the <Esc> key several times will step you back through the menu screens, eventually exiting the program. If you are in an input field and do not wish to continue the current task, pressing the <Esc> key allows you to return to the previous menu. Page 26 If you are already at a menu, pressing the <Esc> key allows you to return to the previous menu. Selecting <Esc> on the Main Menu is used to end the program, as well as to select a different filename. If you would like to abort the printing of a report, you can do so by pressing the <Esc> key. PRINTER PAUSE: When printing reports to the printer or to the disk, you may "PAUSE" the report printing by pressing any key (except <Esc>) while the report is still printing. This will cause the printing action to pause until you press any key to continue. When using this feature, please remember that some printers have print buffers, which will continue the printing until this buffer is completely empty. It will only stop printing at that time. <F1> (HELP): The HELP key brings up a context sensitive help system, meaning the help screen will display help on the subject you are currently working on. To receive help at any time, anywhere in the program, press the <F1> key once and a pop-up window will display an explanation of the field you are working on. Several of the help files include cross-references at the bottom of the screen, giving more detailed help on the subject. A cross-reference may be selected in any of the following ways: 1. Highlight the cross reference by using the cursor arrow keys, then press <Enter>. 2. Click the "Enter" button on a mouse when on the cross reference. 3. If there is only one cross reference, press <Enter>. You may leave the help message screens by pressing the <Esc> key. HELP on HELP: Pressing the <F1> key twice will display a listing of the overall available help topics, allowing you to select a new area of help. <F2> KEY: The <F2> key is used to initiate a pop-up account listing. The default for the pop-up account listing function ("Auto Pop-up") is N, preventing the account listings from popping up automatically. If you prefer, the "Auto Pop-up" function can be set to an automatic mode. Each time you are at an account number input Page 27 field the chart of account listing is displayed automatically. To set this function to automatic mode, change the setting for "Auto Pop-up" to Y by following the steps in Section GS3d - Setting the System Configuration. NOTE: Setting the "AUTO Pop-up" to N will allow faster data input and program execution. To select an account from this listing, select the desired account in any of the following ways: 1. Highlight the account by using the cursor arrow keys, then press <Enter>. 2. Click the "Enter" button on a mouse when on the account. 3. Type the starting number(s) or letter(s) of the account number (e.g., typing 17 to find any account in the 170000 account number range). This will move the highlighting bar to the starting number of the range. <F10> KEY: When "<F10> Done" is displayed at the bottom of the screen, you can press the <F10> key to quickly save the information displayed on the screen by accepting all of the displayed input fields. This allows you to quickly change one or two fields on an input screen (such as the "System Configuration" screen) without having to tab through the whole enter screen to get on to the next entry. To use this function, do the following: 1. When you are finished entering or changing data on an input screen that has "<F10> Done" displayed at the bottom, press the <F10> key. 2. At the prompt: "Save Inputs:[Y]:" do the following: A. Enter Y (the default) to save the new or changed data OR B. Enter N to abort the latest entries and return the cursor to the first input field of the screen. Note: Entering an N response will not change any data already saved. If you were Page 28 changing displayed data and decided you did not want to change it, entering N will leave the original data intact. GS2f - Editing This section describes the commands recognized by the data input editor. The two editing modes (Insert and Edit) are covered first, followed by the single-key commands, and finally the control-key commands. The two editing modes available from the data input editor are Insert and Edit. To change from one mode to the other, press the INSERT key. The following describes how to tell which mode you are in and what that mode does: INSERT: Identified by a large (fat) cursor and allows insertion of characters at the position of the cursor. EDIT: Identified by a small (thin) cursor and allows over-typing of the characters in the field. You may use the following single-key commands to quickly and easily move the cursor around the input screens. LEFT ARROW: Moves the cursor one character to the left within an input field. RIGHT ARROW: Moves the cursor one character to the right within the input field. UP ARROW: Moves the cursor up. DOWN ARROW: Moves the cursor down. TAB: Moves the cursor to the next input field. SHIFT-TAB:Moves the cursor to the prior input field. HOME: Moves the cursor to the beginning of the current input field. END: Moves the cursor to the end of the current input field. DELETE: Removes a single character at the location of the cursor and moves the remaining right portion of the field one space to the left. BACKSPACE: Removes a single character immediately to the left of the cursor and moves the remaining right portion of the field one space to the left. ENTER: Accepts the current entry in the field and moves to the next input field. Page 29 ESC: Will abandon the current screen and take you back to the prior screen. (+) Key: Will increment to the next value on multiple-choice fields or SPACE BAR: (e.g., Printer Port Selection). The following control-key editing commands may be entered by holding down the <Ctrl> key and pressing the indicated key: CTRL-Y: Removes the contents of the current field, (or SPACE BAR). CTRL-R: Restores the contents of the current field. CTRL-HOME:Removes the contents of the field from the beginning of the field to the cursor. CTRL-END: Removes the contents of the field from the cursor to the end of the field. CTRL-PGUP: Moves the cursor to the first input field on the screen. CTRL-PGDN: Moves the cursor to the last input field on the screen. GS2g - Drop to DOS WARNING DO NOT TURN OFF YOUR COMPUTER OR LOAD ANY MEMORY RESIDENT PROGRAMS WHILE DROPPED TO DOS. Loading a memory resident program will corrupt your open data files. Turning off your computer will lock your open data files. At any time while in Bottom Line Accounting, you may temporarily leave the program, dropping to the DOS prompt to perform DOS commands, and then return to the same place within the program. To drop to DOS: Hold down the <Alt> key and press D. To return to the program: Enter the command: EXIT and press <Enter>. GS2h - Module Hot Key This feature allows you to quickly exit one module and enter another module, without waiting for the Main Menu to re-load into memory. Page 30 To use the hot key: Hold down the <Alt> key and select the module to be entered using the Direct Entry method (type the highlighted capital letter of your choice in the Main Menu). For example, <Alt>+G will invoke the General Ledger module. NOTE: You must be at a menu screen of a module for this feature to work. For example, if you were already at the General Ledger Transactions Menu and wanted to enter the Accounts Receivable module, press and hold the <Alt> key and press R. GS2i - Using a Mouse You may use a mouse, instead of direct entry or highlighting with the cursor arrow keys, for making selections from the menus, filename listings, pop-up account listings, or prompts that require a single keystroke. To make a selection: 1. Move the mouse cursor to the selection in the menu. 2. Press (click) the left button on the mouse. Note: Pressing and releasing a button on a mouse is called "clicking" the mouse. When you are on a multiple choice field, such as "Printer Port" on the "System Configuration" screen, clicking the left button of the mouse will increment the choices in the field. When editing input fields, move the mouse cursor to the field you wish to edit and click the left button on the mouse. There are two basic types of "mice" currently available, two-button and three-button. The following is an explanation of the buttons for each type of mouse. Two-Button Mouse: The right button is for <Esc>. The left button is for <Enter>. Pressing both buttons at the same time will display the context sensitive HELP system (same as pressing the <F1> key) for the field you are currently working on. Three-Button Mouse: The right button is for <Esc>. The left or middle button is for <Enter>. Pressing both the left and right buttons at the same time will display the context sensitive HELP system (same as pressing the <F1> key) for the field you are currently working on. GS2j - Using the Pop-up Calculator Page 31 Bottom Line Accounting features a pop-up, four-function calculator with one memory. This calculator can be used at any time while in the program. Any results on the calculator display can be transferred to an amount field (debit, credit, sales tax, etc.) within the program with a simple keystroke. To pop-up the calculator, hold down the <Alt> key and press the letter C. The following figure shows the pop-up calculator over the Add Transaction screen: FIGURE OMITTED Figure GS2-5 Pop-up Calculator This section provides an explanation of each of the keys on the calculator. Pressing or clicking on the indicated key will perform the following: [C] Clear key - press once to clear the calculator's display; press a second time to clear the calculator's memory. [<-] Backspace key - pressing this key will delete the right-most number and move the rest of the display to the right one space. From the keyboard, press the <Backspace> key. [%] Percent key - press this key when multiplying a number by a percent. For example, to find 2% of 250, enter 250, press *, enter 2, press %. The result of 5 will be displayed. [ ] Change Sign key - press this key to change the sign of the number in the calculator display from + to - or - to +. On the keyboard, hold down the <Shift> key and press the <_> underscore key (to the right of the zero key). [/] Division key - press this key to perform a division operation. [*] Multiplication key - press this key to perform a multiplication operation. [-] Subtraction key - press this key to perform a subtraction operation. [+] Addition key - press this key to perform an addition operation. [=] Equal key - press this key to get the result of a calculation. On the keyboard, pressing either the <=> key or the <Enter> key will give the same result. [.] Decimal key - pressing this key will include the decimal point in the displayed number. Page 32 [M] Memory Add key - pressing this key will save the displayed number in the calculator's memory. An M will show on the left side of the calculator display whenever the memory is in use. Adding another number to the memory will erase the first number in the memory. [R] Recall Memory key - pressing this key will recall the number in the memory. Pressing this key during a calculation will allow the number in memory to be included in the calculation. For example, 5 is in memory. Entering 10, pressing the [-] key, pressing the [R] key, then pressing the [=] key is the same as entering 10 [-] 5 [=]. The result is 5. [Put] Put key - if the calculator was popped-up when the cursor was on an amount field (debit, credit, etc.) pressing this key will transfer the displayed figure to that amount field and turn off the calculator. For example, in figure GS2-5 above, if the cursor was on the Credit amount field when the calculator was popped-up and the calculator had the figure 149.95 displayed, pressing the [Put] key will cause the figure 149.95 to appear in the Credit amount field and turn off the calculator. [oFf] oFf key - pressing this key turns off the calculator (it disappears). Pressing the <Esc> key or the right button on the mouse will also turn off the calculator. Operation of the calculator can be from the keyboard, the keypad (the right side area of the keyboard that contains the numeric keys and the arithmetic symbol keys) or a mouse. To operate the calculator from the keyboard, simply use the same-symbol keys on the keyboard as is shown on the calculator. A few additional explanations of the keys is necessary however. [ ] on the calculator can be performed on the keyboard as Shift-Underscore (hold down the <Shift> key and press the <_> underscore key. [=] on the calculator can be performed on the keyboard by pressing the <=> key or by pressing the <Enter> key. To operate the calculator from the keypad, simply use the same-symbol keys on the keypad as is shown on the calculator. When the calculator is popped-up, Bottom Line Accounting turns Num Lock on, allowing the numeric portions of the keypad to be active. When the calculator is turned off (it disappears from view), Bottom Line Accounting will return the Num Lock to its original setting. Page 33 To operate the calculator with a mouse, simply move the mouse cursor over the symbol of the key on the calculator and click the left mouse button. Page 34 SECTION GS-THREE - SYSTEM SETUP GS3a - The Setup Menu The Setup Menu contains selections important to the overall set-up and performance of Bottom Line Accounting. It allows the creation or change of the system date, report-heading names, the system configuration, passwords, screen colors, and sounds. It also has built-in utilities for making backup data files and restoring the data files. NOTE: To activate your changes, you must return to the Main Menu. To get the Setup Menu, select "setUp" from the Main Menu. Figure GS3-1 will appear. NOTE: If you get the "SELECT DATAFILE" screen instead, you did not select a data file to configure. Refer to Section GS2b - Selecting the Drive, Path, and Data File for instructions on this screen, then return to this section to continue with the configuration. FIGURE OMITTED Figure GS3-1 Setup Menu Following are detailed explanations of each menu choice. GS3b - Setting the System Date Setting the date is necessary if you did not set the date at the time you powered up your computer, using the DOS DATE command. The date is set automatically if your computer is equipped with an internal clock/calendar. This is the date which will appear on your screen and on your printed reports. If your computer does not set the date automatically, you should set a new date every time you run Bottom Line Accounting or all your data will have an incorrect date. The system date is shown in the lower right corner of the screen. The default ormat is mm-dd-yy. To change this format, refer to Section GS3d - Setting the System Configuration: DATE MASK. NOTE: Changing the date here will also change the date of your internal system clock. To set or change the System Date, do the following: 1. Select "setUp" from the Main Menu (if not already done). Page 35 2. Select "System Date" from the Setup Menu. The following screen appears: FIGURE OMITTED Figure GS3-2 Change Date 3. At the "DATE:" prompt, type the desired date, following the format shown in the lower right corner of the screen, and press <Enter>. DO NOT ENTER A DATE FORMAT IN THIS FIELD, ENTER AN ACTUAL DATE. It may be necessary to press <Enter> to move from one date field to the next, depending on the setting of "Date Field Advance:" in the System Configuration screen. 4. To leave the Setup Menu, press <Esc>. GS3c - Setting the Report Heading Name The Report Heading Name is a two-line name and can be used to reflect a company name. Each line will hold up to 30 characters. The first line will always appear centered at the top of the Main Menu Screen and both lines will appear at the top of all reports. Creating or changing a name here will not change your data filename. To change the Report Heading Names, do the following: 1. Select "setUp" from the Main Menu (if not already done). 2. Select "Report Heading Name" from the Setup Menu. The following window appears: FIGURE OMITTED Figure GS3-3 Change Report Heading Name 3. At the "Report Heading 1:" prompt, type the new first line report heading (also for the top of the screen) and press <Enter>. 4. At the "Report Heading 2:" prompt, type any additional information you would like to appear on the second line of the report title and press <Enter>. Leaving this line blank will leave the second line of the report title blank. 5. To leave the Setup Menu, press <Esc>. Page 36 GS3d - Setting the System Configuration For your convenience, the system settings are pre-defined and do not need to be changed to use the program. They may be changed at any time. To change the System Configuration, do the following: 1. Select "setUp" from the Main Menu (if not already done). 2. Select "System Configuration" from the Setup Menu. A pop-up window, figure GS3-4 below, will appear with the default filename shown (e.g., SAMPLE). FIGURE OMITTED Figure GS3-4 Select Configuration File 3. Press <Enter> to accept the default filename OR At the "FILENAME:" prompt, enter the name of the file you want to reconfigure, then press <Enter>. You will be in this file to make any changes you like; however, after you leave Setup, you will be returned to the file used when starting the program. The following screen appears: FIGURE OMITTED Figure GS3-5 System Configuration A full explanation of each field is listed below. DATE MASK: The format you select here will be the way the date is displayed at the lower right corner of the screen, printed on the reports and date input fields. The default is set to a mm-dd-yy format with a dash as the separators (e.g., 03-05-93 for March 5, 1993). It can display any combination (dd-mm-yy, yy-mm-dd, mm-yyyy, mm-dd) and can display the month and day without the year. The separator may be a dash "-", a period ".", or a slash "/". mm = month dd = day yy = year Page 37 Type the format of your choice and press <Enter>. DO NOT ENTER AN ACTUAL DATE IN THIS FIELD. ENTER THE FORMAT AS YOU WANT THE DATE TO APPEAR. DATE FIELD ADVANCE: The date field is divided into three fields. Enter a Y (Yes) in this field if you would like the cursor to automatically advance to the next field after two digits have been entered. Entering a N (No) in this field will require you to press <Enter> after entering the two digits to move to the next field. The default is Y. TIME MASK: The format you select here will be the way the time is displayed at the lower right corner of the screen. The default is set to a hh:mm:sste format. This displays every digit including "am" and "pm". hh = hours mm = minutes ss = seconds t = a or p e = m Notice in the above example, the time format is in lower case letters, allowing any leading zeros to be displayed (e.g., 09:04:02am). Using upper-case letters will eliminate any leading zeros (e.g., 9: 4: 2am). If you want the leading zero dropped from only the hours, use upper case for the hours and lower case for the rest of the format (e.g., HH:mm:sste for 9:04:02am). It is important that the double-letter format be used, otherwise the time displayed will show only one digit, even for a double-digit hour, minute, or second. Using the "te" at the end of the time format allows the "am" or "pm" to be displayed. If only the single letter "a" and "p" is desired, enter only the letter "t" (the letter "e" cannot stand alone). Eliminating the "te" will display the time in a 24-hour (military) format. Type the format of your choice and press <Enter>. ERROR SOUNDS ON: Entering a Y (Yes) will enable a tone to alert you of an entry error or if a requested file cannot be found. Entering an N (No) will inhibit the tone. This selection does not affect any other sounds. The default is Y. WINDOW SOUNDS ON: Entering a Y (Yes) will enable a rising tone when an exploding window opens, and a falling tone each time an exploding window closes. Entering an N (No) will inhibit these tones. This selection has no effect if Exploding Windows are set to N (see below). The default is N. Page 38 EXPLODING WINDOWS: Exploding windows start from the center of the screen and explode outward. If this feature is not desired, answer N (No) and the windows will pop up rather than explode. The default is Y (Yes). NOTE: Answering N will allow faster program execution. AUTO POP-UP: Enter a Y (Yes) if you would like automatic pop-up of any account listing each time the input field is an account number. Enter an N (No) if you would like manual pop-up of the account listing, using the <F2> key, each time the input field is an account number. The default is N. PRINT ZERO BALANCE: Answer Y (Yes) if zero balance accounts are to be included on reports. Answering N (No) will not include zero balance accounts on reports. The default is Y. NOTE: The program will print an account with a zero balance unless ALL of the following conditions apply: 1. The account beginning balance was zero. 2. No transactions occurred for that account during the month(s) requested for the report. 3. The account ending balance is zero. 4. "Print Zero Balance:" (above) is set to N. NETWORK SUPPORT: This is an information field showing status of the network, if any. If you have the NON-LAN (LAN means Local Area Network) version of Bottom Line Accounting, this field shows NONE. The LAN version of Bottom Line Accounting will report the type of network environment. See Section GS-Five - LAN Version for more information. If you would like to upgrade your software to the LAN version, please call WindSoft International, Inc. toll free at 1-800-245-7789. DECIMAL CHARACTER: This feature was developed for those countries that use a comma instead of a period for the decimal character. Enter the character you would like to have appear ("," "." or "N" for no decimal character). The decimal character appears on all reports and when entering amount data. The default is the . (period). Page 39 PRINTER PORT: This is a multiple-choice field incremented by pressing the <SPACE BAR> or the plus key <+> on the keyboard, or the left button on a mouse. When you have selected the port code that corresponds with the printer connection, press the <Enter> key. The default is LPT1. Available choices are: Parallel Port: LPT1, LPT2, LPT3, LPT4, PRN and LST Serial Port: COM1, COM2, COM3 and COM4 LINES PER PAGE: This refers to the number of lines the printer can print on a single sheet of paper. An 8 " x 11" page usually has 66 lines, printing at six lines per inch (LPI). To figure the total lines per page, multiply the length of the paper (in inches) by the number of lines per inch the printer is set to print (usually six). The result is the figure you enter here (usually 66). This allows the program to know the physical length of the paper in the printer. The actual lines printed on a page are determined by the top and bottom margin settings. It is very important that the printer settings you have set into your printer (via DIP switches or default settings) match the settings you enter here. If the printer settings are not the same as the settings here, you will experience difficulty with page alignment. The default is 66. NOTE: The HP LaserJet series of printers should have a page length of 60 for standard 8 " x 11" paper. TOP MARGIN: Enter here the number of lines from the top of the page you want left blank, before the printer starts printing. The default is 1. BOTTOM MARGIN: Enter here the number of lines from the bottom of the page you want left blank, after the printer stops printing. The default is 2. WIDE CARRIAGE: A wide carriage printer allows the use of 14" wide paper. Answering Y (Yes) will, in effect, move the right margin from the standard 8 " setting to a 14" setting. This will allow use of the entire width of the paper when printing trended reports. This setting does not change the font size. Answering N (No) will keep all printing within the 8 " width. The default is N. PAUSE BETWEEN PAGES: Answer Y (Yes) if you want to feed single sheets of paper, one at a time, to the printer; or if you want the printer to pause between pages. Answer N (No) when using continuous-feed paper, a cut-sheet feeder, or a paper tray that allows single sheets to be fed Page 40 to the printer without interruption (like those used on the HP LaserJet series of printers). The default is N. NOTE: Answering N will allow faster printing. INIT STRING: (Optional Field) - (Usually left blank) This allows a special set-up string to be sent to the printer when running Bottom Line Accounting. It may be used to change the printer font, move the left margin, etc. All inputs are numbers from 0 to 255. Refer to your printer manual for the proper ASCII codes to use. The default is all zeros. FORMS INIT STRING: (Optional Field) - (Usually all zeros) The input for these fields are the escape sequences that change the printer modes, when using pre-printed forms. It is usually used to turn off special modes established in the INIT STRING above. All inputs are numbered from 0 to 255. Refer to your printer manual for the proper ASCII codes to use. The default is all zeros. NORMAL: These fields tell the printer to print in a 10-character-per-inch mode. If you have an Epson or compatible printer, enter the number 18 in the first field. The default is all zeros. COMPRESSED: These fields tell the printer to print in a 17-character-per-inch mode. If you have an Epson or compatible printer, enter the number 15 in the first field. The default is all zeros. EXIT STRING: (Optional Field) - (Usually all zeros) This field is used to reset the printer after printing is complete. If the "INIT STRING" field was not used, then this field should also be left blank. The default is all zeros. When you have completed all changes, save the new configuration by doing the following: 1. Press <F10>. 2. At the "Inputs correct:[Y]:" prompt answer Y. 3. Leave the Setup Menu by selecting "Leave Setup" or by pressing <Esc>. NOTE: To activate the changes, you must first return to the Main Menu. Four sample configuration files are provided on the distribution diskettes. One of these files can be copied to your data directory and renamed to ??????.CFG, where the "??????" is the Page 41 name you choose for your accounting data file. These files are preset to save you time in setting the printer defaults. Select file which matches your printer's brand name. The default settings in the program are designed to work generically with many printers. These configuration filenames are: EPSON.CFG HP2LAS.CFG HP4LAS.CFG PROWRT.CFG NOTE: The HP-LASER.CFG file is used with the HP LaserJet printer and the HP2LASER.CFG file is used with the HP LaserJet Series II or III printers. GS3e - Create, Change, or Delete Passwords WARNING SHOULD YOU FORGET ANY OF THE PASSWORDS THAT YOU CREATED, YOU WILL NOT BE ABLE TO ENTER THAT AREA OR CHANGE THE PASSWORD. Passwords are used to protect confidential data from use by any unauthorized users. Each password is created by the user, can contain up to 8 characters, appears on the screen only at the time it is created (not when entered later), cannot be bypassed, and may be changed at any time by any user that knows the current password. Bottom Line Accounting allows you two levels of password protection for each of the following modules: General Ledger, Accounts Receivable, Accounts Payable, Point Of Sale/Invoicing, Payroll, Financial Utilities, and Account Reconciliation. Each of these modules can have protection from: 1. "Access to Module" (the first level). This level allows full use of all the functions of the module except the viewing/printing of reports. 2. "Access to Reports" (the second level). This level allows full use of all the functions of the module. NOTE: It is not necessary for the authorized user to enter BOTH the first and second level passwords in order to print reports from a password-protected module. Correctly entering just the second level password ("Access to Reports") will allow the user access to all the functions of the module. If modules are guarded by unknown passwords, it will be necessary for you to send a BLA backup copy of your data files, along with an explanation as to which password(s) are to be removed, to WindSoft International, Inc. Our address may be found at the bottom of the title page of this manual. Page 42 To create, change, or delete one or more passwords, do the following: 1. Select "setUp" from the Main Menu (if not already done). 2. Select "Passwords Menu" from the Setup Menu. The following screen appears: FIGURE OMITTED Figure GS3-6 Passwords Menu 3. From the "Passwords Menu", select the module whose password is to be created, changed, or deleted, by doing one of the following: a. Type the highlighted letter of the module. b. Highlight the module by using the cursor arrow keys, then press <Enter>. c. Click the "Enter" button on a mouse when on the module. NOTE: Only installed modules with data files will allow password protection. The "G/L Passwords" choice was selected for the following explanation. FIGURE OMITTED Figure GS3-7 G/L Passwords 4. Select "Access to Module" to create, change, or delete the password allowing access to the module without access to reports OR Select "Access to Reports" to create, change, or delete the password allowing access to the module and access to reports. The following screen appears: FIGURE OMITTED Page 43 Figure GS3-8 Change Password 5. At the "Old Password:" prompt, do either: A. To create a password for the first time, there is no old password, so leave this field blank and press <Enter>. OR B. To change or delete an existing password, enter the old (existing) password here and press <Enter>. NOTE: Your password will appear on the screen only once, when creating the new password. Other than this first entry, your password will NEVER appear on the screen. It is STRONGLY recommended that you choose a password that is easy to remember. It is very important that the password spelling be correct. As each character of the password is typed, a dot will appear on the screen. Failure to spell the old password correctly will result in the prompt: INVALID ENTRY. When changing or deleting a password: if the password you entered is correct, the cursor will move to the "New Password" field, displaying the password you just entered. If the password you entered is incorrect, you will not be allowed to continue this procedure. 6. "New Password:" - Enter the new password, then press <Enter>. Be sure the spelling is correct. Figure GS3-8 is adding the new password WS091445 to allow access to the G/L module. NOTE: If you want to create a password for both levels of the same module, you will need to do this procedure twice - once for each password. 7. When you are finished creating, changing, or deleting your password(s), press <Esc> twice to return to the Setup Menu. GS3f - Setting Screen Colors If you have a color monitor/display adapter, Bottom Line Accounting will automatically display all screens in color (if the default settings were not changed). If you have a VGA monochrome monitor/display adapter, Bottom Line Accounting will display all screens in up to 16 shades of gray (if the default settings were not changed). Page 44 To change the colors, do the following: 1. Select "setUp" from the Main Menu (if not already done). 2. At the "FILENAME:" prompt, press <Enter> to accept the default filename or enter the name of the file you want to reconfigure, then press <Enter>. You will be in this file to make any changes you like; however, after you leave Setup, you will be returned to the file used when starting the program. 3. Select "Screen Colors" from the Setup Menu. 4. At the "Filename:" prompt, enter the filename of the file you wish to change and press <Enter>. The default is the currently loaded filename (e.g., SAMPLE). The following menu appears: FIGURE OMITTED Figure GS3-9 Colors Configuration Menu There are eighteen color selections available from this menu, allowing up to 3,000 different color choices. The following is a brief explanation of each: Main Screen Color: sets colors for the main background screen, which is always shown. Reports Screen Color: sets colors for the Reports and Graphics screens. Error Window Colors: sets colors of the window that appears when an entry error has been made or a file cannot be found. Input Window Colors: sets colors of all input field windows. Select-Acct Window Colors: sets colors of the pop-up account listings and filename windows. Main Menu Colors: sets colors of the Main Menu screen. G/L Menu Colors: sets colors of the G/L module menu. Config Menu Colors: sets colors of the Configuration module menu. Page 45 Fin Utilities Menu Colors: sets colors of the Financial Utilities module menu. A/R Menu Colors: sets colors of the Accounts Receivable module menu. Point Of Sale Menu Colors: sets colors of the Point Of Sale/Invoicing module menu. A/P Menu Colors: sets colors of the Accounts Payable module menu. Payroll Menu Colors: sets colors of the Payroll module menu. Inventory Menu Color: sets colors of the Inventory module menu. Acct Rec Menu Colors: sets colors of the Account Reconciliation module menu. Help Screen Colors: sets colors of the Help screen. Reset to defaults - Color: resets all colors to the program's default colors. Reset to defaults - B&W: resets the color configuration for a monochrome monitor. 5. Select which color configuration you want to change (e.g., Main Menu Colors). The following menu appears: FIGURE OMITTED Figure GS3-10 Main Menu Colors 6. Select the part of the Main Menu Colors you want to change (e.g., Window Body Colors). The following screen appears: FIGURE OMITTED Figure GS3-11 Setting Window Body Colors NOTE: Due to printing constraints, colors mentioned here are not visible here. Follow these instructions while viewing the screens on a color monitor. Page 46 The eight horizontal color bars in the "Body" window represent the BACKGROUND colors. The 16 colored diamonds in each color bar represent the TEXT colors that will appear over the background color. The small, white rectangle is the cursor. If you move the cursor, you will see a square box that indicates the current setting. The brighter colored diamonds on the right half of the window represent brighter, or more intensified, text colors than the diamonds on the left half of the window. To change the colors of your selection, do the following: A. Move the cursor up or down to the color bar of your choice for BACKGROUND color. B. Move the cursor left or right until it covers the diamond of your color choice for TEXT color. Notice the cursor changes to the text color, indicating how the text color choice will look over the background color. C. Press <Enter> to set the selection. 7. When you have completed all changes, save the new set up by doing the following: A. Press <F10>. B. At the "Inputs correct:[Y]:" prompt answer Y. C. Leave the Setup Menu by selecting "Leave Setup" or by pressing <Esc>. NOTE: To activate your changes, you must return to the Main Menu. GS3g - BackUp of Data Files Making daily copies of your LIVE data files is highly recommended for your own protection. Should there ever be a power outage or fluctuation or a hard disk crash, having a useable copy of your data files on a floppy disk is your only protection from data loss (your only loss would be the current day's data already entered). We strongly encourage you to make a copy of your data files at the end of each day, using this backup function. We also recommend that you have more than one backup disk so you can rotate the disks (one for each day of the week). These backup disks should be blank, formatted disks labeled "BACKUP DISK FOR", followed by the filename of your data files. The backup program will backup only the data files of the file you are currently in. Bottom Line Accounting employs an intelligent backup program scheme, whereby the backup program will compress each of the necessary data files, copying each compressed file to the Page 47 designated backup disk. Necessary data files are those with a DB and CFG extension. Each compressed file will retain its own name but the extension will be changed to BLA. NOTE: If you have PKZIP- and PKUNZIP- from PKWARE and have them included in your path statement, PKZIP- will be used to compress your data files. The advantage is that PKZIP- will perform the backup faster but will not compress the files quite as much. Be sure to have PKUNZIP- available for restoring the data files, should it be necessary. The index files will be re-created, when needed, during program operation. Approximately two megabytes of necessary data files can be compressed and copied to a 360 Kilobyte floppy disk. To make a backup copy of your data files, do the following: 1. Select "Backup Datafiles" from the Setup Menu. The following screen appears: FIGURE OMITTED Figure GS3-12 Datafile Backup 2. At the "BACKUP DISK DRIVE:" prompt, if using floppy disks for your backup, enter the disk drive letter of the drive where the floppy disk will be inserted. The program defaults to drive A. If making a backup to a hard disk, enter the hard disk drive letter and a path at this prompt. Be sure to include a path or the data files will be copied to the root directory of the hard disk drive. For example, entering C:\BACKUP will have the data files copied to the directory BACKUP on drive C. 3. If using floppy disks, follow the screen prompt by inserting a BLANK, FORMATTED disk in the drive you selected in step 2. 4. Press any key to start the backup procedure. GS3h - Restoring Data Files Restoring your data files may be necessary from time to time. Bottom Line Accounting will replace the current data files in use with the data files on the backup disk(s). This restore option will only work if the backup data files were created using the "Backup Datafiles" choice from the Setup Menu. See Section GS3g - BackUp of Data Files for instructions on how to backup your data files. Page 48 Bottom Line Accounting will decompress the data files on the specified backup disk to the drive and directory in which you are currently working. To restore your data files, do the following: 1. Select "Restore Datafiles" from the Setup Menu. The following screen appears: FIGURE OMITTED Figure GS3-13 Datafile Restore 2. At the "RESTORE DISK DRIVE:" prompt, if using floppy disks, enter the disk drive letter of the drive where the backup floppy disk will be inserted. The program defaults to drive A. If restoring from a hard disk, enter the hard disk drive letter and the path at this prompt. Be sure to include a path or the data files will not be found. For example, entering C:\BACKUP will have the data files copied from the directory BACKUP on drive C to the current drive and directory, replacing the current data files with those in the C:\BACKUP directory. 3. If using floppy disks, follow the screen prompt by inserting the backup disk in the drive you selected in step 2. 4. Press any key to start the restore procedure. To leave the Setup Menu, do the following: 1. Back out of the layered Setup menus by pressing <Esc> or by selecting the highlighted letter in the "Leave..." selection. 2. At the "Save inputs:[Y]:" prompt, answer Y by pressing <Enter>. The default is Y. Page 49 SECTION GS-FOUR - OPTIMIZING YOUR SYSTEM Optimizing is customizing your system so that it uses its resources most efficiently. This will allow you to run the Bottom Line Accounting program as fast as possible for your particular computer system. The following areas should be considered when trying to optimize your system: BUFFERS: Increase the value of the buffers statement in your CONFIG.SYS file. The higher the number of buffers (up to about 50), the faster your system will run. The program alone needs at least 20 buffers to run properly. If you have any other programs that are also running (like a menu program or pop-up calculator), these may also require file buffers. Increase the number of buffers to 25 or 30 and see if there is any improvement in overall performance. The statement appears as: BUFFERS=25 Consult your MS-DOS manual for more information on buffers. FASTOPEN: The Fastopen program, available in MS-DOS version 3.3 and higher, can speed up access to files and directories. It also keeps track, in memory, of the location of files and directories you open. Add it to your CONFIG.SYS file as: INSTALL=[drive:][path]FASTOPEN.EXE Consult your MS-DOS manual for more information on Fastopen. DISK CACHE: Disk-caching programs can reduce the amount of time your computer spends reading data from your hard disk. There are a number of disk-caching programs available that work in different ways. If you will be using a disk cache program, refer to that programs documentation on how to install and run the disk cache program. The SMARTDrive Disk-Caching program found in MS-DOS is an example of a disk cache program. This program can be added to your CONFIG.SYS file as: DEVICE=[drive:][path]SMARTDRV.SYS parameters Using a disk cache will allow the buffers statement (above) to be reduced to 5. Consult your MS-DOS manual for more information on SMARTDrive. RAM DISK: Use of a RAM disk is NOT recommended. While a RAM disk will allow faster operation of the program, the risk of data loss is greatly increased due to the volatility of the memoryit uses. Any power loss or surge will result in Page 50 complete loss or corruption of all data in the RAM disk. Further, failure to copy the data from the RAM disk back to the hard disk prior to turning off your computer will also result in loss of all data in the RAM disk. Refer to your DOS manual for more information on using RAM disks. An example of a CONFIG.SYS file for a 80386 computer with 2-megabytes of Random Access Memory (RAM) and running MS-DOS 5.0 or 6.0 may be as follows: DEVICE=C:\DOS\HIMEM.SYS DOS=HIGH,UMB DEVICE=C:\DOS\EMM386.EXE NOEMS DEVICEHIGH=C:\DOS\SMARTDRV.SYS 512 DEVICEHIGH=C:\DOS\ANSI.SYS SHELL=C:\DOS\COMMAND.COM C:\DOS /E:256 /P FILES=31 BUFFERS=5 The UMB part of the second statement permits the use of the DEVICEHIGH in the CONFIG.SYS file and LOADHIGH in the AUTOEXEC.BAT file, if desired. Refer to your DOS manual for more information about using EMM386.EXE, Expanded & Extended Memory, Upper Memory Blocks (UMB), DEVICEHIGH and LOADHIGH commands. NOTE: This example listing is intended to show only the optimal order in which your CONFIG.SYS file should start device drivers. It is not intended to be a list of the commands that your CONFIG.SYS file should contain. The contents of your system's CONFIG.SYS file depend on the type of system, the amount and type memory, the hardware configuration and the programs you use. Page 51 SECTION GS-FIVE - LAN VERSION The LAN (Local Area Network) version of Bottom Line Accounting allows a group of computers to use the program files from a single master computer, called a server. In order to do this, all computers on the network must be configured properly and some of the Bottom Line Accounting program files must be protected. Follow the instructions below to ensure error-free performance from Bottom Line Accounting. GS5a - The DOS "SHARE" File The DOS "SHARE.EXE" file, found in DOS version 3.0 and later, provides for file sharing on a network. Add this file to the CONFIG.SYS file or the AUTOEXEC.BAT file of the network server. Failure to do so will result in file-use conflicts and can lead to damaged or corrupted program and data files. GS5b - Setting File Attributes You need to set the file attributes of the Bottom Line Accounting program files to "read-only"; allowing multiple users to have access to a file, yet maintaining that file's integrity. Your network software may provide a utility or specific command to set file attributes, or you may use the DOS "ATTRIB" command to do this procedure. From DOS, set the file attributes to "read-only" access for all of the Bottom Line Accounting program files (located within the Bottom Line Accounting shared directory) ending with the following extensions: .EXE .OVR .FON .MSG .OVL GS5c - Drives Supported The LAN version of Bottom Line Accounting will support up to 26 drives, identified as logical drives A through Z. GS5d - Re-Boot Warning It is imperative that all users on the network be aware that if they re-boot their computer for any reason, while actively using the Bottom Line Accounting program, they will not be able to re-start the program from their computer. Instead, the following error message will be displayed: Data file in use - try again later To correct this, have the NETWORK MANAGER perform the following steps: Page 52 1. Have all current users of Bottom Line Accounting exit out of the program in the proper way. 2. On the network server, call up a directory listing of the files in the directory containing the Bottom Line Accounting data files. Verify that PARADOX.NET and <filename>.LCK exists. (There can be several <filename>.LCK files.) These files are causing the file-in-use message. Delete these files. You can now re-start the program. WARNING: DO NOT DELETE THE ABOVE FILES WHILE ANY USERS ARE RUNNING Bottom Line Accounting. The above files are used to keep track of which file is currently in use by each network user. While a read or write operation is being performed by one user within a particular file, a "Please Wait, File Is In Use" message will be displayed to any other users that try to perform the same operation. The message will disappear as soon as the operation can be performed. GS5e - Messages to Network Users While using the program on a network, you may get various messages asking you to please wait, followed by a reason why you are being asked to wait. For example, you may see the message "Please Wait, Network File Is In Use". This message, or similar ones, are telling you that the particular task you are trying to do has been held up because someone else is trying to do the same or similar task, like accessing a particular transaction in a data file. Please be patient and WAIT for your computer to complete its task. If you think that your work station or computer has "hung" (stopped working completely), call your Network System Manager for assistance. GS5f - Files and Buffers Many of the programs you run will open several files at once. The DOS default allows for only 8 FILES and 2 BUFFERS. These default settings are not large enough and may hang up the program. A CONFIG.SYS file must be available, when each work station is booted (started up), with the following lines in it: FILES=31 BUFFERS=20 These values are the minimum needed to run Bottom Line Accounting. If there are any additional programs running (like a menu program or a pop-up calculator), increase these values by at least ten. Refer to Section GS-Four - "Optimizing Your System" for more information on files and buffers. GS5g - Disk Cache Page 53 If using a disk cache on the network server, be sure that the disk caching program writes through the disk cache to the hard disk. You do not want the disk caching program to write to just the disk cache since this may cause some data loss when more that one user is running Bottom Line Accounting. GS5h - Environment Variables Optimum network performance can be achieved by the use of an environment variable prior to running Bottom Line Accounting. Use the DOS SET command in either your AUTOEXEC.BAT file or in a batch file that you use to start Bottom Line Accounting. Add the following line to either file mentioned above: SET BLANET=XXXXXX . . . where XXXXXX can be one of the following: Network Type Variable Novell Netware NOVELL 3 Com THREECOM 3 Com 3+ Open THREEOPEN IBM PC Lan IBMPC AT&T StarGroup STARLAN Banyan Vines BANYAN Other DOS 3.1 compatible (default) OTHER GS5i - Posting to General Ledger Warning Do not perform the "Post Other Modules to the G/L" procedure from the General Ledger Utility menu without first ensuring that all other users of Bottom Line Accounting on the network are idle (not performing any functions within the program). GS5j - Using Account Reconciliation Warning When any user on the network starts the Account Reconciliation module, all other users will be locked out of the data files. Further, if a user is currently in the midst of a function (such as adding or modifying a transaction) and another user starts the Account Reconciliation module, the user in the midst of the function will not be allowed to complete the function (such as save the transaction) due to the file locking caused by the use of the Account Reconciliation module. Page 54 SECTION GS-SIX - BRIEF DESCRIPTION of MODULES GS6a - The General Ledger Module The Bottom Line Accounting General Ledger module is a menu-driven, double-entry bookkeeping system which is suitable for small/medium business use. Although it is easy to use, you must have at least a basic understanding of double-entry bookkeeping debits and credits. The General Ledger module keeps track of assets, liabilities, net worth, capital, income and expenses. It also assists the user in spotting financial trends. The program records transactions, categorizes them into various accounts, and generates a complete range of financial reports and graphs. In addition to being a powerful management tool for the small/medium business; this module assists you, the business person, in the tasks necessary to keep track of your financial standing. It performs day-to-day functions such as monitoring the balances of bank accounts, credit cards, loans, etc. Furthermore, this module tracks how closely you are adhering to a budget. It can document all of your assets, thus providing a backup record for insurance purposes. The General Ledger module also provides a record of earnings and expenses, in order to assist you in preparing your income tax paperwork. The outstanding bookkeeping features in the General Ledger module include the following: * Account Maintenance * Stores up to 2000 accounts - subject to hardware configuration and setup * Maintains detailed lists of all you own and owe * Allows six-digit account numbers * Tracks departmental income and expenses * Keeps multiple sets of books * Provides three subtotal levels * Tracks monthly budget for income and expense * Transaction Recording * On-the-fly check writing * Recurring (monthly, semi-monthly, biweekly, and weekly) * Allows easy correction or deletion * Allows input from non-current day, month, or year * Permits multiple debits and credits * Provides seven-digit check number field * Unlimited number per year (dependent on disk space) * Financial Report Availability * Allows reports by month, quarter, or year * Provides summary or trended reports Page 55 * Provides full range of financial reports * Gives percent of income on Income Statement * Fiscal Year Tasks * Performs all closing entries automatically * Allows variable fiscal year or accounting period * Sets beginning balances automatically for new accounting period * Graphics capability * Creates Pie, Bar, or Line Graphs of account balances. GS6b - The Accounts Receivable Module The Bottom Line Accounting Accounts Receivable module provides a simple way to keep track of all your customer receivables. It allows you to set up and bill customers, using open-item accounting, by printing statements which show all outstanding activity. Some of the outstanding features of the Accounts Receivable module include the following: * Allows up to 4000 customers - subject to hardware configuration and setup * Easy search/correction/deletion of transactions * Calculates finance charges and sales tax * Unlimited number of transactions per year * Provides printing of: * Customer address labels * Statements for window envelopes * Custom message on monthly statements * Open-item accounting * Memo transactions accepted * Post-dated transactions allowed * Miscellaneous debits and credits * Prior period adjustments allowed * Prior period information on-line * Complete reports include: * Customer Invoices * Multiple G/L distributions * Recurring transactions * Non-posted Transaction Journal * Customer Accounts List * G/L Distribution Report * Accounts Receivable Journal * Open Invoices Report * Receivable Aging Report * Schedule of Receivables * Statements Page 56 All reports can be printed or displayed on the screen at any time, and any number of times, for fast on-line account information. The Accounts Receivable module is fully integrated into your General Ledger module, and all G/L accounts are easily updated by pressing one key. In short, the Accounts Receivable module is one of the easiest-to-use, error-free ways to help you track all customer receivable accounts. And like other Bottom Line Accounting modules, you needn't be an accountant in order to use Accounts Receivable. GS6c - The Accounts Payable Module The Bottom Line Accounting Accounts Payable module provides a great way to keep track of all of your vendor payables. The module is an essential element in managing your cash flow. Vendor information and balances are always available through on-line features. This easy-to-use module will greatly enhance your ability to track and pay vendors on time. Multiple distribution and full integration into your General Ledger will save you hours of time, effort and money. Following are some of the outstanding features of the Accounts Payable module: * Unlimited transactions per year * Manual checks allowed * Selection of payments by discount, due date or vendor * Easy search/correction/deletion of transactions * Computer generated checks * Input of miscellaneous debits and credits * Allows up to 4000 vendors - subject to hardware configuration and setup * Prior period adjustments allowed * Pre- or post-date transactions * Full integration with your G/L * Use of window envelopes for checks * Use of continuous-form or laser-form checks * Complete reports include: * Accounts Payable Journal * Open Invoices * Vendor Accounts List * Payable Aging * Recurring Transactions * Payments Journal * Cash Requirements * Schedule of Payables * Vendor labels * Vendor Account History Page 57 * Non-posted Transactions * G/L Distribution Report This module will automate the payment of all invoices. You will never miss another discount or due date, thus saving your company money. All checks can be printed by computer, thus saving hours of check-writing time as well. Manual check writing is also supported. All reports (except checks) can be printed or displayed on the screen for fast on-line account information. All reports can be printed or displayed any number of times and at any time. The Accounts Payable module is fully integrated into your General Ledger module, and all G/L accounts are easily updated by pressing one key. This is one of the easiest and error-free ways to track vendor balances and pay invoices on time. Like the other Bottom Line Accounting modules, you needn't be an accountant to use Accounts Payable. GS6d - The POS/Invoicing Module This module allows you to create and print either product or service invoices while at the same time creating the appropriate transactions for interface with Inventory, Accounts Payable and General Ledger modules. With this module you can create invoices on-the-fly or enter data now and print the invoices later. The greatest benefit of this module is that you can print invoices on-the-fly, while the system automatically creates ALL transactions necessary to reduce your on-hand inventory levels, add credit customer purchases to Accounts Receivable balances and create General Ledger journal entries to record the sale (income). Many pop-up windows for inventory items, customers, specific costing and price levels make this module very easy to use with minimal effort. When using this module with Inventory and/or Accounts Receivable, most of your data input chores are eliminated because data is automatically transferred from these other modules. Integrated data includes price levels, inventory items, bill to/ship to addresses, due days, terms and sales tax. These interfaces make invoice creation very fast and efficient. Benefits of using this module are: * On-the-fly invoice printing * Provides either product or service invoices * Automatic sales tax calculations * Links to Inventory, Accounts Receivable and General Ledger * Up to 10 pre-defined user service descriptions Page 58 * Automatically updates inventory levels * Adds credit customers to Accounts Receivable balances * Records both income and inventory reduction transactions * Easy search/correction/deletion of transactions * Allows for partial payments for credit customers Some of the great features of this module include: * Unlimited transactions * Automatic invoice number incrementing * Ship to/bill to addresses * Reprint invoices at any time * Pop-up account/inventory item number look-up * Add inventory item numbers on-the-fly * Add customers on-the-fly * Three pop-up pricing levels from inventory * Uses blank paper or pre-printed invoices * Service invoice is the same format as Accounts Receivable invoice * Up to 50 character description for service invoices * Retains complete invoice detail * Supports miscellaneous charges Reports Include: * POS/Invoicing Journal * Product Invoices * Service Invoices * Non-Posted Transaction Journal * G/L Distribution Report GS6e - The Inventory Module This module manages the goods and services that you sell. It tracks both products (goods you sell) and services (work you perform), keeps track of your costs for these items and informs you of selling volume (which items sell the best and which items sell slowly). It even helps you manage your stocking levels with on-hand and reorder reports. Inventory will also track your costs with FIFO, LIFO, standard, or specific item cost methods. This module will calculate your cost of goods sold, which is very important for proper financial management. Benefits of using this module and tracking your inventory are: * Instant inventory valuation * Quantities on-hand * Cash tied up in inventory * Tracks units sold * See instantly best selling items * Better manage stocking levels * Calculates Cost of Goods sold * Tracks multiple inventory classifications Page 59 Inventory is one of the most important and expensive costs in your business. Proper management of this asset can lead to better cash flow management and greater financial success. This module will track the following for each inventory item: * Units received, adjusted, sold and returned * Products and services * Taxable items * Units on-hand * FIFO, LIFO, standard and specific unit costing * Reorder level and quantity to order * Last order date * Vendor and product number Some of the great features of this module include: * 14 digit alpha/numeric item numbers * Up to 10000 items - subject to hardware configuration and setup * Unlimited number of transactions * Support of physical inventory * Three pricing levels * Transaction amounts up to 99 million * Ability to print reports from any prior period * History on-line and available at all times * Integration with General Ledger Reports Include: * Inventory Journal * Item Account History * Inventory Schedule * Activity Report * On-Hand Detail Report * Reorder Report * Price List * Inventory Item Report * Reference Number Purchases * Non-Posted Transactions Journal * G/L Distribution Report GS6f - The Payroll Module Managing your payroll is now simple! The Bottom Line Accounting payroll module gives you comprehensive, accurate payroll-related information on as many as 2,000 employees. This easy-to-learn, easy-to-use module provides a very efficient way for you to record important employee information, such as hire dates, earnings, deductions, vacations, sick leave, overtime, holidays, extra income and deductions. Page 60 It also automatically calculates employee deductions and employer liabilities, prints payroll checks and W-2 forms, supports both hourly and salaried employees (paid either weekly, biweekly, semi-monthly, or monthly) and is fully-integrated into the General Ledger module. Features include: * Multiple state tax tables * 401K plan * Automatic federal and most state withholding tax deductions * User modifiable tax tables * Tip calculations * Manual check writing * Easy search/correction/deletion of transactions * Two overtime categories * Printing of continuous form or laser form checks * Tracking of monthly employer tax liabilities * Ability to manually override all calculations * Can generate a complete range of reports including: * W-2 and 1099 Forms * Vacation and Sick Report * Check Register * General Ledger Distribution * Payroll Journal * Payroll Register * Non-Posted Transactions * Employee Listings * Paid Payroll Recap * Quarterly Tax Summary * Employee address labels As with all Bottom Line Accounting modules, you need not be an accountant in order to use Payroll. GS6g - The Financial Utilities Module The Financial Utilities module allows you to make common financial calculations with minimal effort and time. The functions included in this module are as follows: LOAN ANALYSIS: Payments, original loan amounts, interest rates, terms, and amortization schedules. DEPRECIATION: Straight line, straight percent, declining balance, sum-of-the-years-digits, ACRS, MACRS, and alternate MACRS methods. INVESTMENTS: Present and future value of annuities, internal rate of return, net present value, bond price, and bond yield to maturity. Page 61 Examples of some basic Financial Utilities functions are: A monthly loan payment can be quickly calculated using any interest rate, over any time period. It is a wonderfully useful tool when thinking about purchasing a car, a boat, or a house with borrowed money; and wanting to know what the cost per month would be. You are able to quickly compare different monthly payments for loans of different interest rates, loan amounts, and payment terms. All options are available to you at a glance. The Loan-Amortization Schedule will show you what your loan payments will be, as described above. It will take that payment figure and calculate how much of your payment is going to principle, how much is going to interest, and what the remaining balance on the loan is. You will be able to see the balance on a loan after each month's payment or during the life of regular mortgages. The Depreciation Schedule creates a report of what the yearly depreciation of an asset is. It takes into account the purchase price of the product, its salvage value, and the useful life of the asset. With this easy-to-use function, the calculated depreciation expense can easily be entered into your asset and expense accounts; without any unnecessary educated guesses as to what the amount of depreciation for that year should be. The Present Value calculation will take a monthly payment for an annuity, and calculate the present value (its worth today) of that amount. One usage is if you bought a car and took out a four-year loan at 12% interest. The payment is $263.34 per month, but you can't remember what the loan amount was. The answer: $10,000. The Future Value calculation will take a monthly payment amount and calculate the future value of that amount. An example might be your IRA retirement fund - you want to know how much you will have to retire on. For example: If you put $166.67 per month (a total of $2,000 per year) into an IRA account, which earned 10% interest per year, after 30 years (360 months) you would have $178,381.53. There is no doubt that you will have great fun discovering how much money you saved, or spent, by using these easy-to-follow Financial Utilities calculations. Furthermore, you will now have the pleasure of knowing the financial effect of decision making, before you make the decisions; and perhaps more importantly, before you speak to your banker. GS6h - The Account Reconciliation Module The Account Reconciliation module has been created to help you by automating the balancing of your checkbook. It can also help you to monitor and balance your credit card statements. Page 62 This module will keep track of all transactions for a particular account or group of accounts. It will show which transactions have "cleared", or are included in the balance on your bank statement, and which transactions remain outstanding. This helpful feature provides a perfect method for balancing your checking account statements, as well as any loan or charge-card statements which you may have. With this effective and time-saving module, you will be able to balance statements easily and efficiently, without spending the usual time-consuming hours trying to figure out where you are out of balance. Moreover, if your checking account happens to be out of balance, the Account Reconciliation will tell you the exact amount you are off. This reconciliation process is simple, since all data required for reconciliation is entered when you are entering ordinary, everyday transactions; making any additional data inputs unnecessary. You will also see which transactions (deposits, payments, credits, etc.) your financial institution does not have in its statement-of-account balance, but you have entered in yours. Consequently, you may balance and verify your accounts, quickly and simply, each time you receive a financial statement. The Account Reconciliation module also provides the option to print a listing of outstanding transactions on a particular account. Comparing this listing to your statement(s) will help you to discover any discrepancies. Page 63 SECTION GS-SEVEN - BASIC ACCOUNTING PRINCIPLES In this section, we would like to give you a basic overview of basic accounting principles. Most of the examples in this section refer to various kinds business transactions. GS7a - Accounting Elements To have complete accounting records, all transactions and events that affect the basic accounting elements must be recorded. The basic accounting elements are ASSETS, LIABILITIES, and CAPITAL or EQUITY. These elements are defined below: ASSETS: Items of value that are owned by the business or by the individual. Examples are money, accounts receivable, merchandise, furniture, machinery, real estate, and land. LIABILITIES: The debts of a person or business. Examples are accounts payable, taxes payable, bank loans, and notes to creditors. CAPITAL/EQUITY: The amount by which assets exceed liabilities. The word "equity", in this sense, means "interest in". The terms net worth, proprietorship, and capital are all synonymous with owner's equity. If no liabilities exist, the owner's equity is equal to the total amount of assets. GS7b - The Accounting Equation The relationship between the three basic accounting elements can be expressed in the following equation: ASSETS = LIABILITIES + CAPITAL/EQUITY In order to increase equity in the business, the owner must either increase the assets without increasing the liabilities or decrease the liabilities without decreasing the assets. In order to increase the assets and equity without investing more money, the business must operate at a profit (profit and loss is described later). Following are examples of the affect of transactions on the accounting equation: 1. An increase in an asset offset by an increase in an equity: opening a bank account with a deposit of $5,000. As a result of this transaction, the assets are increased. Since no liabilities are involved, the equity also increases by the same amount. ASSETS = LIABILITIES + CAPITAL/EQUITY $5,000 $0 $5,000 Page 64 cash owner's equity 2. An increase in an asset offset by an increase in a liability: the purchase of office equipment for $4,000 on 30-day credit. This results in an increase in an asset and an increase in an accounts payable liability. ASSETS = LIABILITIES + CAPITAL/EQUITY $4,000 $4,000 $0 office Accounts Payable equipment 3. An increase in one asset offset by a decrease in another asset: the purchase of office supplies for $100 cash. In this case, the office supplies asset account increases by $100 while the cash asset account decreases by $100, causing the accounting equation to remain unchanged. ASSETS = LIABILITIES + CAPITAL/EQUITY $100 supplies <100> cash $0 $0 $0 4. An increase in an asset offset by an increase in an equity resulting from revenue: the receipt of $500 cash from a client for services. This increases the cash balance and the equity, since liabilities are not affected. ASSETS = LIABILITIES + CAPITAL/EQUITY $500 $0 $500 cash owner's equity 5. A decrease in an asset offset by a decrease in equity resulting from an expense: paying $400 cash for rent. This decreases the cash balance and the equity, since liabilities are not affected. ASSETS = LIABILITIES + CAPITAL/EQUITY <$400> $0 <$400> cash owner's equity Page 65 GS7c - The Income Statement This statement, also called a Profit and Loss Statement or an Operating Statement, shows the net income (or loss) for a specified period of time. The income statement is the total income less the total expenses. A simple statement is shown below: Income from services . . . . . . . . . . . $500 Rent expense . . . . . . . . . . . . . . . < 400> Net income . . . . . . . . . . . . . . . . $100 GS7d - The Balance Sheet The balance sheet is sometimes called a Statement of Financial Condition or a Statement of Financial Position. It shows assets, liabilities, and equity at a specific date. The balance sheet shows the ending balance for all the asset, liability, and equity accounts. The balance sheet for the five equations of Section GS7b would appear as follows: ASSETS Cash . . . . . . . . . . . . . . . . . . $5,000 Equipment . . . . . . . . . . . . . . . 4,000 Supplies . . . . . . . . . . . . . . . . 100 Total Assets . . . . . . . . . . . . . . $9,100 LIABILITIES Accounts Payable . . . . . . . . . . . . $4,000 CAPITAL/EQUITY Owner's Equity . . . . . . . . . . . . . 5,100 Total Liabilities & Equity . . . . . . . $9,100 Notice that the accounting equation holds true: ASSETS = LIABILITIES + CAPITAL/EQUITY GS7e - Double-Entry Accounting The meanings of the terms asset, liability and capital/equity are explained above. Examples have been given to show how each transaction causes a change in one or more of the three basic accounting elements. Note that in each of the transactions above, there was a dual effect (two accounts were changed). This will always be true. A change (increase or decrease) in any asset, liability or capital/equity is always accompanied by an offsetting change. The fact that each transaction has two elements is the basis for double-entry accounting. This does not mean that a transaction is recorded twice; it means that each of the two elements of each Page 66 transaction are recorded. This method is very orderly, simple, and very flexible. There is no transaction which cannot be recorded in a double-entry transaction. A business or individual has many assets. Each one of these assets is kept track of in a separate account (e.g: cash, furniture, real estate). A separate account would be kept for each asset, liability and equity. Thus, many accounts make up the total assets; many accounts also make up the total liabilities. To help you to understand double-entry accounting, we will introduce you to a way of describing an account. This is called a "T" account. The T account has three major parts: the title and account number, the debit side, and the credit side. A sample of the T account form is shown below. Account Title Debit Side Credit Side GS7f - Debits and Credits To debit an account means to record an amount on the left, or debit side, of the account. To credit an account means to record an amount on the right, or credit side, of the account. The debit is always to the left and the credit is always to the right. Sometimes the word CHARGE is used as a substitute for debit. Another easy rule is: A CREDIT IS WHERE THE MONEY IS COMING FROM. . . . . . A DEBIT IS WHERE THE MONEY IS GOING TO Increases in assets are recorded on the left side (debit) of the accounts; increases in liabilities are recorded on the right side (credit) of the accounts. Decreases in assets are recorded on the right side (credit) of the accounts; decreases in liabilities and equity are recorded on the left side (debit) of the accounts. These relationships are shown below: 1. ASSETS = LIABILITIES + EQUITY 2. DEBITS = CREDITS All Asset Accounts All Liability Accounts Debit to Credit to Debit to Credit to Record Record Record Record Increases Decreases Decreases Increases (+) (-) (-) (+) Page 67 All Equity Accounts Debit to Credit to Record Record Decreases Increases (-) (+) To illustrate double-entry accounting, transaction 1 (from page 140) would be as follows: Cash Capital/Equity Debit Credit Debit Credit $44,500 $44,500 GS7g - Income and Expenses The term "income" refers to an increase in the equity account. Likewise, the term "expense" refers to a decrease in the equity. Thus, there are two new ways in which the equity account can change. All transactions involving income or expense always cause a change in the equity account. These changes could be recorded by debiting the equity account for expenses and crediting that same equity account for income. However, if you were to record income and expense in this manner, the capital/equity account would have a mixture of increases due to income and the investment of assets in the business; while the debit side would have a mix of decreases due to expenses and withdrawal of assets from the business. This would make it difficult to analyze the profits or to determine the net income. Thus, all income and expense transactions are recorded in separately classified income and expense accounts. Only the net income (or net profit) is then reflected in the capital/equity account. The income and expense accounts also have debits and credits. Shown below are the relationship of these accounts. All Expense Accounts All Income Accounts Debit to Credit to Debit to Credit to Record Record Record Record Increases Decreases Decreases Increases (+) (-) (-) (+) The use of these accounts is illustrated in the following examples: 1. An increase in an asset offset by an increase in income: you receive $500 cash for services rendered. This would appear as follows: Page 68 (Asset) Cash Deposited Income Debit Credit Debit Credit $500 $500 2. A decrease in an asset offset by an increase in expense: you pay $400 for office rent. This would be recorded as follows: (Asset) Cash Paid Expenses Debit Credit Debit Credit $400 $400 This brief description of accounting principles and double-entry accounting is not intended to teach you everything about accounting. You should refer to a basic accounting or bookkeeping text, if you would like more details. The intention of this section is to familiarize our users with double-entry accounting and to help users get started with Bottom Line Accounting. For further transaction examples, look at the SAMPLE file. By printing the Transactions Journal report, you will be able to see some sample transactions to apply to your set of books. Page 69 SECTION GS-EIGHT - USER PRODUCT SUPPORT GS8a - Product Support Policy Congratulations! You have just purchased one of the easiest and complete small/medium business or personal accounting systems available for non-accountants. We believe in providing you with high-quality software and support. Our user manuals are very easy to understand and follow. The software has context sensitive help throughout the modules by simply pressing <F1>. If you are unable to find the answers to your questions in the manuals or help screens, we invite you to call our Product Support staff. They will be happy to answer any technical questions you have about our products. If you have a Warranty Card, please complete and return it to us as soon as possible to activate your free 90-day product support. When calling us please have the following information handy. IMPORTANT! * Registration number (on original software disks) * Exact wording of any error message(s) * Available RAM (as reported by DOS CHKDSK or MEM) * DOS version being used * Memory resident programs installed Please be at your computer when you call, with your computer on. YOUR FIRST 90-DAYS AFTER PURCHASE (Registered Users ONLY): You receive FREE PRODUCT SUPPORT FOR 90 DAYS AFTER PURCHASE. To receive your free support, call 800-542-4455, Monday-Friday between 10:00am and 4:00pm Eastern Time. After your free 90-days product support you can choose from three Customer Support Plans. PLAN A 800-Support "As-Needed" ($10.00 minimum charge) 1-800-542-4455 Product Support is available by calling 1-800-542-4405, Monday-Friday between 9:00am and 4:00pm Eastern Time. A charge of $2.00 per minute ($10.00 minimum) will be billed to your Visa, MasterCard or American Express. This "As-Needed" plan is recommended for users with extensive accounting and DOS knowledge. New users should consider either Plan B or C. PLAN B STANDARD SUPPORT PLAN 1-800-542-4455 Why subscribe to the NEW STANDARD SUPPORT PLAN? One, you are important. Our subscribers to the STANDARD SUPPORT PLAN are given first priority for technical support - saves you time. Two, freedom - no more watching the clock while you ask your questions or wait for the answers saving you money. Three, direct access to the technical support department - all calls ring directly to the support department. Four, hassle free technical support - simply give the technical support department your newly assigned support Page 70 number and get your answers. Subscribers are assigned a Support Number they reference in phone calls, FAXes, letters or CompuServe messages. Support Plan is purchased on a per-location basis and entitle the subscriber to one year of unlimited service. PLAN C DELUXE SUPPORT PLAN 1-800-542-4405 The Deluxe Plan includes the Standard Plan. WHY subscribe to the NEW DELUXE SUPPORT PLAN? First, subscribing to the DELUXE SUPPORT PLAN saves you money - historically it costs more to purchase the changes individually. Secondly, you receive software enhancements, tax changes and any new version releases automatically - no more calling or ordering. Three, no more missing vital changes because your notification is lost in the mail or overlooked. Subscribers to this plan are assigned a Support Number they reference in phone calls, FAXes, letters or CompuServe messages. Support Plan is purchased on a per-location basis and entitle the subscriber to one year of unlimited service. Support Plans are subject to change in subscription services and cost without prior written notice to users. Contact WindSoft International, Inc. Sales Office for current Plan features and prices (1-800-245-7789). Have your registration number ready when you call. GS8b - How To Receive Help Fast The fastest way to receive help with your technical question or problem is to call us. TECHNICAL SUPPORT PHONE NUMBER: (407) 240-2300 (Weekdays, 9am - 4pm Eastern Time) When calling for technical support, please have your registration number handy to give to the person answering your call. This will speed up the processing of your call to our technical support staff. It will be helpful if you know the version of your program, and are at your computer with the program up and running, when you place your call. GS8c - How To Receive Detailed Help To receive detailed, in-depth technical support, please write to us. Be sure to carefully detail the problem and all symptoms, providing printed examples when possible. Our technical support staff will respond as soon as possible. Our address is: WindSoft International, Inc. P.O. Box 590006 Orlando, FL 32859-0006 Page 71 You may also FAX your questions, problems and/or suggestions to us. Our FAX number is 407-240-2323. Our response will be sent to you via FAX. Please be sure your fax includes a return fax phone number. GS8d - How You Can Solve Your Problem Before writing or calling, we encourage you to check the manual one more time, looking for an answer to your question or a solution to your problem. Many problems can be solved by using the on screen Help by pressing the <F1> key when you are located on the entry screen field. Page 72 SECTION GS-NINE - HINTS and SUGGESTIONS GS9a - Hints Here are some hints from other users that may come in handy: 1. Automatic File Selection at Start-Up: To eliminate the need to enter the disk drive, path filename each time Bottom Line Accounting is started, modify the RUN.BAT file by adding a command line parameter to the "BLA" command. For example, if you want to use the "SAMPLE" filename each time you start Bottom Line Accounting, change (edit) the RUN.BAT file command "BLA" to: BLA SAMPLE Refer to your DOS manual on how to edit files using EDIT or EDLIN. When you start Bottom Line Accounting, it will use the selected filename without again asking you. 2. Saving RAM Memory: If you would like to save some of the RAM memory used by the program, you may directly enter any of the installed modules by simply typing the filename of the module and the filename of the data file (refer to the manual for the particular module for the filename). For example, to directly enter the General Ledger module using the "SAMPLE" data files, type the command GL SAMPLE at the DOS prompt. This will by-pass the Bottom Line Accounting Main Menu, saving you approximately 11.5K of RAM memory. 3. Printing Screen Displays: Use the <Shift-Print Screen> keys to make a hard copy of the screen display. Users of HP laser printers should first load the HPPS.COM file, before starting Bottom Line Accounting, then use the <Print Screen> key to get legible screen prints. 4. End-of-Period Posting to Retained Earnings: When running an End-of-Period Posting, closing entries will be posted to the last (or highest numbered) Retained Earnings (Type R) account. 5. Check Numbers: Check numbers may be incremented by pressing the <+> key and then the <Enter> key. If you would like to keep Page 73 the check number the same as the prior number, press the <=> key and then the <Enter> key. 6. Organizing Account Listings: Alphabetizing of any account listings, except the Chart of Accounts in the General Ledger, may be accomplished by using any alphanumeric account numbering scheme that easily corresponds to the account name. The account numbers do not only have to be numbers. For example, if you have a vendor whose name is Acme, you may use the characters "ACME" as the vendor account number. If you have more than one Acme vendor, you may use numbers following the name (ACME-1 and ACME-2). Any combination of six characters may be used for the account numbers. For information on organizing the Chart of Accounts in the General Ledger, refer to the General Ledger manual. 7. Changing the DOS prompt: If you would like to change the DOS prompt on your screen so it will indicate the current disk drive and directory (and sub-directories), use the Dos command "PROMPT". Be sure you are at the DOS prompt on the screen and not in any program. Enter the following command from the DOS prompt: PROMPT $P$G and press <Enter>. For example, if you are in the BLA directory of disk drive C, the prompt displayed will be C:\BLA> If you would like this feature every time you turn on your computer, add the above command to the CONFIG.SYS file in the root directory of your hard disk drive. Refer to your DOS manual for adding the "PROMPT" command to your CONFIG.SYS file. GS9b - If You Have Comments or Suggestions Our express goal is to provide you with the highest quality, most user-friendly programs at the lowest possible price. If you have any comments or suggestions regarding Bottom Line Accounting, please let us know. We appreciate all feedback. We will try to implement those suggestions that are most advantageous to other users in future versions of Bottom Line Accounting. Page 74 GENERAL LEDGER SECTION GL-ONE - INTRODUCTION GL1a - The General Ledger Module The Bottom Line Accounting General Ledger module is a menu-driven, double-entry bookkeeping system which is suitable for small/medium business use. Although it is easy to use, you must have at least a basic understanding of double-entry (debits and credits) bookkeeping. The General Ledger module keeps track of assets, liabilities, net worth, capital, income and expenses. It also assists the user in spotting financial trends. The program records transactions, categorizes them into various accounts, and generates a complete range of financial reports and graphs. In addition to being a powerful management tool for the small/medium business; this module assists you, the business person, in the tasks necessary to keep track of your financial standing. It performs day-to-day functions such as monitoring the balances of bank accounts, credit cards, loans, etc. Furthermore, this module tracks how closely you are adhering to a budget. It can document all of your assets, thus providing a backup record for insurance purposes. The General Ledger module also provides a record of earnings and expenses, in order to assist you in preparing your income tax paperwork. GL1b - General Information Below is a list of steps to follow when using Bottom Line Accounting General Ledger for the first time. These steps are for those who have already read the Getting Started section of this manual and are now ready to set up their own "live" data files. It is assumed here that you have already installed Bottom Line Accounting on your hard disk drive and have started the program. If this is not the case, refer to the Getting Started User's Manual before reading any further. These brief steps are intended to provide step-by-step guidance for getting started on your own. They are not intended to replace reading either the Getting Started section or this section. Detailed instructions are covered in the sections referenced. 1. First, we suggest you go to the Setup Menu to customize the system configuration to meet your particular hardware and printing needs. Although not absolutely necessary, doing this now may prevent printing problems later. Refer to Section GS-Three - System Set-Up in the Getting Started section for detailed instructions. 2. Next, from the Bottom Line Accounting Main Menu screen, select the "G/L"menu item. The followingscreen appears: Page 75 FIGURE OMITTED Figure GL1-1 General Ledger Main Menu 3. Figure GL1-1 shows the General Ledger Main Menu screen. From here you will select the different areas of the General Ledger to work in. 4. The first step in setting up your General Ledger is to set up accounts. Select "Chart of Accounts Menu" from the General Ledger Main Menu to set up your Chart of Accounts. You must have accounts active before you can enter any transactions or print reports. Refer to Section GL-Two - The Chart of Accounts for detailed instructions. 5. Next, select "Utility Menu" from the General Ledger Main Menu to set up your check printing configuration. This will allow you to print checks "on-the-fly" as you enter transactions. Refer to Section GL-Six - Utility Menu for detailed instructions. 6. Next, select "Transactions Menu" from the General Ledger Main Menu to start entering transactions and printing checks. Refer to Section GL-Four - Transactions for detailed instructions. 7. Once you have entered some transactions, you may select "Reports Menu" from the General Ledger Main Menu and print a "Transaction Journal Report" (or any other report) to see your progress to this point. The two most useful reports are the "Income Statement" and the "Balance Sheet". Refer to Section GL-Five - Reports for detailed instructions. 8. The "Utility Menu" item from the General Ledger Main Menu provides you with functions to do a variety of tasks including graphically displaying account balances; posting from other modules to the General Ledger; performing the end-of-period posting; merging, importing, or exporting General Ledger transaction files; and setting up your check printing configuration. Refer to Section GL-Six - Utility Menu for detailed instructions. Please keep in mind that the above steps are only intended to show you the order of getting started with your own books. We highly recommend that you read all of the referenced sections before beginning. Page 76 SECTION GL-TWO - THE CHART OF ACCOUNTS GL2a - What Is A Chart of Accounts? The Chart of Accounts is the foundation upon which your Bottom Line Accounting program is built. Creating an accurate and logical Chart of Accounts is important if you wish to correctly input and retrieve data. We strongly recommend that you review the sample Chart of Accounts in the "SAMPLE" file and use it as a guideline in setting up your own accounts (see Appendix A for a sample "Chart of Accounts" report). In this section, the elements included in a Chart of Accounts will be described. Also, the procedures for entering, changing or deleting accounts will be discussed. If you have little or no experience in double-entry bookkeeping and/or its terminology, you may find it worthwhile to familiarize yourself with Section GS-Seven - Basic Accounting Principles in the Getting Started section of this manual. GL2b - Types Of Accounts Each transaction entered into the program requires a minimum of two accounts; one account must be debited and one account must be credited. Often, there may be several accounts that are debited and/or credited in one transaction. A total of 2000 different accounts can be set up in your Chart of Accounts. Each account must be assigned an account number between 1 and 999999, as well as a type code. The account type codes are as follows: A = ASSETS: Money you have, things you own, and money owed to you. L = LIABILITIES: Debts (e.g., loans, credit cards, etc.). C = CAPITAL or EQUITY: Starting net worth or money invested in a company. R = RETAINED EARNINGS: Used by the system to track your net income and net equity (shows all profit related increases or decreases). You must set up at least one type "R" account (The highest "R" account number is used by the system to post net income to the balance sheet). I = INCOME: Earnings, paychecks, or cash received. E = EXPENSE: Money you pay out for goods or services (e.g., rent, gas, food, etc.). Page 77 1 = SUBTOTAL GROUP 1: Subtotals for reports only. See Section GL2d - Subtotals for a fuller explanation. 2 = SUBTOTAL GROUP 2: Subtotals for reports only. See Section GL2d - Subtotals for a fuller explanation. N = NET INCOME: "Net Income Subtotal" used only for Expense Accounts (Type "E") and appears only in reports. See Section GL2d - Subtotals for a fuller explanation. GL2c - Organization of the Chart of Accounts A sample "Chart of Accounts" listing is included in Appendix A of this manual and also in the "SAMPLE" data file. Please review this listing to note the following characteristics: 1. Asset accounts are assigned the lowest account numbers, followed by Liability, Capital/Equity, Retained Earnings, Income and Expense account numbers. 2. There must be at least one Capital/Equity (Type C) account. You may, however, have more than one type "C" account. 3. There must be a Retained Earnings (Type R) account. 4. Account numbers do not have to be assigned in immediate sequence (e.g., 1, 2, 3, 4-). We recommend that you leave enough space between account numbers to allow the insertion of additional accounts between those accounts already established; thus allowing the alphabetizing of account names in each account number group, if desired. 5. Assign account numbers so that all accounts of the same type are grouped together in the same series of account numbers. For example, all Asset accounts should be grouped together and have the lowest numbered series of account numbers. Following is an example of suggested account number groupings: 1000 - 1999 Assets (Type A) 2000 - 2999 Liabilities (Type L) 3000 - 3999 Capital and Retained Earnings (Type C & Type R) 4000 - 4999 Income (Type I) 5000 - 5999 Expenses (Type E) GL2d - Subtotals Specific account numbers may be reserved for subtotals in the Chart of Accounts. All subtotal accounts are defined with the Page 78 code of type 1, type 2, or type N. This allows you to organize your subtotal accounts to best suit your needs. Refer to the sample "Chart of Accounts" report in Appendix A or the "SAMPLE" files, to see how the subtotals may be labeled and used. 1. Subtotal Type 1 will give you a subtotal of account numbers of the same account type (A, L, C, R, I, or E). For example: You have three checking accounts, numbered 100, 110, and 120, with no other accounts between these numbers. If you would like a subtotal for these three accounts, create an account with a number of 121 as a Type 1 account. 2. Subtotal Type 2 will give you a subtotal of all accounts back to the previous Type 2 subtotal. Type 2 subtotals will also clear the Type 1 subtotal accounts. 3. The Type N (Net Income) account is used only within the Expense account group (Type E). This account type will determine your cumulative net income, to date, in the Expense account group. Net Income = Income Expenses. 4. You may enter as many subtotal accounts as needed. 5. You do not need to create any Grand Total accounts (i.e., Total Income). On Reports, the Bottom Line Accounting program automatically creates a Grand Total for each account-type grouping. 6. You cannot get a combined subtotal for two account types (e.g., assets, (Type A), and liabilities, (Type L), as all subtotal balances are cleared between account types. Subtotal accounts do not have beginning balances and you cannot enter transactions into them. GL2e - Chart of Accounts Data Fields Each account in the Chart of Accounts includes several input fields. These fields contain important information for that account. The data fields are as follows: ACCOUNT NUMBER: Enter the new account number (up to six digits), making sure you follow the guide lines for organizing your Chart of Accounts in Section GL2c. You must not mix account types together, and all accounts must be organized in account type order; that is: first type A, then type L, type C, type R, type I, and finally type E. Page 79 ACCOUNT NAME: The account name should clearly identify the purpose of that account or subtotal field (i.e., "Checking - First National Bank", and not "Checking Account"). ACCOUNT TYPE: This field consists of a one-character account-type identification. Only the following types are allowed: A, L, C, R, I, E, 1, 2, or N. Refer to Section GL2b - Types of Accounts. BEGINNING BALANCE: The beginning balance is usually zero. Any time you enter a beginning balance, you run the risk of an out-of-balance situation. If you choose to enter a beginning balance, you must always enter a positive number. This is the normal balance associated with any given account (e.g., Assets = debit, Liabilities = credit, etc.). The default value for beginning balances is zero. You cannot enter a beginning balance for Type 1, Type 2, or Type N subtotal accounts. Refer to Section GL2i - Setting Beginning Balances. NOTE: Income and Expense accounts are period accounts and, therefore, do not have beginning balances. Any beginning balances must be entered as transactions. GL2f - Getting Familiar with the Chart of Accounts Before you create your own Chart of Accounts, follow the steps below using the "SAMPLE" accounts to familiarize yourself with the way the Chart of Accounts is organized. 1. After you have started Bottom Line Accounting, select the filename "SAMPLE". 2. From the Main Menu, select "G/L". 3. From the General Ledger Main Menu, select "Chart of Accounts Menu". The following screen appears: FIGURE OMITTED Figure GL2-1 Chart of Accounts Menu 4. At the Chart of Accounts Menu, select "Update Chart of Accounts". The following screen appears: FIGURE OMITTED Page 80 Figure GL2-2 Chart of Accounts Listing Notice how this typical Chart of Accounts is organized. The screen will display eighteen account numbers at a time. To see more accounts, use the cursor-arrows keys or mouse to scroll through the listing. You can select an account number by pressing <Enter> when the cursor is on the account; or, if you know the beginning of the account number, simply type in the number. The first account number in that range will appear at the bottom of the screen, with the cursor automatically on that account (e.g., entering 5 will take you to account number 5000). If you know the account number, simply enter that number and the cursor will position itself on that account. Before setting up your own Chart of Accounts, you may want to practice creating some accounts by entering them into this sample Chart of Accounts, following the steps below. GL2g - Add/Modify/Delete Accounts This section will describe how to add, modify, and/or delete accounts in the Chart of Accounts. The "SAMPLE" file is used in all of the following examples. 1. From the General Ledger Main Menu, select "Chart of Accounts Menu". 2. From the Chart of Accounts Menu, select "Update Chart of Accounts". Figure GL2-2 above will appear. At the bottom of the Chart of Accounts screen, notice three available functions: <F3>Add, <F4>Mod, and <F5>Del. Selecting one of these functions enables you to add, modify, or delete an account. Follow these steps: ADDING AN ACCOUNT: Press the <F3> key and Figure GL2-3 will appear. If there are no existing accounts, this Add Account window will automatically appear. FIGURE OMITTED Figure GL2-3 Add Account A. Enter the account number you want to add, then press <Enter>. B. Enter the account name, then press <Enter>. C. Enter the account type (A,L,C,R,I,E, or for subtotal accounts; "1", "2", or "N"). Page 81 D. Enter a beginning balance, if applicable. Remember, you cannot assign a beginning balance to any Income, Expense, or Subtotal account. Press <Enter>. The account you just created is now added to the Chart of Accounts and the screen is ready to accept your next account. Follow steps A through D, above, to add any additional accounts you want. E. When you are done adding accounts, press <Esc> and the Add Account window will disappear. MODIFYING AN ACCOUNT: Press the <F4> key and Figure GL2-4 will appear. FIGURE OMITTED Figure GL2-4 Modify Account Notice the cursor is on the "Name:" field, not the "Number:" field. You can change only the account name, the type code, and/or the beginning balance. To change an account number; you must add a new account, change any existing transactions to this new account, and then delete the old account number. See Section GL6c - Changing Account Numbers if you need to change an account number. A. To change an account name, simply type the new name and press <Enter> when done. If this is the only change to be made, press <F10> and the change will be saved. To skip this field, press <Enter>. Press <Esc> and the Modify Account window will disappear. B. To change the type code, simply enter the new type code. If the new type code and existing account number cause the account to be positioned incorrectly in the Chart of Accounts, you will be warned by the program to change the account number. Refer to Section GL6c - Changing Account Numbers, if you need to change an account number. C. To change the beginning balance, simply enter the new balance figure and press <Enter>. Your change will be saved. Press <Esc> and the Modify Account window will disappear. DELETING AN ACCOUNT: To delete an account, the account must have a zero beginning balance and there must not be no transactions for this account. If transactions exist, you must first delete them before you Page 82 can delete the account (refer to Section GL4c - Change/Delete Transactions). To delete an account, move the cursor to the appropriate account number and press the <F5> key. Answer Y (Yes) to the "Are you sure" prompt, and the account will be deleted. GL2h - Entering Your Chart of Accounts When you actually create your own Chart of Accounts, it is important that you have an organized plan of the different accounts and types of accounts you wish to create. Organize your paperwork, checks, statements, etc. into a logical account type and account-number order (e.g., Put all of your assets in the order you want them to appear in your Chart of Accounts, but don't forget to save room for additional accounts and subtotals). To enter your new accounts, follow the steps below. If you are unsure about how to enter accounts, you can practice using these steps with the sample Chart of Accounts. DO NOT try to modify the sample Chart of Accounts for your own personal use. You must first create a new file for your own set of books. If you want to copy an existing Chart of Accounts, refer to Section GS2d - Create or Clone Your Own Set of Books in the Getting Started section of this manual. 1. From the Bottom Line Accounting Main Menu, select "G/L". 2. From the General Ledger Main Menu, select "Chart of Accounts Menu". 3. From the Chart of Accounts Menu, select "Update Chart of Accounts". The following screen will appear: FIGURE OMITTED Figure GL2-5 Add Account 4. Since you are creating a new Chart of Accounts, only a blank entry window will appear asking for your first account number, name, type, and beginning balance. It is very important that you group your accounts appropriately (e.g., 1-1999 = Assets, 2000-2999 = Liabilities, etc.). You cannot mix account types together, so be sure to leave plenty of space between account numbers and types for additional accounts in the future. We suggest that you increment account numbers by tens or hundreds. Page 83 A. Enter the account number you want to add, then press <Enter>. B. Enter the account name, then press <Enter>. C. Enter the account type (A,L,C,R,I,E, or for subtotal accounts; 1, 2, or N), then press <Enter>. D. Enter a beginning balance, if applicable. Remember, you cannot assign a beginning balance to any Income (Type I), Expense (Type E), or Subtotal (Type 1, 2 & N) account. Press <Enter>. This first active account you have just created is now added to your new Chart of Accounts and should now appear in the Chart of Accounts on the screen. To add additional accounts, follow the steps in Section GL2g - Add/Modify/Delete Accounts. GL2i - Setting Beginning Balances When setting up your Chart of Accounts for the first time, you may want to include some beginning balances. If you do, please follow the instructions below: NOTE: While you are creating new account numbers with beginning balances, the system will tell you how much you are out of balance. Do not be concerned with this out-of-balance condition before you have finished entering all of your Asset and Liability accounts with their beginning balances. 1. Enter all your Asset (Type A) accounts, including their beginning balances, if applicable. 2. Enter all your Liability (Type L) accounts, including their beginning balances, if applicable. After you have finished entering all of your Asset and Liability beginning balances; you would normally be out of balance by the difference between your total assets, less your total liabilities (the out-of-balance amount shown on the screen). Enter this difference in your first Capital/Equity (Type C) account beginning balance. This amount is your starting Equity. After doing so, the "out of balance" message will disappear. 3. Normally, the beginning balances for Income and Expense accounts is zero. However, if you are setting up your books in mid-year, then your Income and Expense accounts already have active balances and these balances must also be set up. These balances cannot be entered through the Chart of Accounts. Instead, a simple two-part transaction must be entered to reflect Page 84 the correct balance for the current year. This must be done for each Income and Expense account you have that has a balance other than zero. Page 85 SECTION GL-THREE - INCOME AND EXPENSE BUDGETS Bottom Line Accounting allows you to keep track of your budgets for income and expenses. You can determine how closely you are staying within your budget by printing the Budget Variance report (See SECTION GL-FIVE - REPORTS). Follow the procedure below to add budget amounts to your Bottom Line Accounting accounts: 1. From the General Ledger Main Menu, select "Chart of Accounts Menu". 2. From the Chart of Accounts Menu, select "Update Expense Budgets". The following screen appears: FIGURE OMITTED Figure GL3-1 Enter Budgets 3. Enter the account number for which you would like to set a budget. This account number must be an active Income or Expense account that was previously set up in the Chart of Accounts. If you are unsure of which account you would like to budget, pressing <F2> will give you the pop-up Chart of Accounts listing. The program will only accept an Income- or Expense-account number in this field. Once you have entered a correct account number, the type of account and name will appear. 4. Enter the month number for the budget you would like to create. For example, if you want to create a budget for only the month of March, enter the number "3". If you want to create a budget for every month in the year with this same amount, enter the number "13". (This feature eliminates having to enter the same budget amount 12 times when creating a budget for each of the twelve months.) 5. Enter the budget amount for one month and press <Enter>.The program will return you to the "Enter Account:" field. At this time you may enter another account to budget by following steps 3 through 5, above. 6. Press <Esc> when you have finished entering budgets. You will be returned to the Chart of Accounts Menu and your budget saved. You may print a copy of all of your budget data by printing the Budget Listing report (See SECTION GL-FIVE - REPORTS). Page 86 The budget data you enter is used when generating a Budget Variance report. This report can be run either as a year-to-date (cumulative) report or as a trended (by month) report. SECTION GL-FOUR - TRANSACTIONS When entering transactions into Bottom Line Accounting General Ledger, you have three options: 1. "Input Transactions": Entering simple and multiple-part transactions through an input screen that requires debiting and crediting to at least two accounts. 2. "Creating Recurring Transactions": Creating repetitive transactions that occur weekly, bi-weekly, semi-monthly, or monthly. 3. Entering and Printing Checks: Entering simple transactions through an input screen that resembles an actual check, with an option to print the check before leaving the screen. This section will cover all of the above options in detail. GL4a - Entering Simple Transactions Each transaction involves the debiting of one account, and the crediting of another account. When entering debits and credits, one easy rule to remember is: A CREDIT IS WHERE MONEY COMES FROM, AND A DEBIT IS WHERE MONEY GOES TO. If you are new to double-entry bookkeeping, you may wish to review Section GS-Seven - Basic Accounting Principles in the Getting Started section of this manual or refer to the transactions in the "SAMPLE" files for examples. As you enter each of your transactions, Bottom Line Accounting will check it to ensure that it is in balance (Debit amounts = Credit amounts). If the accounts in your Chart of Accounts have been set up in balance, Bottom Line Accounting will always keep your books in balance. To enter a simple transaction, follow these steps: 1. From the General Ledger Main Menu, select "Transactions Menu". The following screen appears: FIGURE OMITTED Page 87 Figure GL4-1 General Ledger Transactions Menu 2. From the General Ledger Transactions Menu, select "Input Transactions". The following screen appears: FIGURE OMITTED Figure GL4-2 Add Transaction The following transaction will simulate your purchase of computer software from WindSoft International, Inc. You have written a check totaling $153.95 using checking Account #1 and you want to apply this to office expenses. 3. Enter the date on which the actual transaction occurred (e.g., 04-07-93), then press <Enter>. You only have to enter the numbers for the date; the separators (hyphens) are automatically skipped over. 4. Enter the Department code (up to four characters) if you are using department codes to track Income and Expenses. This is an optional field. This feature allows the specific identification of a transaction for income and expense tracking. For example, a company has two divisions (A and B) and would like to track the transactions separately. When entering transactions, enter an A or B in the Dept field of the transaction. When generating a report, enter A in the Department field to retrieve those transactions that pertain only to division A. Likewise, enter B in the Department field to retrieve those transactions that pertain only to division B. To generate a report with both divisions' transactions, leave the Department field blank. 5. Enter the check number (up to seven digits) for the transaction. If you would like Bottom Line Accounting to automatically increment the check number for you, press the <+> key and then press <Enter>. NOTE: If you will be printing a check from this transaction, the credit information for the checking account must go on the first line of the transaction. 6. Enter the description for this part of the transaction. This could be to whom the check is/was written, or why the check was written (e.g., WindSoft International, Inc.). Page 88 7. Next, enter the account number to be credited (where the money is coming from). If you are unsure about the account number, press the <F2> key for a pop-up chart of accounts. In this example, credit account 1010 (Checking Account #1). 8. Now enter the amount of this transaction. In this case you want to credit account 1010 (checking account #1). First press <Enter> to skip over the debit field, then enter the amount ($153.95) in the credit field and press <Enter>. 9. You will now be on the second line of the transaction and ready to debit the expense account. Enter the check number for the second part of the transaction (default is the check number entered in part one). 10. Enter the description for part two of this transaction. The description default is as entered in part one. Enter "Purchase software" and press <Enter>. 11. Next, enter the account number to be debited (where the money is going to). If you are unsure about the account number, press the <F2> key for a pop-up chart of accounts. In this example, debit account 5620 (Office expense). 12. Finally, enter the amount to debit. In most cases, this is the same amount entered in the credit part of the transaction. In fact, the default for the debit amount will be the amount entered in the credit amount. Press <Enter>. 13. Since the transaction is in balance, the prompt "Print check(P) or Inputs Correct(Y/N):" will appear. Since all we are doing here is entering a simple transaction, enter Y (Yes). The transaction will be saved and you will be returned to the first input field to enter another transaction. If you have finished entering your transactions, press <Esc> to return to the General Ledger Transaction Menu. When entering your debits and credits, be sure to enter the credit to the checking account on the first line of the transaction, if applicable. Also, be sure to debit and/or credit the correct account number. If you need to debit more than one account, or credit more than one account in a single transaction, refer to Section GL4b, below. GL4b - Entering Multiple Part Transactions Most transactions will have only one debit and one credit. However, there are some instances when there are several credits and/or debits in a single transaction. Bottom Line Accounting Page 89 allows you to make multiple credit and/or debit entries, allowing up to 26 transaction parts for each transaction. Multiple part transactions are entered just like any other transaction, except the initial debit and credit amounts are different. Follow the example outlined below to record a multiple debit/credit account: NOTE: It is important to remember to enter all your credit information first, followed by all the debit information. This will produce more legible reports and ensure that, when writing checks, the credit information for the checking account is on the top line of the transaction. You will write a check totaling $853.00 for your bank loan payment, where $491.00 will go toward the loan principle and $362.00 will go toward bank service charges. You will want to enter this transaction into three separate accounts: the first crediting your checking account (1010) for $853.00; the other two debiting account 2400 Bank Loan (Liability) for $491.00, and account 5220 Bank Service Charges (Expense) for $362.00. 1. First, follow steps 1 through 12 of Section GL4a - Entering Simple Transactions above; entering on line one the credit information relating to account 1010 (checking account), and on line two the debit information relating to account 2400 (Bank Loan). 2. Since the transaction is out-of-balance (the credit amount of $853.00 being more than the debit amount of $491.00), you are alerted with the message: "Transaction is OUT OF BALANCE, continue:[Y]:" 3. Press Y (Yes) to continue, since you need to include the second debit to account 5220. 4. Notice the "ADD TRANSACTION" detail lines have scrolled down, giving you a third line for input of information. Enter on this third line the debit information relating to account 5220, entering it the same way you entered the information for line two. 5. After entering the $362.00 in the debit column of line three and pressing <Enter>, notice the transaction is now in balance. Follow step 13, above, to save the transaction and set the screen to enter another transaction. 6. If you have finished entering your multiple part transactions, press <Esc> to return to the General Ledger Transaction Menu. Page 90 In this example, you balanced the three-part transaction by offsetting the credit part with the two debit parts. The program will continually try to balance the transaction after each part is entered, by defaulting to the needed debit or credit field. For example: in the above transaction, if you entered $462.00 in the credit column for line three, then answered "Y" to the "Transaction is OUT OF BALANCE, continue:[N]:" prompt, you would see a fourth line on the screen. GL4c - Change/Delete Transactions If you discover that a transaction was entered incorrectly, or should not have been entered at all, Bottom Line Accounting allows you to go back to correct or delete the incorrect entry. Follow the steps below to modify or delete a previously entered transaction: 1. From the General Ledger Transaction Menu, select "Change/Delete Transactions". The following screen will appear: FIGURE OMITTED Figure GL4-3 Transaction Search Parameters 2. Bottom Line Accounting is prompting you for transaction search parameters. Enter any appropriate search data (e.g., account number). It is not necessary to make an entry in every field. In fact, entering only one or two fields of information is usually sufficient to find a transaction. You can simply enter one field of the transaction and Bottom Line Accounting will search for any transactions that match this field (i.e., Check #6 or Account 1020). NOTE: Leaving all fields blank will search/find all transactions. If you remember the check number, enter it in the "check" field and press the <F10> key to initiate the search (you may also enter the date of the transaction to display all transactions entered on that date). A "Search Match" screen will then appear, displaying the transaction. The bottom of the window will display: "Modify/Delete/Search/Reverse/Begin/End/+/-/Quit:" 3. Select one of the following: M = Modify/change transaction shown. D = Delete transaction shown. Page 91 S = Find the next transaction which matches search. R = Find prior transaction which matches search. B = Go to first transaction in file. E = Go to last transaction in file. = Go to next consecutive transaction. = Go to prior consecutive transaction. Q = Quit transaction search. 4. As long as you continue to answer the above prompt with S (default), Bottom Line Accounting will search for all transactions containing the values you have specified. R does the same thing as S, except it searches in reverse order. 5. To modify a transaction, press M (Modify) and you will be in the change mode. Type in the correct information in the appropriate field(s) or press <Enter> to leave a field unchanged. Use the "Shift-Tab" key to go to a previous field. You must make sure that your new cumulative credits equal your cumulative debits. Your change will not be accepted if it causes the transaction to be out of balance. Pressing <Esc> will ignore your changes and take you back to a new parameter search. The <F10> key will save inputs and record your changed transaction. 6. To delete a transaction, press D (Delete) and answer the "Transaction has 2 parts, Delete OK? [N]:" prompt with Y (Yes). The transaction is now deleted. Press <Esc> to go to a new parameter search. Pressing <Esc> again will return you to the Transaction Menu. NOTE: If you are deleting a multiple part transaction, the "DELETE OK?" prompt will display how many parts are in that transaction. Most transactions will have only 2 parts. GL4d - Create Recurring Transactions Recurring Entries are designed for those who have consistent deposits or payments on a weekly (W), bi-weekly (B), semi-monthly (S), or monthly (M) basis. To eliminate the process of re-entering a transaction, follow the steps below: 1. From the General Ledger Transaction Menu, select "Create Recurring Transactions". The following screen appears: FIGURE OMITTED Page 92 Figure GL4-4 Add Recurring Transaction 2. At the "Frequency(W,B,S,M):" prompt, enter one of the following: W - weekly, B - bi-weekly, S - semi-monthly, or M - monthly. The default is "M" (monthly). Press <Enter> to accept your selection. 3. The Dept- and Check-Number fields are usually left blank. They are filled in later when the transaction is activated. 4. Next, enter the description of the transaction (i.e., car payment). 5. Next, enter the account number to debit or credit. Remember, you will be entering both a debit and a credit part of this transaction. One account must be credited, and one account debited. See Section GL4a - Entering Simple Transactions for further information. 6. When the transaction is complete, press <F10> to save all inputs, then the <Esc> key to return to the General Ledger Transaction Menu. You have now created a recurring entry; however, it will not be usable until it is activated. See Section GL4f - Activate Recurring Entries. GL4e - Modify/Delete Recurring Transactions If you entered a recurring entry incorrectly, or no longer wish to save it, you may change or delete that entry at any time. To change or delete a recurring entry, follow the steps below: 1. From the General Ledger Transaction Menu, select "Modify/Deleting Recurring Entries". The following screen will appear: FIGURE OMITTED Figure GL4-5 Recurring Search Parameters 2. Bottom Line Accounting is prompting you for transaction search parameters. Enter any appropriate search data (e.g., description). It is not necessary to make an entry in every field. You may simply enter one Page 93 description of the transaction and Bottom Line Accounting will search for all entries with that description. NOTE: Leaving all fields blank will search/find all transactions. For example, to search for a particular frequency, enter the frequency code for the recurring entry you wish to modify/delete, then press the <F10> key to initiate the search. If you are unsure of any field, skip that field. Enter the description, account number, and/or the amount of the entry; then press <F10> to initiate the search. 3. Once the search is complete, a "Search Match" screen will appear, displaying the recurring entry. At the bottom of the window the following will appear: "Modify/Delete/Search/Reverse/Begin/End/+/-/Quit:" 4. Select one of the following: M = Modify/change transaction shown. D = Delete transaction shown. S = Find the next transaction which matches search. R = Find prior transaction which matches search. B = Go to first transaction in file. E = Go to last transaction in file. = Go to next consecutive transaction. = Go to prior consecutive transaction. Q = Quit transaction search. 5. As long as you continue to answer the above prompt with S (default), Bottom Line Accounting will search for all transactions containing the values you have specified. R does the same thing as S, except it searches in reverse. 6. To modify a recurring entry, press M (Modify). You are now in the change mode. Type in the correct information in the appropriate field(s) or press <Enter> to leave a field unchanged. Use the "up" arrow key to go to a previous field. You must make sure that your new cumulative credits equal your cumulative debits. Your change will not be accepted if it causes the entry to be out of balance. Pressing <Esc> will ignore your changes and take you back to a new recurring search parameter. Pressing the <F10> key will save your inputs and record your new entry. Page 94 7. To delete a recurring entry, press D (Delete), then answer the "Transaction has 2 parts, Delete OK? [N]" prompt with Y (Yes). The entry is now deleted. Press <Esc> to return to the General Ledger Transaction Menu. NOTE: If you are deleting a multiple part entry, the "DELETE OK?" prompt will display how many parts this particular transaction has. Most recurring entries will have only 2 parts. GL4f - Activate Recurring Entries Once you have entered a recurring entry, it does not become a live transaction until it is activated. When activated, the system will generate a live transaction based on the information in the recurring entry. The following steps explain how to activate a recurring entry. 1. From the General Ledger Transaction Menu, select "Activate Recurring Transactions". The following screen will appear: FIGURE OMITTED Figure GL4-6 Select Activate Frequency 2. Select the frequency of the recurring entries you would like to activate. 3. The screen will then display all of the entries with that frequency. Under the transaction window, the following prompt appears: "Activate/Next/Quit:" 4. When you find the entry you wish to activate, press A (activate). The screen will then display the complete entry. You may now make needed changes to this transaction as described in Section GL4c - Change/Delete Transactions. When the transaction is correct, press <F10>. Your transaction is now activated and the prompt "Print check(P) or Inputs Correct(Y/N):" will appear. If you want to print this transaction as a check, press P. If you are simply activating the transaction, press "Y" and the transaction will be saved. If your inputs are not correct, press N (No) and the cursor will return to the first input field so you can re-enter the information. If there is more than one transaction with the same frequency, they will be displayed one at a time. To skip the activation of Page 95 any particular entry, press N (next) and the next entry (if any) will be displayed. GL4g - Entering and Printing Checks This method of entering transactions is recommended for those who are not familiar with the entering of debits and credits to accounts. It is a simplified transaction-entering process resembling the writing of a check. Keep in mind that only a two-part transaction (one credit and one debit) can be entered through this function. Simply follow the steps below: 1. From the General Ledger Main Menu, select "Transactions Menu". 2. From the General Ledger Transaction Menu, select "Check Writing Transactions". The following screen appears: FIGURE OMITTED Figure GL4-7 Select Account 3. Enter the checking account number that you will use for this transaction (where money is coming from). If you are unsure of the account number; press the <F2> key for a pop-up Chart of Accounts listing, move the highlighted cursor to the appropriate account number, and press <Enter> to accept the account number. The following screen will then appear: FIGURE OMITTED Figure GL4-8 Simple Check Transaction 4. At the "CHECK:" field, you can enter the check number for the next check you are using, then press <Enter>. OR Bottom Line Accounting can automatically increment the check number for you. To increment to the next check number, press the <+> key and then <Enter>. The check number will be entered and the cursor will move to the next input field. 5. At the "Date:" field, enter the date for the check and press <Enter>. Page 96 6. Next, enter to whom the check is/was made out and then press <Enter>. 7. Next, enter the amount of the check and press <Enter>. Bottom Line Accounting will automatically fill out the written amount for you. 8. At the "Address:" field, enter an optional three-line address for the person or company to which the check is/was written. 9. At the "Dept:" field, enter a department code if you would like to track this expense; otherwise, leave blank; then press <Enter> to continue. 10. At the "Expense:" field, enter the Expense (or Asset) account number you wish to debit (where money is going to). Again, if you are unsure of the account number; press the <F2> key for the pop-up Chart of Accounts listing, select the account, and press <Enter>. The following screen will appear: FIGURE OMITTED Figure GL4-9 Print Check or Inputs Correct 11. If you want to print this check, press P. If you are simply entering a check that has already been written, press Y (Yes) and the check will be saved. If your inputs are not correct, press N (No) and the cursor will return to the first input field so that you can re-enter the information. NOTE: When you press P to print a check, you must also press Y (Yes) to save the transaction after the check is printed. If you are simply printing a check again, or are printing a check for a transaction that has already been entered, press N (No) after printing the check and the transaction will not be saved. 12. After entering Y or N to the "Inputs Correct(Y/N):" prompt, the cursor will return to the "Check:" field and you will be able to enter your next check transaction. 13. When finished entering check transactions, press <Esc> to return to the General Ledger Transactions Menu. NOTE: When using this "Entering Check" feature you can enter only one debit account. If you need Page 97 to pay more than one debit account with a single check, enter this transaction as described in Section GL4a - Entering Simple Transactions and Section GL4b - Entering Multiple-Part Transactions. Page 98 SECTION GL-FIVE - REPORTS The Bottom Line Accounting Reports Menu allows you to generate a full range of financial reports from your database. Reports can be generated to show financial standing for a day, month, several months, a quarter, or a year. This section will demonstrate how reports can help you get optimum results from your Bottom Line Accounting program. GL5a - Explanation of Reports Each of the ten reports available from Bottom Line Accounting General Ledger can be sent to your monitor's screen for immediate viewing, to your printer for "hard" copy, or to a disk drive for later retrieval. Many of the reports are generated in a cumulative format for the dates specified; and three of those reports may optionally be generated in a trended, month by month, format. Each of the available Bottom Line Accounting General Ledger reports are described below. All reports may be printed at any time and as many times as necessary. While some of these reports can be viewed on the computer monitor, there are some reports which are too wide to display on the monitor. These reports are indentified in their individual discriptions. To print these reports your System Configuration requires that the normal and compressed(condensed) printer <Esc> codes are entered as appropriate for your printer. Consult your printer manual or your printer technical support for assistance in setting the <Esc> codes. Examples of all G/L reports are shown in Appendix A and can be printed using the "SAMPLE" datafiles. Transaction Journal: This report lists all of the transactions recorded in the journal(s) specified for the requested time period. This report can optionally show only those transactions for a particular department within the journal(s) specified, if you are using the department feature when entering transactions. Recurring Transactions: This report lists all the recurring transactions for the frequency specified. Account History: This report shows all the activity of the account(s) specified for the requested time period. It can be helpful when tracking your checking account(s), loan payments, and/or monitoring loan balances. It can also show variations in monthly bills, such as utility and phone. If requesting more than one account when producing this report, you can optionally request accounts to be listed on separate pages. Page 99 Income Statement: This report shows the total income and expenses for the requested time period. It also shows your net income (total income less total expenses) and can be generated as either a cumulative or trended report. As a cumulative report, it will show the net dollar figures and a percent column showing the percent of income and the percent of income of the expense dollar figure. This report can optionally show the total income and expenses for only those accounts included within a particular department, if you used the department feature when entering the transactions. Trial Balance: This report provides a quick look at the current balances of all your accounts. It is similar to a combined Income Statement and Balance Sheet. In manual accounting systems, this report shows if the accounts are in balance. It is provided here mainly as a convenience to those who still prefer it. Budget Variance: This report shows the difference between the actual and the budgeted amounts for both income and expenses. When generated for more than one month, it shows only the cumulative amounts, with one variance for that amount. Balance Sheet: This report shows your financial position, giving you the balance of all asset, liability, and equity accounts. It may be generated as either a cumulative or trended report. Sources & Uses: This is a two part report; the first showing each account that qualifies as a source of funds and the second showing each account that qualifies as a use of funds. Each account is listed by account number and name, followed by its current balance. The "Total" figure for each part should match. This report may be generated in either a cumulative or trended format. Chart of Accounts: This report shows the current General Ledger Chart of Accounts. You should generate this report after making any changes to the Chart of Accounts. Budget Listing: This report provides a listing of all Income and Expense accounts that have budget amounts assigned; listing all the income accounts first, followed by all the expense accounts. Each account is listed by account number and name, followed by the budget amount(s) for that account. GL5b - General Instructions for Generating Reports To generate any report, do the following: Page 100 1. From the General Ledger Main Menu, select "Reports Menu". FIGURE OMITTED Figure GL5-1 General Ledger Reports Menu 2. From the General Ledger Reports Menu, select the report you want to generate (e.g: Transaction Journal). The Transaction Journal report input-data screen is shown below. Other report input-data screens are covered later in this section. GL5c - Transaction Journal Report FIGURE OMITTED Figure GL5-2 Transaction Journal Input Data 1. As stated earlier, you may generate any of the reports to your monitor's screen (S), to a printer (P), or to a disk drive (D) where the report will become a disk file. NOTE: If you do not have a printer and try to print a report to the printer, you will get an error message. The first prompt on the screen for any report is the destination prompt. It appears as follows: Screen,Printer,Disk(S,P,D): Entering an S for screen or a P for printer will send the report to the screen or printer, respectively. If you enter a D for disk, the system will prompt you for a disk filename. You can enter any name you wish, following the DOS naming conventions. The report will be saved on the default disk drive with the filename you entered, followed by a filename extension of ".RPT". If you enter a filename that already exists, the system will ask if you want to delete the old file. Answering Y (Yes) will replace the existing report with the new report. Answering N (No) will append (add on) the new report information to the already existing report. The disk file is created in ASCII format, thereby allowing it to be used with any word processing program. This feature allows you to bring up the report in a word processor and Page 101 edit the report as you would any document, adding any comments or explanations necessary to strengthen a point or clarify a position. At the "Screen,Printer,Disk(S,P,D):" prompt, enter the letter for the destination of the report. (For this example, enter the letter S to display the report on the monitor.) 2. For most reports, you also need to specify a date range. The date-prompt format will be the format specified in the Configuration Settings (refer to Section GS4d - Setting the System Configuration in the Getting Started section of this manual). The date prompt appears as follows: Starting Date: 01-01-93 Ending Date: 01-31-93 These dates determine the inclusive time period for the report and are included in the heading of the report. NOTE: The ending date can never be more than one year after the starting date (e.g: starting date as 04-01-92 and ending date as 03-31-93). The following examples show formats to use for monthly, quarterly, annual, and year-to-date reports: Monthly: Starting Date: 01-01-93 Ending Date: 01-31-93 Quarterly: Starting Date: 01-01-93 Ending Date: 03-31-93 Annual: Starting Date: 01-01-93 Ending Date: 12-31-93 For Year-to-Date reports, enter the starting date for the report. Then enter any date past the starting date, but not more than one year from that date. The report will include all of the requested information from the starting date to the ending date. For example: If you want a year-to-date Transaction Journal report and the present date is 04-16-93, enter the following dates: Starting Date: 01-01-93 Ending Date: 04-16-93 3. Continuing with the Transaction Journal report: At the "Starting Date:" prompt, enter the date 04-01-93. It may be necessary to press <Enter> after each set of two characters to skip to the next date field, depending on how Page 102 the "Date Field Advance" is set in the System Configuration Settings screen. 4. At the "Ending Date:" prompt, enter the date 04-30-93. Itmay be necessary to press <Enter> after each set of two characters to skip to the next date field, depending on how the "Date Field Advance" is set in the System Configuration Settings screen. 5. At the "Department:" prompt, press <Enter>, leaving it blank. Use of the "Department" field is covered in Section GL-Four- Transactions. If you did not use this field when you entered your transactions, do not use it now. 6. At the "Type of Journal(A,G,R,P,Y,S,I):" prompt, select the journal from which the report will come. The letters indicate the following journals: A = All Journals G = General Ledger Journal R = Accounts Receivable Journal P = Accounts Payable Journal Y = Payroll Journal S = Point Of Sale/Invoicing Journal I = Inventory Journal Enter the letter A (the default for All Journals). The General Ledger Transaction Journal report will be displayed on the screen. The following discusses the other report selection input screens. Any prompts already discussed will not be covered in detail. NOTE: If the screen already displays the correct information for your report, you can simply press <F10> to initiate the report. GL5d - Recurring Transactions Report FIGURE OMITTED Figure GL5-3 Recurring Transactions Input Data 1. At the destination prompt, select the destination of the report. Page 103 2. At the "Recurring Frequency(A,M,S,B,W):" prompt, select the type of frequency for the report using the following guidelines: A = All frequencies M = Monthly S = Semi-monthly B = Bi-weekly W = Weekly The report will be generated. GL5e - Account History Report FIGURE OMITTED Figure GL5-4 Account History Input Data 1. At the destination prompt, select the destination of the report. 2. At the date prompts, enter the starting and ending dates for the report. 3. The "Accounts on separate pages:" prompt gives you the option of having each account start at the top of the next page when printing the history for more than one account. At this prompt, select either: Y (Yes) (the default) to get one account per page OR N (No) to have the next report start immediately following the prior report, without a page break. 4. At the "Account starting:" and "Ending:" prompts, enter the range of account numbers you would like to be reported. Enter the same account number if you want only one account reported. Subtotal account numbers cannot be used here. The report will be generated. GL5f - Income Statement FIGURE OMITTED Page 104 Figure GL5-5 Income Statement Input Data 1. At the destination prompt, select the destination of the report. 2. At the date prompts, enter the starting and ending dates for the report. 3. At the "Department:" prompt, enter the department code if you used a code when entering the transactions and would like the report to include only those transactions. 4. At the "Trended Report:" prompt, enter either: N (No) (the default) to get a cumulative report OR Y (Yes) to get a trended report. The report will be generated. GL5g - Trial Balance and Budget Variance Reports FIGURE OMITTED Figure GL5-6 Trial Balance Input Data 1. At the destination prompt, select the destination of the report. 2. At the date prompts, enter the starting and ending dates for the report. The report will be generated. NOTE: If the Budget Variance report shows some fields as asterisks (*) in place of numbers, it is because the numbers are larger than the report format allows. The largest number the Budget Variance report can display is 9,999,999.99. GL5h - Balance Sheet and Sources & Uses Reports FIGURE OMITTED Page 105 Figure GL5-7 Balance Sheet Input Data 1. At the destination prompt, select the destination of the report. 2. At the date prompts, enter the starting and ending dates for the report. 3. At the "Trended Report:" prompt, enter either: N (No) (the default) to get a cumulative report OR Y (Yes) to get a trended report. The report will be generated. GL5i - Chart of Accounts and Budget Listing Reports FIGURE OMITTED Figure GL5-8 Chart of Accounts Input Data At the destination prompt, select the destination of the report. The report will be generated. NOTE: If the Budget Listing report shows some fields of asterisks (*) in place of numbers, it is because the numbers are larger than the report format allows. The largest number the Budget Listing report can display is 9,999,999.99. If you are unfamiliar with these financial reports, try printing as many reports as you like, using the "SAMPLE" accounts. Doing so will give you an idea of how the reports look and how they might be used. Page 106 SECTION GL-SIX - UTILITY MENU The General Ledger Utility Menu contains nine important menu items, each of which are covered in detail below. To access the General Ledger Utility Menu from the General Ledger Main Menu, select "Utility Menu". The following screen appears: FIGURE OMITTED Figure GL6-1 General Ledger Utility Menu GL6a - Graphics Graphics, included in the General Ledger Utility Menu, allows you to create graphs using data from your Bottom Line Accounting database. This feature allows you to plot any account balance by month. In order to use the Graphics Display feature, you must have a CGA, EGA, VGA, or Hercules graphics display board. Follow the procedures below to begin creating graphs: 1. From the General Ledger Utility Menu, select "Graphics". The following screen appears: FIGURE OMITTED Figure GL6-2 Graph Account 2. At the "Graph Style:" prompt, select the type of graph: Line (L), Bar (B) or Pie (P). 3. At the "Starting Date:" and "Ending Date:" prompts; enter the date range you would like shown on your graph. The date range minimum is three months, the maximum is twelve months. It may be necessary to press <Enter> after each set of two characters to skip to the next date field, depending on how the "Date Field Advance" is set in the System Configuration Settings screen. Press <Enter> to continue. 4. Next, enter the account number(s) you wish to graph. Line and Bar graphs will show up to four different accounts on a single graph. Pie graphs allow only one account on a single graph. Press the <F2> key for a pop-up chart of accounts, if needed. Page 107 5. Next, the program will calculate figures on the chosen account(s) and the following screen will appear (for bar and line graphs only): FIGURE OMITTED Figure GL6-3 Set Minimum & Maximum Graph Range The default values are the minimum and maximum values of the data you are graphing. Press <Enter> at each field to accept the defaults. If you want to change the values, do so, pressing <Enter> to continue. 6. Once you have entered the minimum and maximum values, Bottom Line Accounting will generate a graph on your screen. NOTE: In a pie graph, pieces that are separated from the rest of the pie represent negative balance amounts. To print the graphics display, you must have either an Epson (or 100% compatible) dot matrix printer or an HP LaserJet or LaserJet Series II or III printer. To print a graph with an Epson (or 100% compatible) dot matrix printer, simply press the P key. To print graphs with an HP LaserJet or HP LaserJet Series II or III printer, you must first enter HPPS for HP LaserJet users or HPPS/2 for LaserJet Series II or III users before starting Bottom Line Accounting. The HPPS.COM file was installed with the rest of the program. This will load a memory resident program to allow the use of the keyboard's Print Screen (PrtScr) key to print graphs. If you do not have an Epson or HP LaserJet printer, you should execute the DOS "GRAPHICS" command (see your DOS manual) before running Bottom Line Accounting. Then, use the keyboard Print Screen (PtrScr) key as described above. Again, these procedures are only necessary if you do not have an Epson dot matrix (or 100% compatible) printer or an HP LaserJet or LaserJet Series II or III printer and wish to use the graphics feature. GL6b - Changing Account Numbers This utility allows you to change the account number of every transaction posted to a specific Chart of Accounts account number. It can be thought of as a "global replace" feature. For example, if you want to change the "Insurance" expense account number from 5510 to 5550; you would first create the new account Page 108 number (5550) and then run this utility to change all the transactions that have account 5510 to the new account of 5550. WARNING: Since this is an advanced feature, we do not recommend its use by those who are new to Bottom Line Accounting. It is very important to make a complete backup copy of all the data files before proceeding with this utility. Should something go wrong, it will be easier to recover if you have a good copy of the data files. To change an account number, do the following: 1. From the General Ledger Utility Menu, select "Change Account # for Trans". The following screen appears: FIGURE OMITTED Figure GL6-4 Change Account Numbers 2. At the "Old Account Number:" prompt, enter the account number you wish to change and press <Enter>. 3. At the "New Account Number:" prompt, enter the new account number and press <Enter>. GL6c - Post Other Modules to the G/L This utility allows you the convenience of doing all posting to the General Ledger from one screen, instead of having to enter each module separately and post from each module. 1. From the General Ledger Utility Menu, select "Post Other Modules to the G/L". The following screen appears: FIGURE OMITTED Figure GL6-5 Post Other Modules to the G/L 2. Select the modules from which to post by replacing the N to the right of the listed modules with a Y. Press <Enter> each time to step through the list. NOTE: Posting to the G/L of other modules is required to clear module transactions. This does not occur automatically to allow adjustments, changes or corrections in the module before posting them to the G/L. Page 109 GL6d - End-of-Period Posting The End-of-Period Posting is usually performed once a year, but does not need to be run unless you are running out of disk space. This procedure closes out all of the accounts and permanently deletes all of your transactions and posts them. When the End-of-Period Posting is run, all closing entries are made automatically and your net income is posted to the last Retained Earnings account. After the income and expense accounts are closed, the remaining accounts have their beginning balances updated for the new period. After the posting, all your beginning balances are set to the ending balances as of the date through which you posted. The old transactions are removed and you are now ready to begin your new year. You can use a fiscal year or a regular calendar year with Bottom Line Accounting. The best time to run the End-of-Period Posting is on the first day of your new year. It should be run only after you are sure there are no more transactions to be entered in the old year, and after you have made a backup copy of the data files. NOTE: It is imperative that you make a backup copy of your data file, before you run the End-of-Period Posting. We recommend you use the backup utility from the Configuration Menu. If you need any reports from your prior period, this backup copy of data is your only way to create them. Before you use this function, first try using it on the "SAMPLE" file. The procedures for running the End-of-Period Posting are outlined below: 1. From the General Ledger Utility Menu, select "End of Period Posting". The following screen appears: FIGURE OMITTED Figure GL6-6 End of Year Post Warning TAKE HEED OF ALL NOTICES AND WARNINGS ON THIS SCREEN! Again, we recommend you use the provided Backup utility in the Configuration Menu before you continue. To abort this function, press any key and then answer the "Do you want to continue:N" prompt with N (No) or press the <Enter> key. You will be returned to the General Ledger Utility Menu. 2. At the bottom of the screen is the prompt "PRESS ANY KEY TO CONTINUE". If you want to continue, press any key, then answer the "Do you want to continue:N" prompt with Y (Yes). Page 110 FIGURE OMITTED Figure GL6-7 Post Through Date 3. The "Post Through Date:" prompt appears. The default date will be the last day of the current month in the computer. To accept this date, press <Enter> three times. To change the date, simply enter the date range for your End-of-Period Posting (e.g., 12-31-93). When the last two digits of the date are either accepted by pressing <Enter> or are entered manually, the End-of-Period Posting procedure will begin. To abort this procedure, press <Esc> before entering the last two digits of the date. You will be returned to the General Ledger Utility Menu. All transactions through the "Post Through Date" above will be deleted and your new balances updated accordingly. Once the posting is completed, the notice "End of year posting completed" will appear and you will be returned to the General Ledger Utility Menu. GL6e - Merge G/L Transaction File This powerful feature allows you to merge two General Ledger transaction files into one large file. WARNING BE SURE YOU HAVE A CURRENT BACKUP OF BOTH DATA BASES BEFORE USING THIS FEATURE!! This is a very powerful feature which allows users to control their own data files. Please read this entire section completely before you begin any merge function. Before you merge any existing data files, be absolutely sure that you are doing what you really want to do. Once done, the data file merge cannot be undone. An example of a merge would be for a company with subsidiaries where each has its own data files. With this feature, you can take the General Ledger transaction files from each subsidiary and merge them into one set of books for the whole company. In order to merge files properly, the Chart of Accounts for each of the data files to be merged must exactly match the Chart of Accounts for the data file into which they are being merged. Technically, the entire transaction file from one data file is added to the data file which you are currently in. Every time a merge is run, all the records are added to the current data file. Therefore, do not merge one data file into another more than once, or duplicate records will result. Page 111 To merge data files, do the following: 1. From the General Ledger Utility Menu, select "Merge G/L transaction File". FIGURE OMITTED Figure 6-8 Merge From File Name 2. At the "Merge From Filename:" prompt, enter the filename of the transaction file you wish to bring into the current file in which you are working, pressing <Enter> when done. 3. At the "Starting Date:" and "Ending Date:" prompts, enter the range of dates of the transactions to be merged. It may be necessary to press <Enter> after each set of two characters to skip to the next date field, depending on how the "Date Field Advance" is set in the System Configuration Settings screen. The transactions in the filename specified, which fall within the dates entered, will be merged into the current data file with which you are working. When completed, you will be returned to the General Ledger Utility Menu. GL6f - Import G/L Transaction File This is an advanced feature primarily used by experienced users. It allows you to import ASCII text files into your Bottom Line Accounting General Ledger transaction file. To do this, you must first create the ASCII text file to import. This file must be made from fixed-length records, with one record per line. The filename for this file may be any name; however, the filename extension must be ".TXT". The record layout for this fixed-length record is as follows: Field Name Start Length Mask __________ _____ ______ ____ Date 1 8 User defined in configuration Description 9 30 TEXT Dept 39 4 TEXT Check 43 7 TEXT Account 50 6 1-999999 Debit/Credit Type 56 1 "D","C" Amount 57 11 ########.## Cleared 68 1 See explanation following Page 112 In the field name "Cleared", the mask is one of the three following characters: "Y" (the letter Y): indicates the check in that record was marked as cleared in a prior account reconciliation that successfully balanced. "*" (the asterisk): indicates the check in that record is marked as cleared in an account reconciliation that is not yet balanced. The asterisk is automatically changed to the letter "Y" only when the account reconciliation successfully balances. " " (the field is left blank): indicates the check in that record has not cleared. When importing transactions, all records are error checked to be sure the transaction meets the mask edits before accepting the transaction. If a transaction does not meet the mask specifications, that specific transaction will not be imported. To import an ASCII text file to the General Ledger, do the following: 1. Copy the ASCII text file to be imported into the directory containing your Bottom Line Accounting data files. 2. From the General Ledger Utility Menu, select "Import G/L Transaction File". FIGURE OMITTED Figure 6-9 Import Transactions 3. At the "Import File Name:" prompt, enter the name of the ASCII text file to be imported, then press <Enter>. Notice the filename extension ".TXT" is already included. When import is complete, you will be returned to the General Ledger Utility Menu. GL6g - Export G/L Transaction File This is an advanced feature primarily used by experienced users. It allows you to export ASCII text files from your Bottom Line Accounting General Ledger transaction file. The file created will be an ASCII text file consisting of fixed-length records, with one record per line, following the Page 113 record layout below. The filename for this file may be any name, however, the filename extension will be ".TXT". The record layout for the fixed-length record is as follows: Field Name Start Length Mask __________ _____ ______ ____ Date 1 8 User defined in configuration Description 9 30 TEXT Dept 39 4 TEXT Check 43 7 TEXT Account 50 6 1-999999 Debit/Credit Type 56 1 "D","C" Amount 57 11 ########.## Cleared 68 1 See explanation following In the field name "Cleared", the mask is one of the three following characters: "Y" (the letter Y): indicates the check in that record was marked as cleared in a prior account reconciliation that successfully balanced. "*" (the asterisk): indicates the check in that record is marked as cleared in an account reconciliation that is not yet balanced. The asterisk is automatically changed to the letter "Y" only when the account reconciliation successfully balances. " " (the field is left blank): indicates the check in that record has not cleared. To export a General Ledger Transaction File, do the following: 1. From the General Ledger Utility Menu, select "Export G/L Transaction File". FIGURE OMITTED Figure GL6-10 Export Transactions 2. At the "Export File Name:" prompt, enter the name of the ASCII text file to be created, then press <Enter>. Notice the filename extension ".TXT" is already included. 3. At the "Starting Date:" prompt, enter the starting date for the transactions to be exported, then press <Enter>. Page 114 4. At the "Ending Date:" prompt, enter the ending date for the transactions to be exported, then press <Enter>. NOTE: Only those transactions within this date range will be exported. When the export is complete, you will be returned to the General Ledger Utility Menu. GL6h - Export to WKS file This feature allows the exporting of data from the Income Statement and Balance Sheet reports, creating a disk file in the proper format recognized by the popular Lotus programs Symphony and 1-2-3. The three-character extension of this file will be the Lotus-required WKS. To export this data, do the following: 1. From the General Ledger Utility Menu, select "Export to WKS file". NOTE: The destination for the exported file is hard-coded to D, sending the export to the disk. 2. At the "File Name:" prompt, enter the name you want to give the file. The extension will always be .WKS. For example, entering JULY93 will create the file JULY93.WKS. FIGURE OMITTED Figure GL6-11 Export to WKS File NOTE: If you enter a name for this file that already exists in your data directory, the existing file will be replaced with the new file without warning. 3. At the "Starting Date:" prompt, enter the starting date of the transactions whose information is to be exported, then press <Enter>. 4. At the "Ending Date:" prompt, enter the ending date of the transactions whose information is to be exported, then press <Enter>. NOTE: Only transaction information within this date range will be exported. Page 115 5. At the "Trended Report:" prompt, enter either: N (No) (the default) to get cumulative information from the transactions OR Y (Yes) to get trended information from the transactions. When the export is complete, you will be returned to the General Ledger Utility Menu. GL6i - G/L Check Writing Settings The Check Writing Settings allow you to set up important printing positions for the check-printing function of Bottom Line Accounting General Ledger. If you are not going to print checks, you may skip this section. Bottom Line Accounting General Ledger allows you to print on any checks, regardless of layout. You may even print on your current personal checks. Pre-printed checks may be purchased from our recommended forms supplier, Deluxe Computer Forms (1-800-328-0304). Bottom Line Accounting also has an On-Line Order form for ordering checks from Deluxe. The following checks are recommended for the General Ledger module and may be ordered from DELUXE. When ordering, please reference this fast service number #TO9023. LaserJet Checks #081004 Personal Checks #091050 Non-Stub Checks #091065 Blank-Stub Checks #091004 NOTE: The Check Writing Settings must be set up for each one of your data files from which you will be printing checks. To set up the check writing fields, do the following: 1. From the General Ledger Main Menu, select "Utility Menu". 2. From the General Ledger Utility Menu, select "G/L Check Writing Settings". The following four screens provide the check writing settings for the indicated checks: FIGURE OMITTED Figure GL6-12 LaserJet Check Writing Settings FIGURE OMITTED Figure GL6-13 Personal Check Writing Settings Page 116 FIGURE OMITTED Figure GL6-14 Non-Stub Check Writing Settings FIGURE OMITTED Figure GL6-15 Blank-Stub Check Writing Settings The Check Writing positions are used to customize your check writing. By changing these positions you can use virtually any check with this software. Select the row and column printing position for each of these fields. If you want to omit an item from printing on the check, enter a zero (0) in the row field. To move from one input field to the next, press "ENTER". Each field of the "Check Writing Settings" screen is described below. NOTE: ROW indicates the horizontal lines starting from the top of the check and counting down. COLUMN indicates the vertical lines starting from the left side of the check and counting to the right. Check Printer Port: Allows you to specify the port to which the printer with your checks is connected. This setting will override the setting in the System Configuration. Last Check Number USED: Enter here the number of the last check written. Valid numbers are from 1 to 9999999 (seven digits). The program will then increment your check numbers from this number, saving last used number. Check Size, Length: Width: These two figures are the total number of rows and columns available on the personal check. Usually a personal check with no stub is 2.83" long and 6" wide. To convert those figures to rows and columns: 2.83" x 6 lines per inch ="17" in length and 6" x 10 characters per inch ="60" in width. Check Number: Location of your check number on the check. If you have pre-numbered checks, enter a 0 (zero) for the row number. This field is seven characters long. Check Date: Location of the date on your check. This field is eight characters long. Pay to Name: Location of the name to whom this check is payable. This field is 30 characters long. Page 117 Address: Location of the address on your check (Optional field). The address may be up to three lines. If you do not want the address to print, enter a 0 (zero) for the row number. The actual address is entered when the check transaction is entered. Each line can be up to 30 characters long. Check Amount: Location of the numeric dollar amount on your check (e.g., 5000.00). The amount may be up to twelve characters long, including the decimal character. Amt with words: Location of the amount, in words (e.g., ****FIVE HUNDRED and NO/100). This line may be up to 55 characters long and is automatically filled in when you input the check amount. Should the written amount require more than the 55 characters allowed, the amount will be written using numbers surrounded on both sides by asterisks. Expense Description: Location of the Expense Account name (the debit part of the transaction). This field may be up to 30 characters long. The inputs for the fields below are escape sequence codes that change your printer's mode (see your printer manual for proper codes) when printing checks. All inputs are numbers from 0 to 255. If you do not know the proper codes to use for your printer, simply set all fields to zero. Check Init String: The initialization codes allow you to send a special setup string to the printer before printing checks. It can be used to turn off your out-of-paper sensor or to set a half-line advance when using your personal checks in your printer. Check Exit String: This is an optional field to reset the printer after printing checks. After entering all necessary information, press the <F10> key to save your new Check Writing Settings. Page 118 ACCOUNT RECONCILIATION SECTION GL-SEVEN - ACCOUNT RECONCILIATION The Account Reconciliation function has been created to automate the balancing of your accounts (checking, savings, and charge card accounts) by providing a way to balance these accounts each time you receive a financial statement from the banking institution. NOTE: We strongly suggest you run your first reconciliation using the "SAMPLE" files, and not your live data. This procedure is fairly straight forward, but has caused some users undue problems because of not understanding it. To start reconciling an account, select "Acct rec" from the Bottom Line Accounting Main Menu. The following menu will appear: FIGURE OMITTED Figure GL7-1 Reconciliation Menu NOTE: If you have never before run an account reconciliation with this file, refer to Section GL7g - Configuration Settings. GL7a - Select Account to Reconcile To start reconciling an account, follow the procedure below: NOTE: The following examples were created using account 1010 Checking Account #1 from the "SAMPLE" file. 1. From the Reconciliation Menu, select "Select Account to Reconcile". The following screen appears: FIGURE OMITTED Figure GL7-2 Select Account to Reconcile 2. At the "Account Number:" prompt, enter the account number of the account you want to reconcile (e.g., 1010). If you are unsure of the account number, press the <F2> key for a pop-up "Chart of Accounts" listing. Press <Enter> after selecting the account number. The following screen appears: FIGURE OMITTED Page 119 Figure GL7-3 Load Transactions 3. At the "Cleared/Uncleared/All(C/U/A):" prompt, select the type of transactions you would like to review or reconcile (e.g., U). The choices are: C - Cleared will display all of the transactions that have already been cleared. U - Uncleared will display only those transactions which have not yet been cleared and balanced. A - All will display both the cleared and uncleared transactions. When balancing your checking account(s) or monitoring statements, you would normally select U - Uncleared. Once you make your selection, the system will load the selected transactions and return to the Reconciliation Menu. You are now ready to clear transactions. However, you may find it easier if you first sort the transactions into either date or check number sequence. Refer to Section GL7c - Sort Transactions. GL7b - Clear Outstanding Transactions The next step in the reconciliation process is the clearing of the transactions that are shown on the statement from your banking institution. Follow the procedures below to mark those transactions: 1. From the Reconciliation Menu, select "Clear Outstanding Transactions". The following screen will appear: FIGURE OMITTED Figure GL7-4 Transactions to Clear 2. Figure GL7-4 is a listing of all the uncleared transactions for account 1010. The column labeled "C", located between "description" and "debit", is the column you will use to mark those transactions that appear on the financial statement. To mark a transaction, move the highlighted cursor to the appropriate transaction and then enter an "*" (asterisk). If you accidentally mark a transaction, you may un-clear it by pressing the space bar. NOTE: You must mark every transaction that appears on the statement. If you find a transaction on Page 120 the statement that was not entered into Bottom Line Accounting (usually service or check charges), stop the reconciliation process now and enter that transaction. You must add it in order for the reconciliation to balance. 3. Once you have marked all of the transactions appearing on the statement, press the <Esc> key to return to the Reconciliation Menu. You are now ready to reconcile your account. GL7c - Sort Transactions This menu choice has been provided to allow you to sort the transactions into either date or check number sequence. Most bank statements have the transactions appear in check number sequence. To sort the selected transactions, do the following: 1. From the Reconciliation Menu, select "Sort Transactions". 2. From the "Enter Sort Order(C,D):" prompt, select either: C - to arrange the transactions in check number order OR D - to arrange the transactions in date order. After you make your selection, the transactions will be sorted and you will be returned to the Reconciliation Menu. Sorted transactions will be easier to find and clear, thus simplifying the reconciliation process. GL7d - Print Outstanding Transactions Bottom Line Accounting provides you with a listing of all transactions which you have not yet cleared. To obtain this listing, do the following: 1. From the Reconciliation Menu, select "Print Outstanding Transactions". 2. At the destination prompt, select where you would like the report to be printed. NOTE: The three choices are the same as for reports. For an explanation of the choices, refer to Page 121 Section GL5b - General Instructions for Generating Reports. GL7e - Running the Reconciliation After marking the appropriate transactions, you are ready to reconcile your statement to your transactions. To run the reconciliation, do the following: 1. From the Reconciliation Menu, select "Run Reconciliation". The following screen appears: FIGURE OMITTED Figure GL7-5 Statement Ending Balance 2. At the "Enter Statement Ending Balance:" prompt, enter the ending balance printed on the statement, then press <Enter>. Bottom Line Accounting will calculate the reconciliation. Then, the following screen will appear: FIGURE OMITTED Figure GL7-6 Balanced Reconciliation 3. If you are out of balance, refer to Section GL7f - If You Are Out of Balance. If you are in balance, the "Mark transactions as cleared permanently:[Y]:" prompt will appear. We recommend you answer Y (Yes) at this prompt. By answering Y, Bottom Line Accounting will change the asterisk marking to a Y mark. This process does two things. First, it tells the system that the reconciliation process is complete and that you are in balance. Second, it will prevent these same transactions from reappearing when running the next reconciliation. You won't need these transactions for the next reconciliation since they are part of this balanced reconciliation. Answering N (No) will keep the transactions marked with an asterisk and tell the system the reconciliation process is not complete. 4. At the "Print a Copy of this Reconciliation (Y/N):" prompt, answer: Y (Yes) if you want a copy Page 122 OR N (No) if you do not want a copy. We recommend you print a copy of the reconciliation for future records. GL7f - If You Are Out Of Balance If the "Your Ending Balance" figure is higher than the "Adjusted Statement Balance" figure, it is possible that: 1. You did not enter a service charge in your transaction. 2. You marked a deposit or payment that did not appear on your statement. 3. You did not enter an automatic withdrawal or ATM withdrawal in your transactions. 4. You entered a check or charge as a debit instead of a credit. If the "Your Ending Balance" figure is lower than the "Adjusted Statement Balance" figure, it is possible that: 1. You entered a check twice into the program. 2. You marked a check that did not appear on the statement. 3. You forgot to record a deposit in the program. 4. You entered a deposit or payment as a credit instead of a debit. If you are out of balance, printing an Account History report on the account you are trying to reconcile will help you find your error (See Appendix A for sample reports). This report will list all the debits and credits posted to a specific account. You can then compare this transaction list with the bank's transactions on the statement. You can also print a listing of all outstanding transactions on a particular account. Compare that listing to your bank statement. No transactions on the bank statement should appear on the outstanding transactions listing. GL7g - Configuration Settings The "Configuration Settings" allows you to enter the account numbers you wish to reconcile. Entering these account numbers Page 123 causes Bottom Line Accounting to save non-cleared transactions when running the End-of-Period posting. This is to avoid reconciliation problems in the new year, which are caused by the previous year's outstanding transactions. For example: If you write a check on December 31, 1990, this check will not be listed on the December bank statement since it did not reach the bank until sometime in January. By entering your checking account number into the Reconciliation Configuration, the system will keep track of all uncleared transactions entered in 1990 and carry them over into 1991. To enter account numbers in the Reconciliation Configuration, select "Configuration Settings" from the Reconciliation Menu. The following screen appears: FIGURE OMITTED Figure GL7-7 Reconciliation Configuration You can enter up to sixteen account numbers in the Reconciliation Configuration, and you can enter them any time you like, as long as it is before an End-of-Period posting is run. If you wish to remove an account number from the Reconciliation Configuration, enter a zero in place of the account number in that field. GL7h - Input Transactions This menu choice allows you to enter any transactions that were found on your bank statement, but were not found when marking the transactions to be cleared. The entry of transactions here is exactly the same as if entering the transactions into the General Ledger. For specific instructions on entering a transaction, refer to Section GL4a - Entering Simple Transactions. If a transaction must be corrected which was entered in some other module than the General Ledger, Make the changes necessary in that module. Post them to the General Ledger and then complete your reconciliation. GL7i - Change/Delete Transactions This menu choice allows you to change or delete any transactions found while marking the transactions to be cleared. This feature is handy when the comparison of the bank statement to the actual transaction finds a difference between the two. The changing or deletion of transactions here is exactly the same as if changing or deleting the transactions in the General Ledger. For specific instructions on changing and/or deleting transactions, refer to Section GL4c - Change/Delete Transactions. SECTION GL-EIGHT - HINTS and SUGGESTIONS Page 124 GL8a - Hints/Suggestions Here are some hints from other users that may be helpful: 1. Make a CURRENT backup copy of your data disk each time you update your data. This will safeguard against loss of data due to power outage or other equally frustrating problems. 2. When running End-of-Period posting, closing entries are made to the last (highest number) type R Retained Earnings account. 3. You may use your personal checks or continuous form top-stub, no-stub, or Laserjet checks when printing checks. 4. If you need to reprint a check for a transaction that has already been entered, simply enter and print it at the "Enter and Print Checks" function. Once printed, press the ESC key to abort the transaction without saving. 5. When searching the transaction file for a certain transaction, it is not necessary to make an entry in every field of the Transaction Search Parameter screen. In fact, entering only one or two fields of information is usually sufficient to find a transaction. For fastest searching, include the month and year in the Search Parameter screen and Bottom Line Accounting will search for any transactions that match these fields. 6. When sorting in Account Reconciliation, the sort screen will show the number of records that can be sorted in memory. If your transaction file is larger than that number, the program will create a temporary sort file on the data disk. This temporary sort file will be erased automatically when the sort is complete. It is important that enough free space exists on the disk to perform the sort, 1- times the size of the file to be sorted. 7. Custom reports can be generated by first exporting the transaction file to a spreadsheet or database program (refer to Section GL6h - Export G/L Transaction file for specific instructions) and then using that program's report generator functions. 8. Posting the transactions from other modules to the General Ledger is very easy: A. From the General Ledger Main Menu, select "Post Other Modules to the G/L". Page 125 B. Select the modules from which to post by replacing the N to the right of the listed modules with a Y. Press <Enter> each time to step through the list. GL8b - If You Have Comments or Suggestions Our express goal is to provide you with the highest quality, most user-friendly programs, at the lowest possible price. If you have any comments or suggestions regarding Bottom Line Accounting, please let us know. We appreciate all feedback. We will try to implement those suggestions that are most advantageous to other users in future versions of Bottom Line Accounting. Page 126 FINANCIAL UTILITIES SECTION FU-ONE - INTRODUCTION FU1a - The Financial Utilities Module The Financial Utilities module allows you to make common financial calculations with minimal effort and time. The functions included in this module are as follows: LOAN ANALYSIS: Payments, original loan amounts, interest rates, terms and amortization schedules. DEPRECIATION: Straight line, straight percent, declining balance, sum-of-the-years-digits, ACRS, MACRS and Alternate MACRS methods. INVESTMENTS: Present and future value of annuities, internal rate of return, net present value, bond price and bond yield to maturity. All of the calculations are fast, and they are extremely helpful in analyzing a variety of investment or loan scenarios. The "loan payment calculation" is a useful tool when purchasing a car or a house, since it will let you know what the monthly payment would be. The "amortization schedule calculation" will clearly show you how much of each payment is interest and how much is principle. This is a useful tool for splitting principle and interest payments for your General Ledger loan payment transactions. The "depreciation schedule calculation" can be used to calculate and enter yearly depreciation for each of your assets in your General Ledger. The "present" and "future value of ordinary annuities" can be used to analyze and compare monthly investment scenarios as well as the returns which each would yield. In all of the Bottom Line Accounting financial calculations, interest is compounded once a period or monthly. Most of these calculations are virtually instantaneous and they are displayed on-line. The amortization and depreciation schedules can be printed for easy review or simply saved on your disk for future review. This allows for maximum flexibility when analyzing a variety of different financial alternatives. It is extremely satisfying to see how much money you can save simply by comparing different investment or financing options. You'll know what the long-term effect of decisions are before you make them, and before you talk to your bank. The outstanding features of the Financial Utilities module include the following: * Fast on-line execution speed for all financial calculations. * Extremely easy-to-use calculations. Page 127 * Ability to quickly analyze loan rates and payment amounts. * Principle and interest schedule for all loans. * Calculation of depreciation amounts for all assets. * Saving countless hours of manual calculations. * Understanding differences in interest rates. * Simple fill-in-the-blanks operation. * Easy to use with no financial background. All figures in Financial Utilities are rounded to the nearest 1/100th of a dollar (1 cent), when displayed. For example, if the actual amount calculated was 222.44445, this amount will appear as 222.44. All totals, however, are done with actual non-rounded additions of the displayed amounts. Consequently, the total of 60 times the amount above would be 13,346.67 (60 X 222.44445), and NOT 13,346.40 (60 X 222.44). Also, please note that the interest rates are entered as percents (i.e., 12% is entered as 12 not .12). Valid interest rates are .01% to 99.99%. Decimals will be accepted to the 1/100th of a percent, or two decimal places ( .01). FU1b - General Information To enter the Financial Utilities module, select "Fin utl" from the Bottom Line Accounting master menu. You will now be at the Financial Utilities Main Menu. This menu will allow you to select and calculate any of the financial functions. This menu appears as follows: FIGURE OMITTED Figure FU1-1 Financial Utilities Main Menu The following sections will describe the use of each of the financial calculations in this main menu. Page 128 SECTION FU-TWO - LOAN ANALYSIS Loan analysis allows you to perform five types of loan calculations. From the Financial Utilities Main menu, select "Loan Analysis Menu". This menu is shown below: FIGURE OMITTED Figure FU2-1 Loan Analysis Menu Each of the above loan calculations are described in the following sections: FU2a - Loan Payment Amount The loan analysis menu selection "Payment Amount" will allow you to easily calculate loan payments. Any monthly loan payment can be quickly calculated by using any interest rate, over any time period. This is a wonderful time-saving tool when thinking about purchasing an item such as a boat, car or house, and you want to know what the monthly payment would be. You will be able to quickly compare different monthly payments for loans of different interest rates, loan amounts and payment terms. In order to calculate a loan payment amount, you will need only the following three items: 1. The loan amount. 2. The length of the loan in months. 3. The yearly interest rate of the loan. The loan amount is the purchase price, less your down payment. It is the amount of money that you need to borrow from the bank for this purchase. The length of the loan is entered in months. For example, a five year loan would have 60 months (5 X 12 = 60). The yearly interest rate would be the rate of interest charged by the bank. If the bank (or other finance company) was charging you 10- percent interest per year, you would enter "10.5" for the yearly interest rate. Now let's calculate a loan payment. After selecting "Payment Amount", the following input screen will be shown: FIGURE OMITTED Figure FU2-2 Loan Payment Amount Page 129 As in all Bottom Line Accounting modules, you can back up to a previous field in order to correct an error with the <Up> arrow key. You can also return to the menu by using the <Esc> key. 1. In order to calculate the loan payment, first enter the loan amount as in the following example: Loan Amount:10000 2. Enter the length (in months) for the term of the loan. For example: Number of Months:60_ The number of months must be a whole number, since no fractions will be accepted. Valid months are 1 to 600. 3. The last input required is the yearly interest rate. Simply enter the yearly interest rate, as shown in the following example: Yearly Interest Rate:12% After entering the interest rate, the calculation for the monthly payment will be displayed instantly, as shown above. In this example, the monthly payment for the loan is 222.44 per month. Additional information is also provided to help analyze your loan. The total amount for all 60 payments is shown as 13,346.67 and the total interest paid during the term of the loan is 3,346.67. For those of you who calculated 222.44 X 60 and get 13,346.40 total payments, please remember the rounding explanation in Section FU-One - Introduction. The actual monthly payment calculated is 222.44445, which, when multiplied by 60 is 13,346.67. For display purposes, the monthly payment amount is rounded to 222.44. FU2b - Original Amount of Loans From the Loan Analysis menu select "Original Amount (PV)", which will allow you to calculate the original principle amount of a loan when it was taken out. This calculation is useful with an older loan when you want to know how much the original loan was for. In order to calculate the original amount of a loan, you will need to know the following three items: 1. The monthly payment. 2. The length of the loan in months. 3. The yearly interest rate of the loan. Page 130 Let's go through an example. After selecting "Original Amount (PV)" at the Loan Analysis Menu, you will be at the screen shown below: FIGURE OMITTED Figure FU2-3 Loan Original Amount 1. First enter the monthly payment of the loan as in the following example: Monthly Payment:222.44 2. Next, enter the length (in months) for the term of the loan, as in the following example: Number of Months:60 The number of months must be a whole number, since no fractions will be accepted. Valid months are 1 to 600. 3. The last input required is the yearly interest rate. Simple enter the yearly interest rate as shown in the following example: Yearly Interest Rate:12 % The calculation for the original loan amount will be displayed immediately after entering the interest rate. To calculate another original amount, press the <Enter> key. In order to return to the Loan Analysis Menu, press <Esc>. FU2c - Interest Rate of Loans If you have a loan, and would like to know its annual interest rate, you can simply select "Interest Rate" from the Loan Analysis menu. The following screen will appear: FIGURE OMITTED Figure FU2-4 Loan Interest Rate The following is an example of calculating the interest rate of a loan: 1. First enter the loan amount as in the following example: Loan Amount:9999.80 Page 131 2. Next, enter the monthly payment of the loan as in the following example: Monthly Payment:222.44 3. Last, enter the length (in months) for the term of the loan, as in the following example: Number of Months:60 The number of months must be a whole number, since no fractions will be accepted. Valid months are 1 to 600. After entering the months, Bottom Line Accounting will calculate the interest rate. This is an iterative calculation and may take some time to calculate the EXACT interest rate. You may, however, interrupt the calculation by pressing the <Esc> key at any time. To calculate the interest rate on any other loan, simply press the <Enter> key. In order to return to the Loan Analysis menu, press <Esc>. FU2d - Term of Loans The loan term calculation is used to calculate the life or term of a loan in months. It is used when you know the loan amount, the payment and the interest rate on a loan; but do not know how long you will have to make payments. From the Loan Analysis menu select "Term (Months)" and the following screen will appear: FIGURE OMITTED Figure FU2-5 Loan Term The following is an example calculating the term of a loan: 1. First enter the loan amount as in the following example: Loan Amount:9999.80 2. Next, enter the monthly payment of the loan as in the following example: Monthly Payment:222.44 3. The last input required is the yearly interest rate. Simply enter the yearly interest rate as shown in the following example: Yearly Interest Rate:12 % Page 132 Almost instantly, after entering the interest rate, the calculation of the term or number of monthly payments will be displayed. To calculate the term (number of payments) on another loan, simply press the <Enter> key. In order to return to the Loan Analysis Menu, press <Esc>. FU2e - Amortization Schedule of Loans The loan amortization schedule will show you loan payments as in the loan-payments calculation. It will take that payment amount and calculate how much is going to principle, how much is going to interest and tell you what the remaining balance on the loan happens to be. With this information, you are able to quickly enter your principle and interest payment transactions for your General Ledger accounts. You will, therefore, be able to see the balance on a loan each month, during the life of the loan. The amortization schedule may be listed on the screen, printed or saved on a disk file. From the Loan Analysis menu select "Amortization Schedule" to calculate your own amortization schedule. In order to calculate an amortization schedule you will need the following six items: 1. The loan amount. 2. The length of the loan in months. 3. The yearly interest rate of the loan. 4. The loan date. 5. The first payment date. 6. Straight Line or Rule of 78's amortization type. The loan amount is the purchase price, less your down payment. It is the amount of money you want to borrow from the bank. The length of the loan is entered in months. For example, a five-year loan would have 60 months (5 X 12 = 60). The yearly interest rate would be the rate of interest charged by the bank. If the bank (or other finance company) was charging you 10- percent interest per year, you would enter "10.5" for the yearly interest rate. Now lets calculate the amortization schedule. After selecting "Amortization Schedule" from the Loan Analysis menu, you will see the input screen as shown below: FIGURE OMITTED Page 133 Figure FU2-6 Loan Amortization 1. First enter the loan amount as in the following example: Loan Amount:10000 2. Next enter the length (in months) of the term of the loan, as in the following example: Number of Months:60 3. The next input required is the yearly interest rate. Enter the yearly interest rate as shown in the following example: Yearly Interest Rate:12% 4. Enter the loan date as in the following example: Loan Date:01-01-93 5. Enter the due date of your first payment on the loan as shown in the example below. 1st Payment:02-01-93 6. Next, you must select the type of amortization payback you would like, either Straight Line or Rule of 78's. Most banks and installment loans use the Straight Line method, although some may opt to use the Rule of 78's method. The Straight Line method is simple interest (i.e., interest on unpaid balance), while the Rule of 78's method has more interest loaded in the front half of the payment schedule. Both methods, nevertheless, have the same total interest payments by the end of the loan. Select the type of amortization by entering S or R as in the example below: Type of Amortization:S 7. After selecting the type of amortization, Bottom Line Accounting will calculate the monthly payment amount of the loan. You may select this default amount by pressing <Enter>, or you may choose a different amount by simply entering that amount (i.e., make higher payments in order to pay back the loan earlier). Be aware, however, that the amount you enter must at least cover the monthly interest, or the input cannot be accepted. Select the monthly payment as in the example below: Calculated Payment Amount: 222.44 Page 134 8. The next field is optional and is only used in the report heading. The description field is used for the name or title of this loan amortization. Enter your description, or if you have none, simply press <Enter> as in the example below: Descr:SAMPLE LOAN 9. The following will appear next: Screen/Printer/Disk (S,P,D):S This allows you to select exactly where you want the amortization schedule to be shown. Enter S, P, or D for screen, printer or disk, respectively, depending on where you would like the schedule listed. If you select D for disk, the system will prompt you for a disk filename. Enter a filename of up to eight characters. The file will be saved on your data disk with the file extension of ".RPT". If a file with the name entered already exists, the system will tell you so and ask if you want to delete the old file. If you answer "N", the report will be appended to the already existing disk file. The amortization schedule will now be listed. See the sample amortization schedules shown in appendix B. Page 135 SECTION FU-THREE - DEPRECIATION The yearly depreciation schedule creates a report which shows the yearly and monthly depreciation amounts, as well as the net book value of assets. It takes into account the purchase price, salvage value and the useful life of the asset. Selecting "Depreciation Menu" from the Financial Utilities Main Menu will take you to the Depreciation Menu and allow you to choose one of seven different methods of calculating depreciation. The Depreciation Menu follows: FIGURE OMITTED Figure FU3-1 Depreciation Menu With a depreciation schedule, the calculated depreciation expense can easily be entered into your asset and expense accounts. This makes your end-of-period depreciation adjustments much easier and, obviously, faster. It also allows you to check that all depreciation entries have been entered by checking net book value for a particular period. The depreciation schedule may be listed on the screen, printed or saved on a disk file. In order to calculate a depreciation schedule, you will need some or all of the following four items: 1. The purchase price. 2. The salvage value. 3. The useful life of the asset (in years). 4. The type of depreciation wanted. The purchase price is the cost of the asset at the time YOU purchased it (new or used). The salvage value is the amount the asset will be worth when its useful life is over. The salvage value of an asset is the amount it could be sold for after it is no longer useful to you. This amount can be zero, but more than likely it will be a small fraction of its purchase price. If there is no way to determine this amount, an estimate should be used. The useful life of an asset is the number of years it is useful to you. For example, if you purchased a car and planned to keep it for three years, this would be the useful life. On most assets, the new IRS rules require that you use the life specified for that particular asset per IRS publications. The salvage value and useful life of assets are correlated. Thus, if you planned on keeping a car for five years, its salvage value would be lower than if you had only kept it for three years. You Page 136 should estimate both figures and, at the end of the assets useful life, make any adjustments to correct the figures. As mentioned above, seven different types of depreciation may be selected. If you live in the U.S., the IRS requires that you use different types of depreciation, depending on the type of asset being depreciated. If you are not familiar with these three types of depreciation, it would be worth your while to see an accountant or refer to an IRS publication on depreciation. The following sections describe the use of each method and its operation: FU3a - Straight Line Depreciation In order to perform Straight Line Depreciation, select "Straight Line" from the Depreciation Menu. The following screen will appear: FIGURE OMITTED Figure FU3-2 Straight Line 1. First enter the useful life of the asset being depreciated, in years, as shown in the following example: Useful Life in Years:5 The number of years must be a whole number, and no fractions or partial years are accepted. Valid years are 1 to 99. 2. Second, enter the purchase price amount, as shown in the following example: Purchase Price:50000 The amount you enter must be between 1.00 and 99999999.99. 3. Next, you should enter the salvage value amount, as shown in the following example: Salvage Value:5000 The amount you enter must be between 1.00 and 99999999.99. Page 137 4. In the next field, enter the purchase date of the asset being depreciated as shown below: Purchase Date:01-04-93 5. The next field is optional and is only used in the report heading. The description field may be used for the name or title of this depreciation. Enter your description as shown below or, if none, simply press <Enter>. Descr:Auto Loan 6. Next the following appears: Screen/Printer/Disk (S,P,D):S This allows you to select where you want the depreciation schedule to be shown. Enter S, P, or D for screen, printer or disk, respectively, depending on where you would like the schedule listed. If you select D for disk, the system will prompt you for a disk filename. Enter a filename of up to eight characters. The file will be saved on your data disk with the file extension of ".RPT". If a file with the name entered already exists, the system will tell you so and ask if you want to delete the old file. If you answer "N", the report will be appended to the already existing disk file. The depreciation schedule will now be listed. See sample depreciation schedule shown in Appendix B. To create another depreciation schedule of the same type, press <Enter>. To return to the Depreciation Menu, press <Esc>. FU3b - Straight Line Half Year Convention Depreciation In order to perform Straight Line Half Year Convention Depreciation, select "SL Half Year Conv. (Alt MACRS)" from the Depreciation Menu. The following screen will appear: FIGURE OMITTED Figure FU3-3 SL Half Year Convention 1. First enter the useful life of the asset being depreciated in years, as shown in the following example: Useful Life in Years:5 Page 138 The number of years must be a whole number, and no fractions or partial years are accepted. Valid years are 1 to 99. 2. Second, enter the purchase price amount, as shown in the following example: Purchase Price:50000 The amount must be between 1.00 and 99999999.99. 3. Next, you may enter a purchase date for this asset. This field is only used for the report information and does not affect the calculation. Enter your purchase date and press <Enter>. An example follows: Purchase Date:01-01-93 4. The next field is optional and is only used on the report heading. The description field may be used for the name or title of this depreciation. Simply enter your description or, if none, press <Enter> as in the example below: Descr:Auto Loan 5. Next, the following appears: Screen/Printer/Disk (S,P,D):S This allows you to select where you want the depreciation schedule to be shown. Enter S, P, or D for screen, printer or disk, respectively, depending on where you would like the schedule listed. If you select D for disk, the system will prompt you for a disk filename. Enter a filename of up to eight characters. The depreciation schedule will now be listed. See the sample depreciation schedule shown in Appendix B. To create another depreciation schedule of the same type, press <Enter>. To return to the Depreciation Menu, press <Esc>. FU3c - Straight Percentage Depreciation To perform Straight Percentage Depreciation, select "Straight Percentage" from the Depreciation Menu. The following screen will appear: FIGURE OMITTED Page 139 Figure FU3-4 Straight Percentage 1. First, enter the useful life of the asset being depreciated (in years) as shown in the following example: Useful Life in Years:5 The number of years must be a whole number, as no fractions or partial years are accepted. Valid years are 1 to 99. 2. Second, enter the percentage to be depreciated each year, as shown in the following example: Straight % (1-100):15 The percentage is entered as a whole percent (i.e., 15% is entered as 15 not .15). Valid percentages are 1 to 50 with no decimal points. 3. Next, enter the purchase price amount, as shown in the following example: Purchase Price:50000 The amount must be between 1.00 and 99999999.99. 4. In the next field, enter the purchase date of the asset being depreciated as shown below: Purchase Date:01-04-93 5. The next field is optional and is only used in the report heading. The description field may be used for the name or title of this depreciation. Enter your description as shown below or, if none, simply press <Enter>. Descr:Auto Loan 6. Next the following appears: Screen/Printer/Disk (S,P,D):S This allows you to select where you want the depreciation schedule to be shown. Enter S, P, or D for screen, printer or disk, respectively, depending on where you would like the schedule listed. If you select D for disk, the system will prompt you for a disk filename. Enter a filename of up to eight characters. The file will be saved on your data disk Page 140 with the file extension of ".RPT". If a file with the name entered already exists, the system will tell you so and ask if you want to delete the old file. If you answer "N", the report will be appended to the already existing disk file. The depreciation schedule will now be listed. See the sample depreciation schedule shown in Appendix B. To create another depreciation schedule of the same type, press <Enter>. To return to the Depreciation Menu, press <Esc>. FU3d - Declining Balance Depreciation To perform Declining Balance Depreciation select "Declining Balance" from the Depreciation Menu. The following screen will appear: FIGURE OMITTED Figure FU3-5 Declining Balance 1. First enter the useful life of the asset being depreciated (in years) as shown in the following example: Useful Life in Years:5 The number of years must be a whole number, as no fractions or partial years are accepted. Valid years are 1 to 99. 2. Second, you will be asked for a percentage. Enter a percentage between 100% and 200% as in the following example: Declining % (100-200):200% The common "Double Declining Balance" would be 200%. The higher the percentage, the faster the depreciation is taken. Please note that the percentage is entered as a percent (i.e., 100% is entered as 100 not 1.00). 3. Next, enter the purchase price amount, as shown in the following example: Purchase Price:50000 The amount must be between 1.00 and 99999999.99. 4. Next, you should enter the salvage value amount, as shown in the following example: Page 141 Salvage Value:5000 The amount must be between 1.00 and 99999999.99. 5. In the next field, enter the purchase date of the asset being depreciated as shown below: Purchase Date:01-04-93 6. The next field is optional and is only used in the report heading. The description field may be used for the name or title of this depreciation. Enter your description as shown below or, if none, simply press <Enter>. Descr:Auto Loan 7. Next the following appears: Screen/Printer/Disk (S,P,D):S This allows you to select where you want the depreciation schedule to be shown. Enter S, P, or D for screen, printer or disk, respectively, depending on where you would like the schedule listed. If you select D for disk, the system will prompt you for a disk filename. Enter a filename of up to eight characters. The file will be saved on your data disk with the file extension of ".RPT". If a file with the name entered already exists, the system will tell you so and ask if you want to delete the old file. If you answer "N", the report will be appended to the already existing disk file. The depreciation schedule will now be listed. See sample depreciation schedule shown in Appendix B. To create another depreciation schedule of the same type, press <Enter>. To return to the Depreciation Menu, press <Esc>. FU3e - Sum-of-the-Years Digits Depreciation To perform Sum-of-the-Years Digits Depreciation, select "Sum-of-the-Years Digits" from the Depreciation Menu. The following screen will appear: FIGURE OMITTED Figure FU3-6 Sum-of-the-Years Digits Page 142 1. First enter the useful life of the asset being depreciated in years, as shown in the following example: Useful Life in Years:5 The number of years must be a whole number, and no fractions or partial years are accepted. Valid years are 1 to 99. 2. Second, enter the purchase price amount, as shown in the following example: Purchase Price:50000 The amount must be between 1.00 and 99999999.99. 3. Next, you should enter the salvage value amount, as shown in the following example: Salvage Value:5000 The amount must be between 1.00 and 99999999.99. 4. In the next field, enter the purchase date of the asset being depreciated as shown below: Purchase Date:01-04-93 5. The next field is optional and is only used in the report heading. The description field may be used for the name or title of this depreciation. Enter your description as indicated below. If none, simply press <Enter>. Descr:Auto Loan 6. Next the following appears: Screen/Printer/Disk (S,P,D):S This allows you to select where you want the depreciation schedule to be shown. Enter S, P, or D for screen, printer or disk, respectively, depending on where you would like the schedule listed. If you select D for disk, the system will prompt you for a disk filename. Enter a filename of up to eight characters. The file will be saved on your data disk with the file extension of ".RPT". If a file with the name entered already exists, the system will tell you so and ask if you want to delete the old file. If you answer "N", the report will be appended to the already existing disk file. Page 143 The depreciation schedule will now be listed. See sample depreciation schedule shown in Appendix B. To create another depreciation schedule of the same type, press <Enter>. To return to the Depreciation Menu, press <Esc>. FU3f - Accelerated Cost Recovery System Depreciation (ACRS) In order to perform Accelerated Cost Recovery System (ACRS) Depreciation, select "Accel. Cost Recov. Sys. (ACRS)" from the Depreciation Menu. The following screen will appear: FIGURE OMITTED Figure FU3-7 ACRS Depreciation 1. First, enter the useful life of the asset being depreciated, in years, as shown in the following example: Useful Life in Years:5 The number of years must be a whole number, as no fractions or partial years are accepted. Valid years are as shown above. 2. Second, enter the purchase price amount, as shown in the following example: Purchase Price:50000 The amount must be between 1.00 and 99999999.99. 3. Next, you may enter a purchase date for this asset. This field is only used for the report information and does not affect the calculation. Enter your purchase date and press <Enter>. An example follows: Purchase Date:01-04-93 4. The next field is optional and is only used on the report heading. The description field may be used for the name or title of this depreciation. Simply enter your description or, if none, press <Enter> as in the example below: Descr:Auto Loan 5. Next, the following appears: Screen/Printer/Disk (S,P,D):S Page 144 This allows you to select where you want the depreciation schedule to be shown. Enter S, P, or D for screen, printer or disk, respectively, depending on where you would like the schedule listed. If you select D for disk, the system will prompt you for a disk filename. Enter a filename of up to eight characters. The depreciation schedule will now be listed. See sample depreciation schedule shown in Appendix B. To create another depreciation schedule of the same type, press <Enter>. To return to the Depreciation Menu, press <Esc>. FU3g - Modified ACRS Depreciation (MACRS) In order to perform Modified ACRS (MACRS) Depreciation, select "Modified ACRS (MACRS)" from the Depreciation Menu. The following screen will appear: FIGURE OMITTED Figure FU3-8 Modified ACRS 1. First, enter the useful life of the asset being depreciated, in years, as shown in the following example: Useful Life in Years:5 The number of years must be a whole number. 2. Second, enter the purchase price amount, as shown in the following example: Purchase Price:50000 The amount must be between 1.00 and 99999999.99. 3. Next, you can enter a purchase date for this asset. This field is only used for the report information and does not affect the calculation. Enter your purchase date and press <Enter>. An example follows: Purchase Date:01-04-93 4. The next field is optional and is only used on the report heading. The description field may be used for the name or title of this depreciation. Simply enter your description or, if none, press <Enter> as in the example below: Page 145 Descr:Auto Loan 5. Next, the following appears: Screen/Printer/Disk (S,P,D):S This allows you to select where you want the depreciation schedule to be shown. Enter S, P, or D for screen, printer, or disk, respectively, depending on where you would like the schedule listed. If you select D for disk, the system will prompt you for a disk filename. Enter a filename of up to eight characters. The depreciation schedule will now be listed. See the sample depreciation schedule shown in appendix B. To create another depreciation schedule of the same type, press <Enter>. To return to the Depreciation Menu, press <Esc>. TECHNICAL NOTE: Per IRS rules, the MACRS depreciation method uses 200% declining balance for assets with a life of less than 15 years. For assets with a life of 15 or more years, 150% declining balance is used. Page 146 SECTION FU-FOUR - ANNUITIES This section covers annuities calculations. Present and future value calculations will be covered. The following describes the use of these calculations, as well as examples of when to use them. In order to calculate an annuity, you will need only three items. These are as follows: 1. The monthly payment amount. 2. The number of months. 3. The yearly interest rate. The monthly payment amount is the amount paid or received each month. The number of months is the total number of payments to be made. The yearly interest rate is the interest percentage earned or charged each year. FU4a - Present Value of Annuity Main menu selection "Present Value of Annuity" will allow you to calculate the present value of an annuity. "Present Value" is defined as the amount that must be invested now, in order to have a known future value with a defined interest rate. The "Present Value of an Ordinary Annuity" is the present value of a series of payments, made at equal intervals in the future. For example, the present value of annuity calculated for a four-year loan at 12% per year, with monthly payments of 263.34 would be 10,000.00. Now, let's calculate the present value of an annuity. After selecting "Present Value of Annuity" at the Main Menu, you will see the input screen as shown below: FIGURE OMITTED Figure FU4-1 Present Value of Annuity Remember, with all Bottom Line Accounting modules you may back up to a previous input field, in order to correct an error, with the <Up> key. You may also return to the menu by using the <Esc> key. 1. To calculate the present value, enter the monthly payment amount, as shown in the following example: Monthly Payment:263.34 Valid amounts are 1 to 999999.99. Page 147 2. Next, enter the number of months, or payments, as shown in the following example: Number of Months:48 The number of months must be a whole number, since no fractions will be accepted. Valid months are 1 to 600. 3. Lastly, enter the yearly interest rate, as shown in the following example: Yearly Interest Rate:12 % Please note that the interest rate is entered as a percent (i.e., 12% is entered as 12 not .12). Valid interest rates are .01% to 99.99%. Decimals will be accepted to the 1/100th of a percent or two decimal places. Almost instantly after entering the interest rate, the calculation for the Present Value of Ordinary Annuity will be displayed as shown above. In this example, the present value is 10,000.06. This calculation can also be thought of as the reverse of the Loan Payment calculation. If you know the payment amount, interest rate and the number of monthly payments of a loan, you can calculate the original loan amount. For example, if you took out a four-year loan on your car at 12% yearly interest and had monthly payments of 263.34; using the Present Value calculation would determine that your original loan amount was 10,000. FU4b - Future Value of Annuity Selecting "Future Value of Annuity" from the main menu will allow you to calculate the future value of an annuity. Future value is defined as the amount that will be accumulated in the future if a set investment, with a defined interest rate, is made now. The future value of an ordinary annuity is the future value of a series of investments made at equal intervals in the future. An example of a future value of annuity calculation would be if you put 100.00 in your savings account every month for 2 years, at 8% yearly interest, and wanted to determine how much would you have at the end of the two years, the Future Value calculation would tell you 2,593.32. Another example might be an IRA retirement fund. This calculation will tell you how much you will have accumulated when you are ready to retire. For example, if you put 166.67 per month (a total of 2,000 per year) into an IRA account which earned 10% interest per year, after 30 years (360 months) you would have accumulated 376,755.52. Page 148 Now let's calculate the future value of an annuity. After selecting "Future Value of Annuity" at the main menu, you will see the input screen as shown below: FIGURE OMITTED Figure FU4-2 Future Value of Annuity Remember, with all Bottom Line Accounting modules you can back up to a previous input field, in order to correct an error, with the <Up> arrow key. You can also return to the menu by using the <Esc> key. 1. To calculate the Future Value, first enter the monthly payment amount, as shown below: Monthly Payment:263.34 Valid amounts are 1 to 999999.99. 2. Next, enter the number of months, or payments, as shown below: Number of Months:48 The number of months must be a whole number, since no fractions will be accepted. Valid months are 1 to 600. 3. The last input required is the yearly interest rate. Enter the yearly interest rate as shown in the following example: Yearly Interest Rate:12 % After entering the interest rate, the future value will be displayed as shown above. In this example, the Future Value is 16,122.36. This is the amount you would have saved in your account. This calculation can be used to determine how much money you will save, and earn, if you invest a fixed amount each month. Page 149 SECTION FU-FIVE - NET PRESENT VALUE The net present value calculation is used to calculate the present value when there is uneven cash flow. To calculate the Net Present Value, select "Net Present Value (NPV)" from the Main Menu. The following screen will appear: FIGURE OMITTED Figure FU5-1 Net Present Value For our example, you are buying a condominium for 100,000.00, which you will keep for 6 years, and expect a yearly return of 7%. When you sell in 6 years you expect to be able to sell it for 150,000.00. A sample calculation is as follows: 1. First enter the number of periods per year for your calculation. If you will be entering monthly cash flow, your periods would be 12; if you are using yearly cash flow, the periods would be 1. Enter the number of periods per year, as in the following example: Periods in 1 year:1 2. Next, enter the total number of periods (or cash flow) EXCLUDING the initial investment. In our example, we will be calculating a 6 year return, so we would enter 6. Enter the total number of periods, as in the following example: Total Number of Periods:6 Valid total periods are 1 to 48. You will notice six additional data input fields will now be shown on your screen. We will be discussing these when we get to step 5. 3. The next input will ask you for your yearly interest rate. This is the rate of return you would like from your investment. Enter your interest rate as in the following example: Yearly Interest Rate:7 % 4. The next input is your initial investment (time period 0). In this example we enter the purchase price. Initial Investment:100000 Valid amounts 1 to 99,999,999.99 and must be a positive number. 5. Since we selected 6 as the number of periods, we must now enter the expected cash flows for each period (or Page 150 year, in this example). The following inputs will be shown. Enter the cash flow for each of the six periods as shown. Period 1: -1000 Period 2: -500 Period 3: 0 Period 4: 0 Period 5: 2000 Period 6: 150000 In this example we had negative cash flow in the first two years and positive cash flow in years 5 and 6. Please note that the last period (6) is when the property was sold for 150,000, which gives us our last cash flow. After entering your last cash-flow figure, the Net Present Value of this investment will be shown on the bottom of the screen. In our example, the result is shown as follows: Net Present Value: 6.01 Since the Net Present Value is positive, this sample exceeds our objectives of a 7% return on investment. If the Net Present Value would have been negative, the investment parameters would not have been met. To make another calculation, simply press <Enter>; or to return to the Main Menu, press <Esc>. NOTE: This calculation may take a few moments to calculate when you have many periods. Page 151 SECTION FU-SIX - INTERNAL RATE OF RETURN The Internal Rate of Return calculation is very similar to the Net Present Value calculation, except that it will find the rate of return (effective interest rate) in an investment. In explaining the use of this calculation, we will use the same example as in the Net Present Value calculation. In order to calculate the Internal Rate of Return, select "Internal Rate of Return (IRR)" from the Main Menu. The following screen will appear: FIGURE OMITTED Figure FU6-1 Internal Rate of Return 1. Enter the number of periods per year. If entering monthly cash flow, your periods would be 12; if entering yearly cash flow, the periods would be 1. Enter the number of periods per year as in the following example: Periods in One year:1 2. Next, enter the total number of periods (or cash flows) EXCLUDING the initial investment. This example will be calculating a 6 year return, so enter 6. Total Number of Periods:6 Valid total periods are 1 to 48. You will notice six data input fields will now be shown on your screen. We will be discussing these when we get to step 4. 3. The next input is your initial investment (time period 0). In this example, we enter the purchase price. Initial Investment:100000 Valid amounts 1 to 99,999,999.99 and must be a positive number. 4. Since we selected 6 as the number of periods, we must now enter the expected cash flows for each period (or year in this example). When the following inputs appear, enter the cash flow for each of the six periods as shown: Period 1: -1000 Period 2: -500 Period 3: 0 Period 4: 0 Period 5: 2000 Page 152 Period 6: 150000 In this example we had negative cash flow in the first two years and positive cash flow in years 5 and 6. Please note that the last period (6) is when the property was sold for 150,000, which gives us our last cash flow. In this example period, 1-5 cash flows were arbitrary figures. After entering your last cash flow, the calculation will be made and the Internal Rate of Return on this investment will be shown on the bottom of the screen. In our example, the result is shown as follows: Internal Rate of Return: 7.001% To make another calculation, press <Enter>; or to return to the Main Menu, press <Esc>. NOTE: This calculation is mathematically complicated and may take some time since it involves an iterative calculation in order to find the answer. You may, however, interrupt the calculation by pressing the <Esc> key at any time. Page 153 SECTION FU-SEVEN - BONDS The following two calculations allow the user to calculate the price and yield on bonds. These bond calculations use 365 days per year when calculating yields and prices. FU7a - Price of Bond Calculation The price of bonds calculation allows the user to determine the purchase price (including accrued interest) of a bond at any time. In order to perform this calculation, select "Price of Bond" from the Main Menu and the following will be displayed: FIGURE OMITTED Figure FU7-1 Price of Bond In order to make the price calculation, perform the steps as in the example below: 1. Enter the Redemption (face) Value of the bonds purchased, as in the example below: Redemption Value:100 Valid amounts are 1 to 99,999,999.99. 2. Second, enter the amount of each coupon (interest paid each period). For example, if a $100 face value bond paid 7.5% per year with two coupons per year, enter 3.75 (7.50 2) as in the example below: Coupon Amount:3.75 3. Next, enter the number of coupon (interest) payments per year, as shown below: Coupons Per Year:2 Valid amounts are 1 to 48. 4. Now enter the purchase (or settlement) date of the bond as in the following example: Purchase Date:09-01-93 5. Next, enter the maturity (or redemption) date of the bond as in the following example: Maturity Date:06-30-02 Page 154 6. Lastly, enter the yearly yield (effective interest rate) wanted to maturity of the bond, as in the following example: Yearly Yield % :9 % The calculation will be made and the results will be displayed as shown above. Both the bond price and the total price are shown, including accrued interest since the last coupon date. To make another calculation, press <Enter>. To return to the Main Menu, press <Esc>. FU7b - Yield to Maturity of Bond The Yield to Maturity of bonds calculation allows the user to determine the effective interest rate on a bond at any time. To perform this calculation, select "Yield to Maturity of Bond" from the Main Menu and the following will be displayed: FIGURE OMITTED Figure FU7-2 Yield to Maturity of Bond In order to make the price calculation, perform the steps as shown in the example below: 1. Enter the purchase (or quoted) price of the bond purchased, as in the example below: Purchase Amount :91.68 Valid amounts are 1 to 99,999,999.99. 2. Next, enter the Redemption (or face) Value of the bond purchased, as in the example below: Redemption Value:100 Valid amounts are 1 to 99,999,999.99. 3. Next, enter the amount of each coupon (or interest paid each period). For example, if a $100 face value bond paid 7.5% per year, and had two coupons per year, you would enter 3.75 (7.50 2) as in the example below: Coupon Amount:3.75 4. Next, enter the number of coupon (interest) payments per year, as in the example below: Page 155 Coupons Per Year:2 Valid amounts are 1 to 48. 5. Now enter the purchase (or settlement) date of the bond, as shown in the following example: Purchase Date:09-01-93 6. Next, enter the maturity (or redemption) date of the bond, as shown in the following example: Maturity Date:06-30-02 After entering the maturity date, the calculation will be made and the results will be displayed as shown above. To make another calculation, press <Enter>; to return to the Main Menu, press <Esc>. NOTE: This calculation is mathematically complicated and may take some time since it involves an iterative calculation in order to find the answer. You may, however, interrupt the calculation by pressing the <Esc> key at any time. Page 156 ACCOUNTS RECEIVABLE SECTION AR-ONE - INTRODUCTION AR1a - The Accounts Receivable Module The Bottom Line Accounting Accounts Receivable module is an efficient, powerful, easy-to-use menu-driven program which will keep track of all of your customer receivables. Suitable for small/medium-sized businesses, it allows you to set up customer accounts, as well as customer billing, by using open-item accounting. "If you do not get paid you can not pay your bills!" The program's amazingly-enhanced versatility and wide range of accounts-receivable abilities include alpha-numeric account numbers, default income account by customer, 10 character reference and invoice fields, automatic sales tax calculation, as well as sales tax percentages by customer. It will also track past due accounts with option for automatic finance charge calculations. In addition to printing statements on blank paper or on pre-printed forms, this extremely helpful and easy-to-use module allows multiple distribution of funds, transaction import, export and merge, and it will handle recurring transactions by month, semi-monthly, bi-weekly and weekly. A powerful management tool, this Accounts Receivable module has the ability to delete posted transactions, offers active/inactive customer flags, a global change account for all transactions and global additions of the same transaction to all of your active customers. Although this system is uniquely set up for ease of operation by the novice, a working knowledge of how an Accounts Receivable system operates is helpful. If you are new to accounts-receivable bookkeeping, you might want to consult with your accountant or obtain a book on accounts-receivable bookkeeping. As with all WindSoft financial software, the Bottom Line Accounting Accounts Receivable module will help you to handle, improve and understand your cash flow, giving you the bottom line; what a well-run business is all about! AR1b - General Information Following is a simple list of steps to follow when using the Accounts Receivable module for the first time. These steps are for those who have already read the Getting Started User's Manual and are now ready to set up their own "live" data files. It is assumed that you have already installed Bottom Line Accounting on your hard-disk drive and have started the program. If this is not the case, refer to the Getting Started User's Manual before reading any further. Page 157 These brief steps are intended to provide step-by-step guidance for getting started on your own. They are not intended to replace reading either the Getting Started section or this section of this manual. Detailed instructions are covered in the sections referenced. 1. First, we suggest you go to the Main Setup Menu to customize the system configuration to meet your particular hardware and printing needs. Although not absolutely necessary, doing this now may prevent printing problems later. Refer to Section GS-Three - System Setup, in the Getting Started section of this manual, for detailed instructions. 2. From the Bottom Line Accounting Main Menu screen, select the "A/R" menu item. The following screen appears: FIGURE OMITTED Figure AR1-1 Accounts Receivable Main Menu NOTE: Please refer to Section GS2b - Selecting the Disk Drive, Path and Data File, for how to select your disk drive, path and data filename. 3. Figure AR1-1 is the Accounts Receivable Main Menu screen. From here you select the different areas of the Accounts Receivable module to work in. 4. First, select "A/R Utility Menu" from the Accounts Receivable Main Menu in order to set up your Accounts Receivable configuration. If you are setting up your own data filename for the first time, you must first set up the A/R configuration. Refer to Section AR5h - A/R Configuration Settings for detailed instructions. 5. You will also need to set up two additional accounts in the General Ledger chart of accounts. The first one must be an A/R Asset Account (type A) and the second one needs to be a Finance Charge Account (type I). Those two accounts are required in order to use the A/R module. 6. You should now select "Update Customer Accounts" from the Accounts Receivable main menu, since you must have accounts active before you can enter any transactions or print reports. Refer to Section AR-Two - Customer Accounts for detailed instructions. Page 158 7. Next, select "Transactions Menu" from the Accounts Receivable Main Menu, in order to start entering your receivable data. Refer to Section AR-Three - Transactions for detailed instructions. 8. After you have entered some transactions, you can now print an Accounts Receivables Journal report, to see what you have entered. You can print any other report as required. Refer to Section AR-Four - Reports for detailed instructions. These above basic steps are merely intended to show you the order of events in setting up your new receivable books. Page 159 SECTION AR-TWO - CUSTOMER ACCOUNTS Your Customer accounts are the very foundation of your Accounts Receivable. In the Accounts Receivable module you can create up to 4000 customer accounts (subject to hardware configuration and set up). Refer to the SAMPLE customer file supplied with this module while reading this section. AR2a - What are Customer Accounts? Your customer accounts are used to keep track of all of your accounts receivable balances, by customer. Each customer must be given an individual account number for identification purposes. This six-digit alpha-numeric customer account number is then used whenever you are entering transactions for that particular customer. AR2b - Customer Accounts Organization Your customer account numbers, and their order within the Accounts Receivable module, are totally up to you. We do suggest that you set up Cash Customer Accounts with a special account number, if you ever plan to keep track of cash sales with your Accounts Receivable. Set up your cash customers' accounts to start with the letter C (i.e., C12345). This will enable you to print an invoice for any cash sales which you may have. Another possible consideration for identifying various customer categories is to group your customers into special account-number ranges. For example, put all of your out-of-state customers into six-digit, alpha-numeric accounts numbering from 100000 to 300000. This will be useful when printing reports and customer labels, which ask for an account range to print. Different types of businesses may also be grouped in specific account number ranges. It is important to remember to always leave enough room within your selected range for new accounts to be added at a later time. If you need to reorganize your customer accounts at a later time, refer to Section AR5b - Changing Customer Numbers. Another option for organizing your customer account numbers is to use the first six digits of the customer's company name, as their account number. This allows you to find and enter that customers account number without searching for his account number in the account number listing window. AR2c - Customer Accounts Data Fields Each account represents a specific customer. Along with this account number, you can also record other information about each customer. When setting up a new customer account, the following information will be needed for each customer: Page 160 CUSTOMER: (Required) This can be up to a six-character, alpha-numeric "number" used to identify each customer. This number is created by you and may be any combination of letters and numbers. For example, ABCXYZ if alphabetic, 100000 if numeric, or ABC123 if alpha-numeric. The customer number is also used as a sort order option on some reports. ACTIVE: (Required) A yes/no (Y/N) option allowing you to tag the customer as either active (Y) or inactive (N). If you have labeled a customer as inactive, you will be unable to enter ANY transactions for this customer. ATTENTION: (Optional) This is the first address line for statements, invoices and address labels. Here you usually enter the accounts payable contact-person's name for this company/customer. COMPANY: (Required) This is used to enter your customer's company name. If the customer is not a company, enter the customer's name here (i.e., Miller, John). ADDRESS: (Optional) Enter your customer's street address or box number. This address line will print on the invoices, statements and address labels. CITY: (Optional) Enter your customer's city. STATE: (Optional) Enter your customer's two or three character state or province code. ZIPCODE: (Optional) Enter your customer's zip or postal code. This is also used as a sort order option for your address labels. This field may be used for any other purpose as well. PHONE: (Optional) Enter your customer's phone number, up to 12 characters (e.g., 800-245-7789). This field may be used for other information, if needed. COUNTRY: (Optional) This line is used for your foreign customers' country name. SHIP TO ADDRESS: (Optional) Here you can enter a three-line shipping address, which is used only for the invoices when shipping your company's products. To make a complete address, Accounts Receivable automatically adds the above company name, making the shipping address four lines long. Use this field only if the shipping address is different from the mailing address, otherwise leave this field blank. COMMENTS: (Optional) Up to 30 characters of pertinent information may be entered here, allowing instant recall of facts Page 161 about your customer. DEFAULT G/L ACCOUNT: (Optional - set to 0 if not used) A time saver, this Default General Ledger Income Account number is automatically used for this customer when you are entering a type "I" transaction. By setting it up here, it will automatically be the default credit distribution account (where the money comes from). This account number can be overridden at any time. Refer to Section AR3b - "Entering Simple Transactions" for instructions on its use. SALES TAX PERCENT: (Optional) A time saver, this sales tax percentage is another valuable option which can automatically calculate the sales tax for this customer when entering transactions. Simply enter the customer's tax percentage. For example, 5.5% would be entered as 5.5 without the percent sign. Any percentage from 0 to 50% can be entered. If left blank, the program will default to "0.000". DUE DAYS: (Required - set to 0 if not used) Enter the number of days until the purchase/invoice for this customer is due. This number will become the default time period for the payment due. For example, if you enter 30 in this field, all purchase/invoice transactions will automatically be given a 30 day due date. You can override this figure at any time when entering transactions. You can use any number from 0 to 256. DISCOUNT DAYS: (Required - set to 0 if not used) Enter the number of days within which your customer is allowed to take a discount for prompt payments. This can be any number between 0 to 99. For example, if you allow your customer a 2% discount if the bill is paid within 10 days, you would enter a 10 in this field. DISCOUNT PCT: (Optional) Enter the discount percentage offered if your customer pays within the number of allowed DISCOUNT DAYS, above. Valid percentage numbers are 0 to 50. In the example in DISCOUNT DAYS, above, you would enter a 2 in this field. If left blank, the program will default to 0.000. CREDIT LIMIT: (Optional) Your customer's credit limit will be available at a glance when you are entering transactions. This limit is for reports only and will not affect the entering of transactions, but can give you a quick overview of the limit. Enter your customer's credit limit (valid numbers are 0 to 999999.99). If left blank, the program will default to 0.00. INTEREST PERCENTAGE: (Optional) Enter the ANNUAL interest rate which you will charge if this customer Page 162 becomes past due on invoices. Valid numbers are 0 to 50. Once you have entered a percentage, you can then automatically calculate the interest within each billing period, which is recorded as a finance charge. If left blank, the program will default to 0.000. BEGINNING BALANCE: (Optional) If left blank, the program will default to 0.00. Refer to Section AR2g - Setting Beginning Balances for more details on entering beginning balances for existing Customers. We do NOT recommend using this field for beginning balances since payments require an open transaction. AR2d - Getting Familiar with Customer Accounts In order to familiarize yourself with the way the customer accounts are organized, and before creating your own customer accounts, follow the steps below by using the "SAMPLE" accounts: 1. After you have started Bottom Line Accounting, select the filename "SAMPLE". Refer to Section GS2b - Selecting the Disk Drive, Path and Data File for details on selecting the filename. 2. From the Bottom Line Accounting Main Menu, select "A/R". Refer to Section GS1b - Using the Menu System and Input Fields for details on use of the menu system. 3. From the Accounts Receivable Main Menu, select "Update Customer Accounts". The following screen appears: FIGURE OMITTED Figure AR2-1 Customer Listing Notice how this typical Customer Account is organized. The window will display eighteen account numbers at a time. To see more accounts, use the cursor arrow keys, or the mouse, to scroll through the listing. To select a customer account to be modified, press the <Enter> key when the cursor is on that account or, if you know the beginning number or letter of that account, simply type it in. The first account number in that range will appear at the bottom of the window, with the cursor automatically on that account. For example, entering "H" will take you to the first account number starting with "H", or entering "4" will take you to the accounts starting with "4". If you know the account number, simply enter the number and the cursor will position itself on that specific account. Before setting up your own Customer Accounts, you may want to create a practice account by entering data into the "SAMPLE" data files. Simply follow the steps in Section AR2e - Add/Modify/Delete Customers for practice. Page 163 AR2e - Add/Modify/Delete Customers This section will describe how to add, modify, and/or delete customers from Accounts Receivable. The "SAMPLE" file is used in all of the following examples. From the Accounts Receivable Main Menu, select "Update Customer Accounts". Figure AR2-1 will appear. At the bottom of screen notice five available functions: <F1>Help <F3>Add <F4>Mod <F5>Del <Esc>Exit When working on your Customer Accounts, select <F3> to add an account, <F4> to modify an account or <F5> to delete an account. Following are detailed instructions for each of these functions. NOTE: You may, at any time, call up the context sensitive help system by pressing the <F1> key. ADDING AN ACCOUNT: Press the <F3> key. Figure AR2-2, below, will appear. If there are no existing customer accounts, the "ADD CUSTOMER" window will automatically appear. FIGURE OMITTED Figure AR2-2 Add Customer NOTE: After entering information in a field, press the <Enter> key to move to the next field. To leave a field blank, press the <Enter> key. To move back to a previous field, press the <Backspace> key or the <Shift-Tab> key. 1. CUSTOMER: Enter here your six-digit, alpha-numeric customer number or name which you have selected for this customer, then press <Enter>. This can also be used for a sort option on reports. 2. ACTIVE: Enter a Y (yes) or N (no) for this customer's account activity. This allows you to tag this customer as either active or inactive. When you first set up your customer accounts, mark them all active. It is important to understand that, if you have marked a customer account as inactive, you will be unable to enter ANY transactions for his account. You may, at any time, change the status of this customer. Press <Enter> when complete. 3. ATTENTION: Enter an "attention name", if any, for this customer. It is usually entered as the ACCOUNTS PAYABLE Page 164 contact-person for this customer/account. Press <Enter> when complete. 4. COMPANY: Enter the name of your customer's company. If the Receivable Account is not a company, enter your customer's name here. Press <Enter> when complete. 5. ADDRESS: Enter the street address or the postal box number for your customer. Press <Enter> when complete. 6. CITY: Enter your customer's city name. Press <Enter> when complete. 7. STATE: Here you can enter your customer's state or province code. You can enter a code up to 3-digits long (e.g., CO for Colorado or ACT for Australian Capital Territory). Press <Enter> when complete. 8. ZIPCODE: Enter your customer's complete zip or postal code. The zip code can also used for a sort order on mailing labels. Press <Enter> when complete. 9. PHONE: Here you can enter your customer's telephone number, using up to 12 characters (e.g., 800-245-7789). You may use this field for other information, if needed. Press <Enter> when complete. 10. COUNTRY: Enter your foreign customers' country codes. Press <Enter> when complete. 11. SHIP TO ADDRESS: Here you can enter up to three lines of your customer's shipping address. Only use this field if your customer's shipping address is different from their mailing address. The company name, above, will be added to this address on reports (statements), making the shipping address up to four lines. Press <Enter> when complete. 12. COMMENTS: Here you can enter up to 30 characters of pertinent information relating to your customer's account. This information will print on selected reports only. Press <Enter> when complete. 13. DEFAULT G/L ACCOUNT: Enter a default G/L Income account number for this customer. This account number will automatically become the default credit account number when you enter type I transactions for this customer. If you choose not to use this feature, enter a 0 (zero). Press <Enter> when complete. NOTE: If you have "Auto Pop-up" (in the system configuration settings) set to Y, then your General Ledger Chart of Accounts will automatically appear, allowing you to select an income account or Page 165 create a new one. If "Auto Pop-up" is set to N, simply press the <F2> key and your Chart of Accounts will appear. Refer to Section GS3d - Setting the System Configuration, for more details on this feature. 14. SALES TAX PERCENT: Enter a sales tax percentage for this customer. Valid numbers are 0 to 50% (e.g., 5.5%). This optional feature is a real time saver, which will automatically calculate the sales tax for this customer when entering type I transactions. 15. DUE DAYS: Enter the days, from 0 to 256, in which your customer's invoices/bills come due (e.g., 30). 16. DISCOUNT DAYS: Enter the days, from 0 to 99, within which a customer is entitled to take a discount when paying an invoice/bill (e.g., 10). This information will also print on the statement. 17. DISCOUNT PCT: Enter the percentage of allowed discount. You can permit your customer to take a discount, from 0 to 50, if the invoice/bill is paid within the above specified discount days (e.g., 2% discount for payment within 10 days). This information will print on the statement. 18. CREDIT LIMIT: Enter your customer's credit limit, from 0 to 999999 dollars. 19. INTEREST PERCENTAGE: Enter the ANNUAL interest rate which you will charge this customer, from 0 to 50 percent. 20. BEGINNING BALANCE: Enter 0 for new customers. Press <Enter> when complete. See Section AR2g - Setting Beginning Balances for details on entering transactions for Customers with existing balances. Once you have completed the last input field, your new customer is automatically added to the customer listing window; which appears whenever you add, modify or delete customers. Your cursor will then return to the top of the input screen for you to continue adding new customers. All input fields default to your last entered customer, saving you time when entering information that is similar. MODIFYING A CUSTOMER ACCOUNT: From the Accounts Receivable Main Menu, select "Update Customer Accounts", then press the <F4> key. The following figure will appear: FIGURE OMITTED Page 166 Figure AR2-3 Modifying An Account Notice that the cursor is automatically on the "Active" field, but may be moved to the field you wish to modify, by pressing the <Enter> key. If you want to blank out a field, move to that field and press the <Spacebar>. In order to change the customer number, however, you will need to add a new account first and then change the existing transactions to this account, see Section AR5a - Changing Customer Numbers. Then, you may delete the old customer account number as described below. In order to change any other data, simply move your cursor or mouse to the field to be changed, type the new data over the old and then press <Enter>. Press <F10> and your new changes will be saved. If you decide not to make any changes, simply press the <Esc> key and your original data will be unchanged. DELETING AN ACCOUNT: From the Accounts Receivable Main Menu, select "Update Customer Accounts". To delete a customer account, the account must have a zero beginning balance and have no transactions entered against it. If transactions exist, you must first delete them before you can delete the customer account. To delete an account, move the cursor to the appropriate customer in the customer accounts window, using the arrow keys or mouse. Next, press the <F5> key. When you answer Y (Yes) to the "Are you sure" prompt, the account is deleted. AR2f - Entering Your Customer Accounts When you actually create your own customer accounts, it is important that you have an organized plan of account numbers. For example, you use the first six characters of the customers name as the account number. A more complex example would be if you want to "generate" transactions for groups (or ranges) of customer numbers. In this case, you will probably use either numbers or a combination of numbers and letters for the account number. In any case, some forethought now can save hours of time and frustration later when you need to change customer account numbers. Refer to Section AR2b - Customer Accounts Organization for details. NOTE: Whenever you are finished entering data into a field, press the <Enter> key to move to the next input field. To move to the previous input field, press the <Backspace> key or <Up> arrow key. To add a customer, follow the steps below: Page 167 1. From the Accounts Receivable Main Menu, select "Update Customer Accounts". The following window will appear: FIGURE OMITTED Figure AR2-4 Add Account 2. Since you are creating a new customer accounts list, only a blank window will appear, asking for your first customer's information. Enter your customer information as outlined below. For more detailed instructions, refer to Section AR2e - Add ModifyDelete Customers. 3. Enter your customer account number at the "Customer:" prompt. 4. At the "Active:" prompt, enter Y (Yes) to make this new customer active. 5. At the next 6 prompts, enter your customer's mailing address. 6. At the "Phone:" prompt, enter your customer's telephone number. This field can be used for other information as well. 7. At the "Country:" prompt, if this customer is from a different country, enter that country name here. 8. The next 3 lines are an optional "Ship To" address. Enter this data, if needed. 9. The next prompt asks for the "Default G/L Account:" number. Enter the customer's default income account number here. To omit, enter 0 (zero). 10. At the "Sales Tax Percent:" prompt, enter the tax percentage you are charging this customer, so the program will automatically calculate the sales tax from your type I transactions. Enter 0 (zero) to skip. 11. Enter the "Due Days:" for this customer. 12. Enter the "Discount Days:", if any. 13. Enter the "Discount Pct:", if any. 14. To set a credit limit for this customer, enter the amount at the "Credit Limit:" prompt. 15. To charge the customer finance charges on past due amounts, enter the annual interest rate at the "Interest Pct:" prompt. Page 168 16. If this customer has a beginning balance, and you will be entering it as a transaction, DO NOT enter the beginning balance amount in the "Beginning Bal:" field. 17. Once you have answered the last prompt, press the <F10> function key to save your new input. You will then be returned to the top of the input screen to enter your next customer. Your first active customer is now added and will appear in the Customer Accounts window on the left side of the screen. To add additional accounts, see Section AR2e - Add/Modify/Delete Customers. To return to the Accounts Receivable Main Menu, press <Esc>. NOTE: Any time during your input, you may go to the previous input field by pressing the <Backspace> key or <Up> arrow key, to make any needed changes. You can also, at any time, press the <Esc> key to leave what you are currently working on, without your information being saved. Press the <F10> function key to save your input and exit at any time. AR2g - Setting Beginning Balances When setting up your Accounts Receivable customer beginning balances, you must be sure that you are in balance with your General Ledger. This is a vitally important procedure to remember when setting up your books. CHECK THE FOLLOWING: 1. All customer accounts should be set up with a zero beginning balance. 2. The General Ledger Accounts Receivable account in the Chart of Accounts (COA) should have a zero beginning balance. 3. No Accounts Receivable transactions should be posted to your General Ledger Accounts Receivable account. You may skip the following procedure ONLY IF all of the above three conditions are satisfied. IF ANY OF THE ABOVE THREE CONDITIONS ARE NOT TRUE, then you MUST follow the procedures listed below in order to ensure that your Accounts Receivable customer beginning balances are in balance with your General Ledger Accounts Receivable Account balance. The following first step is vitally important. 1. Enter all of your customers' customer accounts. DO NOT enter a beginning balance in the Beginning Balance Page 169 field of the Customer's Account. This would create an error in the customer's current balance. *** DO NOT ENTER ANY TRANSACTIONS YET *** 2. Print a Schedule of Receivables report (see Section AR4b - General Instructions for Generating Reports) and confirm that your total receivables are correct. This will be used to enter the beginning balance transactions for your existing Customers and to enter the beginning balance in the COA Accounts Receivable beginning balance (see Section GL2g - Add/Modify/Delete Accounts and Section GL2i - Setting Beginning Balances). 3. Check that your COA Accounts Receivable account has a zero balance when entering balances as transactions in the Accounts Receivable module. If it does not, you must first delete the A/R balance. We strongly suggest you print a Balance Sheet report for that time period and confirm that your Accounts Receivable account has a 0 (zero) balance. 4. Enter a beginning balance in the Chart of Accounts of the General Ledger for the total of a Accounts Receivable from Step 2. Then enter beginning balance transactions in the Accounts Receivable module using a simple transaction for each customer. The transaction should be entered using the COA Accounts Receivable account for both the debit and credit. Refer to Section AR3b - Entering Simple Transactions for details on entering transactions. 5. Once you have confirmed that your balances are correct in both modules (i.e., zero or the amount entered from your Schedule of Receivables in the General Ledger module and current in the Accounts Receivable module), you should post your Accounts Receivable module transactions to the General Ledger module. From this point on, the General Ledger Accounts Receivable account will be updated by the Accounts Receivable module, whenever you post your entered bills or payments. When you are working in the General Ledger module, make sure you do not enter any transactions that include the Accounts Receivable account. This account is exclusively for the Accounts Receivable module. In summary, the current balance in the General Ledger Accounts Receivable account should be the total amount owed to you by all of your customers. This amount should then be equal to the total beginning balances for all of your customers' accounts. If these two numbers are not equal, please check for these possibilities: Page 170 1. You have receivables, other than customer receivables, in your General Ledger Accounts Receivable account balance. This is solved by setting up two General Ledger Accounts Receivable accounts: one for your Customer Accounts Receivable balances and one for other receivables. 2. You do not have all your customer accounts, and their beginning balances, entered in the Accounts Receivable module. 3. The account balances in the Accounts Receivable module are incorrect. Page 171 SECTION AR-THREE - TRANSACTIONS A transaction is any event which will change your customer's account balance. Examples of transactions are a purchase by a customer on credit (type I), a payment on his account (type P), a merchandise return - credit to account (type C), a finance charge (type F), an additional charge to his account - debit to his account (type D) or just a description line (type M). More simply, anything involving a change in a customer's account balance is a transaction. Thus, anything your customer purchases with cash (i.e., no credit terms) is NOT an accounts receivable transaction and should NOT be entered into this module. Accounts Receivable has no limitation as to the number of transactions you can enter. There is, however, one exception to cash transactions. If a customer who has an account with you purchases something with cash, that purchase may be entered into accounts-receivable, in order to show all purchases for this specific customer. In this case, you would enter two transactions: one for the purchase (type I) and the other for the immediate payment (type P). When entering transactions into Bottom Line Accounting, you have two options: 1. "Input Transactions": Entering live transactions (i.e., transactions which affect a customers balance). 2. "Creating Recurring Transactions": Creating repetitive transactions that occur weekly, bi-weekly, semi-monthly or monthly. These transactions will not affect a customer's balance until they are activated. Transactions are described in detail in the following paragraph. Each transaction involves entering customer information as well as General Ledger account distribution information. Another time saving feature is that the Accounts Receivable module will automatically total your distributions and also create the appropriate off-setting General Ledger debit or credit amounts to your Accounts Receivable account, without you having to enter the Accounts Receivable account or track its balances. This off-setting total amount is the amount which is added (subtracted) from the customer's balance. Each of the transaction input fields has a default of the last data entered into that field. When entering repetitive data, this default will save you keystrokes. The next few sections will describe the different kinds of transactions, their data fields and how to enter the transactions. AR3a - Transaction Data Fields Page 172 This section provides a detailed description of each of the data fields you will work with while entering transactions. Immediately following the data field title will be the words "Required" or "Optional", indicating whether that field must be filled in or not. CUSTOMER: (Required) This is a valid six-digit, alpha-numeric Customer number which was previously set up in Section Two - Customer Accounts. Each time you enter a transaction for a specific customer, simply enter your customer number and the account number will appear next to the company name, or press the <F2> key for a pop-up customer account listing. If you enter a customer account number that does not exist, the Accounts Receivable program will automatically prompt you with "Invalid Customer, Add Account?". Here you have the option to add a new customer on the fly. Refer to Section AR2e - Add/Modify/Delete Customers for more detail. TRAN TYPE: (Required) Enter here the one character type code for this transaction. Valid types are as follows: I = Invoice (a customer purchase) P = Payment on account C = Credit to account (reduction of customer balance) D = Debit to account (increase of customer balance) F = Finance charge M = Memo transaction (description only) NOTE: Generally, you will be using type "I" (invoice) transactions, when you make a sale to a customer. A type "P" (payment) transaction is used when you have received payment for the invoice/bill. Whenever you enter a type "M" (memo) transaction for an invoice, make sure it is not the first transaction for that particular invoice number, otherwise the due date will be the due date of the memo transaction. ITEM DATE: (Required) Enter the date of this transaction (when did the customer make the purchase, payment, etc.). NOTE: The default date mask is set to mm-dd-yy. To change this format, refer to Section GS3d - Setting the System Configuration, "Date Mask". DUE DATE: (Required) This is the date the payment is due for this transaction. This field only applies to type I (invoice) transactions and can be overridden. The number you entered in the "Due Days:" field when creating your customer accounts is used with the "Item Date:", above, to calculate this date. The Page 173 calculated date will default to this field and can be changed by simply entering a new date. DISC %: (Optional) This is the percentage of discount your customer may take if payment is sent by the discount date, below. The default is the number you entered when creating this customer's account, but may be overridden or blanked out by pressing the <Spacebar>. DISC DATE: (Required) This is the date by which your customer must send payment and be able to take a discount of the total invoice. The number you entered in the "Discount Days:" field when creating this customer's account is used with the "Item Date:", above, to calculate this date. The calculated date will default to this field and can be changed by simply entering a new date. INVOICE: (Optional) Enter the invoice number for this transaction here. You can have the program automatically increment the invoice number for you by simply pressing the <+> key, then the <Enter> key. This feature will increment from the last entered invoice number. While this field is optional, this field is very important. The Accounts Receivable module uses the invoice numbers for grouping transactions for invoice printing, aging and payment history information. When entering payments, it is important that the same original invoice number be used, otherwise the payment is not tied to the correct invoice. Invoice numbers used in the A/R module are unique to A/R. They are NOT transferred to the POS module which has its own unique invoice number sequence. If you are using both the A/R invoice and the POS invoicing modules, this should be considered when selecting the initial invoice number in each module to avoid possible conflicting invoice numbers. REFERENCE: (Optional) Enter a reference number for this transaction here (e.g., your account number with this vendor). TRANSACTION DESCRIPTION: (Optional) This is the overall description for this entire transaction. Only this description will show on your customer statements and invoices. DISTRIBUTION: This field is your way of telling the program if/when you are done entering transaction distributions (parts). When first entering a transaction, pressing the <Enter> key will change the "<Enter>" part of the "DISTRIBUTION:_<Enter>" prompt to "<F10>Done" and move the cursor to the first distribution line (Pt 1). Whenever the cursor Page 174 returns to this field, you have the option of pressing <Enter> to continue entering parts to this transaction or pressing <F10> to tell the program you are done entering this transaction. This field will be covered in more detail in the next two sections and will quickly become easy to understand and use. DEPT: (Optional) The department code is a user-modifiable four-digit alpha-numeric code, used to mark transactions (or parts of a transaction) as belonging to a specific group of transactions. For example, you have two departments, A and B, in your business and you want to keep their transactions separate from one another. By entering A in this field for all of department A transactions or B for all department B transactions, you will mark the transactions accordingly. Later, you will be able to generate reports that include only department A transactions, department B transactions or both departments' transactions. DESCRIPTION: (Optional) Here you can enter a description for each part of the transaction. The default will be the "Transaction Description", above. You have the options of leaving it as is by pressing <Enter>, changing it by simply entering a different description and pressing <Enter> or blanking it out by pressing first the <Spacebar> and then <Enter>. This description will not show on your customer invoices or statements. It is used as the description of the current General Ledger distribution and will appear on all reports that have a debit and credit listed. ACCT: (Required) Enter your General Ledger account number here. This is always an income account number for type I transactions (credit side) and usually a cash or checking account number for type P transactions (debit side). This account will be either debited or credited depending into which field (debit or credit) an amount is entered. If "Auto Pop-up" in your System Configuration is set to N, press the <F2> key to receive a listing of your General Ledger Chart of Accounts. Also, you can quickly add a new General Ledger account by entering a new account number and pressing <Enter>. DEBIT: (Required) Enter your debit amount here. (This amount is going to the account entered in the "ACCT" field above.) CREDIT: (Required) Enter your credit amount here. (This amount is coming from the account entered in the "Acct" field above.) SALES TAX: (Optional) Here you can enter the sales tax amount (if any) for your transaction. If you entered a figure in the "Sales Tax Percent:" field when creating your customer's account, the sales tax amount will be automatically Page 175 calculated for you. This amount may be changed by simply entering a new amount or blanked out by pressing the <Spacebar>. A/R ACCOUNT TOTAL: This is the total amount to be either added to or subtracted from the customer's balance. It is not an input field. It is a computer calculated field of all the distributions entered above. For type I and D transactions, this amount will be debited to your Accounts Receivable account identified in the Accounts Receivable configuration. For type C and P transactions, this amount will be credited to the Accounts Receivable account. AR3b - Entering Simple Transactions Each transaction involves the debiting of one account and the crediting of another account. If you are new to double-entry bookkeeping, you may wish to review Section GS-Seven - Basic Accounting Principles in the Getting Started User's Manual. If you prefer, you may refer to the transactions in the "SAMPLE" files, and use them for reference. As you enter each of your transactions, Bottom Line Accounting will check to ensure they are in balance (i.e., Debit amounts = Credit amounts). If your accounts in Accounts Receivable have been set up in balance, Bottom Line Accounting will always keep them in balance. To enter a simple transaction, follow these steps: 1. From the Accounts Receivable Main Menu, select "Transactions Menu". The following screen will appear: FIGURE OMITTED Figure AR3-1 Accounts Receivable Transactions Menu 2. From the Accounts Receivable Transactions Menu, select "Input Transactions". The following screen will appear: FIGURE OMITTED Figure AR3-2 Add Transaction The transaction below will simulate the purchase of software on credit terms. NOTE: Press <Esc> to abort the entry of any transaction at any time. 3. CUSTOMER: Enter the customer number for this transaction by entering the appropriate customer number. For example, if Page 176 the customer number is ABC OF, simply enter ABC OF immediately after the prompt. If you are unsure about the customer account number, press the <F2> key for a pop-up customer listing, then press <Enter> when the correct customer number has been selected. If the customer number does not exist, the system will notify you and ask if you would like to add that customer. At that prompt, if you would like to add a new customer, press Y (Yes) and follow the instructions in Section AR2e - Add/Modify/Delete Customers. If you answer N (No), you will be returned to the Accounts Receivable Main Menu. 4. TRAN TYPE: Enter the type code of this transaction here, (I, P, C, D, M) as described in Section AR3a - Transaction Data Fields. This example is a type I transaction. 5. ITEM DATE: Enter the transaction date here (e.g., 09-01-91). 6. DUE DATE: The system assumes zero due days for all transactions except type I. If the transaction code is not type I, this field will be skipped; otherwise, enter the due date here (e.g., 09-15-91). The default due date is calculated based on the data you entered when creating this customer's account. 7. DISC %: If your customer is allowed a discount for prompt payment of this transaction, enter the percentage here (e.g., 2.0 for 2.0%). The default percentage will be the discount percentage entered in the customer's account. For no discount, enter 0 (zero). 8. DISC DATE: Enter the discount date for this transaction here (e.g., 09-06-91). The default will be the number of days entered in the "Discount Days:" field of the customer's account added to the "Item Date:", above. Press <Enter> to accept the default. The program will automatically enter a zero for all transactions other than type I transactions. 9. INVOICE: Enter your customer's invoice number (i.e., 901001). This should be a unique number. For automatic invoice number incrementing, first press the <+> key, then <Enter>. Your invoice number will be automatically incremented from the last used invoice number. This will work with numeric invoice numbers only, having no hyphens, letters or spaces. Invoice numbers used in the A/R module are unique to A/R. They are NOT transferred to the POS module which has its own unique invoice number sequence. If you are using both the A/R invoice and the POS invoicing modules, this should be considered when Page 177 selecting the initial invoice number in each module to avoid possible conflicting invoice numbers. 10. REFERENCE: Enter your customer's reference number here (e.g., T0010). You can enter up to 10 characters. 11. TRANSACTION DESCRIPTION: Enter a description (up to 30 characters in length) for the entire transaction here. The description entered here will be the one shown on the customer statements and invoices. 12. DISTRIBUTION: Press <Enter> to begin the distribution of this transaction to your General Ledger accounts. 13. DEPT: If you are using department codes, enter a code for this transaction here (e.g., R&D, for research and development), otherwise press <Enter> to move to the next field. 14. DESCRIPTION: Enter the description for this part of this transaction distribution. The system will default to the "Transaction Description" entered above. To change it, simply begin typing (e.g., Software). You can enter up to 30 characters. NOTE: This description will not appear on customer statements or invoices. Only the transaction description, above, will appear on customer statements and invoices. If a detailed statement or invoice is desired, enter one transaction for each line of detail desired on the statement or invoice. 15. ACCT: Select a General Ledger account number for this part of the distribution. For type I transactions, this will always be an income account. For type P transactions, this will usually be a cash or checking account number. (In this example, we used account 4010, an income account.) NOTE: In the following "DEBIT:" and "CREDIT:" fields, be sure you enter only one amount, in either the debit or credit amount field. The Accounts Receivable module will automatically generate the appropriate off setting account balance. 16. DEBIT: If not a type I transaction, enter the debit amount here, pressing <Enter> when done. To skip this field, press <Enter>. All type I transactions will automatically skip over this field. Page 178 17. CREDIT: Enter the credit amount here, pressing <Enter> when done. In this example, 49.95 was entered. NOTE: When you press the <Enter> key, after entering the amount in either of the above two fields, you will automatically exit the Distribution area and be at the Sales Tax field. If you have more than one distribution (debit or credit), press the up-arrow key, then <Enter> to move to part two of the transaction distribution area. See Section AR3c - Entering Multiple-Part Transactions. 18. SALES TAX: Enter the tax amount, if any, here (e.g., 2.75 in this example). For type I transactions, this amount will be automatically calculated for you, based on the percentage you entered when creating the customer's account. Press <Enter> to accept the amount. 19. A/R ACCOUNT TOTAL: This amount is automatically calculated based on the type of transaction and the total sum of your distribution amounts. 20. At the "Inputs Correct(Y/N)": prompt, do either of the following: A. Press Y (Yes) if the transaction is correct. You have now finished entering your transaction and it is saved to the disk. The cursor will return to the customer number input field, ready for the next transaction. The defaults in the fields of the next transaction will be the same data that you entered in your last transaction, thus saving you key strokes. B. Press N (No) if the transaction is incorrect. You will then be allowed to make necessary changes. Press <F10> when done. Technically, the Accounts Receivable module automatically creates the other half of your double-entry accounting transaction by using the data you entered in the Accounts Receivable configuration, thus completing your double-entry accounting transaction. To see the effect of this, print a Transaction Journal report (refer to Section AR4b - General Instructions for Generating Reports) and analyze the debits and credits. If you want to create an invoice with multi-lines (NOT a multiple-part transaction which follows), enter a series of single transactions using the same invoice number as the first transaction. This type of invoice must be printed from the Reports Menu-Customer Invoices (See Section AR4i - Customer Invoices). Page 179 At any time, you can quit entering transactions and return to the menu prompt by pressing <Esc>. To receive help anywhere in the program, simply press the <F1> key. AR3c - Entering Multiple-Part Transactions Most transactions will have only one debit and one credit. However, there are some instances when there are several credits and/or debits in a single transaction. Bottom Line Accounting lets you make multiple credit and/or debit entries, allowing up to 24 transaction distribution parts on the credit and debit side for each transaction. Multiple-part transactions are entered just like any other transaction, except there is more than one distribution. Follow the example outlined below to enter a multiple debit/credit distribution transaction. Using the example in AR3b, above, we will add the purchase of a computer to the software purchase. The software costs $49.95, the computer costs $1000.00 and the sales tax will be $57.75; making the total purchase $1107.70. This multiple-part transaction would be entered as follows: 1. Follow steps 1 - 17 in Section AR3b - Entering Simple Transactions. Your screen should appear as Figure AR3-3. FIGURE OMITTED Figure AR3-3 Multiple-part Transaction 2. You will now be at the sales tax input field. Press the <Up> arrow key (this will move the cursor to the "Distribution:" prompt), then press <Enter>. After pressing <Enter> you will be on the next available (blank) distribution line (in this case, Pt 2). 3. Follow steps 13 through 17 in Section AR3b - Entering Simple Transactions entering the information for the computer on the second line. 4. After entering the credit amount of $1000.00, you will be automatically placed on the third line of distribution input. If you had more debits or credits to enter, you would do so now. You are now finished with this example. Leave the distribution input fields by pressing <F10>. The cursor will re-position to the sales tax field. Page 180 5. Follow steps 18 through 20 in Section AR3b - Entering Simple Transactions to complete your transaction. It is recommended that you enter a few practice multiple-part transactions, using the "SAMPLE" data file, in order to familiarize yourself with this powerful type of transaction entry. AR3d - Changing/Deleting Transactions If you discover that a transaction was entered incorrectly or should not have been entered at all, Bottom Line Accounting allows you to correct or delete that incorrect entry. Follow the steps below to modify or delete a previously entered transaction: 1. From the Accounts Receivable Transactions Menu, select "Change/Delete Transactions". The following screen will appear: FIGURE OMITTED Figure AR3-4 Transaction Search Parameters 2. Bottom Line Accounting is prompting you for transaction search parameters. Enter any appropriate search data here (e.g., description). It is not necessary to enter data in every field. You can simply enter one description of the transaction and Bottom Line Accounting will search for any transactions with this description (e.g., Computer). Once you have entered your search data, press <F10> to start the search. NOTE: Leaving all fields blank will search/find all transactions. The display will show the last transaction in the transaction file. If you remember the invoice number, enter it in the "Invoice" field and press the <F10> key to initiate the search. To search by date, enter the date of the transaction to display all transactions with that date. A "Search Match" screen will then appear, displaying the transaction. The bottom of this window will display: Modify/Delete/Search/Reverse/Begin/End/+/-/Quit: 3. Select one of the following: M = Modify transaction shown. D = Delete transaction shown. S = Find (search) next transaction which matches search. Page 181 R = Find (reverse) prior transaction which matches search. B = Go to (beginning) first transaction in file. E = Go to (end) last transaction in file. = Go to next consecutive transaction. = Go to prior consecutive transaction. Q = Quit transaction search. 4. As long as you continue to answer the above prompt with S (default), Bottom Line Accounting will search for all transactions containing the values you have specified. R does the same thing as S, except it searches in reverse order. 5. To MODIFY a transaction, press M to get into the modify mode. Enter the correct information in the appropriate field(s) or press <Enter> to leave a field unchanged. Use the <Backspace> or "Shift-Tab" keys to go to a previous field. Pressing <Esc> will ignore any changes and take you back to a new parameter search. Your new entries will be saved only after you press the <F10> key. 6. To DELETE a transaction, press D and answer the "Transaction has 2 parts, Delete OK?[N]:" prompt with Y (Yes). The transaction is now deleted. Press <Esc> to go to a new parameter search. Press <Esc> again to return to the Accounts Receivable Transaction Menu. NOTE: If you are deleting a multiple part transaction, the delete prompt in step 6, above, will display how many parts are in that transaction. Most transactions will have only 1 or 2 parts. NOTE: If deleting a POSTED transaction (meaning the transaction has already been posted to the General Ledger), the Accounts Receivable module will automatically create a reversing transaction and post that transaction to the General Ledger on-the-fly. This results in your General Ledger being updated immediately. AR3e - Create Recurring Transactions Recurring transactions are designed for those who have consistent entries (e.g., invoices, bills or dues) on a weekly (W), bi-weekly (B), semi-monthly (S) or monthly (M) basis and do not want to enter the corresponding transaction each time. These transactions are not immediately active and, therefore, will not affect the customer's balance until they are "Activated". Refer to Section AR3g - Activate Recurring Transactions for Page 182 instructions on that procedure. To enter a recurring transaction, follow the steps below: 1. From the Accounts Receivable Transaction Menu, select "Create Recurring Transactions". The following screen will appear: FIGURE OMITTED Figure AR3-5 Add Recurring Transaction 2. At the "Customer:" prompt, enter your customer number. If you do not remember it, simply press the <F2> key and your customer account listing will appear. Press <Enter> to continue. 3. At the "Frequency(W,B,S,M):" prompt, enter one of four options: W - weekly, B - bi-weekly, S - semi-monthly or M - monthly. The default is M (monthly). Enter your selection, or press <Enter> to accept the default, to continue to the next input field. 4. At the "Tran Type:" prompt, you would normally use only type I for Invoice transaction, since the purpose of recurring transactions is to eliminate the need to reenter the same transaction (e.g., invoices for dues or bills) each time it is needed. However, you can use any of the other type codes as well. 5. The date fields can be any date, since they are usually changed when the transaction is activated. 6. The invoice number should be left blank. It can be filled in when the transaction is activated. 7. Complete the remaining transaction entries as described in section AR3b - "Entering Simple Transactions". 8. When the transaction is complete, press <F10> to save the transaction. Then press <Esc> to return to the Accounts Receivable Transaction Menu. You have now created a recurring entry; however, it will not be usable until it is activated. See Section AR3g - Activate Recurring Transactions. AR3f - Modify/Delete Recurring Transactions Page 183 If you have entered a recurring transaction incorrectly, need to make a change to the data, or no longer wish to keep it; you may change or delete that entry at any time. To change or delete a recurring entry, follow these steps: 1. From the Accounts Receivable Transaction Menu, select "Modify/Delete Recurring Trans". 2. Follow steps 2 - 6 in Section AR3d - Changing/Deleting Transactions to modify or delete your recurring transactions. 3. There is one additional input field in the search parameters. At the "Frequency (W,B,S,M):" prompt, enter one of the following: W - weekly, B - bi-weekly, S - semi-monthly or M - monthly. This allows you to search by one of the above frequencies. Leaving this field blank allows a search of all frequencies. 4. After your changes or deletions, press the <F10> key to save your new recurring transaction. Answer Y (Yes) at the "Inputs Correct/N:" prompt. You will then be returned to the top of the input screen to continue with your next recurring transaction. Pressing <Esc> will abort your current activity, without saving it, and return you to the previous menu. AR3g - Activate Recurring Transactions Once you have entered a recurring transaction, it does not become a live transaction until it is activated. When activated, the system will generate a live transaction based on the information entered in Section AR3e - Create Recurring Transactions. The following steps explain how to activate a recurring transaction. 1. From the Accounts Receivable Transaction Menu, select "Activate Recurring Transactions". The following screen will appear: FIGURE OMITTED Figure AR3-6 Select Activate Frequency 2. Enter the frequency of the recurring transactions you would like to activate. 3. The screen will then display, one at a time, every recurring transactions with that frequency. In the Page 184 small "Activate Recurring" window, the following prompt appears: Activate/Next/Quit: 4. When you find the entry you wish to activate, press A (activate). The screen will then display the transaction, allowing you to enter additional data or make changes, as described in Section AR3d - Changing/Deleting Transactions. When the transaction data is correct, press <F10> or at the "Inputs Correct(Y/N):" prompt, press Y (Yes) and your transaction will be saved and added as a live transaction. If there are more recurring transactions with the same frequency, they will be displayed, one at a time. To skip the activation of any particular entry, press N (Next) and the next recurring transaction, with the same frequency, will be displayed. AR3h - Activate Group Recurring 1. This feature allow you activate a group of recurring transactions by the frequency code for the transactions, that is, 'M' for monthly. Figure AR3-7 shows the input screen for Group Recurring Activate. 2. Enter the group code to be activated. 3. Enter the beginning Invoice number for the invoices. 4. Enter the date for the transactions. FIGURE OMITTED Figure AR3-7 Activate Group Recurring Entry Screen AR3i - Generate Global Transactions The Generate Global Transactions utility is another very powerful and timesaving feature. This function is used to generate identical transactions for more than one customer at the same time, without the need to enter each one individually. This feature will only work on "Active" customers. To generate this type of transaction, select "Generate Global Transactions" from the Accounts Receivable Utility Menu. The following screen will appear: FIGURE OMITTED Page 185 Figure AR3-8 Global Transactions 1. At the "Global Tran Date:" prompt, enter the date for these transactions. 2. Next, enter the "Description:" for these transactions. 3. At the "Income Account:" prompt, select the General Ledger income account to be credited. There are no options for debiting accounts in global transactions, as the type of account defaults to the transaction type I for invoices. 4. Enter the amount of the transaction at the "Amount:" prompt. 5. Lastly, enter your "Customer Starting:" and "Ending:" account numbers to establish the range for these transactions. Bottom Line Accounting will generate your transactions. The due date, discount date and discount percent will default to each customer's account configuration settings. AR3j - Points to Remember 1. When entering transactions into this module, you are basically entering transactions with debits and credits, just like you do when entering transactions into the General Ledger module. In fact, all of the debits and credits you enter here will, eventually, be posted to the General Ledger, just as if you had entered them into the General Ledger yourself. Posting these transactions to the General Ledger is performed while in the General Ledger module. See Section GL6c - Post Other Modules to the G/L in this manual. The only difference between entering transactions in the General Ledger and in the Accounts Receivable module is that this module will keep detailed information on each customer, including paying habits and current and past balances. NOTE: Be sure to remember that any transactions entered into this module are NOT entered into the General Ledger, since they will be automatically placed there when you post them. 2. Receivable aging is tracked by the combination of customer number and invoice number. It is very important that each sale be given a unique invoice number and that all customer payments are coded with the original purchase invoice number. If these methods are not used, the system will operate without error; Page 186 however, your aging and invoices will not reflect payments tied to a specific invoice, but rather the date of the payment. 3. There are five different types of transactions. A brief description of each, as well as typical debits and credits, follows: GENERAL LEDGER ACCOUNTS DESCRIPTION TYPE DEBIT ACCOUNT CREDIT ACCOUNT Customer Purchase I Accts Receivable Sales Income (System selected) (Accrued income) Customer Payment P Cash/Checking Accts Receivable (Deposit) (System selected) Misc Debit to Account D Accts Receivable Any Account (For example, if a check (System selected) (Checking) from a customer is returned, you would credit your checking account.) Misc Credit to Account C Any Account Accts Receivable (For example, if a customer (Sales returns) (System selected) returned an item, you would debit your sales returns.) Finance Charge F Accts Receivable Finance Chg Income Memo Transaction M N/A N/A (Transaction to enter an extra description.) Page 187 SECTION AR-FOUR - REPORTS The Accounts Receivable Reports Menu allows you to generate a full range of financial reports from your receivables database. Reports can be generated to show financial information for a day, month, quarter or year. This section will explain how reports can be created to help you get optimum results from your Bottom Line Accounting program. AR4a - Explanation of Reports Each of the twelve reports available from the Accounts Receivable module can be sent to your monitor's screen for immediate viewing, to your printer for hard copy or to the disk for later retrieval. If sent to the disk, the report can be customized and/or modified by using a text editor or word processor to fit particular needs. Various parameters can be specified to give you the specific report you want. Some reports can be generated in a cumulative format for the dates specified and one report can be generated in either a trended or month-by-month format. Each of the available reports are described below. All reports can be printed at any time and as many times as necessary. Samples of these reports are shown in Appendix C and can be printed while using the "SAMPLE" account. Receivable Journal: This report lists all of the transactions which took place during a specific date range. You can select any one or all of the different types of transactions. Recurring Transactions: This report lists all of your recurring transactions. You can select any one or all of the different recurring frequencies. Schedule of Receivables: This report lists all unpaid customer balances within a specified date range. This report can be generated in either a cumulative or trended format. Receivables Aging: This report shows all customer balances with current, 1-30 days, 31-60 days, 61-90 days and 91+ days past due balances, as of a specific date. Customer Account History: This report shows all the past transaction activity (history) for one account or a range of customer accounts within a specified date range. This report can be generated to include one or more than one customer account per page. Page 188 Customer Statements: This report provides a monthly customer statement that is usually sent to your customers. It can be printed on pre-printed forms (Deluxe form #091377) or blank paper. Customer Invoices: This "report" provides a listing showing one or a specified range of invoice numbered transactions for one or a specified range of customers. Like statements, it can be printed on blank paper or pre-printed forms. There are two styles of pre-printed forms available. See Section AR5h A/R - Configuration Settings and Appendix C for styles and samples. The Deluxe form numbers are #091300 (new style) and #091398 (old style). Credit Limit Report: This report lists each customer, their open balance, their credit limit and available credit as of a specified date. Open Invoices Report: This report lists all open (unpaid) transactions for all customers. Customer Listing: This report lists all of the information in your customer accounts. It can be printed in customer name, customer number or zip code order. Address Labels: This "report" provides mailing labels for one or a specified group of customers. The labels can be printed in customer name, customer number or zip code order and you can specify the number of lines per label. Non-Posted Transaction Journal: This report lists all of the transactions which have not yet been posted to the General Ledger module. G/L Distribution Report: This report lists all the receivable transactions that have been posted to the General Ledger module within a specified date range. The report provides account numbers, account names, debit and credit amounts and a total for the debits and credits, in account number order. Page 189 AR4b - General Instructions for Generating Reports To generate any report, do the following: 1. From the Accounts Receivable Main Menu, select "Reports Menu". The following screen appears: FIGURE OMITTED Figure AR4-1 Accounts Receivable Reports Menu 2. From the Accounts Receivable Reports Menu, select the report you want to generate (e.g., Receivable Journal). This example will print the Receivable Journal report. Other reports are covered later in this section. AR4c - Receivable Journal Report FIGURE OMITTED Figure AR4-2 Receivable Journal Input Screen 1. As stated earlier, you can send any of the reports to your monitor's screen (S), to a printer (P), or to a disk drive (D) where the report will be stored as a disk file with its own filename. NOTE: If you try to send a report to a printer and do not have a printer, you will receive an error message. The first prompt on all of the report input screens is the destination prompt. It appears as follows: Screen,Printer,Disk(S,P,D): Entering an S for screen or a P for printer will send the report to the screen or printer, respectively. If you enter a D for disk, the system will prompt you for a disk filename. You can enter any name you wish, following the DOS naming conventions. The report will then be saved on the default disk drive with the filename you entered, followed by a filename extension of ".RPT". If you enter a filename that already exists, the system will ask if you want to delete the old file. Answering Y (Yes) will replace the existing report with the new report. Answering N (No) will append (add on) the new report to the already existing report. Page 190 The disk file is created in ASCII format, thereby allowing it to be imported into a word processor, spreadsheet or database for customized reports. At the "Screen,Printer,Disk(S,P,D):" prompt, enter the letter for the destination of your report. (For this example, enter the letter S.) 2. For some reports, you will need to specify a date range. The date-prompt format will be the format specified in the System Configuration Settings. Refer to Section GS3d -Setting the System Configuration in this manual. The date prompt appears as follows: Starting Date: 01-01-93 Ending Date: 01-31-93 These dates determine the starting and ending date for the report and are included in the heading of the report. The date range can be as short as one day. NOTE: The ending date can never be more than one year after the starting date (e.g., starting date as 09-01-92 and ending date as 08-31-93). 3. The last prompt, "Type of Transactions:" allows you to select the transaction types you would like included in this report. Valid types are A, I, D, C, F, and M. These types are the same as those used when entering transactions, with the exception of A. Entering A will select all types of transactions. After entering the type of transaction, the report will be sent to the screen. The following discusses the other report selection input screens. Any prompts already discussed will not be covered in detail. AR4d - Recurring Transactions Report 1. From the Accounts Receivable Main Menu, select "Reports Menu". 2. From the Accounts Receivable Reports Menu, select "Recurring Transactions". The following screen appears: FIGURE OMITTED Figure AR4-3 Recurring Transactions Input Screen A. At the destination prompt, select the destination for your report. Page 191 B. At the recurring frequency prompt, select the frequency type for this report using one of the following codes: A = All frequencies M = Monthly S = Semi-monthly B = Bi-weekly W = Weekly The report will be generated. AR4e - Schedule of Receivables 1. From the Accounts Receivable Main Menu, select "Reports Menu". 2. From the Accounts Receivable Reports Menu, select "Schedule of Receivables". The following screen appears: FIGURE OMITTED Figure AR4-4 Schedule of Receivables Input Screen A. At the destination prompt, select the destination of the report. B. Enter the date range (as discussed above) for this report. C. At the "Trended Report:" prompt, enter either: N (No - the default) to get a cumulative (one column) report OR Y (Yes) to get a trended (a multiple month, spreadsheet type) report. See Appendix C for examples of both reports. AR4f - Receivables Aging Report 1. From the Accounts Receivable Main Menu, select "Reports Menu". 2. From the Accounts Receivable Reports Menu, select "Receivable Aging". The following screen appears: Page 192 FIGURE OMITTED Figure AR4-5 Receivables Aging Input Screen A. At the destination prompt, select the destination of the report. B. Enter the report date at the "As of Date:" prompt. This date usually is the current date. Transactions which have a future date will not be shown on this report. NOTE: The Receivable Aging report is determined by the due date of the transactions. Payments are either applied to specific invoices (if marked as such by user) or by using the payment date if no matching invoice number is found. AR4g - Customer Account History Report 1. From the Accounts Receivable Main Menu, select "Reports Menu". 2. From the Accounts Receivable Reports Menu, select "Customer Account History". The following screen appears: FIGURE OMITTED Figure AR4-6 Customer Account History Input Screen A. At the destination prompt, select the destination of the report. B. Next, enter the date range (as discussed above) for this report. C. At the "Accounts on separate pages:" prompt, enter either: Y (Yes - the default) if you want each customer to print on a separate page OR N (No) if you want to save paper and put as many customers on a page as room permits. D. Lastly, select a customer account number range for this report. Enter both the starting and ending Page 193 customer number. The Customer Account History report for all customers within this range will then be generated. AR4h - Customer Statements 1. From the Accounts Receivable Main Menu, select "Reports Menu". 2. From the Accounts Receivable Reports Menu, select "Customer Statements". The following screen appears: FIGURE OMITTED Figure AR4-7 Customer Statements Input Screen A. At the destination prompt, select the destination of the report. B. Next, enter the date range (as discussed above) for this report. C. Lastly, select your customer account number range for this report. Enter both your starting and ending customer numbers. Separate statements for each customer within this range will be printed. D. If you have your Accounts Receivable configuration settings set for pre-printed forms (see Section AR5h - A/R Configuration Settings) you will be prompted: Print Statement Lineup[N]: Answer Y (Yes) as many times as needed to line up the forms in your printer. Answer N (No) when you are ready to print the statements. AR4i - Customer Invoices 1. From the Accounts Receivable Main Menu, select "Reports Menu". 2. From the Accounts Receivable Reports Menu, select "Customer Invoices". The following screen appears: FIGURE OMITTED Figure AR4-8 Customer Invoices Input Screen Page 194 A. At the destination prompt, select the destination of the report. B. Next, select the invoice number range. Enter both the starting and ending invoice number. C. Lastly, select a customer account number range for this report. Enter both your starting and ending customer numbers. Invoices for all customers within this range will be generated. D. If you have your Accounts Receivable configuration settings set for pre-printed forms (see Section AR5h - A/R Configuration Settings) you will be prompted: Print Invoice Lineup[N]: Answer Y (Yes) as many times as needed to line up the forms in your printer. Answer N (No) when you are ready to print the invoices. AR4j - Credit Limit Report 1. From the Accounts Receivable Main Menu, select "Reports Menu". 2. From the Accounts Receivable Reports Menu, select "Credit Limit Report". The following screen appears: FIGURE OMITTED Figure AR4-9 Credit Limit Report Input Screen A. At the destination prompt, select the destination of the report. B. Next, enter the report date at the "As of Date:" prompt. This date is usually the current date. Transactions which have a future date will not be shown on this report. The report will be generated. AR4k - Open Invoices Report 1. From the Accounts Receivable Main Menu, select "Reports Menu". 2. From the Accounts Receivable Reports Menu, select "Open Invoices Report". The following screen appears: Page 195 FIGURE OMITTED Figure AR4-10 Open Invoices Input Screen 3. At the destination prompt, select the destination of the report. The report will be generated. AR4l - Customer Listing Report 1. From the Accounts Receivable Main Menu, select "Reports Menu". 2. From the Accounts Receivable Reports Menu, select "Customer Listing". The following screen appears: FIGURE OMITTED Figure AR4-11 Customer Listing Input Screen A. At the destination prompt, select the destination of the report. B. Next, enter the sort order for this report. Options are A (Account Number order), N (Name order) or Z (Zip code order). The report will be generated. AR4m - Address Labels 1. From the Accounts Receivable Main Menu, select "Reports Menu". 2. From the Accounts Receivable Reports Menu, select "Address Labels". The following screen appears: FIGURE OMITTED Figure AR4-12 Address Labels Input Screen A. At the destination prompt, select the destination of the report. B. Then, enter the sort order for this report. Options are A (Account Number order), N (Name order) or Z (Zip code order). C. Next, enter the number of printer lines for label spacing. Small 15/16" tall labels allow for 6 lines per label. To calculate, measure from the Page 196 top of one label to the top of the next label. Then divide that spacing by the number of lines per inch your printer is set to print. The result is how many lines per label you can print. D. Next, if you do not want to print labels for your zero-balance accounts, enter a N at the "Print Zero Balance Accounts:" prompt. Please refer to section GS3d- "Setting the System Configuration" for an explanation of how Bottom Line Accounting does or does not print zero-balance accounts. Entering a Y at this prompt will print a label for all your customer accounts, regardless of their balance. E. Last, select your customer account number range for this report. Enter both your starting and ending customer numbers. Labels for all customers within this range will be generated. AR4n - Non-Posted Transaction Journal Report 1. From the Accounts Receivable Main Menu, select "Reports Menu". 2. From the Accounts Receivable Reports Menu, select "Non-Posted Transaction Journal". The following screen appears: FIGURE OMITTED Figure AR4-13 Non-Posted Transaction Journal Input Screen A. At the destination prompt, select the destination of the report. B. Next, enter the type of transactions you would like included in this report (per explanation above). The report will be generated. AR4o - G/L Distribution Report 1. From the Accounts Receivable Main Menu, select "Reports Menu". 2. From the Accounts Receivable Reports Menu, select "G/L Distribution Report". The following screen appears: FIGURE OMITTED Page 197 Figure AR4-14 G/L Distribution Report Input Screen A. At the destination prompt, select the destination of the report. B. Next, enter the date range (as discussed above) for this report. The report will be generated. In conclusion, if you are unfamiliar with any of these reports, try printing reports using the "SAMPLE" accounts, as well as referencing Appendix C for samples of these reports. Doing so will give you an idea of how the reports look and how they might be used. Page 198 SECTION AR-FIVE - UTILITIES The Accounts Receivable Utility Menu contains nine important menu items, each of which are covered in detail below. To access the Accounts Receivable Utility Menu, select "A/R Utility Menu" from the Accounts Receivable Main Menu. The following menu will appear: FIGURE OMITTED Figure AR5-1 Accounts Receivable Utility Menu AR5a - Changing Customer Numbers This powerful utility allows you to change the customer account number for every existing transaction for a specific customer. It can be thought of as a "global replace" feature. For example, if you want to change the customer number WIND to WIND01, you would first create the new customer account (WIND01) and then run this utility to change all the transactions that have customer number WIND to the new account WIND01. NOTE: Since this is an advanced feature, we do not recommend its use by those new to Bottom Line Accounting. It is very important to make a complete backup copy of your data files prior to running this utility. Should something go wrong (e.g., power failure), it will be easier to recover if you have an original copy of the data files. Please refer to Section GS3g - BackUp of Data Files in the Getting Started User's Manual. To change a customer number, do the following: 1. From the Accounts Receivable Utility Menu, select "Change Customer # for Trans". The following screen appears: FIGURE OMITTED Figure AR5-2 Change Customer Numbers 2. At the "Old Customer:" prompt, enter the customer number you wish to change or delete, then press <Enter>. 3. At the "New Customer:" prompt, enter the new customer number and press <Enter>. Make sure you have already created your new customer account. Once all transactions are transferred from your old customer to your new customer, the cursor will return to the Accounts Receivable Utility Menu. Page 199 NOTE: At either of the above two prompts, you can press <F2> for a pop-up customer number list. AR5b - Calculating Finance Charges This function is a real time saver for those who charge customers a finance charge on past due account balances. The system will calculate each customer's open balance due as of the date selected. By using this balance, the system will automatically generate a finance charge transaction for all "past due customers". This finance charge will appear on the customer statement as a type F transaction. You may review all generated finance charges by printing a Receivable Journal for the same month. Select type F transactions to show only the finance charge transactions. You can change or delete any finance charge by following the steps in Section AR3d - Changing/ Deleting Transactions. To find and change these finance charge transactions, simply enter the date of the finance charges and enter F for transaction type. All finance charge transactions will then be displayed, one at a time, for your perusal. You may generate finance charges at any time and as many times as you want to. In order to prevent charging your customers duplicate or incorrect finance charges, we strongly recommend that you only run this procedure once a month, usually on the last day of the month, after all transactions and payments for that month have been entered. This will ensure that your customer balances are up to date as of the end of the month. To generate finance charges, select "Calculate Finance Charges" from the Accounts Receivable Utility Menu. The following screen will then appear: FIGURE OMITTED Figure AR5-3 Finance Charges Enter your finance charge date here. This date will be used both to determine past due accounts (balances due before this date) and as the transaction date of the finance charges. After entering this date, the system will calculate accounts and generate the finance charges. As the finance charges are being calculated, those customers who are being assessed finance charge will be shown on the screen along with the amount past due and the finance charge amount. AR5c - End-of-Period Posting Page 200 The end-of-period posting is performed only at the end of an accounting cycle (usually at the end of the year). This process will close out all of the customer transactions and update all beginning balances accordingly. All transactions are read (through date selected), the customer account balances updated and all old transactions removed. This process is automatic and all open balances will remain open and carry forward into the new accounting year. The best time to actually run the end-of-period posting is on January 1 or on the first day of the new accounting period. This procedure should be run only after you are sure that there are no more transactions to be posted in the old accounting period and after you have made a usable back up copy of your data files. NOTE: It is very important to make a usable back up copy of your data files before you run the end-of-period posting. If you need to get a listing of your last accounting period's transactions, your back up data disk is your only way to recreate the last accounting period. Furthermore, once you have run this process, you cannot generate reports for the time period covered by the end-of-period posting. Please refer to Section GS3g - BackUp of Data Files in this manual for instructions on how to back up your data files. The only requirement for running an end-of-period posting is if you are running out of disk space. You can keep your transaction files active for as long as you want, provided you have enough disk space. To run the end-of-year posting, select "End of Period Posting" from the Accounts Receivable Utility Menu. 1. The first screen that appears contains several notices and warnings regarding the end of period posting process. TAKE HEED OF ALL NOTICES AND WARNINGS ON THIS SCREEN! Press any key to continue. 2. Again, be sure you have made a useable back up data disk. 3. A small window in the middle of the screen says "Do you want to continue:". If you answer N (No), you will be returned to the Accounts Receivable Utilities Menu. If you answer Y (Yes), you will be prompted for a post through date as shown below: FIGURE OMITTED Figure AR5-4 End-of-Year Posting Page 201 24. At this prompt, enter the ending date of the posting period. For example, if you want to post through the end of the 1992 calendar year, you would enter 12-31-92. If you are using the aging report, we strongly recommend that you do not post the last few months of transactions, since that report requires historical data of at least three months. Therefore, we recommend that on January 1, you only post through September of the prior year. To keep the entire last year on-line for historical "look-ups", we recommend that you only post transactions which are two years old (e.g., on 01-01-93, enter a post through date of 12-31-91). AR5d - Merge A/R Transaction File This powerful merge function allows you to merge two Accounts Receivable transaction files into one large file. WARNING This is a very advanced, powerful feature which allows users total control of their data files. Please read this entire section completely before you begin any merge function. Before you merge any data files, be absolutely sure that you are doing what you really intend. Once done, the data file merge cannot be undone. It is strongly recommended that you make a backup of your data files before doing any merge. In order to merge files properly, the customer accounts for each of the data files to be merged must exactly match each other. Technically, the entire transaction file from one data file is added to the data file which you are currently in. Every time a merge is run, all the records are added to the current data file. Therefore, do not merge one data file into another more than once or duplicate records will result. For example, you have two Accounts Receivable data files: one is called A and one is called B.". You want to merge them into a third file. First, create the third file called "C", following the instructions in section GS2d - "Create or Clone Your Own Set of Books" in this manual. Then, go into file C and merge A into C first, then merge B into C. These will give you consolidated data files without loosing your original information in files A or B. FIGURE OMITTED Figure AR5-5 Merge A/R Transaction File Screen Page 202 1. From the Accounts Receivable Utility Menu, select "Merge A/R Transaction File". 2. At the "Merge From Filename:" prompt, enter the filename of the Accounts Receivable transaction file you wish to bring into the current file in which you are working. Press <Enter> when done. 3. At the "Starting Date:" and "Ending Date:" prompts, enter the date range of the transactions to be merged. Press <Enter> after each date. The transactions in the filename specified, which fall within the dates entered, will be merged into the data file you are currently working in. When completed, you will be returned to the Utility Menu. AR5e - Import A/R Transaction File This import function is a very advanced feature used primarily by expert users. It allows you to import ASCII text files into your Accounts Receivable transaction file. To do this, you must first create an ASCII text file to import. This file must contain fixed-length records, with one record per line. The filename may be any name; however, the filename extension must be ".TXT". The record layout for the ASCII import file is as follows: Field Name Start Length Mask Date 1 8 User defined in configuration Customer # 9 6 Text/Number Tran Type 15 1 I, P, F, D, C, M Due Date 16 8 User defined in configuration Discount % 24 6 ##.### Disc Date 30 8 User defined in configuration Invoice # 38 10 Text Reference # 48 10 Text Department 58 4 Text Description 62 30 Text G/L Account 92 6 1-999999 Debit/Credit Type 98 1 D, C Amount 99 11 ########.## Posted Flag 110 1 Y, N On a technical note, each part of the transaction should be a separate record. The sum of debit type and credit type records must match within 23 records. The system looks for "debits=credits" to determine the end of one transaction and the Page 203 beginning of the next. If this event does not happen within 23 records, errors in the imported transactions will result. FIGURE OMITTED Figure AR5-6 Import A/R Transaction File Screen To import an ASCII text file into Accounts Receivables, do the following: 1. Copy into your Bottom Line Accounting data file directory the ASCII text file to be imported. 2. From the Accounts Receivable Utility Menu, select "Import A/R Transaction file". 3. At the "Import File Name:" prompt, enter the name of the ASCII text file to be imported, then press <Enter>. Notice the filename extension of ".TXT" is already included. When the import is complete, you will be returned to the Accounts Receivable Utility Menu. AR5f - Export A/R Transaction File This export function is a very advanced feature used primarily by expert users. It allows you to export ASCII text files from your Accounts Receivable transaction file. The record layout for the exported ASCII file is as follows: Field Name Start Length Mask Date 1 8 User defined in configuration Customer # 9 6 Text/Number Tran Type 15 1 I, P, F, D, C, M Due Date 16 8 User defined in configuration Discount % 24 6 ##.### Disc Date 30 8 User defined in configuration Invoice # 38 10 Text Reference # 48 10 Text Department 58 4 Text Description 62 30 Text G/L Account 92 6 1-999999 Debit/Credit Type 98 1 D, C Amount 99 11 ########.## Posted Flag 110 1 Y, N Page 204 On a technical note, each part of the transaction will be a separate record. To export your transaction file, do the following: FIGURE OMITTED Figure AR5-7 Export A/R Transaction File Screen 1. From the Accounts Receivable Utility Menu, select "Export A/R Transaction file". 2. At the "Export File Name:" prompt, enter the name of the ASCII text file to be exported, then press <Enter>. Notice the filename extension of ".TXT" is already included. 3. Next, enter the date range of the transactions to be exported. Enter "Starting Date:" and "Ending Date:" and all transactions within this date range will be exported. When the export is complete, you will be returned to the Utility Menu. AR5g - A/R Configuration Settings The configuration settings allow you to configure this module to your specific company's forms to be used and to the specific General Ledger account numbers. This configuration is very important to your transactions, statements, invoices and interface account numbers. To set up your configuration, select "A/R Configuration Settings" from the Accounts Receivable Utilities Menu. The following window will appear: FIGURE OMITTED Figure AR5-8 Configuration Settings 1. Enter your company name and address at the "Company:" and "Address:" prompts. (Optional) 2. At the "Accounts Receivable Account:" prompt, enter your General Ledger Accounts Receivable asset account number. (Required) 3. At the "Finance Charge Account:" prompt, enter your General Ledger Finance Charge income account number. Enter zero (0) to skip. (Optional) Page 205 4. At the "G/L Sales Tax Account:" prompt, enter your General Ledger Sales Tax liability account number. Enter zero (0) to skip. (Optional) 5. Next, if you are using pre-printed statements and invoices, enter Y (Yes) at the "Pre-printed Statement/Inv:" prompt. If not, enter N (No). (Optional) 6. The next six fields allow you to customize where your printer will start printing the statements and invoices. These settings affect both pre-printed statements and invoices. If you are unsure of these settings, use the defaults as shown above. Changing these numbers will only affect the alignment of your forms and are mainly for single sheet laserjet printers. (Optional) 7. The next prompt allows you to select which "Forms Printer Port:" to use for both invoices and statements. This is a multiple choice field. To change the port selection, press the space bar or click the left button on your mouse. When your choice is shown, press <Enter>. (Required) 8. The "Invoice Type(1,2):" prompt allows you to choose which type of pre-printed invoice you are using. The options are 1 or 2. (Optional) The form numbers for each option are as follows: 1 = Deluxe invoice #091300 (compatible with Invoicing module) 2 = Deluxe invoice #091398 See the Deluxe insert for more information on either style of invoice. To order either invoices or statements, call Deluxe at 1-800-328-0304 and mention product code "T09212". Canadian users, call 1-800-826-3714. 9. Lastly, at the "Message Line 1:" and "Message Line 2:" prompts, enter any message you would like printed on the bottom of all of your customer invoices and statements. (Optional) When completed, press <F10> to save your new data and return to the Accounts Receivable Utilities Menu. AR5h - Renumber Transactions This utility has been incorporated to facilitate renumber of transactions after having deleted a transaction. Deleting a transaction merely marks it as a inactive transactiion. This Page 206 utility will renumber transactions and remove the inactive transactions thereby reducing the size size and recovering some disk space. The following screen is displayed while the new transaction file is being created. FIGURE OMITTED Figure AR5-9 Renumber Transactions SECTION AR-SIX - HINTS AND SUGGESTIONS 1. Keep a CURRENT back up copy of your data disk each time you update your data. This will safeguard against loss of data due to a power failure or other problem. 2. Use the Shift-Print Screen keys to make a hard copy of your current screen display. 3. To pause the printer while printing reports, press any key. 4. If you are using pre-printed statements or invoices, be sure that your printer is set to 10 characters per inch and 6 lines per inch, with normal margins. Deviation from this will result in the inability to line up your pre-printed forms. 5. On HP LaserJet printers, set your configuration to 60 lines per page. 6. Be sure the same page length or form length figure is set into both your printer and the configuration setting (e.g., 60 lines per page). 7. Payments and the Reconciliation module: When entering payment transactions into the Accounts Receivable module, you should select a "Cash" account for your debit distribution, instead of a "Checking" account. Then, when you make a bank deposit, enter a transaction in the General Ledger module, debiting checking and crediting cash for the amount of your bank deposit. 8. When setting up your customer accounts, make sure you leave enough space between the individual numbers so you can add new customers at a later time. 9. If you are a membership organization, we recommend that you group your members in various customer account numbers, depending on how much and how often they pay their dues. This way, you can use the "Generate Global Transactions" feature more efficiently (e.g., all members that pay $30.00 a month should have a starting number of "3"). Page 207 10. When deleting a POSTED transaction (meaning the transaction has already been posted to the General Ledger), the Accounts Receivable module will automatically create a reversing transaction and post that transaction to the General Ledger on-the-fly. This results in your General Ledger being updated immediately. 11. When performing searches of or modifications to transactions, the fastest way to search through the transaction file is to include at least the Customer number, month and year of the transaction you are looking for. 12. When entering a payment 'P', make sure that the invoice matches the one paid. Other wise the A/R Aging report will be incorrect. Page 208 ACCOUNTS PAYABLE SECTION AP-ONE - INTRODUCTION AP1a - The Accounts Payable Module The Bottom Line Accounting Accounts Payable module provides you with a wonderfully simple way to keep track of all of your vendor payables. Likewise, you'll be delighted to note that the module is an essential element in easily managing your cash flow. Vendor (companies you purchase from) information and balances are always available to you through on-line features. This easy-to-use module will also greatly enhance your ability to track and to pay your vendors on time. Multiple distribution and full integration into your General Ledger will save you hours of time, effort and money. This manual assumes you have, from an accounting point of view, a working knowledge of how an accounts-payable system operates. If you are new to accounts-payable bookkeeping, however, we suggest you either consult your accountant or get a book on accounts-payable bookkeeping. We do, nevertheless, try to explain each feature and function in layman terms, so it will be easy to understand with minimal confusion. This system is uniquely set up for ease of operation by the novice. Consequently, sample basic transactions are included on your disk (filename "SAMPLE") for practice sessions. AP1b - General Information Below is a simple list of steps to follow when using Accounts Payable for the first time. These steps are for those who have already read the Getting Started section and are now ready to set up their own active Accounts Payable data files. It is assumed here that you have already installed Bottom Line Accounting on your hard-disk drive and have started the program. If this is not the case, refer to the Getting Started section before reading any further. These brief steps are intended to provide step-by-step guidance for getting started on your own. They are not intended to replace reading either the Getting Started section or this section of the manual. Detailed instructions are covered in the sections referenced. 1. First, we suggest you go to the main Setup Menu to customize the system configuration to meet your particular hardware and printing needs. Although not absolutely necessary, doing this now may prevent printing problems later. Refer to Section GS-Three System Setup, in this manual, for detailed instructions. Page 209 2. From the Bottom Line Accounting Main Menu screen, select the "A/P" menu item. The following screen appears: FIGURE OMITTED Figure AP1-1 - Accounts Payable Main Menu 3. Figure AP1-1 is the Accounts Payable Main Menu screen. From here you select the different areas of the Accounts Payable module to work in. 4. First, select "A/P Utility Menu" from the Accounts Payable Main Menu in order to set up your Accounts Payable configuration. Refer to Section AP6f - A/P Configuration Settings for detailed instructions. 5. You should now select "Update Vendor Accounts" from the Accounts Payable main menu, as you must have active accounts before you can enter any transactions or print reports. Refer to Section AP-Two - Vendor Accounts for detailed instructions. 6. Next, select "Transactions Menu", from the Accounts Payable main menu, in order to start entering your payables data. Refer to Section AP-Three - Transactions for detailed instructions. 7. After you have entered some transactions, you can print an Accounts Payable Journal Report to verify the information you have entered. See Section AP-Four - Reports for more information. 8. To make payments (print checks), select "Payments Menu" from the Accounts Payable main menu. Refer to Section AP-Five - Payments for detailed instructions. Again, the above steps are merely intended to show you the order of events in setting up your Accounts Payable data files. We strongly recommend you read this entire manual before continuing. Page 210 SECTION AP-TWO - VENDOR ACCOUNTS Your Vendor Accounts are the very foundation of your Accounts Payable. In the Accounts Payable module you can set up, up to 4000 vendor accounts (depending on your available RAM memory). Refer to the SAMPLE vendor files while reading this section. AP2a - What are Vendor Accounts Your vendor accounts are used to keep track of all of your accounts-payable balances by vendor (who you owe money to). It is important to remember that any company or person you owe money to is a vendor and should be set up in this system. If you purchase something with cash and there is not a balance due, you do not have to set up that vendor. Whenever you receive a bill (invoice or statement) from a company, you must set up that company as a vendor (if that vendor is not already set up). Once set up, the vendor will always be available for more invoices in the future. Each vendor must be given an account number, to identify them, which will then be used whenever you are entering transactions for that vendor. AP2b - Vendor Accounts Organization Your vendor account numbers, and their order within the program, are totally up to you. An important consideration for your account numbers is to group your vendors into account-number ranges. For example, put all of your out-of-state vendors into accounts 900000-999999. This may be useful when printing reports which ask for an account range to print (i.e. vendor labels). Different types of businesses may also be grouped in specific ranges. Remember to always leave enough room for new accounts to be added within your selected range. Another option for organizing your vendor account numbers is to use the first six digits of the vendor company name as their account number. This allows you to find and enter that vendor's account number without the need to hunt for his account number in the account number listing window. AP2c - Vendor Accounts Data Fields Each account in your vendor database represents one specific vendor. As mentioned above, each vendor is assigned a unique account number. Along with this account number, other elements of information about each vendor is recorded. When you set up a vendor account, the following information about each vendor will be needed: Page 211 VENDOR: (Required) A six-character, alpha-numeric "number" used to identify each vendor. This "number" may contain any numbers or letters (e.g. "100000", "WIND" or "WIND01"). The vendor number is also used as a sort option on some reports. ACTIVE: (Required) A Y/N (Yes/No) option, which allows you to tag the vendor as either active or inactive. If you tag a vendor as inactive, you will be unable to enter ANY transactions for this vendor. ATTENTION: (Optional) This is used as the first address line for checks and labels. It is usually the Accounts Receivable contact person for this vendor. COMPANY: (Required) Name of the company. If a vendor is not a company, simply enter that vendor's name here. ADDRESS: (Optional) Street address for vendor. Used for checks and labels. CITY: (Optional) Vendor's city. STATE: (Optional) Vendor's two or three character state or province code. ZIPCODE: (Optional) Vendor's zip or postal code. Used for sort order on mailing labels. May be used for any other purpose as well. PHONE: (Optional) Up to 12 digit telephone number. May be used for other information if needed. COUNTRY: (Optional) This line is used for your foreign vendors' country name. COMMENTS: (Optional) Up to 30 characters of pertinent information may be entered here, allowing instant recall of needed facts about this vendor. DEFAULT G/L ACCOUNT: (Optional) A time saver, this default General Ledger Expense account number is automatically used for this vendor when you are entering type "I" transactions. By setting it up here, it will automatically be the default debit distribution account. The account number can be overridden at any time. See Section AP3b - Entering Simple Transactions for usage. SALES TAX PERCENT: (Optional) A real time saver! This sales tax percentage is another valuable option which can automatically calculate the sales tax for this vendor when entering transactions. Simply enter the tax Page 212 percent this vendor is charging you. Enter any figure between 0 and 50 (e.g: 6.5). DUE DAYS: (Required) Default number of days until purchases or invoices for this vendor are due. You will be able to override it, if necessary, when entering invoices. DISCOUNT DAYS: (Optional) Number of days, after the invoice date, that a discount may be applied. DISCOUNT PERCENT: (Optional) Percentage of discount for early payment of invoice. Enter any figure between 0 and 50. AP2d - Getting Familiar with Vendor Accounts Before entering your own vendors, follow the procedures below using the "SAMPLE" accounts: 1. After you have started Bottom Line Accounting, select the filename "SAMPLE". See Section GS2b - Selecting the Disk Drive, Path and Data File for more information on selecting the file name. 2. From the Main Menu, select a/P, using the cursor arrow keys or by typing in the highlighted or capitalized letter of that selection. 3. From the Accounts Payable Main Menu, select "Update Vendor Accounts". The following screen appears: FIGURE OMITTED Figure AP2-1 Vendor Listing Notice how this typical vendor account listing is organized. The window will display eighteen account numbers at a time. To see more accounts, use the cursor arrow keys or the mouse, to scroll through the listing. To select a vendor account to be modified, press the <Enter> key when the cursor is on that account or, if you know the beginning number or letter of that account, simply type it in. The first account number in that range will appear at the bottom of the window, with the cursor automatically on that account. For example, entering "W" will take you to account numbers starting with "W" (WindSoft); entering "4" will take you to the accounts starting with "4" (400000). If you know the account number, simply enter the number and the cursor will position itself on that specific account. Before setting up your own vendor accounts, you may want to create a practice account by entering data into the "SAMPLE" data Page 213 files. Simple follow the steps in Section AP2e - Add/Modify/Delete Vendors below for practice. AP2e - Add/Modify/Delete Vendors This section will describe how to add, modify, and/or delete vendors from Accounts Payable. The "SAMPLE" data file is used in all of the following examples. From the Accounts Payable Main Menu, select "Update Vendor Accounts". Figure AP2-1 will appear. At the bottom of this screen you will notice five available functions: <F1>Help <F3>Add <F4>Mod <F5>Del <Esc>Exit By selecting <F3> for "Adding", <F4> for "Modify", or <F5> for "Delete", you will be able to execute any one of the three available functions. To do so, simply follow the appropriate steps listed below: NOTE: You may at any time call-up the extensive context sensitive help by pressing the <F1> key. ADDING AN ACCOUNT: Press the <F3> key. Figure AP2-2, below, will appear. If there are no existing vendor accounts, this add-account window will automatically appear. FIGURE OMITTED Figure AP2-2 Adding An Account NOTE: To move to the next input field after you have entered your information, simply press the <Enter> key. To leave a field blank, press the <Enter> key. To move back to a previous field, press the <Backspace> key or the <Shift><Tab> keys. 1. VENDOR: Enter your six-character, alpha-numeric vendor number which you have selected for this vendor. Press <Enter> to move to the next field. 2. ACTIVE: Enter Y (Yes) or N (No) for this vendor. This allows you to tag this vendor as being either active or inactive. When you first set up your vendors, tag them as active. It is important to understand that if a vendor is tagged as inactive, you will be unable to enter ANY transactions for this account. You may at any time change the status of this vendor. Press <Enter> when complete. Page 214 3. ATTENTION: Enter the attention name (if any) for this vendor. It is usually entered as the Accounts Receivable contact-person for this vendor. Press <Enter> when complete. 4. COMPANY: Enter the name of the vendor's company here. If a vendor account is not a company, enter the vendor's name here. Press <Enter> when complete. 5. ADDRESS: Enter the vendor's street address or the postal box number. Press <Enter> when complete. 6. CITY: Enter the vendor's city name. Press <Enter> when complete. 7. STATE: Enter the vendor's state or province code. You can enter up to a 3-character code (e.g: "CO" for Colorado or ACT for Australian Capital Territory). Press <Enter> when complete. 8. ZIPCODE: Enter the vendor's complete zip or postal code here. This is also used for sort order on mailing labels. Press <Enter> when complete. 9. PHONE: Enter the vendor's telephone number, using up to 12 characters. You may use this field for other information, if needed. Press <Enter> when complete. 10. COUNTRY: Enter your foreign vendors' country codes here. Press <Enter> when complete. 11. COMMENTS: Here you can enter up to 30 characters of pertinent information relating to this vendor's account. This information will print on selected reports only. Press <Enter> when complete. 12. DEFAULT G/L ACCOUNT: Here, you can enter a default G/L Expense (or asset) account number for this vendor. This account number will automatically become the default debit account number when you enter a type "I" transaction for this vendor. If you choose not to use this feature, enter 0 (zero). NOTE: If you have Auto Pop-up in the System Setup set to Y, then your G/L Chart of Accounts will appear automatically, allowing you to easily select an account. If you have Auto Pop-up set to N, simply press <F2> and your Chart of Accounts will appear. Please see Section GS3d - Setting the System Configuration, for more details on this feature. 13. SALES TAX PERCENT: Enter here a sales tax percentage for this vendor. Valid numbers range from 0 Page 215 to 50 (e.g: 5.5). This optional feature is a real time saver, automatically calculating the sales tax this vendor charges you when you enter type "I" transactions. 14. DUE DAYS: Enter the number of days, from 0 to 256, in which this vendor's invoices/bills come due (e.g: 30). 15. DISCOUNT DAYS: Enter the number of days, from 0 to 99, in which you are entitled to take a discount (e.g: 10). 16. DISCOUNT PCT: Enter the percentage of discount allowed by this vendor. The range is from 0 to 50. The total amount of the invoice/bill will be reduced by this percentage if paid within the above specified discount days (e.g: 2% discount for payment in 10 days). Once you have completed the last input field, your new vendor is automatically added to the vendor listing window. Your cursor will then return to the top of the input screen for you to continue adding new vendors. Another time saver is that all input fields have the default of your last entered vendor. This will save you time when you are entering information that is similar. MODIFYING A VENDOR ACCOUNT: From the Accounts Payable Main Menu, select "Update Vendor Accounts", then press <F4>. The following figure will appear: FIGURE OMITTED Figure AP2-3 Modifying An Account Notice the cursor is automatically on the "Active" field, but may be moved to the appropriate field you wish to modify, by pressing the <Enter> key. If you want to blank out a field, move first to that field and press the <Spacebar>. In order to change the vendor number, however, you will need to add a new account first and then change the existing transactions to this account. See section AP6a - "Change Vendor Numbers". Then, you may delete the old vendor account number as described below. In order to change any other data, simply move your cursor or mouse to that field to be changed and start typing the new data over the old, and then press <Enter>. Press <F10> and your new changes will be saved. If you decide not to make any changes, simply press the <Esc> key and your original data will be unchanged. DELETING AN ACCOUNT: From the Accounts Payable Main Menu, select "Update Vendor Accounts". Page 216 To delete a vendor account, the account must have a zero balance and have no transactions entered against it. If transactions exist, you must first delete them before you can delete the vendor account. To delete an account, move the cursor to the appropriate vendor in the vendor accounts window, using the arrow keys or mouse. Next, press the <F5> key. Then answer Y (Yes) to the "Are you sure" prompt, and the account is deleted. AP2f - Entering Your Vendor Accounts When you actually create your own vendor accounts, it is important that you have an organized plan of account numbers. For example, in the simple case you may use the first six digits of the vendor's name as the account number. In another scenario, you may want to have groups (range) of vendor numbers. In this case you will probably use numbers or a combination of numbers and letters for the account number. In any case, some planning can save hours of time and frustration down the road when you need to change vendor account numbers. Please refer to Section AP2b - Vendor Accounts Organization for details. NOTE: Whenever you are finished entering data into a field, press the <Enter> key to move the next input field. To move to the previous input field, press the <backspace> or <Shift><Tab> keys. To add your first vendor, do the following: 1. From the Accounts Payable Main Menu select "Update Vendor Accounts". The following screen will appear: FIGURE OMITTED Figure AP2-4 Add Account 2. Since you are creating a new vendor accounts list, only a blank window will appear asking for your first vendor information. Enter your vendor information as outlined above in Section AP2e - Add/Modify/Delete Vendors. 3. Enter your vendor account number at the "Vendor:" prompt. 4. At the "Active:" prompt, enter Y (Yes) to make this new vendor active. 5. At the next 6 prompts, enter your vendor's mailing address. Page 217 6. At the "Phone:" prompt, enter your vendor's telephone number. This can be used for other information as well. 7. If this vendor is from a different country, enter the "Country" here. 8. The next prompt asks for the "Default G/L Account". Enter the vendor's default General Ledger expense account number. To omit, enter 0 (zero). 9. At the "Sales Tax Percent" prompt, enter the tax percentage you are charged by this vendor. This allows the program to automatically calculate the sales tax from your type "I" transactions. Enter 0 (zero) to skip. 10. Next, enter the "Due Days" for this vendor. 11. Then enter the "Discount Days", if any. 12. Next, enter the "Discount PCT", if any. 13. Once you have answered the last prompt, press the <Enter> key to save your new input. You may also press the <F10> key at any field to save your data. You will then be returned to the top of the input screen to continue entering your next vendor. Your first active vendor is now added and will appear in the Vendor Accounts window on the left side of the screen. To add additional accounts, see Section AP2e - Add/Modify/ Delete Vendors. To return to the Accounts Payable Main Menu, press <Esc>. NOTE: Any time during your input, you may go to the previous input field by pressing the backspace key or arrow key up, so you can make any needed changes immediately. You can also, at any time, press the <Esc> key to leave what you are currently working on without your information being saved. To save your input when your inputs are complete, press the <F10> key. AP2g - Setting Beginning Balances When setting up your Accounts Payable, as well as vendor starting balances, you must be sure that you are in balance with your General Ledger. This is a vitally important procedure to remember when setting up your books. The following steps will insure that all accounts are in balance: 1. Set up all of your vendor accounts which have a non-zero starting balance. Page 218 2. Be sure that your GENERAL LEDGER Accounts Payable account has a zero balance (i.e. set up a new account for use by this module only). 3. Enter all vendor starting balances due by entering all non-paid invoices for each vender (Section AP-Three - Transactions). Be sure to enter proper invoice, discount and due dates. 4. After all have been entered, print a Schedule of Payables or Vendor Account History Report and verify all current vendor balances. 5. After you have verified all account balances, you are now up-to-date and fully operational. If you want your General Ledger Accounts Payable account to reflect the current balances of all Payable accounts, you should go to the General Ledger Utility menu and post the transactions to the General Ledger. Page 219 SECTION AP-THREE - TRANSACTIONS A transaction is any invoice or statement received from a vendor. Each time you receive a bill from a vendor, it must be entered as a transaction into the Accounts Payable module. Likewise, any other adjustments (interest, returns etc.) to the account balance must be entered as a transaction. The only exception is when payments are made (checks written). Checks (payments) are discussed in Section AP-Five - Payments. Examples of transactions are: a purchase by your company on credit (type I), a merchandise return - debit to account (type D) and an additional charge to the account - credit to account (type C). Accounts Payable has no limitation as to the amount of transactions you can enter. Anything you purchase with cash (i.e., no credit terms) is NOT an Accounts Payable transaction and should NOT be entered into this module. When entering transactions into Bottom Line Accounting, you have two options: 1. "Input Transactions": Entering active transactions (i.e., transactions which affect a vendors balance). 2. "Creating Recurring Transactions": Creating repetitive transactions that occur weekly, bi-weekly, semi-monthly, or monthly. These transactions will not affect a vendor's balance until they are activated. These transactions are described in detail below. Each transaction involves entering vendor information as well as General Ledger account distribution information. Another time saving feature is that the Accounts Payable module will automatically total your distributions and thus create the appropriate off-setting General Ledger debit or credit amount to your Accounts Payable account without you having to enter the A/P account number or transaction total amount. This off-setting total amount is the amount which is added (subtracted) from the vendor's balance. Each of the transaction input fields has a default of the last entered data into that field. When entering repetitive data, this default will save you keystrokes. In the section below we will describe "Input Transactions", "Recurring Transactions", data fields and how to enter transactions. AP3a - Transaction Data Fields VENDOR: (Required) This is a valid six-character, alpha-numeric vendor number which was previously set up in Section AP-Two - Vendor Accounts. Each time you are entering a transaction for a specific vendor, simply enter your vendor number. The account name will appear next to the vendor number. Press the <F2> key for a pop-up vendor account listing. If you enter a vendor account number that does not exist, the Accounts Payable program will automatically prompt you with "Invalid Vendor, Add Account?". Here you have the option to add a new Page 220 vendor on the fly. Refer to Section AP2e - Add/Modify/Delete Vendors for more detail. TRAN TYPE: (Required) Enter here the one character type code for this transaction. Valid types are as follows: I = Invoice (a vendor purchase) C = Credit to account (increase to vendor balance) D = Debit to account (decrease to vendor balance) NOTE: Generally, you will be using type "I" (invoice) transactions when you make a purchase. Payments to vendors are made by check writing, either manually or by computer generated checks. This function, which reduces vendor balances, is described in Section AP-Five - Payments. ITEM DATE: (Required) Enter here the date of this transaction (i.e., when did you make the purchase). DUE DATE: (Optional) Due date for this transaction. The default is calculated based on the vendor configuration set-up in the vendor accounts due days. This field only applies to type I (invoice) transactions and can be overridden. DISC %: (Optional) Discount percentage for this transaction (if any). Default is based on vendor configuration set-up in his account, but may be overridden (i.e., you are allowed a 2% discount if you pay the invoice within the specified discount date below). DISC DATE: (Optional) Here you can enter (override) the date through which you are eligible to take a discount on the invoice. The default is based on the vendor configuration set-up for this account, but can be changed (i.e., if he pays within 10 days, he can take a 2% discount as specified above). INVOICE: (Required) Enter the invoice number for this transaction here. This field is very important because the A/P module uses the invoice numbers for grouping transactions for the calculation of open invoices, aging and payment history information. It is mandatory that some information is entered into this field. If left blank, the transaction date will be automatically entered into this field. NOTE: If transactions for a particular vendor have the same invoice number, they will be grouped together Page 221 for both open invoice and aging procedures. The transaction date and due dates for these transactions will default to the first transaction with this invoice number. REFERENCE: (Optional) Enter here a reference number for this transaction (for example, your account number with this vendor). TRANSACTION DESCRIPTION: (Optional) This is the main description for this transaction. This description will appear on your vendor reports. The distributed descriptions, below, will not appear on the reports. DISTRIBUTION: Here you record where the money is going to. Once your cursor is at this prompt (cursor appears after "Distribution:"), press the <Enter> key to begin entering your transaction distribution to the G/L accounts. When you are finished with the distribution, press <F10> to continue with transaction entry. DEPT: (Optional) Enter here your department code for this part of the transaction distribution. NOTE: The department code is a user modifiable four-digit alpha-numeric code. This department code can be used to track your expenses in more detail. This code does not need to be set up in advance and works independently from your account numbers (i.e., You could track your expenses not only by accounts, but also by department). You then can print various reports by a specific department code. DESCRIPTION: (Optional) G/L description for each part of this transaction. Here you can enter a different description (the default is the Transaction description above) or you can leave it blank. This description will not show on your vendor reports. It is only used as the description of the current G/L distribution and prints on the reports that have debits and credits listed. ACCT: (Required) Enter here your G/L account number. Usually a G/L expense account number for type "I" transactions (debit side). This account will be either debited or credited depending on whether a debit or credit amount is entered in following fields. If you do not have auto pop-up account windows turned on, simply press the <F2> key to receive a complete listing of your accounts. You are also able to quickly add a new G/L accounts on the fly. DEBIT: (Required) Enter here your debit amount (where is money going to) for the "ACCT" field above. Page 222 CREDIT: (Required) Enter here your credit amount (where is money coming from) for "Acct" field above. NOTE: You can only enter one debit or credit per entry line. If you have more than one debit or credit amount, you will need to use a second distribution line. SALES TAX: (Optional) Here you can enter the sales tax amount (if any) for that transaction. If you have entered a tax percentage in this vendor's account, the sales tax amount will be automatically calculated for you. You can override the computer calculation. TRANSACTION TOTAL: This is the total amount to be either added to or subtracted from the vendor's balance. It is not an input field, but a computer calculated sum of all the distributions entered above. For type "I" and "C" transactions this amount will be credited to your Accounts Payable account, which you have set up in the A/P configuration. For type "D" transactions, this amount will be debited to this Accounts Payable account. AP3b - Entering Simple Transactions Each transaction involves the debiting of one account and the crediting of another account (the system will automatically enter the transaction total debit/credit for you). If you happen to be new to double-entry bookkeeping, you may wish to review Section GS-Seven - Basic Accounting Principles in this manual. If you prefer, you may refer to the transactions in the "SAMPLE" files and use them as examples. As you enter each of your transactions, Bottom Line Accounting will check it to ensure that it has a positive total balance. If your accounts in Accounts Payable have been set up in balance, Bottom Line Accounting will always keep them in balance. To enter a simple transaction, follow the steps below: 1. From the Accounts Payable Main Menu, select "Transactions Menu". The following screen will appear: FIGURE OMITTED Figure AP3-1 Accounts Payable Transactions Menu 2. From the Accounts Payable Transactions Menu, select "Input Transactions". The following screen will appear: OMITTED Page 223 Figure AP3-2 Add Transaction The transaction below will simulate the purchase of software on credit terms. 3. VENDOR: Enter the vendor number for this transaction by entering his appropriate vendor number. For example, if the vendor number is "WIND01", simply enter "WIND01" immediately after the prompt. If you are unsure about the vendor account number, press the <F2> key for a pop-up vendor listing, then press <Enter> when the correct vendor number has been selected. If the vendor number does not exist, the system will notify you and ask if you would like to add that vendor. At that prompt, if you would like to add a new vendor, press <Y> and follow the instructions in Section AP2e - Add/Modify/Delete Vendors. If you answer N you will be returned to the vendor prompt. 4. TRAN TYPE: Enter here the type code of this transaction, (I, C, D) as described above. 5. ITEM DATE: Enter here the transaction date (e.g., 05-25-93). 6. DUE DATE: The system assumes zero due days for non type "I" transactions. If the transaction code is not type "I", this field will be skipped; otherwise, enter here the due date (e.g., "07-24-93"). The default due date is calculated based on the set-up in the vendor account number configuration. 7. DISC %: If your vendor allowed a discount for this transaction, enter the percentage here (e.g., "2.0" for 2.0%). If you have a default discount percentage set up in the vendor's account, that discount percentage will displayed automatically. For no discount, enter zero. 8. DISC DATE: Enter here the discount date for this transaction. The default is the number of days set up in the vendor account set-up. 9. INVOICE: Enter your vendor's invoice number (e.g., 891001). This should be a unique number for this invoice. This is a required field for Cash Requirements reporting. 10. REFERENCE: Enter here your vendor's reference number (e.g., Reference: T00010). You can enter up to 10 characters/numbers. 11. TRANSACTION DESCRIPTION: Enter the transaction description, which can be up to 30 characters. Page 224 This description will appear on all reports. The description (number 14 below) will not appear on any reports. 12. DISTRIBUTION: At the distribution prompt, press the <Enter> key to begin your distribution of this transaction to your G/L accounts. 13. DEPT: If you are using department codes, enter your code for this transaction here (e.g., Dept: "R&D", for research and development), otherwise press the <Enter> key to move to the next input field. 14. DESCRIPTION: Enter here the description for this part of this transaction distribution. The system will set the default description to the "Transaction Description" entered above. To change it, begin typing and the old description will disappear (e.g., Description: Software). You can enter up to 30 characters. This description will not appear on the reports. 15. ACCT: Select here your G/L account number for this part of the distribution. For type "I" transactions it is usually an expense account (in this example we will use Acct: 1500, which is an asset account). 16. DEBIT: Now enter either a debit or credit amount in the appropriate field. To skip the debit field press <Enter>. It is important that you only enter one amount, either in the debit or credit amount fields. The Account Payable module will automatically generate the appropriate off setting account balance. In the above example "49.95" should be entered. 17. CREDIT: If this transaction were to be a credit to the above account, you would enter the amount in this field instead of the debit field above. NOTE: When you press the <Enter> key after entering the amount in either of the above two fields, you will automatically exit the distribution field and be at the sales tax field. If you have more than one distribution (debit and/or credit) see Section AP3c - Entering Multiple-Part Transactions. 18. SALES TAX: Enter here the tax amount for this transaction, if any (e.g., "2.75" for the software example). For type "I" transactions, this amount will be automatically calculated for you, based on the percentage you set up in the vendor account number configuration set-up. 19. A/P ACCOUNT TOTAL: This is the total amount of this transaction. It is not an input field. Page 225 Notice that the total amount is automatically calculated based on the type of transaction and the total sum of your distribution amounts. Technically, the A/P module will automatically create the other half of your transaction by using your A/P configuration account, thus completing your double-entry accounting transaction. To see the effect of this, print a Transaction Journal Report (Section AP-Four - Reports) and analyze the debits and credits. You will now be prompted with "Inputs Correct(Y/N):_". Answer Y (Yes) if everything is correct or N (No) and you will be returned to the top of the input field to begin again. When you answer the above prompt with a Y, your transaction will be saved to your disk and the cursor returns to the beginning of the input fields. At this point, you are ready for another transaction. Your defaults will be the same as your last entered transaction, to save key strokes (distribution account information will be cleared). To quit entering transactions and return to the menu prompt, press the <Esc> key at any time. To receive help for any field anywhere in the program, simply press the <F1> key. AP3c - Entering Multiple-Part Transactions Most transactions will have only one debit and one credit. However, there are some instances when there may be several credit and/or debit distributions in a single transaction. Bottom Line Accounting lets you make multiple credit and/or debit entries, allowing up to 24 transaction distribution parts for each transaction. Multiple-part transactions are entered just like any other transaction, except there is more than one distribution account. Follow the example below to enter a multiple-part transaction. Let's take the example used in Section AP3b, above, but purchasing a computer with the addition of a software purchase. Let's use the example of a $1000.00 computer, $49.95 worth of software and $57.75 tax making the total purchase $1107.70. An example of entering this transaction is shown below: FIGURE OMITTED Figure AP3-3 Multiple-part Transaction This type of multiple-part transaction would be entered as follows: 1. Follow steps 1 - 17 in Section AP3b - Entering Simple Transactions. Page 226 2. You will now be at the sales tax input field. Press the <Up> arrow key, which moves the cursor to the "Distribution:" prompt. Now press <Enter>. The cursor will be on the next available (blank) distribution line (Pt=2). 3. Following steps 12 - 17, above, enter your second line of distribution information as shown above. 4. After entering your debit amount (1000.00) you will be automatically placed on the third line of distribution input. If you had more debits or credits to enter, you would do so now. Since we are now finished entering the distribution data, to leave the distribution input fields press <F10> and your cursor will be positioned at the sales tax field. Accept the amount shown or override by entering the sales tax amount. 5. Follow steps 19 - 20, above, to complete your transaction. It is suggested that you enter a few experimental "Multiple-part" transactions using the "SAMPLE" data file in order to familiarize yourself with this powerful type of transaction entry. AP3d - Change/Delete Transactions If you discover that a transaction was entered incorrectly or should not have been entered at all, Bottom Line Accounting allows you to go back to correct or delete that incorrect entry. NOTE: Payments/checks cannot be modified/deleted here. You must remove payments through the "Void Checks" procedure described in Section AP5d - Void Checks. Follow the steps below to modify or delete a previously entered transaction: 1. From the Accounts Payable Transactions Menu, select "Change/Delete Transactions". The following screen will appear: FIGURE OMITTED Figure AP3-4 Transaction Search Parameters 2. Bottom Line Accounting is prompting you for transaction search parameters. Enter here any appropriate search data (i.e., description). It is not necessary to enter data in every field. You can simply enter one description of the transaction and Bottom Line Page 227 Accounting will search for any transactions with this description (e.g., "Computer"). Once you have entered your search data, press <F10> to initiate the search. NOTE: Leaving all fields blank will search/find all transactions in the order in which you currently have them sorted. If you know the invoice number, enter it in the "Invoice" field and press the <F10> key to initiate the search. To search by date, enter the date of the transaction to display all transactions with that date. A "Search Match" screen appears, displaying the transaction. The bottom of this window will display: Modify/Delete/Search/Reverse/Begin/End/+/-/Quit: 3. Select one of the following: M = Modify transaction shown. D = Delete transaction shown. S = Go to (search) next transaction which matches search data. R = Go to (reverse) prior transaction which matches search data. B = Go to (beginning) first transaction in file. E = Go to (end) last transaction in file. = Go to next consecutive transaction. = Go to prior consecutive transaction. Q = Quit transaction search. 4. As long as you continue to answer the above prompt with S (default), Bottom Line Accounting will search for all transactions matching the values you have specified. R does the same thing as S, except it searches in Reverse order. 5. To MODIFY a transaction, press M (Modify) and you will be in change mode. Type in the correct information in the appropriate field(s) or press <Enter> to leave a field unchanged. Use the <Backspace> or <Shift><Tab> keys to go to a previous field. Pressing <Esc> will ignore any changes and take you back to a new parameter search. Only if you press the <F10> key will your new inputs be saved. 6. To DELETE a transaction, press D (Delete) and answer the "Delete OK?[N]:" prompt with Y (Yes). The transaction is now deleted. Press <Esc> to go to a new parameter search. Pressing <Esc> again will return to the Transaction Menu. Page 228 NOTE: When deleting a posted transaction (posted means the transaction has been posted to the General Ledger), the A/P module will automatically create a reversing transaction and post this transaction on-the-fly to the General Ledger, thereby immediately updating the General Ledger with this deletion. AP3e - Create Recurring Transactions Recurring transactions are designed for those who have consistent entries such as invoices, bills, or dues on a weekly (W), bi-weekly (B), semi-monthly (S), or monthly (M) basis and do not want to enter complete transactions each time. These transactions are not immediately active and will not affect the vendor's balance until the are "Activated". See Section AP3g - Activate Recurring Transactions. To enter a recurring transaction, follow the steps below: 1. From the Accounts Payable Transaction Menu, select "Create Recurring Transactions". The following screen appears: FIGURE OMITTED Figure AP3-5 Add Recurring Transaction 2. The first prompt asks for the "Vendor" number. Enter your vendor number here. If you do not remember it, simply press the <F2> key and your vendor account listing will appear. Press <Enter> to continue. 3. At the "Frequency" prompt you can enter one of four options: W - weekly, B - bi-weekly, S - semi-monthly, or M - monthly. The default is set to "M" (monthly). Enter your selection and press <Enter> to continue to the next input field. 4. At the "Tran Type" you would normally only use the type "I" for Invoice transaction, since the purpose of recurring transactions is to not have to enter the same type of transactions over and over (i.e invoices for dues or bills) that take place every week, bi-weekly, semi-monthly, or monthly. However, you can use all other type codes as well. 5. The date fields can be any date, as they can be changed when the transaction is activated. Also, the invoice number can be left blank and filled in later as well. 6. Now, complete the remaining transaction inputs as described in Section AP3b - Entering Simple Transactions above. Page 229 7. When the transaction is complete, press <F10> to save your inputs. Then press <Esc> to return to the Transaction Menu. You have now created a recurring entry; however, it will not be usable until it is activated. See Section AP3g - Activate Recurring Transactions. AP3f - Modify/Delete Recurring Transactions If you have entered a recurring transaction incorrectly, need to make a change to the data or no longer wish to keep it, you may change or delete that entry at any time. To change or delete a recurring entry, follow the steps below: 1. From the Accounts Payable Transaction Menu, select "Modify/Delete Recurring Trans". 2. Follow steps 2 - 6 in Section AP3d - Change/Delete Transactions to modify or delete your recurring transactions. 3. There is one additional input field in the search parameters, which is "Frequency". At the "Frequency (W,B,S,M):" prompt, enter one of the following: W - weekly, B - bi-weekly, S - semi-monthly, or M - monthly. This allows you to search by one of the above frequencies or leave this field blank to search for all frequencies. 4. After your changes or deletions, press the <F10> key to save your new recurring transaction and also answer Y (Yes) at the "Inputs Correct(Y/N):". You then will be returned to the top of the input screen to continue with your next transaction. If you press <Esc>, it will abort your current activity without saving it and you will return to the prior menu. AP3g - Activate Recurring Transactions Once you have entered a recurring transaction, it does not become an active transaction until it is activated. When activated, the system will generate an active transaction based on the information you have entered in Section AP3e - Create Recurring Transactions. The following steps explain how to activate a recurring transaction: 1. From the Accounts Payable Transaction Menu, select "Activate Recurring Tra nsactions". The following screen appears: Page 230 FIGURE OMITTED Figure AP3-6 Select Activate Frequency 2. Select the frequency of the recurring transactions you would like to activate. 3. The screen will then display all (one at a time) of the recurring transactions with that frequency. Under the Activate Transaction window the following prompt appears: Activate/Next/Quit: 4. When you find the entry you wish to activate, press A (Activate). The screen will then display the transaction and allow you to enter additional data or make changes described in Section AP3d - Change/Delete Transactions. When the transaction data is correct, press <F10>. At the prompt "Inputs Correct(Y/N):" press Y (Yes) and your transaction will be saved and added as an active transaction. If there is more than one recurring transaction with the same frequency, they will be displayed one at a time. To skip the activation of any particular entry, press "N" (Next) and the next recurring transaction will be displayed. AP3h - Activate Group Recurring 1. This feature allow you activate a group of recurring transactions by the frequency code for the transactions, that is, 'M' for monthly. AP3-7 shows the input screen for the Group Actived Recurring Transactions. 2. Enter the group code to be activated. 3. Enter the beginning Invoice number for the invoices. 4. Enter the date for the transactions. FIGURE OMITTED Figure AP3-7 Activate Group Recurring Entry Screen AP3i - Points to Remember 1. When entering transactions into this module you are basically entering transactions with debits and credits, just like you do when entering transactions Page 231 into your General Ledger module. In fact, all of the debits and credits which you enter here will be posted to your General Ledger as if you had entered them into your General Ledger yourself. Posting these transactions to your General Ledger is performed through the General Ledger. See Section GL6c - Post Other Modules to the G/L in this manual. The only difference between entering transactions in your General Ledger or in the Accounts Payable module is that this module will keep detailed information on each vendor, such as open invoices, current and past due balances. NOTE: Remember that any transactions which are entered in this module should NOT be entered into your General Ledger since they will automatically be placed there when you post them. 2. Payable aging is tracked by the combination of vendor number and invoice number. It is very important that each purchase has a unique invoice number. If these methods are not used the system will operate without error; however, your aging as well as open invoices will not reflect payments tied to a specific invoice, but will rather just use the date of payment (i.e., not allow you to track specific invoices). 3. The Accounts Payable module uses accrual accounting. This means that purchases are recorded at date of invoice, and not at the time that a payment is made. Thus, when recording a purchase, the system will always credit your Accounts Payable account and you should debit the G/L account which is affected by this purchase. At time of payment (when you generate a check), the system will credit your G/L asset checking account and debit the related vendor account balance as well as the G/L Accounts Payables account. 4. There are three different types of transactions. A brief description of each one, as well as typical debits and credits follow: GENERAL LEDGER ACCOUNTS DESCRIPTION TYPE DEBIT ACCOUNT CREDIT ACCOUNT Vendor Purchase I Asset or Expense Accounts Payable account (System selected) Misc Debit to Account D Accounts Payable Asset account or (For example, a purchase (System selected) expense account return or other reduction in the account balance). Page 232 Misc Credit to Account C Asset or Expense Accounts Payable (For example, a finance account (System selected) charge or other increase in the account balance). Page 233 SECTION AP-FOUR - REPORTS The Accounts Payable Reports Menu allows you to generate a full spectrum of payable reports from your database. Reports can be generated to show results for a specific month, a range of months, a quarter, a year, etc. All reports can be generated at any time and for any time period. This means that you are not limited to printing a report only once, and it also means that you can print a report for a prior period as well. Samples of each report are shown in Appendix D. These can be printed while using the "SAMPLE" accounts. AP4a - Explanation of Reports Each of the twelve reports available from Bottom Line Accounting Accounts Payable can be sent to your monitor's screen for immediate viewing, to your printer for "hard" copy or to a disk drive for later retrieval. Using a text editor or word processor, you can retrieve any report and customize or change its content to fit your particular needs. Within each report, you can specify various parameters to give you exactly what you want. Some of the reports can be generated in a cumulative format for the dates specified; and one report may optionally be generated in a trended or month-by-month format. Each of the available Bottom Line Accounting payable reports are described below. All reports may be printed at any time and as many times as necessary. Samples of these reports are shown in Appendix D and can be printed while using the "SAMPLE" accounts. Payable Journal: This report lists all of the transactions which took place during a specific date range. You can select all types of transactions or specific types. Recurring Transactions: This report lists all of your recurring transactions for the frequency specified (not active transactions). Schedule of Payables: This report lists all open (unpaid) vendor balances for a specified month or range of months. Payables Aging: This report shows all vendor balances with current, 1-30 days, 31-60 days, 61-90 days, and 91+ days past due balances, as of a specific date. Open Invoices: This report lists all open (unpaid) transactions for all vendors. Cash Requirements: This report is similar to the Open Invoices report by listing open (unpaid) transactions Page 234 for all vendors. The difference is that it shows only those invoices which are due by a user selected date, thus showing you what your "Cash Requirements" are in order to pay invoices now due. Vendor Account History: This report shows all the history (transaction activity) for a specific vendor or group of vendors selected within a specified date range. Vendor Listing: This report lists all of the set-up information you have entered in your vendor accounts. It can be printed in vendor number, name or zipcode order. Address Labels: This report provides mailing labels for a specific vendor or a group of vendors sorted by vendor number, name or zipcode order. Non-Posted Transaction Journal: This report provides a transaction journal which shows only those transactions which have not yet been posted to the General Ledger module. Payments Journal: This report shows payments (checks) within a specified date, check and vendor range. It is useful to track any checks written to vendors. G/L Distribution Report: This report lists the total amount posted to each General Ledger account number for all payable transactions within a specific date range. AP4b - General Instructions for Generating Reports To generate any report, do the following: 1. From the Accounts Payable main menu, select "Reports Menu". The following screen appears: FIGURE OMITTED Figure AP4-1 Accounts Payable Reports Menu 2. From the Accounts Payable Reports Menu, select the report you want to generate (e.g., Payable Journal). This example will print the Payable Journal Report. Other reports are covered later in this section. AP4c - Payables Journal Report Page 235 FIGURE OMITTED Figure AP4-2 Payable Journal Input Screen 1. As stated earlier, you may send any of the reports to your monitor's screen (S), to a printer (P) or to a disk drive (D) where the report will be stored as a disk file with its own file name. NOTE: If you do not have a printer and try to print a report to the printer, you will receive an error message. The first prompt on the screen for all reports is the destination prompt. It appears as follows: Screen,Printer,Disk(S,P,D): Entering an S for screen or a P for printer will send the report to the screen or printer, respectively. If you enter a D for disk, the system will prompt you for a disk filename. You can enter any name you wish, following the DOS naming conventions. The report will then be saved on the default disk drive with the filename you entered, followed by a filename extension of ".RPT". If you enter a filename that already exists, the system will ask if you want to delete the old file. Answering Y (Yes) will replace the existing report with the new report. Answering N (No) will append (add on) the new report to the already existing report. The disk file is created in ASCII format, thereby allowing it to be imported into a word processor, spreadsheet or database for customized reports. At the "Screen,Printer,Disk(S,P,D):" prompt, enter the letter for the destination of your report. For this example, enter the letter S. 2. For some reports, you will need to specify a date range next. The date prompt format will be the format specified in the Configuration Settings. Refer to Section GS3d - Setting the System Configuration in this manual. The date prompt appears as follows: Starting Date: 01-01-93 Ending Date: 01-31-93 These dates determine the starting and ending date for the report. NOTE: The ending date can never be more than one year after the starting date (e.g., starting Page 236 date 05-01-92 and ending date 04-30-93). You can also print a report for one specific day of the month. 3. The last prompt, "Type of Transactions:" allows you to select the transaction types you would like included in this report. Valid types are I, D, C, P, and A. These types are the same as those used when entering transactions, with the exception of A and P. Entering P will select payments or checks written while entering A will select all types of transactions. After entering the type of transaction, the report will be sent to the screen. The following discusses the other report selection input screens. Any prompts already discussed will not be covered in detail. AP4d - Recurring Transactions Report 1. From the Accounts Payable Main Menu, select "Reports Menu". 2. From the Accounts Payable Reports Menu, select "Recurring Transactions". The following screen appears: FIGURE OMITTED Figure AP4-3 Recurring Transactions Input Screen A. At the destination prompt, select the destination for your report. B. At the recurring frequency prompt, select the frequency type for this report using one of the following codes: A = All frequencies M = Monthly S = Semi-monthly B = Bi-weekly W = Weekly The report will be generated. AP4e - Schedule of Payables 1. From the Accounts Payable Main Menu, select "Reports Menu". 2. From the Accounts Payable Reports Menu, select "Schedule of Payables". The following screen appears: Page 237 FIGURE OMITTED Figure AP4-4 Schedule of Payables Input Screen A. At the destination prompt, select the destination of the report. B. Next, enter the date range (as discussed above) for this report. C. At the "Trended Report:" prompt, enter either: N (No - the default) to get a cumulative (one column) report OR Y (Yes) to get a trended (a multiple month, spreadsheet type) report. See Appendix D for samples of both styles of reports. AP4f - Payables Aging Report 1. From the Accounts Payable Main Menu, select "Reports Menu". 2. From the Accounts Payable Reports Menu, select "Payables Aging". The following screen appears: FIGURE OMITTED Figure AP4-5 Payables Aging Input Screen A. At the destination prompt, select the destination of the report. B. Enter the report date at the "As of Date" prompt. This date usually is the current date. Transactions which have a date in the future of the date entered will not be shown on this report. NOTE: The customer aging report is determined by the due date of the transactions. Payments are either applied to specific invoices (if marked as such by user) or by using the payment date if no matching invoice number is found. AP4g - Open Invoices Report Page 238 1. From the Accounts Payable Main Menu, select "Reports Menu". 2. From the Accounts Payable Reports Menu, select "Open Invoices". The following screen appears: FIGURE OMITTED Figure AP4-6 Open Invoices Input Screen At the destination prompt, select the destination of the report. The report will be generated. AP4h - Cash Requirements Report 1. From the Accounts Payable Main Menu, select "Reports Menu". 2. From the Accounts Payable Reports Menu, select "Cash Requirements". The following screen appears: FIGURE OMITTED Figure AP4-7 Cash Requirements Input Screen A. At the destination prompt, select the destination of the report. B. Next, enter the due by date at the "Due By Date" prompt. This date usually is a date in the future. Transactions which have a due date on or before the date entered will be shown on this report. NOTE: The due date determination for multiple transactions with the same invoice number is the due date of the first transaction. Payments are either applied to specific invoices (if marked as such by user) or by using the payment date, if no matching invoice number is found. The report will be generated. AP4i - Vendor Account History 1. From the Accounts Payable Main Menu, select "Reports Menu". 2. From the Accounts Payable Reports Menu, select "Vendor Account History". The following screen appears: Page 239 FIGURE OMITTED Figure AP4-8 Vendor Account History Input Screen A. At the destination prompt, select the destination of the report. B. Next, enter the date range (as discussed above) for this report. C. At the "Accounts on separate pages" prompt, enter either: Y (Yes) if you want each vendor to print on a separate page OR N (No) if you want to save paper and put as many vendors on a page as room permits. D. Lastly, select a vendor account number range for this report. Enter both the starting and ending vendor numbers. The Account History Report for all vendors within this range will then be printed. AP4j - Vendor Listing 1. From the Accounts Payable Main Menu, select "Reports Menu". 2. From the Accounts Payable Reports Menu, select "Vendor Listing". The following screen appears: FIGURE OMITTED Figure AP4-9 Vendor Listing Input Screen A. At the destination prompt, select the destination of the report. B. Next, enter the sort order for this report. Options are A (Account Number order), N (Name order) or Z (Zipcode order). The report will be generated. AP4k - Address Labels Page 240 1. From the Accounts Payable Main Menu, select "Reports Menu". 2. From the Accounts Payable Reports Menu, select "Address Labels". The following screen appears: FIGURE OMITTED Figure AP4-10 Address Labels Input Screen A. At the destination prompt, select the destination of the report. B. Enter the sort order for this report. Options are A (Account Number order), N (Name order) or Z (Zipcode order) order. C. Enter the number of printer lines per label. Small 15/16" tall labels are 6 lines per label. To calculate, measure from the top of one label to the top of another. Then divide that distance by the number of lines per inch that your printer is set for. D. Last, select your vendor account number range for this report. Enter both your starting and ending vendor numbers. Labels for all vendors within this range will be printed. AP4l - Non-Posted Transaction Journal 1. From the Accounts Payable Main Menu, select "Reports Menu". 2. From the Accounts Payable Reports Menu, select "Non-Posted Transaction Journal". The following screen appears: FIGURE OMITTED Figure AP4-11 Non-Posted Transaction Journal Input Screen A. At the destination prompt, select the destination of the report. B. Next, enter the type of transactions you would like included in this report (per explanation above). The report will be generated. Page 241 AP4m - Payments Journal Report 1. From the Accounts Payable Main Menu, select "Reports Menu". 2. From the Accounts Payable Reports Menu, select "Payments Journal". The following screen appears: FIGURE OMITTED Figure AP4-12 Payments Journal Input Screen A. At the destination prompt, select the destination of the report. B. Next, enter the date range (as discussed above) for this report. C. Next, select a check number range for this report. Enter both the starting and ending check number. All checks within this range will be printed. D. Lastly, select a vendor account number range for this report. Enter both the starting and ending vendor numbers. All vendors within this range will then be printed. AP4n - G/L Distribution Report 1. From the Accounts Payable Main Menu, select "Reports Menu". 2. From the Accounts Payable Reports Menu, select "G/L Distribution Report". The following screen appears: FIGURE OMITTED Figure AP4-13 G/L Distribution Report Input Screen A. At the destination prompt, select the destination of the report. B. Next, enter the date range (as discussed above) for this report. The report will be generated. In conclusion, if you are unfamiliar with any of these reports, try printing reports using the "SAMPLE" accounts as well as referencing Appendix D for samples of these reports. Doing so will give you an idea of how the reports look and how they might be used. Page 242 Page 243 SECTION AP-FIVE - PAYMENTS This section discusses the most important and powerful feature of this module. The biggest advantage of using this module is its ability to select invoices for payment while allowing the computer do all the thinking, including writing the check for you. Selection of invoices for payment by different methods allows you to maximize your cash flow and lessen your working capital requirements. The object is to select invoices for payment based on due dates and discount dates. You can avoid paying invoices early (and losing cash flow) AND avoid paying invoices late (and incurring finance charges). As a result, your bankbook may be fatter and your vendors happier. In addition, you may even give your company a better credit rating. This section will discuss how to select invoices to pay, print the checks by computer, void any mistakes and produce non-computer generated checks, if desired. The heart of these features lies within the Payments Menu. In order to get to the Payments Menu, select "Payments Menu" from the A/P Main Menu. The following screen appears: FIGURE OMITTED Figure AP5-1 Select Pay Through Date Select the date through which you want to make payments. This date is used to validate due dates and discount dates, as well as their expirations. If, for example, you want to pay all invoices due through next week, you would enter next week's date. After entering your "Pay Through Date" and pressing <Enter>, the payments menu will appear as follows: FIGURE OMITTED Figure AP5-2 Payments Menu You are now ready to start the payments process. We will discuss each of the above menu selections in the sections which follow. AP5a - Payment Selection After arriving at the Payments Menu, the first selection is "Payment Selection Menu". This menu selection is the first step in making vendor payments (printing checks). This is how you tell the computer which checks it should write. Select "Payment Selection Menu" and the following menu will appear: FIGURE OMITTED Page 244 Figure AP5-3 Payment Selection Menu As you can see, there are seven different methods available for selecting invoices for payment. Do not let all of the choices worry or confuse you. As we continue, we will discuss each in detail. In simple terms, the most important selection method is "Select by Due Date". This is the way you would select payments if your main concern was to pay invoices on the due date. The "Clear All Selected" option allows you to de-select all payments in case you make an error and wish to start the selection process over. In each of the "Select" options, you will be shown the open invoices (the total of all transactions for a specific vendor with a specific invoice number) and you will be able to tell Bottom Line Accounting whether or not you want to pay that specific invoice. The menu selection items are cumulative, thus you can select by due date and then select by discount date. The effect of this selection process is to group or combine selections to do a larger invoice selection. "Pay All" is an automatic selection method where the computer selects all open invoices, rather than letting you choose. Upon selection, Bottom Line Accounting will search for non-paid-in-full (open) invoices. When it finds one, it will display the transaction and ask you if you want to pay it. The screen display when selecting invoices follows: FIGURE OMITTED Figure AP5-4 Selection Approval Screen The procedure for selecting individual transactions for payment is as follows: 1. The cursor will be at the "Select for payment?:" prompt. You may skip (not pay) this transaction by answering N (No) or you may select it for payment by answering Y (Yes). If you answer with a N, the computer will search for the next transaction and ask you again. Whenever you wish to stop and return to the menu, simply press the ESC key. 2. If you answered with a Y, you will then be prompted with "Discount Amount:" to take on this payment. If there is no discount percentage in the selected transaction, this input field will be zero. Page 245 The default for this field is calculated from the discount percent and amount for this transaction. If the payment date is past the discount date, the default discount will be zero. If you wish, you may change the default discount by entering another amount. 3. Next, enter the "Approved Amount". This is the amount you want to pay on this transaction. This is the net check amount (i.e., after discounts). If you do not pay the entire balance (amount due less discount), Bottom Line Accounting will not allow you to take a discount at this time and will zero out the "Discount Amount". The full discount may be taken at the time you pay the transaction in full. 4. Upon pressing <Enter> at the "Approved Amount", your selection will be saved and you will move to the next unpaid transaction. If you wish to stop selecting transactions, simply press the <Esc> key and you will return to the menu. Some points to remember: when selecting type D transactions, this Miscellaneous Debit is a reduction in what you owe a vendor and will thus reduce the total amount paid and when selecting type D transactions, you are in effect applying that transaction to your payment and thus reducing the amount selected. Also, if you run through the selection process two or more times and see a non-zero "Approved Amount", this means that you selected that amount to be paid during your last pass at selecting payments. You may skip it (press N and the approved amount will remain unchanged) by not selecting it a second time, or you may change the amount paid by selecting it for payment again. You may also de-select a payment by entering a zero in the approved amount field of a selected transaction. We will now explain each selection method (and the time to use it) in detail. SELECTING FROM ALL INVOICES- Choosing the menu option "Select From All" allows you to select invoices for payment by showing you all open (non-paid) invoices and letting you decide whether or not to pay each one. This is an easy way to look at each transaction and decide whether you want to pay it. SELECTING BY VENDOR NUMBER- Selecting "Select by Vendor Number" will allow you to select only those transactions for a specific vendor. It is useful when one Page 246 vendor must be paid now, or if you only want to pay specific vendors. Upon choosing this selection method you will be prompted for the vendor number you want to select. The prompt is as follows: VENDOR: After choosing your vendor, you will be at the payment approval screen as described above. Only transactions for the selected vendor will be shown. You may select any or all transactions for this vendor. SELECTING BY INVOICE NUMBER- Selecting "Select by Invoice Number" will allow you to select only those transactions for a specified vendor and with a specific invoice number. It is useful when a vendor is requesting payment for a specific invoice. Upon choosing this selection method, you will be prompted for a vendor number and invoice number. The prompt is as follows: INVOICE: If you leave the invoice number field blank, you will be selecting those transactions with no invoice number. After entering your responses, you will be at the payment approval screen as described above. Only transactions for the selected invoice number will be shown. You may select any or all of the transactions displayed. SELECTING BY DUE DATE- Selecting "Select by Due Date" will allow you to select those transactions which fall on or before a specified due date. This selection option is useful when you want to pay all bills which are due on or before a certain date (i.e., pay all bills due by the end of the month). Invoices selected for payment are based on the "Pay through Date" entered earlier. Only transactions which have a due date on or before this date will be displayed. You may select any or all displayed transactions. SELECTING BY DISCOUNT DATE- Choosing the menu option "Select by Discount Date" allows you to select transactions for payment based on the "Pay through Date" entered earlier. All transactions which have a discount date on or before the payment date will be shown for selection. This method of selection is a great way to be sure you do not miss any discounts for early payments. You may select any or all of the displayed transactions. PAYING SPECIFIC AMOUNT TO VENDOR- Page 247 This selection option "Specific Amount to Vendor" allows you to pay a vendor only a specific amount. This is a marvelous method to use when you prefer to make monthly payments to a vendor. The selected payments are made automatically by Bottom Line Accounting, based on due dates, and with oldest transactions first. If any debit or credit type transactions are found, they are also applied in date order. Upon choosing this selection option, you will be prompted for a vendor number and an amount to pay. The input display is as follows: FIGURE OMITTED Figure AP5-5 Amount to Vendor 1. First, enter the vendor account number you wish to pay. 2. Next, enter the amount you want to pay that vendor. Bottom Line Accounting will then search for transactions and select that specific amount automatically. You will not be prompted for specific ones to pay. After Bottom Line Accounting makes its selections, both the total amount requested to pay and the approved to pay for that vendor will be displayed. PAYING ALL- Menu selection "Pay All" will allow Bottom Line Accounting to select all non-paid transactions. The difference between this and "Select from All" is that you will not be prompted for each transaction. Bottom Line Accounting will select all for payment without any prompts. This method of payment selection is useful for those who wish to pay all invoices regardless of due dates. CLEARING SELECTED PAYMENTS- The menu selection "Clear All Selected" provides a way to undo all of the invoices which you have selected. It is useful if you have made a mistake in selecting payments and you want to start over. During all selection procedures, you will notice that the total amount you have selected is displayed on the bottom of the menu. Likewise, you will notice after you clear selected payments that this number will return to zero. You will be prompted for a "Pay Through Date" as described above. Enter the date to select through. AP5b - Print Selected Payments Page 248 After you have selected all the transactions you wish to pay, you would return to the "Payments Menu" by selecting "Leave Payment Selection Menu" or by pressing <Esc>. From the "Payments Menu" select "Print Selected Payments". You will be prompted for the destination of the report as follows: Screen,Printer,Disk(S/P/D):_ Select the report destination and your selected payments journal will then be printed. This report will show you, by vendor, the amount of each check to be written as well as the total of all checks to be written. It is suggested that you always review this report before actually printing checks, so as to ensure you have selected the correct transactions for payment. A sample of this report is shown in Appendix D. After reviewing this report you are ready to print checks. This is clearly described in the following section. AP5c - Print Checks After you have selected the transactions for payment and you have reviewed the Selected Payments Journal Report, you are now ready to print checks. Load your printer with your pre-printed checks and check to be sure you have set up the A/P configuration (utilities menu) for the checks you will be using. Select "Print Checks" from the Payments Menu and you will be prompted for the following information: FIGURE OMITTED Figure AP5-6 Check Writing 1. Enter the G/L checking account number for the checks you are writing. It is important that you get the correct account number for the checks you are writing or the funds will come out of the wrong account. 2. Enter the check number of the first check in the printer (Bottom Line Accounting will increment the number for each check lineup you print). If your checks do not happen to have check numbers, enter the number you wish to have printed on the first LIVE (non-lineup) check. 3. Enter the date you want printed on your checks. Page 249 4. After entering the date for your checks, Bottom Line Accounting will ask you if you want a check lineup pattern printed. Print Check Lineup[N]:_ Answer with a Y (Yes) until you have the checks properly lined up. When you answer this prompt with an N (No), your checks will be printed. Until you answer the alignment pattern with a N, you may at any time abort the check printing process and return to the menu by pressing the ESC key. AP5d - Void Checks Checks written/printed may be voided by selecting "Void Checks" from the payments menu. This function will allow you to void checks written either manually or computer generated. Upon selecting this function, the following screen will appear: FIGURE OMITTED Figure AP5-7 Void Check Enter the check number to be voided. Bottom Line Accounting will then search for the check and ask if you want to void it. FIGURE OMITTED Figure AP5-8 Void Check Confirmation Once the check number is found answer the "Void this check[N]:_" prompt with a Y (Yes) or N (No). If you answer with an N, the check search will continue. If you do want to void the check displayed, answer with a Y. After the check is voided the search for more checks will continue. After the last check is found, you will return to the Payments Menu. AP5e - Manual Checks Another great feature included in the Bottom Line Accounting Accounts Payables module is the ability to enter checks manually. This allows you the flexibility of hand writing those checks which must be paid, even if you do not want to do a full check run. Page 250 In order to use this feature, select "Manual Checks" from the Payments Menu. Upon selecting this function you will be prompted for the following: FIGURE OMITTED Figure AP5-9 Manual Check Writing 1. Enter the checking account number for the manual check(s). 2. Next enter the check number for the first manual check. 3. Lastly, enter the date for the manual check(s). You will now be shown each vendor selected and the amount to be paid. This screen is shown below: FIGURE OMITTED Figure AP5-9 Manual Check You will now be allowed to enter (override) the check number and date of this check for the vendor and amount shown. After pressing <Enter> at the date prompt, the invoice and check are paid. This process pays invoices as the "Print Checks" selection described above, except no physical check is printed on your printer. The above process will continue and you will be allowed to override the check number and check date for each vendor until all selected invoices are paid. You will then be returned to the Payments Menu. Page 251 SECTION AP-SIX - UTILITIES The remainder of the features and functions of the Accounts Payable module are contained on the Accounts Payable Utilities Menu. These features are also very powerful and important functions of this module. To use these features, select "A/P Utility Menu" from the Accounts Payable Main Menu. The following menu will be shown: FIGURE OMITTED Figure AP6-1 A/P Utility Menu In this section we will discuss each function as well as its uses and features. AP6a - Change Vendor Number for Transaction This powerful utility allows you to change the vendor account number for every existing transaction for a specific customer. It can be thought of as a "global replace" feature. For example, if you want to change the vendor number from "WIND" to "WIND01"; you would first create the new vendor account "WIND01" and then run this utility to change all the transactions that have vendor number "WIND" to the new account "WIND01". NOTE: Since this is an advanced feature, we do not recommend its use by those new to Bottom Line Accounting. It is very important to make a complete backup copy of your data files prior to running this utility. Should something go wrong (i.e. power failure), it will be easier to recover if you have an original copy of the data files. Please refer to Section GS3g - Making BackUp Data Files in this manual. To change a vendor number, do the following: 1. From the Accounts Payable Utility Menu, select "Change Vendor # for Trans". The following screen appears: FIGURE OMITTED Figure AP6-2 Change Vendor Numbers 2. At the "Old Vendor:" prompt, enter the vendor number you wish to change or delete and press <Enter>. 3. At the "New Vendor:" prompt, enter the new vendor number and press <Enter>. Make sure you have your new vendor account already setup. Once all transactions are Page 252 transferred from your old vendor to your new vendor, the cursor will return to the A/P Utility menu. NOTE: At either of the above two prompts, you may press <F2> for a pop-up vendor number list. AP6b - End-of-Period Posting End-of-Period posting is performed only at the end of an accounting period (usually a year). This will remove all paid invoices, debits and credits. Any non-paid amounts will remain on-line and active. The best time to run an End-of-Period posting is on January 1 or on the last day of the previous accounting period. It should only be run when there are no more transactions to be posted in the old accounting period and, most importantly, AFTER YOU HAVE MADE A BACKUP COPY OF YOUR DATA FILES. NOTE: It is very important to make a backup disk copy of your data, before you run an End-of-Period posting. If you need to get a listing of your last accounting period's transactions, your backup data disk is your only way to recreate the last accounting period. Furthermore, once you have run an End-of-Period posting, you cannot generate reports for the months prior to the post through date when you ran the End-of-Period posting. It is, however, only imperative that you run an End-of-Period posting is when you are running low on disk space. You can keep your transaction files active as long as you want, provided you have enough disk space. To run the End-of-Period Posting, select "End of Period Posting" from the Accounts Payable Utility Menu. 1. The first screen that appears contains several notices and warnings regarding the End-of-Period posting process. TAKE HEED OF ALL NOTICES AND WARNINGS ON THIS SCREEN! Press any key to continue. 2. Again, be sure you have made a backup data disk. 3. A small window in the middle of the screen says "Do you want to continue:". If you answer N (No), you will return to the utilities menu. If you answer Y (Yes), you will be prompted for a post through date as shown below: FIGURE OMITTED Page 253 Figure AP6-3 End-of-Period Posting 4. At this prompt, enter the date to post through. If you are using the aging report, we strongly recommend that you do not post the last few months of transactions, since that report requires historical data of at least three months. Thus, we recommend that on January 1, you only post through September, of the prior year. To keep the entire last year on-line for historical look-ups we recommend that you only post transactions which are two years old (i.e. on 01-01-93 enter post through date 12-31-92). AP6c - Merge A/P Transaction File This powerful merge function allows you to merge two Accounts Payable transaction files into one large file. WARNING This is a very advanced, powerful feature which allows users total control of their data files. Please read this entire section completely before you begin any merge function. Before you merge any data files, be absolutely sure that you are doing what you really intend. Once done, the data file merge cannot be undone. It is strongly recommended that you make a backup of your data files before doing any merge. In order to merge files properly, the vendor accounts for each of the data files to be merged must exactly match each other. Technically, the entire transaction file from one data file is added to the data file which you are currently in. Every time a merge is run, all the records are added to the current data file. Therefore, do not merge one data file into another more than once, or duplicate records will result. For example, you have two A/P data files, one called A and one called B, and you want to merge them into a third file called C. First, create the third file, following the instructions in Section GS2d - Create or Clone Your Own Set of Books in this manual. Then, go into file C and merge A into C first, then merge B into C. This will give you consolidated data files without loosing your original information in A or B. 1. From the Accounts Payable Utility menu, select "Merge A/P Transaction File". FIGURE OMITTED Figure AP6-4 Merge From Filename Page 254 2. At the "Merge From Filename:" prompt, enter the filename of the A/P transaction file you wish to bring into the current file in which you are working, pressing <Enter> when done. 3. At the "Starting Date:" and "Ending Date:" prompts, enter the date range of the transactions to be merged. Press <Enter> after each date. The transactions in the filename specified, which fall within the dates entered, will be merged into the data file you are currently working in. When completed, you will be returned to the Utility Menu. AP6d - Import A/P Transaction File This import function is a very advanced feature primarily used by expert users. It allows you to import ASCII text files into your Accounts Payable transaction file. To do this, you must first create an ASCII text file to import. This file must be fixed-length records, with one record per line. The filename may be any name; however, the filename extension must be ".TXT". The record layout for the ASCII import file is as follows: Field Name Start Length Mask Date 1 8 User defined in configuration Vendor # 9 6 Text/Number Tran Type 15 1 I,D,C,P Due Date 16 8 User defined in configuration Discount % 24 6 ##.### Disc Date 30 8 User defined in configuration Invoice # 38 10 Text Reference # 48 10 Text Department 58 4 Text Description 62 30 Text G/L Account 92 6 1-999999 Debit/Credit Type 98 1 D,C Amount 99 11 ########.## Posted Flag 110 1 Y,N On a technical note, each part of the transaction should be a separate record. The sum of debit type and credit type records must match within 23 records. The system looks for "debits=credits" to determine the end of one transaction and the beginning of the next. If this event does not happen within 23 records, errors in the imported transactions will result. To import an ASCII text file into Accounts Payables, do the following: Page 255 1. Copy the ASCII text file to be imported into the disk directory containing your Bottom Line Accounting data files. 2. From the Accounts Payable Utility Menu, select "Import A/P Transaction file". FIGURE OMITTED Figure AP6-5 Import File Name 3. At the "Import File Name:" prompt, enter the name of the ASCII text file to be imported and then press <Enter>. Notice the filename extension of ".TXT" is already included. When the import is complete, you will be returned to the Utility Menu. AP6e - Export A/P Transaction File This export function is a very advanced feature primarily used by expert users. It allows you to export ASCII text files from your Accounts Payable transaction file. The record layout for the exported ASCII file is as follows: Field Name Start Length Mask Date 1 8 User defined in configuration Vendor # 9 6 Text/Number Tran Type 15 1 I,D,C,P Due Date 16 8 User defined in configuration Discount % 24 6 ##.### Disc Date 30 8 User defined in configuration Invoice # 38 10 Text Reference # 48 10 Text Department 58 4 Text Description 62 30 Text G/L Account 92 6 1-999999 Debit/Credit Type 98 1 D,C Amount 99 11 ########.## Posted Flag 110 1 Y,N On a technical note, each part of the transaction will be a separate record. To export your transaction file, do the following: Page 256 1. From the Accounts Payable Utility Menu, select "Export A/P Transaction file". 2. At the "Export File Name:" prompt, enter the name of the ASCII text file to be exported and then press <Enter>. Notice that the filename extension of ".TXT" is already included. FIGURE OMITTED Figure AP6-6 Export File Name 3. Next, enter the date range of the transactions to be exported. Enter "Starting Date:" and "Ending Date:" and all transactions within the date range will be exported. When the export is complete, you will be returned to the Utility Menu. AP6f - A/P Configuration Settings The configuration settings allow you to configure this module to your specific company and to its specific G/L account numbers. This configuration is very important to your transactions, to pre-printed form checks and to General Ledger account numbers used. To set up your configuration, select "A/P Configuration Settings" from the Accounts Payable Utilities Menu. The following window will appear: FIGURE OMITTED Figure AP6-7 A/P Configuration Settings 1. The first prompt allows you to select which "Printer Port" to use for check writing. This is a multiple choice field. To change the port selection, press the space bar or click the left button on your mouse. When your selection is complete press <Enter>. (Required) 2. At the "Accounts Payable Account:" prompt, enter your General Ledger "Accounts Payable" liability account number. You must set up (add) an Accounts Payable account in your General Ledger Chart of Accounts. We recommend that you set up the account for use by the Accounts Payable module only (i.e. do not use these account numbers when entering your General Ledger transactions). Page 257 This General Ledger account is the interface account and is used to interface the Accounts Payable module with your General Ledger module. It's important to remember that the Accounts Payable module cannot be used without this important General Ledger account. (Required) 3. At the "G/L Sales Tax Account:" prompt, enter your General Ledger "Sales Tax" expense account number. Enter 0 (zero) to skip. (Optional) 4. The "1st Stub Starting Row:" prompt allows you to specify the first line available (from the STUB top) for printing detail invoice information on the check stub. (Required) 5. The "2nd Stub Starting Row:" prompt is optional. It is used if you have two stubs on each check. The laserjet checks which we recommend have a second stub and would necessitate the use of this field. If your checks do not have two stubs, enter 0 (zero) to skip two stub printing. (Optional) 6. The next field determines the maximum number of detail text LINES PER STUB lines that fit on each check stub. Enter a number between 1 and 15. (Required) 7. The next 16 fields "Check Positions:" allow you to customize your check print positions. Pre-printed checks may be purchased from our recommended forms supplier, Deluxe Computer Forms (1-800-328-0304). Bottom Line Accounting also has an On-Line Order Form for ordering checks from Deluxe. The following checks are recommended for the Accounts Payables module and may be ordered from DELUXE. (Optional) The form numbers for A/P checks are as follows: Continuous form checks #091003 Laserjet checks #081066 See Deluxe insert for more information on either style of check. To order either invoices or statements, call Deluxe at 1-800-328-0304 and mention product code "TO9212". In Canada, call 1-800-826-3714. The settings shown above (defaults) are for use with the recommended A/P continuous form checks from Deluxe. By changing these positions, you can use virtually any check with this software. Select the row and column printing position for each of these fields. If you want to omit an item from printing on the check, enter a 0 (zero) in the row field. To move from one input field to the next, press <Enter>. Page 258 NOTE: ROW indicates the horizontal lines starting from the top of the check and counting down. COLUMN indicates the vertical lines starting from the left side of the check and counting to the right. 8. The next eight "Stub Positions" column fields are used to customize your check stub. Enter the column (as described above) each of the fields should be printed in. To omit a field from printing, enter 0 (zero). (Optional) 9. Check Init String: The initialization codes allow you to send a special set-up string to the printer before printing checks. It can be used to turn off your out-of-paper sensor or to use special fonts. (Optional) 10. Check Exit String: This is an optional field to reset the printer after printing checks. (Optional) When completed, press <F10> to save your new data and to return to the Utilities Menu. Page 259 PAYROLL SECTION PR-ONE - INTRODUCTION PR1a - The Payroll Module The Bottom Line Accounting Payroll module gives you comprehensive, accurate payroll-related information on as many as 2000 employees. This easy-to-learn, easy-to-use module provides a very efficient way for you to record important employee information such as hire dates, earnings, deductions, sick leave, overtime, vacations and holidays. This Payroll module provides automatic tax calculations for your deductions and tax liabilities as well as printing of payroll checks and W-2 forms. It supports both hourly and salaried employees either paid weekly, bi-weekly, semi-monthly or monthly and full integration into your General Ledger will also save you hours of time and effort. This manual assumes you have, from an accounting point of view, a working knowledge of how a payroll system operates. If you are new to payroll bookkeeping, however, we suggest you either consult your accountant or get a book on payroll bookkeeping. We do, nevertheless, try to explain each feature and function in layman terms, so it will be easy to understand with minimal confusion. This system is uniquely set up for ease of operation by the novice. Consequently, sample basic transactions are included (filename "SAMPLE") for practice sessions. PR1b - General Information Below is a simple list of steps to follow when using the Payroll module for the first time. These steps are for those who have already read the Getting Started section of this manual and are now ready to set up their own "live" payroll data files. It is assumed here that you have already installed Bottom Line Accounting on your hard disk drive and have started the program. If this is not the case, refer to the Getting Started section of this manual before reading any further. These brief steps are intended to provide step-by-step guidance for getting started on your own. They are not intended to replace reading either the Getting Started section of this manual or this section. Detailed instructions are covered in the sections referenced. 1. First, we suggest you go to the main Configuration Menu to customize the system configuration to meet your particular hardware and printing needs. Although not absolutely necessary, doing this now may prevent printing problems later. Refer to Section GS3d - Setting the System Configuration, in the Getting Startedsection of themanual, for detailed instructions. Page 260 2. From the Bottom Line Accounting Main Menu screen, select the "paYroll" menu item. The following screen appears: FIGURE OMITTED Figure PR1-1 Payroll Main Menu 3. Figure PR1-1 is the Payroll Main Menu screen. From here you select the different areas of the Payroll module in which to work. 4. First, select "Payroll Utility Menu" from the Payroll Main Menu. This is where you set up your payroll configuration. This must be done first. You will not be able to enter any transactions in Payroll until this configuration is set up. Refer to Section PR6f - Payroll Configuration Settings for detailed instructions. 5. Next, from the "Payroll Utility Menu", select "Tax Tables" and enter your federal and state tax tables. Refer to Section PR6a - Tax Tables for detailed instructions. The program does contain up-to-date Federal and most State payroll withholding tax tables, located in the same directory as the program files. You may want to check these files first, to see if any changes are needed. NOTE: It is very important that you enter your Tax Table data correctly. Windsoft International, Inc. assumes no liability for errors. We consider it mandatory that YOU test your payroll deductions by manually calculating your payroll to verify that all deductions are correct. 6. Next, select "Update Employee Accounts" from the Payroll Main Menu. This is where you enter all your employees' data. You must have active employee accounts before you can enter payroll transactions or generate payroll reports. Refer to Section PR-Two - Employee Accounts for detailed instructions. 7. Next, select "Transactions Menu", from the Payroll Main Menu. This is where you enter your payroll data. Refer to Section PR-Three - Transactions for detailed instructions. 8. After you have entered a few transactions, print a Payroll Journal report to verify the information you have entered. See Section PR-Four - Reports for more information. Page 261 9. To print checks (or enter the information for checks already issued), select "Checks Menu" from the Payroll Main Menu. Refer to Section PR-Five - Checks for detailed instructions. Again, the above steps are merely intended to show you the order of events in setting up your payroll data files. We strongly recommend you read the entire Payroll section before continuing. Page 262 SECTION PR-TWO - EMPLOYEE ACCOUNTS Your Employee Accounts are the very foundation of your Payroll module. In the Payroll module you can set up as many as 2000 employee accounts (subject to hardware configuration and set up). PR2a - What are Employee Accounts Your employee accounts are used to keep track of all of your employee information such as address, overtime, holidays, sick leave, time worked, pay frequency, deductions, liabilities, etc. It is important to remember that any person receiving a paycheck from you should be set up as an employee. Even contract employees can be set up in this module to track payments and to report payments on Form 1099 at year-end. Whenever you hire a new employee, you must set up this new person in the employee accounts. When entering employee data, it would be helpful to have the completed Form W-4 handy, as most of the information needed to complete the Employee Account screen can come from this form. PR2b - Employee Accounts Organization Your employee account numbers, and their order within the program, are totally up to you. An important consideration for your employee account numbers is to group your employees into account number ranges or alphabetic order. For example, for all employees who work in shipping, you may want to assign account numbers between 900000-999999. This can be useful when printing reports, when you want a specific range of employees included. Remember to leave enough room for new accounts to be added within your selected range. PR2c - Employee Accounts Data Fields Each account in your employee database represents one specific employee and each employee is assigned a unique account number. Along with this account number, other elements of information about each employee is recorded. When you set up an employee account, the following information about each employee will be needed: EMPLOYEE: (Required) A six-character, alpha-numeric "number", used to identify each employee. This number may contain any combination of numbers and letters (e.g., "100000", "WIND" or "WIND01"). The employee number is also used as a sort option on some reports. Page 263 ACTIVE: (Required) A Yes/No option (Y/N), which allows you to tag the employee as either active or inactive. When an employee is tagged as inactive, you will not be able to enter any additional transactions for this employee. DEPT: (Optional) If you are using departments, enter the department in which this employee works. NAME: (Required) Full name of the employee. ADDRESS: (Optional) Street address for employee. Used for checks and labels. ADDRESS: (Optional) Second line address for employee (if needed). Used for checks and labels. CITY: (Optional) Employee's city. STATE: (Optional) Employee's two (or three) character state/province code. ZIPCODE: (Optional) Employee's zip or postal code. Used for sort order on mailing labels. May be used for any other purpose as well. PHONE: (Optional) Up to a 12 character telephone number. May be used for other information if needed. COMMENTS: (Optional) Up to 30 characters of information may be entered here, allowing instant recall of needed facts about this employee. SSN: (Required) Enter employee's social security number as listed on the Form W-4. SEX: (Required) Enter either M (Male) or F (Female). MARITAL: (Required) Enter marital status of employee as shown on the Form W-4. This is used in calculating withholding taxes. Enter either S (Single), M (Married) or H (Head of household). HIRE DATE: (Optional) Enter employee's hire date. HOURLY/SALARY: (Required) This field, with others, determines how the employee's gross pay is calculated. Enter either H (Hourly) or S (Salary). FREQUENCY: (Required) This field, with others, determines how the employee's pay and deductions are calculated for withholding taxes. Enter the type of pay period using W (Weekly), B (Bi-weekly), S (Semi-monthly) or M (Monthly). Page 264 NOTE: Bi-weekly means every other week, giving 26 pay periods per year. Semi-monthly means twice each month, giving 24 pay periods per year. PAYRATE: (Required) Enter amount the employee earns: hourly rate for hourly employees or amount earned per pay period for salaried employees. Amounts can be between 0.00 and 999999.99. OVERTIME1: (Optional) This field is for hourly employees only. Enter overtime hourly pay rate. OVERTIME2: (Optional) This field is for hourly employees only. If this employee has a second overtime rate, enter the second rate here. HOLIDAY: (Optional) This field is for hourly employees only. Enter the hourly holiday pay rate. FWH: (Required) Enter the number of federal deductions the employee is claiming on the Form W-4. Enter between 0 and 98. Enter 99 if no federal withholding deduction is to be calculated. SWH: (Required) Enter the number of state deductions the employee is claiming on the Form W-4. Enter between 0 and 98. Enter 99 if no state withholding deduction is to be calculated. CWH: (Required) Enter the number of city deductions the employee is claiming on the Form W-4. Enter between 0 and 98. Enter 99 if no city withholding deduction is to be calculated. EIC: (Optional) Enter a number for the advanced payment of "Earned Income Credit" (if any) for the employee filing a Form W-5. If the employee does not file a Form W-5 with you, the employee is not eligible for advanced payment of EIC. Enter a number between 0-2. Enter 0 (zero) if employee is not eligible for EIC, 1 if only employee is eligible or 2 if both employee and spouse are eligible. Please refer to the Department of the Treasury, Internal Revenue Service, Publication 15 (Circular E, Employer's Tax Guide) for specific details on Advance EIC. PAY SS/HI: (Required) Enter Y (Yes) if employee's wages are subject to Social Security (SS) and Medicare (HI) tax withholding. Enter N (No) if employee's wages are not subject to Social Security (SS) and Medicare (HI) tax withholding. FUTA: (Required) Enter Y (Yes) if employee's wages are subject to computation of employer's FUTA (Federal Unemployment Page 265 Tax) tax expense. Enter N (No) if employee's wages are not subject to computation of employer's FUTA tax expense. OTH-3, OTH-4, OTH-5, OTH-6: (Optional) These four fields are user-defined deductions. The default titles (OTH-3, OTH-4, etc.) are as shown but may be changed in the Tax & Accounts Configuration screen. These fields can only be used if previously set up in the Tax & Accounts Configuration screen (see Section PR6f - Payroll Configuration Settings). If set up, these fields (like the prior two described above) can be used to determine if the employee, employer or both is/are taxed or liable for the defined deduction. For example, if the OTH-3 deduction was set up for SUTA (State Unemployment Tax) and this employee's wages are subject to computation of that tax, enter Y at the SUTA prompt. If this employee's wages are not subject to computation of that tax, enter N (No) at the SUTA prompt. STATE ANNUAL EXEMPTION: (Optional) A few states allow for some amount of payroll withholding exemption. If your state does allow for an exemption, enter the total annual dollar amount for the exemption (refer to your state tax guide for the computation of this annual dollar figure). If your state does not allow for an exemption, enter 0 (zero). This field may also be used for any additional dollar amount that is to be subtracted from the gross income, if the number of state deductions on the employee's Form W-4 and the annual deduction amount in the tax table, when multiplied, are not the correct total dollar amount for deductions claimed on the employee's Form W-4. STATE ANNUAL TAX CREDIT: (Optional) A few states have tax credits. If this is true of your state, enter the total annual dollar amount of the tax credit for this employee. If no tax credits apply, enter 0 (zero). EXTRA TAXES-Federal, State, City: (Optional) These next three fields allow for any additional taxes the employee wants deducted from each pay check. Enter the dollar amount for extra Federal, State and/or City taxes, respectively, that the employee wants withheld from each paycheck. This amount will be deducted from each paycheck. EXTRA AMOUNT-Earnings, Deduction: (Optional) At these two fields, enter extra amounts paid to or deducted from the employee's paycheck (per pay period). Examples include a car allowance added to the check or insurance payments deducted from the check. Page 266 The account numbers used for these Extra Earnings and Deductions are set up in the Tax & Accounts Configuration screen (see Section PR6f - Payroll Configuration Settings). 401K PLAN DEDUCT/CHECK: (Optional) If your company has a 401K plan, enter the dollar amount of the per-pay-period contribution made by the employee. Before using this option, you must set up the "401K" fields in the Tax & Accounts Configuration screen (see Section PR6f - Payroll Configuration Settings). To skip this option, enter 0 (zero). ACCRUAL RATE-Vacation, Sick: (Optional) For automatic vacation or sick time accruals, enter the number of hours per pay period of vacation and sick time that is accrued. To skip these fields, enter 0 (zero) in each field. For example, if an employee is paid monthly and earns 80 hours (two weeks) of vacation per year, enter 6.666 (80 hours divided by 12 months) in vacation accrual rate. WAGES EXPENSE ACCOUNT: (Required) Enter the General Ledger wages expense account number for wages paid to this employee. This allows you to expense different employees to different General Ledger accounts. In a simple case, you would enter your General Ledger "Wages" expense account number here. Press <F2> for a pop-up Chart of Accounts listing. STATE/CITY TAX TABLE: (Required) Enter the two-character state/city tax table code for this employee. For example, the state tax tables for the state of Colorado have a STATE code of CO on the tables (see Section PR6a - Tax Tables). If you want the Colorado tables to be used when calculating the state/city withholdings for this employee, enter the code CO here. STATE WITHHOLD % OF FWH: (Optional) If this employee elects to have a percentage of the Federal withholding amount used as state withholding (instead of having the state withholding calculated using state tax tables), enter that percentage figure here. For example, the employee elects to have 25% of the Federal withholding amount for state withholding. Enter 25 in this field. Then, if the calculated Federal withholding amount for this pay period is 180.60, the State withholding figure will be 45.15 (180.60 times .25). If this field contains a figure other than 0 (zero), this field will override the use of state tax tables for the calculation of state withholding. To skip this field, enter 0 (zero). PR2d - Getting Familiar with Employee Accounts The SAMPLE files are used in all examples presented here. You may want to be in the SAMPLE files if you are unfamiliar with any of Page 267 these procedures. Please refer to Section Two of the Getting Started User's Manual to start the program and select the SAMPLE data files. To set up your employee accounts, do the following: 1. From the Bottom Line Accounting Main Menu, select "paYroll". 2. From the Payroll Main Menu, select "Update Employee Accounts". The following screen appears: FIGURE OMITTED Figure PR2-1 Employee Listing Notice how this typical employee account listing is organized. The window will display eighteen account numbers at one time. To see more accounts, use the cursor arrow keys or the mouse to scroll through the listing. To select an employee account, move the highlighting cursor to the account and press <Enter>. If you know the beginning number or letter of the account, simply enter that number or letter. The first account number in that range will appear at the bottom of the window, with the cursor automatically on that account. For example, entering the letter H will take you to the first account number starting with W (WindSoft). Entering 4 will take you to the first account starting with 4 (400000). If you know the account number, simply enter this number and the cursor will position itself on that specific account. Before setting up your own employee accounts, you may want to create a practice account by entering data into the "SAMPLE" data files. Simply follow the steps in the next section for practice. PR2e - Adding Employee Accounts This section describes how to add an employee. The "SAMPLE" data file is used in all of the following examples. To receive help at any time for any prompt or field, simply press <F1>. 1. From the Payroll Main Menu, select the "Update Employee Accounts". PR2-1 (above) will appear. At the bottom of the Employee Accounts screen are five available functions: <F1>Help <F3>Add <F4>Mod <F5>Del <Esc>Exit 2. Press <F3>. PR2-2 will appear. If there are no already existing employee accounts, this add-account window will automatically appear. Page 268 FIGURE OMITTED Figure PR2-2 Add Employee NOTE: After entering data into any input field, press <Enter> to move to the next input field. To leave a field blank, just press <Enter>. To move back to a previous field, press either the <Backspace> key or hold down the <Shift> key and press <Tab>. 3. EMPLOYEE: Enter a six-character, alpha-numeric number or name for this employee, then press <Enter> to move to the next input field. 4. ACTIVE: Enter a Y (Yes) or N (No) for this employee. This allows you to tag this employee as either active or inactive. When you first set up this employee, enter a Y in this field. If you tag an employee account as inactive, you will not be able to enter any transactions for this employee. You can, at any time, change the active status of the employee. Press <Enter> when complete. 5. DEPT: If you are using departments, enter the employee's department here. Press <Enter> when complete. 6. NAME: Enter the full name of your employee here. Press <Enter> when complete. 7. ADDRESS: At the next two prompts, enter the street address or the postal box number for the employee. Press <Enter> when complete. 8. CITY: Enter the employee's city name here. Press <Enter> when complete. 9. STATE: Enter the employee's state or province code here. You can enter a code of up to 3-characters (e.g., CO for Colorado). Press <Enter> when complete. 10. ZIPCODE: Enter the employee's complete zip or postal code here. This is also used for sort order on mailing labels. Press <Enter> when complete. 11. PHONE: Enter your employee's telephone number here, using up to 12 characters. You may use this field for other information, if desired. Press <Enter> when complete. Page 269 12. COMMENTS: Here you can enter up to 30 characters of information relating to the employee's account. This information will print on the Employee Listing Report. Press <Enter> when complete. 13. SSN: Enter the employee's social security number here. If out of the U.S., this field may be used for any other pertinent information. 14. SEX: Enter the employee's sex, using M (Male) or F (Female). 15. MARITAL: Enter the employee's marital status, using S (Single), M (Married) or H (Head of Household). 16. HIRE DATE: Enter employee's hire (start) date. 17. HOURLY/SALARY: Enter whether the employee is paid hourly or is salaried, using H (Hourly) or S (Salary). 18. FREQUENCY: Enter how often you will be paying this employee, using W (Weekly), B (Bi-weekly), S (Semi-monthly) or M (Monthly). NOTE: Bi-weekly means every other week, giving 26 pay periods per year. Semi-monthly means twice each month, giving 24 pay periods per year. 19. PAYRATE: Enter the employee's salary or hourly rate of pay. 20. OVERTIME1: Enter the first overtime pay rate. 21. OVERTIME2: Enter the second overtime pay rate. 22. HOLIDAY: Enter the holiday pay rate. 23. FWH Enter the number of federal withholdings claimed. 24. SWH: Enter the number of state withholdings claimed. 25. CWH: Enter the number of city withholdings claimed. 26. EIC: Enter the number of earned income credits claimed. 27. PAY SS/HI, FUTA, OTH-3, OTH-4, OTH-5, OTH-6: Enter Y (Yes) in any of these fields that apply IF the employee's wages are subject to computations for the particular employee deduction and/or employer expense. Enter N (No) in any of these fields that apply IF the employee's wages are NOT subject to computations for Page 270 the particular employee deduction and/or employer expense. For example, if Y is entered at the SS/HI and FUTA fields and N for the remaining four fields, then computations will be made to deduct an amount from the employee's pay for the SS/HI deduction and computations will be made to determine the amount of FUTA expense the employer will pay based on this employee's wage. The employee will pay the SS/HI deduction and the employer will pay the matching SS/HI expense and the FUTA expense. The employee does not pay FUTA. 28. STATE ANNUAL EXEMPTION, TAX CREDIT: Enter the employee's annual exemption or tax credit amounts (if any). 29. EXTRA TAXES: Federal, State, City: Enter any extra taxes the employee wants deducted from each paycheck. 30. EXTRA AMOUNT: Earnings, Deductions: Enter any extra earnings to be added to or extra deductions to be subtracted from the employee's pay for each paycheck. 31. 401K PLAN DEDUCT/CHECK: Enter the dollar amount the employee wants deducted from each paycheck as a contribution to the 401K plan. 32. ACCRUAL RATE-Vacation, Sick: Enter the per-pay-period accrual hours for vacation and/or sick pay. 33. WAGES EXPENSE ACCOUNT: Enter the General Ledger wages expense account for this employee. 34. STATE/CITY TAX TABLE: Enter the state/city tax table code for the state/city tax tables to be used for the computation of withholding for this employee. 35. STATE WITHHOLD % OF FWH: If needed, enter the state withholding amount as a percent of federal withholding. You will now be prompted for "Change Year-to-Date Information". Normally, when adding a new employee, you would answer this prompt with an N (No). If you need to change the employee's year-to-date figures, answer this prompt with a Y (Yes). The following screen will appear: FIGURE OMITTED Page 271 Figure PR2-3 Employee Year-to-Date Information You may now add or change any of the employee's year-to-date payroll earnings and taxable and non-taxable deduction information. Changes to this screen will not change any reports. The changes will effect only the printing of the Form W-2 or Form 1099. Press <F10> when all figures are correct. NOTE: Proceed with caution as any incorrect entries in this area will affect the employee's Form W-2 or Form 1099 statements. Once you have completed the last input field, the new employee is automatically added to the employee listing window. Your cursor will then return to the top of the input screen for you to continue adding more employees. As a time saver, all input fields will default to the last entered employee. This can save you time when entering information that is similar. PR2f - Modifying Employee Accounts To modify any of the employee accounts, do the following: 1. From the Payroll Main Menu, select "Update Employee Accounts". PR2-1 will appear. 2. Highlight the employee account to be modified. 3. Press <F4>. The following screen appears: FIGURE OMITTED Figure PR2-4 Modify Employee The cursor is automatically on the "Active" field, but may be moved to the appropriate field you wish to modify, by pressing the <Enter> key or using the cursor arrow keys. If you want to blank out a field, first move to that field and then press the <Spacebar> (use a 0 (zero) for numeric fields). 4. To change data, move the cursor to the field to be changed and start entering the new data over the old data. The old data will automatically blank out when you start entering the new data. Press <Enter> to save the new data in the field. When all changes have been made, press <F10> and the screen will be saved. If you decide not to make any changes or want to discard all changes, press <Esc> and your original data will be unchanged. Pressing either <F10> to save the changes or <Esc> to discard the changes will return you to the Employee Listing screen. Page 272 To return to the Payroll Main Menu, press <Esc>. PR2g - Deleting Employee Accounts To delete an employee account, there must not be any transactions that contain the employee account number to be deleted. If transactions exist, you must first delete the transactions before you can delete the employee account. To delete an employee account, do the following: 1. From the Payroll Main Menu, select "Update Employee Accounts". 2. Highlight the employee account to be deleted. 3. Press <F5> and answer the "Are You Sure" prompt with a Y (Yes). That employee account will be deleted after a search of transactions is made to ensure that no transactions exist with that employee account number. PR2h - Entering Employee Accounts When you actually create your own employee accounts, it is important that you have an organized plan of account numbers. For example, in a simple case, you can use the first six characters of the employee's name as the account number. In another case, you may want to have groups (ranges) of employee numbers. In this case, you may want to use numbers or a combination of numbers and letters for the account number. In any case, a little planning now can save hours of time and frustration down the road if the need arises where you need to change employee account numbers. Please refer to Section PR2b - Employee Accounts Organization for details. NOTE: Whenever you are finished entering data into a field, press <Enter> to move the next input field. To move to the previous input field, press <Backspace> or hold down the <Shift> key and press <Tab>. To receive help at any time for any prompt or field, simply press <F1>. To add your first employee, follow the steps below: 1. From the Payroll Main Menu, select "Update Employee Accounts". The following screen appears: FIGURE OMITTED Figure PR2-5 Add Employee Page 273 2. Since you are creating a new employee accounts list, only a blank window will appear, asking for data on your first employee. Enter all your employee data as outlined in Section PR2e - Adding Employee Accounts. 3. When all data for this employee has been entered, press <F10> to save the data. You will then be returned to the top of the input screen for the entering of data on your next employee. Your first active employee is now added to and will appear in the Employee Listing window on the left side of the screen. To return to the Payroll Main Menu, press <Esc>. NOTE: Any time during input of data, you may move back to the previous input field by pressing <Backspace> or the up-arrow key. You can also, at any time, press <Esc> to exit what you are currently working on without saving the data. To exit and save the data, press <F10>. PR2i - Setting Year-to-Date Balances When setting up your Payroll, as well as employee Year-to-Date (YTD) balances, you must be sure that you are in balance with your General Ledger module. This is vitally important when setting up your books. The following steps will ensure that you are in balance: 1. Set up all your employee accounts with 0 (zero) YTD balances (default). 2. You now have two options to enter any prior payroll balances: A. You may enter the balances as individual transactions (see Section PR-Three - Transactions), broken down by prior pay periods for each employee. We recommend entering all your prior payroll balances as individual transactions. Then enter manual checks to pay all transactions just entered. As these transactions will be posted to the General Ledger module you should check to be sure that you have removed any previously entered General Ledger transactions to avoid duplicate data. OR B. You may enter the balances in the employee YTD balance input fields. These balances will only show on the Form W-2. If you are starting a new Page 274 accounting year and have preexisting vacation and sick leave balances, we recommend that these balances be entered as a total sum in their corresponding fields. 3. After all beginning balances have been entered, print a Year-to-Date (Jan-Dec) Payroll Register report to verify all current employee balances for your selected pay period. To verify the correct balances for sick leave and holiday, print the Vacation & Sick Report. 4. After you have verified all account balances, you are now up-to-date and fully operational. If you want your General Ledger Payroll account to reflect the current balances of all payroll accounts, you should post the transactions to the General Ledger module. Refer to Section GL6c - Post Other Modules to G/L of this manual. NOTE: Make sure that you delete any preexisting Payroll transactions in the General Ledger module, so they will not be listed twice. Page 275 SECTION PR-THREE - TRANSACTIONS One transaction should be entered into the Payroll system at the end of each pay period. This entered transaction is not a paycheck to the employee. It is a record of the pay period for this employee, including all earnings, deductions and expenses associated with this transaction. Therefore, you should enter only one transaction for each employee for each payroll period. Payment of these transactions is covered in Section PR-Five - Checks. PR3a - Transaction Data Fields EMPLOYEE: (Required) This is a valid six-character, alpha-numeric employee number which was previously set up in Section PR-Two - Employee Accounts. Each time you enter a transaction for a specific employee, you must enter an employee number. The employee's name will appear next to the employee number. To get a pop-up listing of all valid employee account numbers, press <F2>. If you enter an employee account number that does not exist, the Payroll program will automatically prompt you with "Invalid Employee, Add Account?". Here you have the option of adding a new employee on-the-fly. Answer Y (Yes) to add a new employee account or N (No) to return to the Employee field. Refer to Section PR2e - Adding Employee Accounts for more detail. PERIOD ENDING: (Required) Enter the date of the last day of the pay period. This may or may not be the date that will be on the check. HOURS PAID: (Required) The next six fields are for the total number of hours for regular, overtime, sick, vacation and/or holiday that the employee has accrued for this pay period. Notice that the Payroll module will automatically calculate the number of regular hours paid for each employee. The regular and overtime fields are used for hourly employees only. If any overtime has accrued, you will need to enter these hours in the appropriate overtime field. EARNINGS, OTH-1, OTH-2: (Optional) These two lines of fields are used for user-defined other earnings. The prompts, and their use, are explained in Section PR6f - Payroll Configuration Settings. Examples of their use might include any non-regular or other compensation the employee receives (car allowance, bonus, etc.). If this compensation is taxable (subject to withholding and expense computations), enter Y (Yes) at the "Taxable:" prompt. If this compensation is not taxable, enter N (No) at the "Taxable:" Page 276 prompt. If N is entered, these amounts WILL NOT be shown on the employee's Form W-2. At the "Account" prompt, enter the General Ledger account number to which this compensation corresponds (for a car allowance, select your General Ledger car allowance expense account). The account entered will be "debited". DEDUCTIONS, OTH-1, OTH-2: (Optional) These two lines of fields are user-defined other deductions. The prompts, and their use, are explained in Section PR6f - Payroll Configuration Settings. Examples of their use might include miscellaneous deductions from the employees paycheck (re-payment of an advance in pay). If this deduction should be taken before payroll taxes are calculated, enter Y (Yes) at the "Pre Tax" prompt. If this deduction should be taken after payroll taxes are calculated, enter N (No) at the "Pre Tax" prompt. If Y is entered, the amount will not be included the employee's Form W-2, as it reduces taxable income. At the "Account" prompt, enter the General Ledger account number to which this deduction corresponds. The account entered will be "credited". TIPS: (Optional) This field is used for entering employee tips received during this pay period. The amount entered will be added to gross pay, taxed and then subtracted from gross pay. The net effect is that withholding and expenses are computed against the tips amount. PR3b - Entering a Payroll Transaction To receive help at any time for any prompt or field, simply press <F1>. To enter a payroll transaction, follow the steps below: 1. From the Payroll Main Menu, select "Transactions Menu". The following screen will appear: FIGURE OMITTED Figure PR3-1 Payroll Transactions Menu 2. From the Payroll Transactions Menu, select "Input Transactions". The following screen will appear: FIGURE OMITTED Page 277 Figure PR3-2 Add Transaction 3. EMPLOYEE: Enter the employee number for this transaction. If you know the number, simply enter it and press <Enter>. For example, if the employee number is SMITH, enter SMITH and press <Enter>. If you are unsure about the employee account number, press <F2> for a pop-up employee listing, highlight the employee account and press <Enter>. The highlighted employee account will be inserted into the employee field and the cursor will advance to the next field. You can also enter new employees on-the-fly. Enter a new employee account number for the new employee. Since the employee number does not exist in the employee listing, the system will notify you and ask if you would like to add that employee. Enter Y (Yes) to add the employee and Figure PR2-2 Add Employee will appear. Enter the needed data following the steps in Section PR2e - Adding Employee Accounts. If you answer N (No), you will be returned to the employee prompt. 4. PERIOD ENDING: Enter the pay period ending date. 5. HOURS PAID: Enter hours paid for regular, overtime1, overtime2, sick, vacation and holiday. 6. EARNINGS: Enter any user-defined earnings, taxable code and account number for other earnings. 7. DEDUCTIONS: Enter any user-defined deductions, pre-tax code and account number for other deductions. 8. TIPS: Enter any employee tips. 9. The payroll calculations are now performed and the gross pay, total deductions and net pay will be displayed at the bottom of the Add Transaction window. Just below the Add Transaction window, the prompt "(C)hange calculations or Inputs Correct (Y,N):" also appeared. Here you have three options: A. Enter Y (Yes) to save the transaction. B. Enter N (No) if the gross pay, deductions and/or net pay figures are not correct. You will be returned to the Employee prompt, allowing you to re-enter the transaction. Page 278 C. Enter C (Change calculations) if you would like to view and/or change the calculated results of the transaction. The following screen appears: FIGURE OMITTED Figure PR3-3 Change Payroll Calculations You may change any of the deductions and/or employer expenses figures on this screen. The intended purpose for this screen is mainly for "after-the-fact" payroll, where your manually calculated deductions and employer expenses do not exactly match those on this screen. For example, if the Federal Wage Bracket Tables were used to manually calculate the Federal withholding, the withholding amount is a whole-dollar amount, whereas the program will calculate the exact withholding amount, giving dollars and cents. You can change any of the deduction or expense figures on this screen to match your previous manual calculations. WARNING DO NOT CHANGE ANY EARNINGS ON THIS SCREEN. DOING SO WILL RESULT IN REPORT DIFFERENCES. This screen does not perform any re-calculations of the transaction. If the earnings figures are not correct, re-enter the transaction, changing either the "Hours Paid:" or the "Earnings:" fields. You can also change the "Payrate:" field in the employee account screen to adjust the calculated earnings amount. For a further explanation on this, see Section PR-Seven - Hints and Suggestions, item 4. When finished with any changes, press <F10> to return to the "Inputs Correct(Y,N):" prompt. Then enter Y to save the transaction, as changed. 10. When you are done entering transactions, press <Esc>. You will be returned to the Payroll Transactions Menu. PR3c - Changing/Deleting Transactions If you discover that a transaction was entered incorrectly or should not have been entered at all, Bottom Line Accounting allows you to correct or delete the incorrect transaction. NOTE: Payments/checks cannot be modified or deleted here. You must void the checks following the procedure described in Section PR5c - Void Checks. To receive help at any time for any prompt or field, simply press <F1>. Follow the steps below to modify or delete a previously entered transaction: Page 279 1. From the Payroll Main Menu, select "Transactions Menu". 2. From the Payroll Transactions Menu, select "Change/Delete Transactions". The following screen appears: FIGURE OMITTED Figure PR3-4 Transaction Search Parameters 3. Enter any appropriate search data (employee number, period ending date, etc.) into this screen. It is not necessary to enter data in every field. Entering only the employee number will allow Bottom Line Accounting to search for any transactions with that number, displaying each transaction one at a time. Once you have entered your search data, press <F10> to initiate the search. NOTE: Leaving all fields blank will search/find all of the transactions in the order in which they are currently sorted. When a match is found, a "Search Match" screen will appear, displaying the matching transaction. The bottom of this window will display: Modify/Delete/Search/Reverse/Begin/End/+/-/Quit: 4. Select one of the following: M = Modify the transaction shown. D = Delete the transaction shown. S = Search - find the next matching transaction. R = Reverse - find the prior matching transaction. B = Beginning - go to the first transaction in the file. E = End - go to the last transaction in the file. = Go to the next transaction in the file, disregarding search parameters. = Go to the prior transaction in the file, disregarding search parameters. Q = Quit transaction search. As long as you continue to answer the above prompt with S (the default), Bottom Line Accounting will continue searching for transactions matching the search parameters you specified. R does the same thing as S except it searches in the reverse direction. You can, at any time, press <Esc> to abort the search and discard any changes. You will be returned to the Search Parameter screen. Page 280 5. To MODIFY a found transaction, press M (Modify). Enter the new data in the appropriate field(s) or press <Enter> to leave a field unchanged. Use the <Backspace> or <Shift><Tab> keys to move to a previous field. When all changes have been entered, press <F10> to save the modified transaction. The prompt "Re-Calculate Amounts:Y" will appear. Here you have two options: A: Enter Y (Yes - the default). Normally, this is the choice you should make. The changes in the transaction are then used to re-calculate the deductions and expenses. Once re-calculated, you will be shown the prompt "(C)hange calculations or Inputs Correct (Y,N):" Refer to Section PR3b - Entering a Payroll Transaction, step 9 for information on this prompt. OR B. Enter N (No). This choice will still allow you to save the changes but will not re-calculate the transaction. You will be shown the prompt "(C)hange calculations or Inputs Correct (Y,N):" Refer to Section PR3b - Entering a Payroll Transaction, step 9 for information on this prompt. 6. To DELETE a transaction, press D (Delete). Answer the "Delete OK?[N]:" prompt with Y (Yes) to delete the transaction or N (No) to abort the deletion. You will be returned to the Search Match screen. Press <Esc> to return to the Search Parameters screen. Press <Esc> again to return to the Transaction Menu. PR3d - Points to Remember *Any transactions entered in this module should NOT be entered into the General Ledger module. These transactions will automatically be placed there when you perform the posting procedure in the General Ledger Utility Menu. *To DELETE A PAID TRANSACTION, you must first void the check, then delete the transaction. *To DELETE A POSTED TRANSACTION, DO NOT void the check. All you have to do is delete the transaction in the payroll module only. Since the original transaction is already posted to the General Ledger, the Payroll module will automatically create a reversing transaction to nullify the original transaction in the General Ledger. This reversing transaction will post to the General Ledger the next time the posting procedure in the General Ledger Utility Menu is performed. Page 281 *When using the user-defined EARNINGS fields, keep in mind that the General Ledger account entered will be debited. Similarly, when using the user-defined DEDUCTIONS fields, the General Ledger account entered will be credited. *The "TIPS" field does not need an account number as it is only used to tax the tips (e.g., tips are added to the wages, the wages are taxed, then the tips are deducted from check). *The program now prints the Social Security tax withholding and the Medicare tax separately on the Payroll check. *The TCB-Tax data file has been updated with the March '92 revised tax table information. *You will need to update any changes you may have made to your State withholding tax tables. If you have a backup of your payroll tax tables, you might want to restore that file only. The file name is TCB-TAX.DB. Its index file is TCB-TAX.PX. Both these files must be in the same directory as your data files. *Posted transactions cannot be changed or modified. They must be deleted so that a reversing transaction is created and can be posted to the G/L journal. If the transaction is PAID, the check cannot be VOIDED and should not be voided. The reversal will in effect void the check. *Transactions can be modified if they have not been paid, or, if paid, they have not been posted AND the check has been voided. Page 282 SECTION PR-FOUR - REPORTS The Payroll Reports Menu allows you to generate a full spectrum of Payroll reports. Reports can be generated to show results for a specific month, a range of months, a quarter, a year, etc. All reports can be generated at any time and for any time period. This means that you are not limited to printing a report only once. Also, you can print a report for a prior period as well. Examples of each report are shown in Appendix E. These can be printed while using the "SAMPLE" files. PR4a - Explanation of Reports Each of the ten reports available from the Bottom Line Accounting Payroll module can be sent to your monitor's screen for immediate viewing, to your printer for "hard" copy or to the disk drive for later retrieval or to import into a word processor or database program for customizing. Within each report, you can specify various parameters to give you exactly what you want. Some of the reports can be generated in a cumulative format for the dates specified and one report may optionally be generated in a trended or month-by-month format. Each of the available reports are described below. All reports may be printed at any time and as many times as necessary. Payroll Journal: This report lists all of the transactions within the specified date range. You can select all types of transactions or specific types. Payroll Register: This report shows gross totals of all earnings, deductions and liabilities within the specified date range. It can be printed for all or a range of employees. This report will use the payroll period ending date on the transactions, not the payment/check date. Check Register: This report lists all payments, including check numbers, within the specified date range. This report uses the payment/check date, not the payroll period ending date. Vacation & Sick Report: This report shows the current accrued balance and the used year-to-date balances for both vacation and sick hours. Employee Listing: This report can list all, or a range of, employees, including all information in the employee account screens and their year-to-date payroll amounts. Page 283 Address Labels: This report provides mailing labels for all, or a range of, employees, sorted by employee number, name or zip code. Paid Payroll Recap: This report shows total earnings, deductions and employer liabilities for the date range specified. The information in this report will include only paid transactions. This report uses the payment/check date, not the payroll period ending date. Quarterly Tax Summary: This report shows all taxable earnings and deductions that can effect the employees' pay. The report is divided in up to four sections. The first section shows employee social security number and name, wages & tips, social security wages, medicare (HI) wages, any deductions set up in the Tax & Accounts Configuration screen under DEDUCTIONS:User-3 through User-6 and tips. The second section shows the federal tax liability (FWH, SoSec and HI) in detail. The third section shows the state tax liability in detail. The fourth part shows the city tax liability in detail. This report greatly simplifies preparation of the Federal Form 941. Transactions included in this report are based on the check date and NOT the payroll period ending date. Non-Posted Transaction Journal: This report provides a transaction journal showing only those transactions which have not yet been posted to the General Ledger. G/L Distribution Report: This report lists the total amount posted to each General Ledger account number for all payable transactions within a specific date range. PR4b - General Instructions for Generating Reports To generate any report, do the following: 1. From the Payroll Main Menu, select "Reports Menu". The following screen appears: FIGURE OMITTED Figure PR4-1 Payroll Reports Menu 2. From the reports menu, select the report you want to generate (e.g., Payroll Journal). PR4c - Payroll Journal Page 284 The following example will generate the Payroll Journal Report to the screen. Other reports are covered later in this section. 1. From the Payroll Main Menu, select "Reports Menu". 2. From the Payroll Reports Menu, select "Payroll Journal". The following screen appears: FIGURE OMITTED Figure PR4-2 Payroll Journal Report Input Screen As stated earlier, you can send any of the reports to your monitor's screen (S), to a printer (P) or to a disk drive (D), where the report will be stored as a disk file with a file name you give it. NOTE: If you do not have a printer and try to send a report to the printer, you will receive an error message. The first prompt on the screen for all reports is the destination prompt. It appears as follows: Screen,Printer,Disk(S,P,D): Entering an S for screen or a P for printer will send the report to the screen or printer, respectively. If you enter a D for disk, the system will prompt you for a disk filename. You can enter any name you wish, following the DOS naming conventions. The report will then be saved to the default disk drive and directory with the filename you entered, followed by a filename extension of ".RPT". If you enter a filename that already exists, the system will ask if you want to delete the old file. Answer Y (Yes) to replace the existing report with the new report. Answering N (No) will append (add on) the new report to the already existing report. The disk file is created in ASCII text format, thereby allowing it to be used by a word processor, spreadsheet or database program for customized reports. 3. At the "Screen,Printer,Disk(S,P,D):" prompt, enter the letter for the destination of your report. For this example, enter the letter S. 4. For some reports, you will need to specify a date range next. The date prompt format will be the format specified in the Configuration Settings. Refer to Section GS3d - Setting the System Configuration in the Getting Started section of this manual. The date prompt appears as follows: Page 285 Starting Date: 01-01-93 Ending Date: 01-31-93 These dates determine the starting and ending date for the report. NOTE: The ending date can never be more than one year after the starting date (e.g., starting date 10-01-92 and ending date 09-30-93). You can also print a report for one specific day of the month. 5. The next prompt, "Select Paid, Unpaid, All (P,U,A):" allows you to select the transaction types you would like included in this report. Valid types are P (to select only Paid transactions), U (to select only Unpaid transactions) or A (to select All transactions). The default is A. Select A and the report will be generated, showing all transactions within the date frame specified in step 4 above. The following discusses the other report selection input screens. Any prompts already discussed will not be covered in detail. PR4d - Payroll Register 1. From the Payroll Main Menu, select "Reports Menu". 2. From the Payroll Reports Menu, select "Payroll Register". The following screen appears: FIGURE OMITTED Figure PR4-3 Payroll Register Report Input Screen 3. At the destination prompt, select the destination for your report. 4. Next enter the starting through ending date range for this report. 5. Then select paid, unpaid or all transactions as described above. 6. At the "Pay Frequency(A,W,B,S,M):" prompt, enter the pay frequency you want included in this report. The options are as follows: A = All W = Weekly B = Bi-weekly S = Semi-monthly Page 286 M = Monthly 7. Lastly, select the employee account number range for this report. Enter both the starting and ending employee numbers. The report will include all employees within this range. Press <F2> for a pop-up employee list at either prompt. The report will be generated. NOTE: This report is based on payroll period ending dates, not on payment or check dates. PR4e - Check Register 1. From the Payroll Main Menu, select "Reports Menu". 2. From the Payroll Reports Menu, select "Check Register". The following screen appears: FIGURE OMITTED Figure PR4-4 Check Register Report Input Screen 3. At the destination prompt, select the destination of the report. 4. Next, enter the date range for this report. 5. Next, select the check number range for this report. Enter both the starting and ending check number. All checks within this range will be presented in the report. 6. Lastly, select the employee account number range for this report. Enter both the starting and ending employee numbers. The report will include all employees within this range. Press <F2> for a pop-up employee list at either prompt. NOTE: This report is based on payment or check dates, not on the payroll period ending dates. PR4f - Vacation & Sick Report 1. From the Payroll Main Menu, select "Reports Menu". 2. From the Payroll Reports Menu, select "Vacation & Sick Report". The following screen appears: Page 287 FIGURE OMITTED Figure PR4-5 Vacation & Sick Report Input Screen 3. At the destination prompt, enter the destination of the report. 4. Next, enter the report date at the "As of Date:" prompt. This date is usually the current date. Transactions which have a payroll period ending date in the future of the date entered will not be shown on this report. 5. At the "Sort Order(A/N/Z):" prompt, enter the sort order for this report. Options are A (Account number order), N (Name order) or Z (Zip code order). 6. At the "Skip Inactive Employees:" prompt, enter Y (Yes) to exclude inactive employees from this report or N (No) to include all employees. 7. Lastly, select the employee account number range for this report. Enter both the starting and ending employee numbers. The report will include all employees within this range. Press <F2> for a pop-up employee list at either prompt. PR4g - Employee Listing 1. From the Payroll Main Menu, select "Reports Menu". 2. From the Payroll Reports Menu, select "Employee Listing". The following screen appears: FIGURE OMITTED Figure PR4-6 Employee Listing Input Screen 3. At the destination prompt, enter the destination of the report. 4. At the "Sort Order(A/N/Z):" prompt, enter the sort order for this report. Options are A (Account number order), N (Name order) or Z (Zip code order). 5. At the "Skip Inactive Employees:" prompt, enter Y (Yes) to exclude inactive employees from this report or N (No) to include all employees. Page 288 6. At the "Pay Frequency(A,W,B,S,M):" prompt, enter the pay frequency you want included in this report. The options are as follows: A = All W = Weekly B = Bi-weekly S = Semi-monthly M = Monthly 7. Lastly, select the employee account number range for this report. Enter both the starting and ending employee numbers. The report will include all employees within this range. Press <F2> for a pop-up employee list at either prompt. PR4h - Address Labels 1. From the Payroll Main Menu, select "Reports Menu". 2. From the Payroll Reports Menu, select "Address Labels". The following screen appears: FIGURE OMITTED Figure PR4-7 Address Labels Input Screen 3. At the destination prompt, enter the destination of the report. 4. Next, enter the number of printer lines per label. The regular 15/16 inch tall labels will hold 6 lines per label. To calculate how many lines your label will print, measure from the top of one label to the top of the next label below. Divide that distance by the number of lines per inch your printer is set for. Enter that number here. The number must be a whole number, no decimals are allowed. 5. Enter the sort order for this report. Options are A (Account number order), N (Name order) or Z (Zip code order). 6. At the "Skip Inactive Employees:" prompt, enter Y (Yes) to exclude inactive employees from this report or N (No) to include all employees. 7. At the "Pay Frequency(A,W,B,S,M):" prompt, enter the pay frequency you want included in this report. The options are as follows: Page 289 A = All W = Weekly B = Bi-weekly S = Semi-monthly M = Monthly 8. Lastly, select the employee account number range for this report. Enter both the starting and ending employee numbers. The report will include all employees within this range. Press <F2> for a pop-up employee list at either prompt. PR4i - Paid Payroll Recap 1. From the Payroll Main Menu, select "Reports Menu". 2. From the Payroll Reports Menu, select "Paid Payroll Recap". The following screen appears: FIGURE OMITTED Figure PR4-8 Paid Payroll Recap Input Screen 3. At the destination prompt, enter the destination of the report. 4. Enter the date range for this report. NOTE: This report is based on payment or check dates, not on payroll period ending dates. PR4j - Quarterly Tax Summary 1. From the Payroll Main Menu, select "Reports Menu". 2. From the Payroll Reports Menu, select "Quarterly Tax Summary". The following screen appears: FIGURE OMITTED Figure PR4-9 Quarterly Tax Summary Input Screen 3. At the destination prompt, enter the destination of the report. 4. Enter the date range for this report. NOTE: This report is based on payment or check dates, not on payroll period ending dates. Page 290 PR4k - Non-Posted Transaction Journal 1. From the Payroll Main Menu, select "Reports Menu". 2. From the Payroll Reports Menu, select "Non-Posted Transaction Journal". The following screen appears: FIGURE OMITTED Figure PR4-10 Non-Posted Transaction Journal Input Screen 3. At the destination prompt, enter the destination of the report. 4. The next prompt, "Select Paid, Unpaid, All (P,U,A):" allows you to select the transaction types you would like included in this report. Valid types are P (to select only Paid transactions), U (to select only Unpaid transactions) or A (to select All transactions). The default is A. PR4l - G/L Distribution Report 1. From the Payroll Main Menu, select "Reports Menu". 2. From the Payroll Reports Menu, select "G/L Distribution Report". The following screen appears: FIGURE OMITTED Figure PR4-11 G/L Distribution Report Input Screen 3. At the destination prompt, enter the destination of the report. 4. Next, enter the date range for this report. In conclusion, if you are unfamiliar with any of these reports, try generating reports using the SAMPLE files. Also, examples of these reports appear in Appendix E. Page 291 SECTION PR-FIVE - CHECKS This section covers one of the important and powerful features of this module. It will discuss how to print payroll checks (using your printer), how to void checks and how to enter manual (handwritten) checks. From the Payroll Main Menu, select "Checks Menu". The following screen appears: FIGURE OMITTED Figure PR5-1 Checks Menu This is where the check writing process begins. Each of the menu selections shown are discussed in detail in the sections which follow. PR5a - Printing Checks This menu choice allows you to use your computer system to print your Payroll checks on your printer. To do this, follow these steps: NOTE: Before you can have your system print a payroll check, a payroll transaction must exist. The form numbers used in the following are from Deluxe. 1. Load your printer with your pre-printed checks. The recommended checks for the Payroll module are product number 091001 (continuous feed checks) or 081067 (laser checks). 2. Be sure you have set up the check writing configuration (see Section PR6f - Payroll Configuration Settings). 3. From the Checks Menu, select "Print Checks". The following screen appears: FIGURE OMITTED Figure PR5-2 Check Writing 4. Enter the General Ledger checking account number for the checks you are writing. It is important that you get the correct account number for the checks you are writing or the funds will come out of the wrong account. Page 292 5. Enter the check number of the first check in the printer (Bottom Line Accounting will increment the number for each check lineup you print). If your checks do not have check numbers, enter the number you wish to have printed on the first LIVE (non-lineup) check. 6. Enter the date you want printed on the checks. 7. Enter the payroll frequency for this check run. The options are as follows: A = All W = Weekly B = Bi-weekly S = Semi-monthly M = Monthly 8. After entering the frequency, Bottom Line Accounting will prompt you with . . . Print Check Lineup[N]:_ Answer with a Y (Yes) until you have the checks properly lined up in your printer. Once the checks are lined up properly, answer this prompt with an N (No) and the checks will be printed. Until you answer the above prompt with a N, you may, at any time, press <Esc> to abort the check printing process and return to the Checks Menu. PR5b - Voiding Checks Checks written/printed (but not posted to the General Ledger) may be voided by selecting "Void Checks" from the payments menu. If the check you need to void has already been posted to the General Ledger, see Section PR3e - Points to Remember for information on how to remove this transaction/check. This function allows you to void checks written either manually or computer generated. To void checks, do the following: 1. From the Payroll Main Menu, select "Checks Menu". 2. From the Checks Menu, select "Void Checks". The following screen appears: FIGURE OMITTED Figure PR5-3 Void Check Page 293 3. Enter the check number to be voided. Bottom Line Accounting will then search for the check. 4. If the check number is found, the check information is displayed. At the bottom of the window will be the prompt "Void this check[N]:". Do either: A. Enter Y (Yes) to void the check OR B. N (No) to NOT void the check. If you answer with N, the check search will continue. After the check is voided, the search for more checks will continue. After the last check is found, you will be returned to the Checks Menu. PR5c - Manual Checks Another convenient feature of the Bottom Line Accounting Payroll module is the ability to enter manual payroll checks. This allows you the flexibility of handwritten payroll checks. To use this feature, do the following: 1. From the Payroll Main Menu, select "Checks Menu". 2. From the Checks Menu, select "Manual Checks". The following screen appears: FIGURE OMITTED Figure PR5-4 Manual Check Writing 3. Enter the General Ledger checking account number for the checks you have written. It is important that you use the correct account number for the checks you have written or the funds will come out of the wrong account. 4. Enter the check number for the first manual check. 5. Enter the date for the first manual check. 6. Lastly, enter the payroll frequency. The options are as follows: A = All W = Weekly B = Bi-weekly Page 294 S = Semi-monthly M = Monthly 7. After entering the frequency, Bottom Line Accounting will prompt you with each transaction and the amount to be paid. An example of this is shown below: FIGURE OMITTED Figure PR5-5 Manual Check This screen allows you, if necessary, to change (override) the check number and check date of this check for the employee and amount shown. Once you have pressed <Enter> through the date fields, the transaction is saved and marked paid. This process will continue, showing you each payroll transaction that needs to be paid, and allowing you to change the check number and check date, if necessary, for each employee until all payroll transactions for the frequency specified are paid. You will then be returned to the Checks Menu. This process pays all the payroll transactions in the same manner as in the "Print Checks" selection described above, except no physical check is printed on your printer. Page 295 SECTION PR-SIX - UTILITIES The Payroll Utility Menu allows you to set up your Payroll Configuration, create or modify Tax Tables and perform other functions not previously covered. To use these features, select "Payroll Utility Menu" from the Payroll Main Menu. The following screen appears: FIGURE OMITTED Figure PR6-1 Payroll Utility Menu The following sections will cover each function in detail. PR6a - Payroll Tax Tables WARNING The Bottom Line Accounting Payroll Module contains all Federal and State payroll withholding tax tables that are compatible with the program. Hooper International, Inc. makes every attempt to ensure the accuracy of these tables however, Hooper International assumes no liability for errors. It is mandatory that you test your payroll deductions by manually calculating your payroll to verify that all deductions are correct. The tax tables can contain all federal, state and city withholding data as well as data about Earned Income Credit. Bottom Line Accounting needs this data to calculate employee withholdings. States and cities have different percentages for withholding and these percentages usually change each year. With Bottom Line Accounting YOU can modify the tax tables yourself, updating them with changing tax laws and percentages. NOTE: The tax tables furnished with the Payroll module were installed in the same directory as the Bottom Line Accounting program files. If your data files are not in this directory, copy the necessary tax files to your data directory OR create your own tax tables. Refer to Appendix F, State Tax Table Codes & Use, to find the Federal and the State tax tables supplied with the Payroll module that pertain to your state. To view (or create) a tax table, do the following: 1. From the Payroll Main Menu, select "Utility Menu". 2. From the Payroll Utility Menu, select "Tax Tables". The following screen appears: FIGURE OMITTED Page 296 Figure PR6-2 Payroll Tax Tables The following describes each field in the tax table and gives examples of the type of data that can be entered: 1. TAX TABLE: This identifies the type of table. Enter an F (Federal), S (State), C (City) or E (Earned Income Credit). 2. STATE: For state and/or city tax tables only. Enter a two character code that corresponds with (matches) the code used in the "State/City Tax Table" field of the Employee Account screen (see Section PR2e - Adding Employee Accounts, number 34). This code allows you to set up separate tables for each state/city. For example, enter the code CO to view/modify the Colorado tax tables. 3. DEDUCT FED TAX: For state and/or city tax tables only. Use only if your state or city allows the deduction of federal withholding amounts prior to the computation of state and/or city withholding. If Y (Yes) is entered, the federal withholding amount will be deducted from the employee's gross pay before the computation of any state and/or city withholding amounts. The basis for the computation comes from items 4 and 5, below. If N (No) is entered, the computation of state and/or city withholding will be done on the employee's gross pay. 4. PERCENT: For state and/or city tax tables only. For use with item 3, above. If "Deduct Fed Tax" is Y (Yes), enter the percentage of the federal withholding amount to deduct. For example, if your state allows for half of the federal withholding amount to be deducted, enter 50. If "Deduct Fed Tax" (item 3, above) is N (No), this field is ignored. 5. MAX AMOUNT: For state and/or city tax tables only. Used with item 3, above. If "Deduct Fed Tax" is Y (Yes), enter the maximum ANNUAL federal withholding amount allowed. For example, if your state allows for 50% of the federal withholding amount to be deducted up to $2000.00, enter 2000.00. The deduction will be computed until the total federal withholding for the year exceeds $2000.00. Once the "Max Amount" is reached, no further deductions of federal withholding will be allowed prior to the computation of state and/or city withholding. If there is no maximum, enter 999999.99. If "Deduct Fed Tax" (item 3, above) is N (No), this field is ignored. Page 297 6. MARITAL TABLE: This identifies the type of marital table. Enter M (Married), S (Single) or H (Head of Household). 7. ANNUAL DEDUCTION: Enter the ANNUAL amount allowed for ONE WITHHOLDING ALLOWANCE. Refer to the Federal Employer's Tax Guide, Publication 15, Percentage Method Income Tax Withholding Table or the appropriate state or city tax guide for the ANNUAL ALLOWANCE amount. 8. PCT: For state and/or city tax tables only. If your state allows, enter the deduction percentage as an alternative to entering a flat deduction amount. This field can also be used if your state gives the option of a dollar amount or a percentage amount as the annual deduction amount. If none of this applies, enter 0 (zero). 9. GREATER: For state and/or city tax tables only. Used with item 8, above. Use only if your state or city requires you to take either a dollar amount or a percentage amount and gives a qualifier. For example, enter Y (Yes), if your state income tax guide tells you to take either $5,000 or 17% of the gross income, whichever is GREATER. Enter N (No), if your state income tax guide tells you to take either $5,000 or 17% of the gross income, whichever is LESS. If none of this applies, enter Y (Yes). 10. ANNUAL WAGES OVER: Enter the ANNUAL beginning wage amount specified in the tax table in the federal, state or city tax guide. For example, look in the Federal Employer's Tax Guide, Publication 15, for the Tables for Percentage Method of Withholding, Table 7. The first amount in the "Over" column of Table 7 in the guide would be entered on the first line of the "Annual Wages Over" column on the screen, the second amount in the "Over" column of Table 7 in the guide would be entered on the second line of the "Annual Wages Over" column on the screen, and so on. 11. TAX AMOUNT: Enter the amount to be withheld in addition to the plus percentage entered in item 12, below. For example, look in the Federal Employer's Tax Guide, Publication 15, for the Tables for Percentage Method of Withholding, Table 7 for a Married person. The first "over" figure usually does not have a flat dollar amount to withhold, only a percent figure, so 0 (zero) would be entered on the first line of the "Tax Amount" column on the screen. The rest of the "Over" figures in Table 7 in the guide have both a flat dollar figure and a percent figure. Enter the dollar figure from the second line of Table 7 in the guide on the second line of the "Tax Amount" column on Page 298 the screen. Continue this pattern for any remaining Table 7 data. 12. PLUS PERCENT: Enter the percent figure used to calculate the amount of withholding. For example, look in the Federal Employer's Tax Guide, Publication 15, for the Tables for Percentage Method of Withholding, Table 7 for a Married person. The first "over" figure usually does not have a flat dollar amount to withhold, only a percent figure. Enter this percent figure on the first line of the "Plus Percent" column on the screen. The rest of the "Over" figures in Table 7 in the guide have both a flat dollar figure and a percent figure. Enter the percent figure from the second line of Table 7 in the guide on the second line of the "Plus Percent" column on the screen. Continue this for any remaining Table 7 data. 13. Continue with steps 10-12 until all tax data is entered. When you finish entering all of the amounts in their respective fields, press <F10> to save the changes you have made. At the prompt "Save Inputs[Y]:_", enter Y (Yes) to save the screen or N (No) to discard the changes. You will be returned to the Payroll Utility Menu. It is very important that you enter AND save the correct data into the correct fields of the tax tables, otherwise all of your tax calculations will be wrong for the entire year. Continue entering any additional state and/or city Tax Table(s) and information, and any information for Earned Income Credit, if needed. Please refer to your tax guides for further information. Repeat steps 1 through 13 for each tax table needed. Remember that each table created in the program will cover only the type of table and marital status indicated. For example, if a state table is created for married persons (the entries would include Tax Table:S, State code and Marital Table:M), only your married employees for the state will have withholding computed. Be sure to create a Single table and, if needed, a Head of Household table also for all state tax as well as for any city tax tables. If you find that withholding is not being calculated for any employees, check to be sure that the tax tables for their marital status and state code have been created. If multiple city withholding tax is required, additional state/city tax table must be created for each city under an additional state code. For example, for Pennsylvania, you may need to create one code for PA/Philadelphia and another table for P1/Scranton (Both the state AND city tax tables must be created for all three marital statuses [M,S,H].) PR6b - End-of-Period Posting The End-of-Period posting procedure is performed ONLY at the end of the CALENDAR year and AFTER you have printed your employees' Page 299 Form W-2 or Form 1099 forms. This process will remove all payroll transactions and clear all year-to-date information. This process must also be done before entering any new calendar-year transactions. If the end-of-period is not performed, employee year-to-date information will be incorrect and may cause deductions to be incorrect. WARNING It is very important that you make a backup copy of your data files before you run this End-of-Period Posting procedure. Once you run the End-of-Period Posting procedure, you cannot generate reports for the prior calendar year, since the transactions are erased during the procedure. The backup copy can be used if you need to retrieve any information from last years' payroll transactions. This backup data disk is your only way to recreate this payroll information. Do NOT restore this data to the current year's data file directory. Doing so will destroy the current data. To run the End-of-Period Posting, do the following: 1. From the Payroll Main Menu, select "Utility Menu". 2. From the Payroll Utility Menu, select "End of Period Posting" . 3. The first screen that appears contains several notices and warnings regarding the End-of-Period posting process. TAKE HEED OF ALL NOTICES AND WARNINGS ON THIS SCREEN! Press any key to continue. 4. Again, be sure you have made a backup data disk. 5. A small window in the middle of the screen says "Do you want to continue:". If you enter N (No), you will be returned to the Payroll Utility Menu. If you enter Y (Yes), the End-of-Period Posting procedure will be performed. PR6c - Print End-of-Year, Form W-2 This feature will print Form W-2 automatically, without you having to figure out any of the amounts. Load your printer with your pre-printed continuous forms, Form W-2. Continuous forms can be ordered from Deluxe Computer Forms by calling 1-800-328-0304. If you do not have continuous forms, Form W-2, the same information can be obtained from the Employee Listing report. Page 300 Bottom Line Accounting will print your employees' Form W-2 for only those who have had deductions from their wages, thus separating them from any employees whose wages are not subject to any withholding (these employees get the Form 1099 form instead). To print the Form W-2 forms, do the following: 1. From the Payroll Main Menu, select "Payroll Utility Menu". 2. From the Payroll Utility Menu, select "Print End of Year W-2s". The following screen appears: FIGURE OMITTED Figure PR6-3 W-2 Statements 3. At the destination prompt, select the destination of the report. 4. Enter the employee account number range for this report. Enter both the starting and ending employee numbers. The report will include all employees within this range. Press <F2> for a pop-up employee list at either prompt. 5. You will now be prompted for "Enter City Short Name" This name will be placed in the "Name of locality" box on the Form W-2. Enter an eight character city name. NOTE: Notice the message on the screen that warns about extra-deductions and non-taxable other earnings which are not included on the Form W-2 statement. These amounts must be entered manually in the appropriate boxes. 6. Next, at the "Print W-2 lineup[N]:" prompt, enter a Y (Yes) until you have the Form W-2s properly lined up in your printer. Once you answer this prompt with an N (No), your Form W-2's will be printed. Until you answer the alignment pattern with a N, you may abort the Form W-2 printing process and return to the Payroll Utility Menu by pressing <Esc>. After the Form W-2s have been printed, you will be returned to the Payroll Utility Menu. PR6d - Print End-of-Year, Form 1099 This feature will print Form 1099 forms automatically, without you having to figure out any of the amounts. Page 301 Load your printer with your pre-printed, continuous forms, Form 1099. Continuous forms can be ordered from Deluxe Computer Forms by calling 1-800-328-0304. If you do not have continuous forms, the same information can be obtained from the Employee Listing report. Bottom Line Accounting will print Form 1099 for only those employees who have had no deductions from their wages, thus separating them from employees whose wages are subject to any withholding (these employees get the Form W-2 instead). To print the Form 1099 forms, do the following: 1. From the Payroll Main Menu, select "Payroll Utility Menu". 2. From the Payroll Utility Menu, select "Print End of Year 1099s". The following screen appears: FIGURE OMITTED Figure PR6-4 1099 Statements 3. At the destination prompt, select the destination of the report. 4. Enter the employee account number range for this report. Enter both the starting and ending employee numbers. The report will include all employees within this range. For a pop-up employee list, press the <F2> key at either prompt. 5. Next, at the "Print 1099 lineup[N]:" prompt, enter a Y (Yes) until you have the Form 1099 forms properly lined up in your printer. When you answer this prompt with a N (No), your Form 1099 forms will be printed. Until you answer the alignment pattern with a N, you may abort the Form 1099 printing process and return to the Payroll Utility Menu by pressing <Esc>. After the Form 1099 forms have been printed, you will be returned to the Payroll Utility Menu. PR6e - Export Payroll Transactions This function is a very advanced feature, primarily used by expert users. It allows you to export all or part of the Payroll Transactions file, creating an ASCII text file. The arrangement, or record layout, of the ASCII text file is as follows: Field Name Start Length Mask Page 302 Employee # 1 6 Text/Number Period End Date 7 8 User-defined in configuration Regular Hours 15 7 ###.### Overtime1 Hours 22 7 ###.### Overtime2 Hours 29 7 ###.### Sick Hours 36 7 ###.### Vacation Hours 43 7 ###.### Holiday Hours 50 7 ###.### Gross Earnings 57 10 #######.## Fed Withholding 67 8 #####.## State Withholding 75 8 #####.## City Withholding 83 8 #####.## SoSec Taxes 91 8 #####.## HI Taxes 99 8 #####.## Extra Deduction 107 8 #####.## 401K Deduction 115 8 #####.## User1 Deduction 123 8 #####.## User2 Deduction 131 8 #####.## User3 Deduction 139 8 #####.## User4 Deduction 147 8 #####.## User5 Deduction 155 8 #####.## User6 Deduction 163 8 #####.## Tips 171 8 #####.## FUTA Tax 179 8 #####.## 401K Employer 187 8 #####.## User3 Employer 195 8 #####.## User4 Employer 203 8 #####.## User5 Employer 211 8 #####.## User6 Employer 219 8 #####.## Paid Date 227 8 User-defined in configuration Check Number 234 7 Text Accrued Vacation 241 7 ###.### Accrued Sick 248 7 ###.### Posted Flag 255 1 Y,N To export any part or all of your payroll transaction file, do the following: 1. From the Payroll Main Menu, select "Payroll Utility Menu". 2. From the Payroll Utility Menu, select "Export Payroll Transaction file". A window will appear. 3. At the "Export File Name:" prompt, enter the name you wish to give to the ASCII text file that will be created by the export, then press <Enter>. Notice that the filename extension of .TXT is already included. 4. Enter a "Starting Date:" and "Ending Date:". All payroll transactions within this date range will be Page 303 exported, creating the ASCII text file named in step 3, above. When the export is complete, you will be returned to the Payroll Utility Menu. PR6f - Payroll Configuration Settings The configuration settings allows you to configure this module to your specific company and to its specific General Ledger account numbers. This configuration is very important to your transactions, any pre-printed checks and to the General Ledger account numbers used. The Payroll configuration is comprised of three screens - the Payroll Configuration screen, the Tax & Accounts screen and the Check Writing Configuration screen. To set up your configuration, do the following: 1. From the Payroll Main Menu, select "Payroll Utility Menu". 2. From the Payroll Utility Menu, select "Payroll Configuration Settings". The following window appears: FIGURE OMITTED Figure PR6-5 Payroll Configuration This screen is the first of the three screens. Following is an explanation of each of the fields on the Payroll Configuration screen: 1. FEDERAL TAX ID: Enter your employer's federal tax identification number here. 2. STATE TAX ID: Enter your employer's state tax identification number here. 3. COMPANY NAME: Enter your company name here. 4. ADDRESS 1: Enter your company's address here. 5. ADDRESS 2: Enter a second address line here (if needed). 6. CITY: Enter your company's city name here. 7. STATE: Enter your company's state abbreviation here. Page 304 8. ZIPCODE: Enter your company's zip code here. 9. WORK DAYS/YEAR: Enter the actual number of days your employees will work each year, including all holidays. This number is usually 260 (52 weeks X 5 days). 10. HOURS PER DAY, WEEK, SEMI-MONTH, MONTH: Enter the number of hours your employees will work for the pay periods listed. When calculating for semi-month and month, calculate the hours based on a yearly division. For example, if your employee's work-week is 40 hours per week and they are paid semi-monthly, multiply 40 hours by the 52 weeks in the year, then divide by the 24 pay periods per year to equal 86.67 hours per pay period. 11. EMPLOYEE TIPS: This field is used to automatically calculate tips as a percent of wages when entering transactions. If you do not have tips or do not want automatic calculation, enter zero(0). 12. TAX & ACCOUNTS CONFIGURATION: At this prompt, press <Enter> and the following screen appears: FIGURE OMITTED Figure PR6-6 Tax & Accounts Configuration This is the second of the three configuration screens in the Payroll Configuration. Many of the fields on this screen require that you have set up General Ledger accounts used by this module. These accounts are used to interface the Payroll module with your General Ledger module. You will not be able to enter any payroll transactions until the required fields on this screen are completed with valid account numbers. Bottom Line Accounting allows for two user-defined (optional) earnings categories and six user-defined deduction categories. You can use any or all of these categories as needed. The "Title" column on this screen contains titles for each of the two user-defined earnings categories and six user-defined deduction categories. You should modify these titles if you plan to use them. The titles appear on the Add/Modify Employee and Year-to-Date screens and on the Add Transaction/Change Payroll Calculations screens. These titles may be changed by moving the cursor to the title to be changed and entering a new title. The title can include any characters and can be up to five characters in length. Page 305 EARNINGS: USER1, USER2: These two user-defined earnings fields are used when entering transactions (see Section PR3a -Transaction Data Fields). A. In the "TITLE" column, enter a title for each of the two earnings fields, if used. These titles will appear on the transaction screen. B. Next, in the "EXPEN" column, enter a default General Ledger expense account for the earnings. This expense account can be overridden when entering transactions, if needed. Enter 0 (zero) in any field not used. DEDUCTIONS: USER1, USER2: Like the two earnings categories above, these two deduction fields are also user-defined. A. In the "TITLE" column, enter a title for each of the two deductions fields, if used. These titles will appear on the transaction screen. B. Next, in the "LIAB" column, enter a default General Ledger liability account for each of the deduction categories used. These accounts can be overridden when entering transactions, if needed. Enter 0 (zero) in any field not used. DEDUCTIONS: USER3, USER4, USER5, USER6: These four deduction categories do not appear when entering transactions. Instead, they are used automatically for every payroll transaction, based on the information in the Employee Account screen (see Section PR2e - Adding Employee Accounts, number 27). They are very powerful and have many options. A. In the "TITLE" column, enter a title for each of the four deduction fields you will use. These titles will appear on the Employee Account screen (item 25) and on all reports showing these deductions. B. Next, in the "PERCENT" column, enter the percent of taxable gross wage, for the pay period, this deduction should calculate to. For example, if this deduction is 2.9% of the taxable gross wage, enter 2.9 (not .029) here. C. Next, in the "LIMIT" column, enter the maximum annual taxable gross wage limit for this deduction. For example, if this deduction is to be taken on just the first $10,000.00 of gross wage, enter 10000.00 in this field. Once this limit figure is matched by the gross wage for an employee, this deduction will no longer be calculated and deducted. Page 306 D. Next, in the "WHO" column, enter one of the following to determine who pays the deduction: C = Company (employer) E = Employee B = Both E. Next, in the "LIAB" column, enter a General Ledger liability account number for this deduction. Press <F2> for a pop-up General Ledger accounts list. Enter 0 (zero) in any field not used. F. Lastly, the "EXPEN" column. If the "WHO" column contains either a C (Company) or B (Both), you will need to enter a General Ledger expense account number in this column. If the "WHO" column contains an E (Employee), no General Ledger expense account number is needed. Press <F2> for a pop-up General Ledger accounts list. Enter 0 (zero) in any field not used. SoSec: (Required) At this prompt, enter the percent, limit, liability account and expense account as described in steps B through F, above. The liability and expense accounts used here cannot be the same as used with HI, below. Per federal rules, Social Security is paid by both the employee and employer, so the "WHO" column is always B (Both) and cannot be changed. HI: (Required) This is the Medicare (Hospital Insurance) portion of the separate withholding requirement. At this prompt, enter the percent, limit, liability account and expense account as described in steps B through F, above. The liability and expense accounts used for HI cannot be the same as used with SoSec, above. Per federal rules, this Hospital Insurance is paid by both the employee and employer, so the "WHO" column is always B (Both) and cannot be changed. The percent and dollar figures for the SoSec and HI fields can usually be found on page 1 of IRS Publication 15 (Circular E, Employer's Tax Guide). FUTA: (Required) At this prompt, enter the percent, limit, liability account and expense account as described in steps B through F, above. Per Federal rules, FUTA is paid only by the employer, so the "WHO" column is always C (Company) and cannot be changed. 401K: At this prompt, enter the percent, limit, who, liability account and expense account as described in steps B through F, above. The "WHO" column is hard-coded to B (Both) and cannot be changed. The 401K employee contribution amount (specified on the Employee Account screen) will be matched Page 307 by the employer, based on the percent figure entered on this line. For example, assume that the employee is contributing $30.00 per check to a 401K plan and the employer has agreed to contribute an additional 25%. Enter 25 (not .25) in the "PERCENT" column. This will cause the employee to contribute $7.50 per check to the employees 401K plan and will debit the expense account and credit the liability account specified. Only employee-contribution -based plans (with or without employer percentage contribution) are supported by the program. Employer-only contribution plans are not supported. G/L LIABILITY ACCOUNTS-FWH, SWH, CWH: At these three fields (Federal WithHolding, State WithHolding and City WithHolding), enter the appropriate General Ledger liability account numbers. Press <F2> for a pop-up General Ledger accounts list. If any of these fields are not used, enter 0 (zero). EXTRA AMOUNTS: EARNINGS - TAXABLE, ACCOUNT: These fields determine whether the "Extra Amount: Earnings" amount (entered in the Employee Account screen) is subject to withholding and to what General Ledger account the earning is applied. A. At the "Taxable:" prompt, enter Y (Yes) if the "Extra Amount: Earnings" is taxable or N (No) if it is not taxable. B. At the "Account:" prompt, enter the General Ledger account number (usually an expense account) to be debited for the extra earning. EXTRA AMOUNTS: DEDUCTIONS - PRE TAX, ACCOUNT: These fields determine whether the "Extra Amount: Deduction" amount (entered in the Employee Account screen) is subject to withholding and to what General Ledger account the deduction is applied. A. At the "Pre Tax:" prompt, enter either: Y (Yes) if the "Extra Amount: Deductions" should be taken out BEFORE withholding calculations OR N (No) if the "Extra Amount: Deductions" should be taken out AFTER withholding calculations. B. At the "Account:" prompt, enter the General Ledger account number (usually a liability account) to be credited for the extra deduction. Page 308 When this screen is complete, you will automatically be shown the "Check Writing Configuration" screen described in step 13, below. NOTE: If any field in the Tax & Accounts Configuration screen is invalid, you will get an error message and the cursor will land on the invalid field. Enter the corrected data into the field and press <F10> to save the screen. This process will continue until all fields are valid. 13. CHECK WRITING CONFIGURATION: Pressing <Enter> at this prompt will bring up the "Check Writing Configuration" screen, the third of the three configuration screens, as shown below: FIGURE OMITTED Figure PR6-7 Check Writing Configuration - Continuous Feed Check This figure shows all the Row and Column settings needed to support the continuous feed check from Deluxe Computer Forms - product number 091001. These are also the default settings in the Bottom Line Accounting software. If you are using a different continuous form check, you can customize your check writing by changing the settings for the various fields. Refer to the descriptions following 6-8 for each field. FIGURE OMITTED Figure PR6-8 Check Writing Configuration - Laser Check This figure shows all the Row and Column settings needed to support the laser check from Deluxe Computer Forms - product number 081067. If you are using a different laser check, you can customize your check writing by changing the settings for the various fields. Refer to the descriptions following Figure PR6-8 for each field. CHECK PRINTER PORT: This allows you to select which printer port to use for check writing, allowing the use of a second printer just for checks, if desired. This is a multiple choice field. To change the port selection, press the space bar or click the left button on your mouse. When the correct port is displayed, press <Enter>. LAST CHECK NUMBER USED: Enter the last used payroll check number. CHECK POSITIONS: The next 14 fields allow you to customize your check printing positions. The pre-printed Page 309 checks mentioned above may be purchased from Deluxe Computer Forms (1-800-328-0304). Bottom Line Accounting also has an on-line order form (select Order from the Main Menu along the top of the screen) for ordering checks from Deluxe Computer Forms. The following checks, and their form numbers, are recommended for use with the Payroll module and may be ordered from Deluxe: Continuous form checks #091001 Laser checks #081067 See the Deluxe insert for more information on either style of check. To order either style check, call Deluxe toll free at 1-800-328-0304 and mention our product code "TO9212". From Canada, call 1-800-826-3714. The settings shown in Figures PR6-7 and PR6-8 above are for use with the recommended payroll checks from Deluxe. By changing these settings, you can use virtually any check with the payroll module. Changing the Row and Column settings will physically move the printed information on the check or stub. To omit the printing of an item, enter 0 (zero) in the Row column for that item. For example, to omit the printing of the check number on the check, enter 0 (zero) in the Row column for the Check Number. NOTE: ROW indicates horizontal lines starting from the top of the check and counting down, six rows to the inch. COLUMN indicates vertical lines starting from the left side of the check and counting to the right, ten columns to the inch. STUB POSITIONS: The four Row and Column fields are used to customize your check stub starting print positions. Enter the starting row and column positions for the top and bottom stub. If your check forms have only one stub, use the Top Stub Row and Column fields. To omit a stub from printing, enter zero(0) in the Row and Column fields. CHECK INIT STRING: These are optional fields that allow you to send a special set-up string to the printer, before printing checks, if needed. It can be used to turn off your out-of-paper sensor or to use special fonts. Normally, they are not used and should have zeros(0) in all fields. CHECK EXIT STRING: These are optional fields used to reset the printer after printing checks, if needed. Normally, if the Check Init String above is used, these fields are also used. Otherwise, all fields should have zeros(0). When completed, press <F10> to save your new data and return to the Payroll Utilities Menu. Page 310 SECTION PR-SEVEN - HINTS AND SUGGESTIONS 1. Keep a CURRENT backup copy of your data disk each time you update your data. This will safeguard against loss of data due to a power outage or other problem. 2. When printing checks, be sure that your printer is in its default 10 character-per-inch mode, and that it is set with its normal margins. Deviation from this will result in the inability to line up your pre-printed checks. 3. The following explains how this Payroll module calculates deductions: A. Bottom Line Accounting figures the yearly gross income by multiplying the wages paid for this pay period by either: 12 for employees paid monthly 24 for employees paid semi-monthly 26 for employees paid bi-weekly 52 for employees paid weekly B. Next, deductions and exemptions are subtracted. Deductions are equal to the "Annual Deduction Amount" (from the appropriate tax table) times the number in the "Deduction: SWH" field (from the Employee Account screen) plus any amounts in the "State Annual:Exemption" field (from the Employee Account screen). If the employee claims more than one deduction ("Deduction: SWH" field from the Employee Account screen) and the annual deduction amount (from the appropriate tax table) multiplied by the number in "Deduction: SWH" field (in the Employee Account screen) is not correct according to the state tax guide, then you can add any additional amounts in the "State Annual:Exemption" field (in the Employee Account screen). For example, from the state tax guide, the annual deduction amount for one deduction is $2,500 and for two deductions is $3,000. If the employee claims two deductions, enter $2,500 in the "Annual Deduction Amount" field (on the appropriate tax table) and a 1 in the "Deduction: SWH" field (in the Employee Account screen). Enter the remaining $500 in the "State Annual:Exemption" field (in the Employee Account screen). C. Next, if "Deduct Fed Tax" field (from the tax table) has Y, the Federal withholding is subtracted. D. The net amount of the above equals the annualized taxable wage. Page 311 E. Next, using the annualized taxable wage, the Payroll module will calculate the annualized withholding amount for that annualized wage amount. F. Then, any tax credit amount entered in the "State Annual:Tx Credit" field (in the Employee Account screen) is subtracted from the annualized withholding amount. G. Finally, the annualized withholding amount is divided by the number of pay periods in one year. The result is the withholding amount for this pay period. 4. Entering After-the-Fact Payroll : When entering after-the-fact payroll transactions, the module will calculate the gross pay due from the information in the Employee Account screen and the Transaction screen. To view this figure, and all deductions and expenses associated with this transaction, press C when prompted"(C)hange calculations or Input Correct(Y,N):". If the "GROSS PAY" amount is not correct, DO NOT change any of the "-- EARNINGS --" figures on this screen. Instead, press <Esc>, then respond to the prompt above with N. To have the module calculate the correct "-- EARNINGS --" amounts, you must change the "Payrate", "Overtime" and/or "Holiday" amounts on the Employee Account screen or the "Hours Paid:" figures on the Transaction screen and then re-calculate the transaction. Changing the "-- EARNINGS --" amounts on the Change Payroll Calculations screen will not cause the transaction to be re-calculated. Therefore, the original "GROSS PAY" figure is used as the wage amount for Social Security and HI (Medicare) wages paid. The result will be that the Quarterly Tax Summary reports and the Year-to-Date figures used for printing reports will not be correct. "-- EMPLOYER --" and "-- DEDUCTIONS --" may be adjusted as needed to match the pre-paid payroll amounts, if different. See Section PR3b - Entering a Payroll Transaction for additional information on entering transactions. 5. When you perform searches for or modifications to transactions, the fastest way to search through the Page 312 transaction file is to include at least the Employee number, month and year of the transaction. Page 313 POINT of SALES/INVOICING SECTION PS-ONE - INTRODUCTION PS1a - The POS/Invoicing Module This module allows you to create and print either product and service invoices while at the same time creating the appropriate transactions for interface with the Inventory, Accounts Payable and General Ledger modules. With this module you can create invoices on-the-fly or enter data now and print the invoices later. The greatest benefit of this module is that you can print invoices on-the-fly, while the system automatically creates ALL transactions necessary to: reduce your on-hand inventory levels; add credit customer purchases to Accounts Receivable balances; and create General Ledger journal entries to record the sale (income). Many pop-up windows for inventory items, customers, specific costing and price levels make this module very easy to use with minimal effort. When using this module with Inventory and/or Accounts Receivable, most of your data input chores are eliminated because data is automatically transferred from these other modules. Integrated data includes price levels, inventory items, bill to/ship to addresses, due days, terms and sales tax. These interfaces make invoice creation very fast and efficient. Benefits of using this module are: * On-the-fly invoice printing. * Provides either product or service invoices. * Automatic sales tax calculations. * Interfaces with Inventory, Accounts Receivable and General Ledger. * Up to 10 pre-defined pop-up service descriptions. * Automatically reduces inventory levels. * Adds credit customers to Accounts Receivable balances. * Records both income and inventory reduction transactions. * Allows for partial payments for credit customers. Some of the great features of this module include: * Unlimited transactions. * Automatic invoice number incrementing. * Ship to/bill to addresses. * Reprint invoices at any time. * Pop-up item number look-up. * Add inventory item numbers on-the-fly. * Add customers on-the-fly. * Three pop-up pricing levels from inventory. * Uses blank paper or pre-printed invoices. * Reverse (delete) invoices. Page 314 * Service invoice is the same format as Accounts Receivable invoice. * Up to 50-character description for service invoices. * Retains complete invoice detail. * Supports miscellaneous charges. Reports Include: * POS/Invoicing Journal * Product Invoices * Service Invoices * Non-Posted Transaction Journal * G/L Distribution Report PS1b - Integration/Operation The Bottom Line Accounting Point of Sale/Invoicing module fully integrates with the Inventory, Accounts Receivable and General Ledger modules. This module's function is to print invoices with on-the-fly option, while generating all appropriate accounting transactions for the three module's above. It will generate transactions which account for income, cash received, accounts receivable, inventory and cost of goods sold. The following describes, from an accounting point of view, what transactions this module performs. GENERAL LEDGER ACCOUNTS INVOICE TYPE TYPE OF SALE DEBIT ACCOUNT CREDIT ACCOUNT PRODUCT Cash Cash Income w/Inventory Cost of Goods Sold Inventory Asset Credit (A/R) Accounts Receivable Income w/Inventory Cost of Goods Sold Inventory Asset SERVICE Cash Cash Income (No Inventory Interface) Credit (A/R) Accounts Receivable Income Typically with Inventory, when goods are sold, there are two transactions to be made. The first records the sale (a debit to cash and a credit to income) and the second reduces inventory and records cost of goods sold (a debit to COGS and a credit to inventory). This module will create both of these transactions, if the interface to Inventory is set to Y. If you are using the Accounts Receivable module, this module will also create the Page 315 transaction necessary for that module, if the interface to Accounts Receivable is set to Y. PS1c - POS/Invoicing Setup The following steps are to help you in setting up your new Point of Sale/Invoicing module. They are only a guide and are not intended to replace reading the appropriate sections in this manual. It is assumed that you have already installed Bottom Line Accounting on your hard disk and have started the program. If this is not the case, refer to the Getting Started User's Manual before reading any further. 1. If you are using the Accounts Receivable module and/or the Inventory module, you MUST set up those modules first, before you can set up this module. If you have not done so, set up those modules now. If you have already set up those modules or are not using them, continue with step 2. 2. The next step is to set up the POS/Invoicing configuration. To do this, follow these steps: A. From the Bottom Line Accounting Main Menu (across the top of the screen), select "poS". The following screen appears: FIGURE OMITTED Figure PS1-1 POS/Invoicing Main Menu B. From this POS/Invoicing Main Menu, select "POS/Invoicing Utility Menu". From this menu, select Configuration Settings and set your configuration options. This process sets up your interface with other modules, invoice forms, service descriptions, printer port and other options. It is mandatory that this process be performed before continuing. See Section PS4b - Configuration Settings for further details. 3. You are now ready to use POS/Invoicing to enter/print your invoices. From the POS/Invoicing Main Menu, select "Transactions Menu". From that menu, select either "Input Product Invoices" or "Input Service Invoices". See Section PS-Two - Transactions for further instructions. NOTE: In the above configuration settings, if "Interface To Inventory" is set to N, then only the "Input Service Invoices" transaction is allowed. Page 316 4. After you have entered transactions (invoices), you can print reports on-the-fly or from the POS/Invoicing Reports Menu. See Section PS-Three - Reports for information on the different reports available. Page 317 SECTION PS-TWO - TRANSACTIONS Transactions are the input of information needed to create an invoice. All transactions (invoices) entered will affect sales (income) and cash amounts. If this module is interfaced with the Inventory and/or Accounts Receivable module, the appropriate transactions for these modules are also created. This module supports both product and service invoices. If you are using this module with the Inventory module, you will be able to create both types of invoices. When entering product invoices, integration with Inventory allows you to select inventory items to be included in this invoice. These items can be both product and service type items. If you only sell services, then service invoices will be better suited for your needs. Service invoices allow you to enter a 50-character description for each line of the invoice. Both purchase and return transactions may be entered here. Purchases have positive quantity figures, while returns have negative quantity figures. The system will automatically adjust transactions accordingly. PS2a - Transaction Data Fields The following describes each of the data fields found in both types of invoice transactions: INVOICE: (Required) This field allows you to enter an invoice number for this transaction. The default for this field will be automatically incremented from your last entered invoice number. To override this default, simply enter the new invoice number. Invoice numbers used in the POS invoicing module are unique to POS. They are NOT transferred to the A/R module which has its own unique invoice number sequence. If you are using both the A/R invoice and the POS invoicing modules, this should be considered when selecting the initial invoice number in each module to avoid possible conflicting invoice numbers. DATE: (Required) Enter here the date for this transaction. The default for this date will be your computer's current date. REP: (Optional) Enter a four digit abbreviation for the name of the sales person (representative) selling this item. This information prints on the invoice. SHIP VIA: (Optional) Enter the shipping method for this invoice. Examples might include "UPS Blue" or "Take". FOB: (Optional) Enter the FOB point for this invoice. This information will print on service invoices only. The default Page 318 for this field will be the FOB setting in the configuration settings. See Section PS4b - Configuration Settings for default setting information. PO NUMBER: (Optional) Enter the customer's purchase order number here. This data will print on both product and service invoices. CUSTOMER: (Optional) If this is a cash transaction or you are not using the Accounts Receivable module, leave this field blank. If you are using the Accounts Receivable module, this field, when used, interfaces this invoice with Accounts Receivable. Enter the customer's Accounts Receivable account number in this field. Press <F2> for a pop-up Accounts Receivable customer accounts list. Upon selecting an Accounts Receivable customer number, the customer's billing and shipping addresses, terms and tax rate are transferred into this invoice. ADDRESS: (Optional) At this prompt, press <Enter> and a pop-up ship to/bill to address window will appear. Enter the customer's addresses in these fields. To skip the address fields, press the <Tab> key. If you entered a customer number (above), this information is transferred from the Accounts Receivable module. SHIP DATE: (Optional) Enter the ship date for this invoice. This date will print on the service invoices only. The default for this date will be your computer's current date. TERMS: (Optional) Enter the terms for this invoice. For cash transactions, you may leave this field blank or enter "Cash". If you selected a customer number (above), the default for this field will transfer from the Accounts Receivable module. MISC CHARGE: (Optional) This field allows you to enter any miscellaneous charge, such as shipping or handling. It will be added as a non-taxable item to the invoice total. QUANTITY: (Required) Enter the quantity of the goods or services to be sold. This number must be a whole number, not fractional. For example, numbers like 1 or 32 or 100 can be entered but numbers like 1.5 can not be entered. For customer returns, precede the number with a minus sign. For example, -1 or -32. Any product invoice lines with a 0 (zero) quantity will not be printed on the invoice. On service invoices, this field may be 0 (zero) for any line after the first line of the invoice. However the first line MUST be a number other than 0 (zero). Also, see Unit Price below. Discounts and allowances may be entered with a negative number in the quantity field. Page 319 NOTE: When a customer returns goods, a new transaction (with a new invoice number) must be created to reflect the return. ITEM NUMBER: (Required) (Used only with product invoices) Enter the inventory item number being sold. Press <F2> for a pop-up item number listing. DESCRIPTION/REFERENCE: (Required) This field has a dual purpose. SERVICE INVOICES: At this prompt, enter the description for this service. If you have set up any pre-defined service descriptions (see Section PS4b - Configuration Settings), press <F2> for a pop-up window of these descriptions. PRODUCT INVOICES: This prompt will default to the description of the item selected above. If this item uses specific unit costing, you must enter the reference (serial number) for the item being sold. Press <F2> for a pop-up window of specific units available for sale. T: (Required) This field determines whether this item is taxable or not. Enter Y for taxable or N for non-taxable. For product invoices, the default for this field is set by the inventory item taxable flag, but may be overridden (changed) on the invoice. ACCT #: (Required) This field determines to which income account this item will be posted. If you have entered a "Sales Income" account number in the configuration, this field is automatically completed and skipped. If your "Sales Income" account number in the configuration is 0 (zero), you MUST enter an income account number here. Press <F2> for a pop-up Chart of Accounts listing. UNIT PRICE: (Required) Enter the per-unit price for the item being sold. For product invoices, this field will default to the selected items "Price A" price. You may press <F2> for a pop-up list of prices A through D for this item. On service invoices, the first line of description must have a price figure other than 0 (zero). For the second or more lines of description, you may enter a unit price of 0 (zero). Also see Quantity, above. Discounts and allowances are entered as positive unit price. See Quantity, above, for entry of negative number (for example, -1 (minus one). Page 320 AMOUNT: This field is automatically calculated, based on the Quantity field times the Unit Price field. PS2b - Entering Product Invoices Product invoices are used to record sales of inventory items. This type of invoice is allowed only if this module is interfaced with the Inventory module. All other invoices must be entered using the service invoices as described in Section PS2c - Entering Service Invoices. To enter a product invoice transaction, do the following: 1. From the POS/Invoicing Main Menu, select "Transactions Menu". The following screen appears: FIGURE OMITTED Figure PS2-1 Transactions Menu 2. From the Transactions Menu, select "Input Product Invoices". The following screen appears: FIGURE OMITTED Figure PS2-2 Add Product Invoice The following transaction will simulate the sale of software: 1. INVOICE: Press <Enter> to accept the default invoice number. You may over-write this number if desired. Invoice numbers used in the POS invoicing module are unique to POS. They are NOT transferred to the A/R module which has its own unique invoice number sequence. If you are using both the A/R invoice and the POS invoicing modules, this should be considered when selecting the initial invoice number in each module to avoid possible conflicting invoice numbers. 2. DATE: Enter the date of this transaction. 3. REP: Enter an abbreviation for this sales person. 4. SHIP VIA: Enter the shipping method for this sale. 5. FOB: Enter the FOB location or press <Enter> for default. Page 321 6. PO NUMBER: Enter the customer's purchase order number. 7. CUSTOMER: If this customer is included in the Accounts Receivable customer accounts list, enter the account number here. For a pop-up customer accounts list, press <F2>. For cash sales leave this field blank. 8. ADDRESS: Press <Enter> for a pop-up ship to/bill to address input window. To skip the address, press the <Tab> key. 9. SHIP DATE: Enter the shipping date. 10. TERMS: Enter the terms for this sale. For Accounts Receivable customers, this field will default to their customer configuration. 11. MISC CHARGE: Enter any other charges (Shipping, handling, etc.). 12. QUANTITY: Enter the quantity of the item. 13. ITEM NUMBER: Enter the inventory item number. Press <F2> for a pop-up inventory item number list. You can select an item from inventory that has a 0 (zero) quantity on-hand and sell that item. Selling any item(s) that have a 0 quantity will result in a zero cost being applied to the sale. 14. DESCRIPTION/REFERENCE: If the item number entered above uses specific unit costing, enter the reference (serial number) of the item being sold. If not, press the <Enter> key to continue to the next field. 15. T: Enter Y if this item is taxable, or N if non-taxable. 16. ACCT #: Enter the General Ledger INCOME account number for this item. Press <F2> for a pop-up Chart of Accounts list. If the configuration has an Income account number other than 0 (zero), this number will automatically be entered here and the field will be skipped. 17. UNIT PRICE: The default unit price will be "Price A" for this item. Press <F2> for a pop-up listing of prices A through D. Page 322 18. Continue entering other items to be sold on the next lines, repeating steps 12 through 16. You may enter up to 19 items per invoice. 19. After all items are entered, press the <F10> key. A window will appear showing the invoice total, as shown below: FIGURE OMITTED Figure PS2-3 Product Invoice Total Window 20. Received: Enter the amount of payment received (if any) at this prompt. The system will then calculate and display the change owed to the customer. If this is a credit purchase (customer number entered above) you may enter zero or any partial payment amount at the "Received" prompt. The balance due will automatically be added to the customer's Accounts Receivable balance. 21. Card#: (Optional) If this invoice is paid by credit card, enter the credit card number at this prompt. This number will appear on the printed invoice. 22. Type: (Optional) Enter the type of payment received. Examples can include VISA, Cash, etc.). This information will appear on the printed invoice. 23. Exp: (Optional) If this invoice is paid by credit card, enter the expiration date of the card at this prompt. This date will not appear on the printed invoice. 24. Auth: If any type of authorization is required for this invoice, enter the authorization number (up to six characters) at this prompt. This information will appear on the printed invoice. 25. Lastly, at the "(P)rint Invoice or Inputs Correct(Y/N):Y" prompt do the following: A. Press P to print an invoice now. Pre-printed product invoice number 090678 or plain paper can be used. You may, however, print it later by going to the reports menu. See Section PS-Three - Reports for more information. NOTE: Selecting P to print the invoice does not save the invoice as a transaction. To save the Page 323 transaction after printing, press Y (see below). B. Press Y or <F10> to save the invoice and create all related transactions for inventory reduction, accounts receivable balances, etc. C. Press N if the transaction in incorrect. You will then be allowed to make necessary corrections. Press <F10> when done. PS2c - Entering Service Invoices Service invoices are used to record sales of services. To enter service invoice transactions, do the following: 1. From the POS/Invoicing Main Menu, select "Transaction Menu". The following screen will appear: FIGURE OMITTED Figure PS2-4 Transactions Menu 2. From the Transactions Menu, select "Input Service Invoices". The following screen appears: FIGURE OMITTED Figure PS2-5 Add Service Invoice The following transaction will simulate the sale of a service: 1. INVOICE: Press <Enter> to accept the default invoice number. 2. DATE: Enter the date of this transaction. 3. REP: Enter an abbreviation for this sales person. 4. SHIP VIA: Enter the shipping method for this sale. 5. FOB: Enter the FOB location or press <Enter> for default. 6. PO NUMBER: Enter the customer's purchase order number. 7. CUSTOMER: If this customer is included in the Accounts Receivable customer accounts list, enter the Page 324 account number here. Press <F2> for a pop-up customer accounts list. For cash sales, leave this field blank. 8. ADDRESS: Press <Enter> for a pop-up ship to/bill to address input window. To skip the address, press the <Tab> key. 9. SHIP DATE: Enter the shipping date. 10. TERMS: Enter the terms for this sale. For Accounts Receivable customers, this field will default to their customer configuration. 11. MISC CHARGE: Enter any other charges (Shipping, handling, etc.). 12. QUANTITY: Enter the quantity, as a whole number (no decimals). 13. DESCRIPTION: Enter the description of the service. Press <F2> for a pop-up window of your 10 preset service descriptions (see Section PS4b - Configuration Settings for information on creating the service descriptions). 14. T: Enter Y if this item is taxable, or N if the item is non-taxable. 15. ACCT #: Enter the General Ledger income account number for this item. Press <F2> for a pop-up Chart of Accounts window. 16. UNIT PRICE: Enter the per-unit price of the item. 17. Continue entering items on the next lines, repeating steps 12 through 16. You may enter up to 15 items per invoice. 18. After all items are entered, press <F10>. A window will appear showing the invoice total as shown below: FIGURE OMITTED Figure PS2-6 Service Invoice Total Window 19. Received: Enter the amount of payment made at the "Received" prompt. The system will then calculate and display the change owed to the customer. If this is a credit purchase (customer number entered above), you may enter zero or any partial payment Page 325 amount and the balance due will automatically be added to the customer's Accounts Receivable balance. 20. Card#: (Optional) If this invoice is paid by credit card, enter the credit card number at this prompt. This number will appear on the printed invoice. 21. Type: (Optional) Enter the type of payment received. Examples can include VISA, Cash, etc.). This information will appear on the printed invoice. 22. Exp: (Optional) If this invoice is paid by credit card, enter the expiration date of the card at this prompt. This date will not appear on the printed invoice. 23. Auth: If any type of authorization is required for this invoice, enter the authorization number (up to six characters) at this prompt. This information will appear on the printed invoice. 24. Lastly, at the "(P)rint Invoice or Inputs Correct(Y/N):Y" prompt do the following: A. Press P to print an invoice now. Pre-printed service invoice number 091300 or plain paper can be used. You may, however, print it later by going to the reports menu. See Section PS-Three - Reports for more information. NOTE: Selecting P to print the invoice does not save the invoice as a transaction. To save the transaction after printing, press Y (see below). B. Press Y or <F10> to save the invoice and create all related transactions for inventory reduction, accounts receivable balances, etc. C. Press N if the transaction in incorrect. You will then be allowed to make necessary corrections. Press <F10> when done. PS2d - Modify/Reverse Invoice This feature allows you to make changes to or reverse (delete) any previously saved invoices. This feature can effect up to four modules (POS/Invoicing, Inventory, Accounts Receivable and General Ledger). Because of this interaction between modules, this feature will work only if BOTH of the following conditions are met: Page 326 1. If the invoice involved a customer included in the Accounts Receivable customer list, that customer MUST still be active AND 2. the present POS/Invoicing configuration MUST be the same as when the original invoice was saved. For example, assume that invoice number 900123 was entered and saved on 09-01-91 and the POS/Invoicing configuration had both "Interface" settings set to Y. To modify or reverse this invoice, the POS/Invoicing configuration MUST have both "Interface" settings set to Y. If either setting is set to N, this feature will not complete its function. To modify or reverse (delete) an invoice, do the following: 1. From the POS/Invoicing Main Menu, select "Transactions Menu". 2. From the Transactions Menu, select "Modify/Reverse Invoice". The following screen appears: FIGURE OMITTED Figure PS2-7 Invoice Search 3. At the "Invoice:" prompt, enter the invoice number of the invoice to be modified or reversed, then press <Enter>. Bottom Line Accounting will search for any invoice with the number you specified and display it when found. NOTE: If no invoice is found, you will be returned to the Transactions Menu. 4. When an invoice is found, Figure PS2-7, above, will show the customer number and the date of the invoice. At the bottom of the window is the prompt: (M)odify (R)everse (Q)uit: Answer this prompt in one of these three ways: M (Modify) allows you to change any of the fields on the original invoice EXCEPT quantity. After making the necessary changes, press <F10> to save the transaction. You will be returned to the Transactions Menu. Since quantity interacts with the inventory module, changes in the original POS invoice is not permitted. Page 327 Reverse the original POS transaction and the inventory will be updated or enter a return transaction for the difference between the original invoice and the correct quantity. If you reverse the original, re-enter the corrected invoice in POS. R (Reverse) will effectively delete the invoice from the POS/Invoicing module and create reversing entries to correct any other modules that were effected by the original invoice (Accounts Receivable, Inventory and/or General Ledger). After confirming the reversal, you will be returned to the Transactions Menu. Q (Quit) allows you to exit this function with altering any invoices. You are returned to the Transactions Menu. PS2e - Points To Remember 1. The following describes, from an accounting point of view, what transactions this module creates when adding transactions. GENERAL LEDGER ACCOUNTS INVOICE TYPE TYPE OF SALE DEBIT ACCOUNT CREDIT ACCOUNT PRODUCT Cash Cash Income w/Inventory Cost of Goods Sold Inventory Asset Credit (A/R) Accounts Receivable Income w/Inventory Cost of Goods Sold Inventory Asset SERVICE (No Cash Cash Income Inventory Interface) Credit (A/R) Accounts Receivable Income 2. When using this module with the General Ledger module (required), transactions will be generated which must be posted to the General Ledger via the General Ledger Utilities Menu. These transactions include debiting cash and crediting income. 3. When interfaced with the Inventory module (optional), transactions will be generated in the Inventory module which reflect debits to cost of goods sold and credits to the inventory asset account, as if the transaction was actually created in that module (no posting required). 4. When interfaced with the Accounts Receivable module (optional), transactions will be generated in the Page 328 Accounts Receivable module which reflect debits to the accounts receivable account and credits to the income account, as if the transaction was actually created in that module (no posting required). Credit purchases would obviously override the cash transaction in point 2, above. Page 329 SECTION PS-THREE - REPORTS The POS/Invoicing Reports Menu allows you to generate reports from your POS/Invoicing database. This section will explain how these reports can be created. PS3a - Explanation of Reports Each of the POS/Invoicing reports can be sent to your monitor's screen for immediate viewing, to your printer for a hard copy or to a disk file for later retrieval. Various parameters can be specified to give you the specific report you want. Each of the five available reports are described below. All reports can be printed at any time and as many times as necessary. Samples of these reports are shown in Appendix G and can be printed while using the "SAMPLE" accounts. POS/Invoicing Journal: This report lists all of the transactions which took place during a specific date range. Product Invoices: This report will print product invoices. You may print one or a range of invoice numbers. Only those invoices which were entered as product type invoices will be printed. Service Invoices: This report will print service invoices. You may print one or a range of invoice numbers. Only those invoices which were entered as service type invoices will be printed. Non-Posted Transaction Journal: This report lists all of the POS/Invoicing transactions which have not been posted to the General Ledger module. G/L Distribution Report: This report shows all the debits and credits which will be posted to the General Ledger module within a specified date range. The report provides account numbers, account names and debit and credit amounts in General Ledger account number order. PS3b - General Instructions for Generating Reports To generate any report, do the following: 1. From the POS/Invoicing Main Menu, select "Reports Menu". The following screen appears: FIGURE OMITTED Page 330 Figure PS3-1 POS/Invoicing Reports Menu 2. From the POS/Invoicing Reports Menu, select the report you want to generate (e.g., POS/Invoicing Journal). This example will print the POS/Invoicing Journal report. Other reports are covered later in this section. PS3c - POS/Invoicing Journal Report FIGURE OMITTED Figure PS3-2 POS/Invoicing Journal Input Screen 1. As stated earlier, you can send any of the reports to your monitor's screen (S), to a printer (P) or to a disk drive (D) where the report will be stored as a disk file with its own filename. NOTE: If you try to send a report to a printer and do not have a printer, you will receive an error message. The first prompt on all of the report input screens is the destination prompt. It appears as follows: Screen,Printer,Disk(S,P,D): Entering an S (for screen) or a P (for printer) will send the report to the screen or printer, respectively. If you enter a D (for disk), the system will prompt you for a disk filename. You can enter any name you wish, following the DOS naming conventions. The report will then be saved on the default disk drive with the filename you entered, followed by a filename extension of ".RPT". If you enter a filename that already exists, the system will ask if you want to delete the old file. Answering Y (Yes) will replace the existing report with the new report. Answering N (No) will append (add on) the new report to the already existing report. The disk file is created in ASCII format, thereby allowing it to be imported into a word processor, spreadsheet or database for customized reports. At the "Screen,Printer,Disk(S,P,D):" prompt, enter the letter for the destination of your report. (For this example, enter the letter "S".) 2. For some reports, you will need to specify a date range. The date-prompt format will be the format specified in the System Configuration Settings. Refer Page 331 to Section GS3d - Setting the System Configuration in the Getting Started section of this manual. The date prompt appears as follows: Starting Date: 01-01-93 Ending Date: 01-31-93 These dates determine the starting and ending date for the report and are included in the heading of the report. The date range can be as short as one day. NOTE: The ending date can never be more than one year after the starting date (e.g., starting date as 09-01-92 and ending date as 08-31-93). 3. After entering the date, the report will be sent to the screen. The following discusses the other report selection input screens. Any prompts already discussed will not be covered in detail. PS3d - Product Invoices 1. From the POS/Invoicing Main Menu, select "Reports Menu". 2. From the POS/Invoicing Reports Menu, select "Product Invoices". The following screen appears: FIGURE OMITTED Figure PS3-3 Product Invoices Input Screen 3. At the destination prompt, select the destination for your report. 4. At the "Invoice Starting" prompt, enter the first invoice number you wish to print. 5. At the "Invoice Ending" prompt, enter the last invoice number you wish to print. All product invoices within this invoice number range will be generated. PS3e - Service Invoices 1. From the POS/Invoicing Main Menu, select "Reports Menu". Page 332 2. From the POS/Invoicing Reports Menu, select "Service Invoices". The following screen appears: FIGURE OMITTED Figure PS3-4 Service Invoices Input Screen 3. At the destination prompt, select the destination for your report. 4. At the "Invoice Starting" prompt, enter the first invoice number you wish to print. 5. At the "Invoice Ending" prompt, enter the last invoice number you wish to print. All service invoices within this invoice number range will be generated. PS3f - Non-Posted Transaction Journal Report 1. From the POS/Invoicing Main Menu, select "Reports Menu". 2. From the POS/Invoicing Reports Menu, select "Non-Posted Transaction Journal". The following screen appears: FIGURE OMITTED Figure PS3-5 Non-Posted Transaction Journal Input Screen 3. At the destination prompt, select the destination for your report. The report will be generated. PS3g - G/L Distribution Report 1. From the POS/Invoicing Main Menu, select "Reports Menu". 2. From the POS/Invoicing Reports Menu, select "G/L Distribution Report". The following screen appears: FIGURE OMITTED Figure PS3-6 G/L Distribution Report Input Screen Page 333 3. At the destination prompt, select the destination for your report. 4. At the Date prompts, enter the date range (as described above) for this report. The report will be generated. Page 334 SECTION PS-FOUR - UTILITIES The POS/Invoicing Utility Menu contains two important menu items, both of which are covered in detail below. To access the POS/Invoicing Utility Menu, select "POS/Invoicing Utility Menu" from the POS/Invoicing Main Menu. The following Menu will appear: FIGURE OMITTED Figure PS4-1 POS/Invoicing Utility Menu PS4a - End-of-Period Posting The End-of-Period posting is performed only at the end of an accounting cycle (usually at the end of the year). This process will close out all of the transactions. All transactions are read (through date selected) and all old transactions removed. The best time to actually run the End-of-Period posting is on January 1 or on the first day of the new accounting period. This procedure should be run only after you are certain that there are no more transactions to be posted in the old accounting period and after you have made a usable backup copy of your data files. NOTE: It is very important to make a usable backup copy of your data files before you run the End-of-Period posting. If you need to get a listing of your last accounting period's transactions, your backup data disk is your only way to recreate the last accounting period. Furthermore, once you have run this process, you cannot generate reports for the time period covered by the End-of-Period posting. Please refer to Section GS4g - BackUp of Data Files in the Getting Started section of this manual for instructions on how to back up your data files. The only requirement for running an End-of-Period posting is if you are running out of disk space. You can keep your transaction files active for as long as you want, provided you have enough disk space. To run the end-of-year posting, select "End of Period Posting" from the POS/Invoicing Utility Menu. 1. The first screen that appears contains several notices and warnings regarding the End-of-Period posting process. TAKE HEED OF ALL NOTICES AND WARNINGS ON THIS SCREEN! Press any key to continue. 2. Again, be sure you have made a useable backup data disk. Page 335 3. A small window in the middle of the screen says "Do you want to continue:". If you answer N (No), you will be returned to the POS/Invoicing Utilities Menu. If you answer Y (Yes), you will be prompted for a post through date as shown below: FIGURE OMITTED Figure PS4-2 End-of-Year Posting 4. At this prompt, enter the ending date of the posting period. For example, if you want to post through the end of the 1992 calendar year, you would enter 12-31-92. To keep the entire last year on-line for historical "look-ups", we recommend that you only post transactions which are two years old (e.g., on 01-01-93, enter a post through date of 12-31-92). PS4b - Configuration Settings Configuration settings are very important as it defines your interface with other modules, information about your invoices, printer ports, service descriptions, tax percentages and other information. To set up the configuration settings, select "Configuration Settings" from the POS/Invoicing Utility Menu. The following screen will appear: FIGURE OMITTED Figure PS4-3 Configuration Settings 1. At the "Interface to A/R" prompt, enter Y to interface the Accounts Receivable module with this module. This will allow access to all your customers' data in the Accounts Receivable module. If you don't have Accounts Receivable or do not want to interface with Accounts Receivable, enter N. 2. At the "Inventory" prompt, enter Y to interface the Inventory module with this module. A setting of Y is required if product invoices are to be created. If you don't have Inventory or want to create only service invoices, enter N. 3. The next four prompts interface this module with the General Ledger module. At the "Cash Account" prompt, enter the General Ledger cash account number. You may Page 336 press <F2> for a pop-up Chart of Accounts listing. This field must contain an actual account number. 4. At the next "Sales Income" account prompt, enter your General Ledger income account number. Again, you may press <F2> for a pop-up Chart of Accounts listing. If you have only one Sales Income account, enter that account number here. If you have more than one Sales Income account, enter 0 (zero) here. When entering invoices, this number will automatically pop-up in the account number field on the invoice. If this number is a 0 (zero), you will then be able to enter the correct sales income account for that particular item on the invoice. 5. At the "Misc. Income" prompt, enter the income account number which you are using for your miscellaneous charges when entering invoices. If you only have one income account, enter that number here. This field is mainly for those who need to track their miscellaneous income separately. Press <F2> for a pop-up Chart of Accounts listing. This field must contain an actual account number. 6. The last interface account is "Tax Liability". At this prompt, enter your tax liability account number. All taxes collected will be posted to this account for easy calculation of tax payment amounts. Press <F2> for a pop-up Chart of Accounts listing. This field must contain an actual account number. 7. The next six fields allow you to customize where your printer will start printing the invoices. If you are unsure of these settings, use the defaults as shown above. Changing these numbers will only affect the alignment of your forms and are mainly used for single sheet printers (like laser printers). 8. At the "Service Descriptions" prompt, press <Enter> and a "Pop-up Service Descriptions" window will appear. Here you may enter up to 10 default descriptions and unit prices, which you can pop-up and paste into your service invoices. These default descriptions can save many keystrokes for companies which use the same descriptions over and over. When finished entering your default descriptions and unit prices, press <F10> to save them. 9. The next prompt allows you to select which "Forms Printer Port:" to use for invoices. This is a multiple choice field. To change the port selection, press the space bar or click the left button on your mouse. When your choice is shown, press <Enter>. Page 337 10. At the "FOB Point" prompt, enter your most common FOB point. This will then become the default when entering invoices. This can save time and keystrokes when entering your invoices. 11. Next, if you are using pre-printed invoices, enter Y at the "Pre-printed Invoices:" prompt. The pre-printed Product Invoice form number is 090678. The pre-printed Service Invoice form number is 091300. If you are printing your invoices on plain paper, enter N. 12. Lastly, enter the sales tax percent to be used on taxable items at the "Sales Tax" prompt. This tax percentage will be used on taxable items when entering invoices. If you are using the Accounts Receivable module and select a customer number for this invoice, this tax percent will be overridden with that customer's preset tax percentage. 13. After entering the tax percentage, you will be prompted with "Save Changes". Answer this prompt with Y (Yes) to save this configuration or N (No) to discard all changes. NOTE: When making any changes to this screen, you may press <F10> to save those changes. It is not necessary to press <Enter> several times to move through the complete screen and get the "Save Changes" prompt. Page 338 SECTION PS-FIVE - HINTS AND SUGGESTIONS * Using POS/Invoicing with the Inventory module allows you to not only track your sales, but to keep your inventory on-line and accurate every day. No more end-of-month inventory adjustments/calculations to make. * Using POS/Invoicing with the Accounts Receivable module provides easy one step data input for sales to credit customers as all credit transactions will automatically be posted to the Accounts Receivable module and customer balances updated accordingly. * Keep a current backup copy of your data files each time you update your data. This will safeguard against loss of data due to a power failure or other problem. * To pause the printer while printing reports, press any key. Page 339 INVENTORY SECTION IN-ONE - INTRODUCTION IN1a - The Inventory Module This module manages the goods and services that you sell. It tracks both products (goods you sell) and services (work you perform). It keeps track of your costs for these items and informs you of selling volume (which items sell the best and which items sell slowly). It even helps you manage your stocking levels with on-hand and reorder reports. Inventory will also track your costs with FIFO, LIFO, standard, or specific item cost methods. This module will calculate your cost of goods sold, which is very important for proper financial management. Benefits of using this module and tracking your inventory are: * Instant inventory valuation. * Quantities on-hand. * Cash tied up in inventory. * Tracks units sold. * See instantly best selling items. * Better manage stocking levels. * Calculates Cost of Goods sold. * Tracks multiple inventory classifications. Your inventory is one of your most important and expensive costs in your business. Proper management of this asset can lead to better cash flow management and greater financial success. This module will track the following for each inventory item: * Units received, adjusted, sold and returned. * Products and services. * Taxable items. * Units on-hand. * FIFO, LIFO, standard and specific unit costing * Reorder level and quantity to order. * Last order date. * Vendor and product number. Some of the great features of this module include: * 14 digit alpha/numeric item numbers. * Up to 10,000 items (based on hardware configuration and set up). * Unlimited number of transactions. * Support of physical inventory. * Three pricing levels. * Transaction amounts up to 99 million. * Ability to print reports from any prior period. * History on-line and available at all times. * Integration with General Ledger. Page 340 Reports Include: * Inventory Journal * Item Account History * Inventory Schedule * Activity Report * On-Hand Detail Report * Reorder Report * Price List * Inventory Item Report * Reference Number Purchases * Non-Posted Transactions Journal * G/L Distribution Report IN1b - Integration/Operation The Bottom Line Accounting Inventory module fully integrates with the General Ledger and POS/Invoicing modules. This module's function is to track your Inventory Asset account balances. It will generate transactions which show all purchases, credits, sale of and return of inventory. It tracks both cost and units. This module by itself does not track sales dollars and income, the POS/Invoicing module performs this function. The following describes, from an accounting point of view, what transactions this module performs. The four types of transactions and their debit/credit impact are described below: GENERAL LEDGER ACCOUNTS DESCRIPTION TYPE DEBIT ACCOUNT CREDIT ACCOUNT Vendor Purchase P Inventory Asset Inventory Liability Vendor Credit Return C Inventory Liability Inventory Asset Customer Sale S Cost of Goods Sold Inventory Asset Customer Return R Inventory Asset Cost of Goods Sold Typically, when goods or services are sold, there are two transactions to be made. The first records the sale (Debit cash and credit income) and the second reduces inventory and adjusts cost of goods sold (Debit COGS and credit inventory). Only this second transaction is handled in this module. The POS/Invoicing module, used in tandem with this module, will record BOTH transactions at once. If you are not using the POS/Invoicing module, you must also record the first transaction in either the General Ledger or Accounts Receivable module. IN1c - Inventory Setup Page 341 The following steps are to help you in setting up your new Inventory module. They are only a guide and not intended to replace reading the appropriate sections in this manual. It is assumed that you have already installed Bottom Line Accounting Inventory on your hard disk and have started the program. If this is not the case, refer to the Getting Started section of this manual before reading any further. 1. First, go to the Inventory Utility Menu. From this menu select Configuration Settings and set up your G/L Interface Accounts. You will need the following three General Ledger accounts: Inventory Asset (type A), Inventory Payable (type L) and Cost of Goods Sold (type E). These accounts are required in order to use and interface this module. Refer to Section IN5e - Configuration Settings for further details. 2. Next, from the Inventory Main Menu, select "Update Inventory Items" to set up your goods and services to be inventoried. See Section IN-Two - Inventory Items for details. 3. Now you are ready to start using Inventory by adding transactions. The first transactions to be added are "purchases" for all your goods and services currently on-hand. These "Purchases" will then be your starting balance amounts for your inventory system. Please note that for services there is no quantity on-hand or beginning balance. From the Inventory Main Menu, select "Transactions Menu". From that menu select "Input Transactions" and begin your transactions. See Section IN-Three - Transactions for further instructions. 4. After you have entered transactions, you can now print reports. From the Inventory Main Menu, select "Reports Menu". See Section IN-Four - Reports for information on different reports. Page 342 SECTION IN-TWO - INVENTORY ITEMS Your Inventory Items are a listing of goods and services to be sold. You can create up to 10,000 items (depending on your hardware configuration and set up). In this section, you will learn how to add items, change information about these items and how to delete items no longer in use. IN2a - What are Inventory Items? Simply put, Inventory Items are a listing of all goods and services your company sells. Each of these items has a unique "Item Number". This 14-digit alphanumeric number is used whenever you are entering transactions (purchases, sales, etc.) related to a particular item. IN2b - Inventory Items Organization When choosing your inventory "Item Number" you might use a UPC code, a vendor stock number or your own stock number. These are alphanumeric numbers of up to 14-digits in length. They are always sorted in ascending order. You should take time to develop a numbering scheme before starting. Most reports are printed in Item Number order and some allow a range of items to be printed. It is important to remember to always leave enough room within your selected range for new items to be added at a later time. If you need to reorganize your Item numbers at a later time, refer to Section IN5d - Changing Item Numbers. IN2c - Inventory Items Data Fields The following describes each of the data fields used in setting up an inventory item: ITEM: (Required) This can be up to a 14-character, alpha-numeric "number" used to identify each inventory item. This number is created by you and may be any combination of letters and numbers. For example, ABCXYZ if alphabetic, 100000 if numeric, or ABC123 if alpha-numeric. The Item number is also used as a sort order option on some reports. DESCRIPTION: (Required) This is a 30-character description of the item. PROD/SERV: (Required) Select whether this item is a product or service by entering a P for product or S for service. Products are goods you stock and sell, while services are work you perform. Keep in mind that services do not have an inventory value, nor units-on-hand. Page 343 TAXABLE: (Required) Enter Y (Yes) if the item is normally a taxable item or N (No) if this item is not normally a taxable item. This field is used by POS/Invoicing and will automatically calculate the taxable amount of the sale. You may override this default when using POS/Invoicing. UNIT OF MEASURE: (Optional) This field is used to enter a unit of measure for this item. Examples of measures might be "Each", "Doz", "Pair" and "Hour". This is the quantity to be sold for this item. An example of items sold as a "Pair" would be shoes. This field is only used in reports and will not affect any calculations or cost/sales figures. DEPARTMENT: (Optional) This field is a user-defined four-digit alpha-numeric code used to identify items within a specific department. UNITS On-hand: This is an information field only and does not accept inputs. This field is updated automatically as transactions are entered. VALUE: This field is also for information only and does not accept inputs. This field shows the total value of on-hand units for this item. It is updated automatically as transactions are entered. COST METHOD: (Required) Enter your preferred cost method in this field. There are four cost options available. "F" = FIFO - First In First Out costing. "L" = LIFO - Last In First Out costing. "S" = Standard costing. Service type items must use this method. "U" = Specific Unit costing. Selecting the correct cost method is very important and caneriously affect your inventory valuation. With standard costing the inventory module does not change the cost of each item unless you change it. It is similar to fixed cost. When using LIFO or FIFO methods the cost of each item in a purchase is tracked separately. Specific unit costing keeps track of the cost of each specific unit in inventory. It is very useful when selling items and tracking their specific serial numbers. During transaction input for purchases or sales, the "Reference" field is used to track and identify specific units or specific item serial numbers. When you purchase an item, you must enter each item individually and add its specific serial number in the reference field of the transaction. When you sell an item, you must enter the serial number for the unit being sold. Inventory will then look up the cost for this unit and use that cost for the sale. See Section IN-Three - Transactions for further details. Page 344 LAST COST: This field is an information only field. No inputs are accepted in this field. This field shows the per unit cost of your last purchase of this item. STD COST: (Optional) If you have selected cost method S (Standard costing), enter the per-unit standard cost in this field. This field is not used for other costing methods. SELLING PRICES: (Optional) There are up to four pre-set selling prices available which allow you to establish multiple selling prices for each inventory item. These prices are used by the POS/Invoicing when entering invoices. They serve no function when using Inventory without POS/Invoicing. When using POS/Invoicing, there is a pop-up window which can be used to select one of these three prices. These prices can be changed at any time and print on the Price List report. REORDER LEVEL: (Optional) Enter the minimum stock level at which you need to reorder more of this item. Once your on-hand level has reached this level this item will show up on the Reorder report. This field is not used for service type items. REORDER QTY: (Optional) This field allows you to enter a reorder unit amount which will show on your Reorder report. This is the quantity which you normally reorder at one time. Entering a zero in this field will prevent this inventory item from appearing on the Reorder report, which is useful for items you do not normally stock. This field is not used for service type items. LAST ORDERED: (Optional) This field allows you to enter and track the last time you ordered this item. Enter the date of your last purchase. This field will show on the Reorder report. This date will be updated each time you enter a type P (Purchase) transaction. This field is not used for service type items. VENDOR: (Optional) Enter the vendor number from whom you normally order this item. This vendor number does not tie to the Accounts Payable module, but we recommend that if you are using A/P you enter the same vendor number. This field prints on the Reorder report. ITEM #: (Optional) Enter your vendor's reorder item number here. This number is used for "lookup" convenience and will print on the reorder report. Page 345 G/L ACCOUNTS: INVENTORY: (Required) Enter the G/L inventory account number for this item. This field overrides the configuration default account number. It can be used to group your inventory items into specific asset accounts for tracking purposes. Press <F2> for a pop-up Chart of Accounts window. The default will be the account set up in the configuration settings. G/L ACCOUNTS:COST OF GOODS SOLD: (Required) Enter the G/L Cost of Goods Sold account here. This field overrides the configuration default account number. It can be used to group your COGS into specific expense accounts for tracking purposes. Press <F2> for a pop-up Chart of Accounts window. IN2d - Getting Familiar with Inventory Items In order to familiarize yourself with the way inventory items are organized, and before creating your own inventory items, follow the steps below by using the "SAMPLE" accounts: 1. After you have started Bottom Line Accounting, select the filename "SAMPLE". Refer to the Getting Started section of this manual, Section GS2b - Selecting the Disk Drive, Path and Data File for details. 2. From the Inventory main menu, select "Update Inventory Items". The following screen appears: FIGURE OMITTED Figure IN2-1 Item Listing Notice how the sample Inventory Items are organized. The window will display up to eighteen items at one time. To see more accounts, use the cursor arrow keys, or the mouse, to scroll through the listing. To select an item to be modified, press the <Enter> key when the cursor is highlighting that item or, if you know the beginning number or letter of that item, simply type it in. The first item in that range will appear at the bottom of the window, with the cursor automatically on that item. For example, entering T will take you to the first item starting with the letter T or entering 4 will take you to the items starting with the number 4. If you know the complete item number, simply enter the number and the cursor will position itself on that specific item. Before setting up your own Items, you may want to create a practice item by entering data into the "SAMPLE" data files. Simply follow the steps in Section IN2e - Adding/Modifying/ Deleting Items, below, for practice. Page 346 IN2e - Adding/Modifying/Deleting Items This section will describe how to add, modify and delete items from Inventory. From the Inventory Main Menu, select "Update Inventory Items". Figure IN2-1 (above) will appear. At the bottom of the screen, notice five available functions: <F1>Help <F3>Add <F4>Mod <F5>Del <Esc>Exit When working on your Inventory Items, select <F3> to add an item, <F4> to modify an item or <F5> to delete an item. Following are detailed instructions for each of these functions. NOTE: You may call up the context sensitive help system at any time by pressing <F1>. ADDING AN ITEM: Press <F3>. Figure IN2-2, below, will appear. FIGURE OMITTED Figure IN2-2 Add Inventory Item NOTE: If there are no existing items, the "ADD INVENTORY ITEM" window will automatically appear without the need to press <F3>. After entering information in a field, press the <Enter> key to move to the next field. To backup to a previous field, press the <Backspace> or <Shift-Tab> key. 1. Enter your new item number at the "Item" prompt and press <Enter>. 2. At the "Description" prompt, add the description of this item. 3. At the "Prod/Serv" prompt, enter P for product or S for service. 4. Next, enter Y or N at the "Taxable" prompt, depending on whether this item is taxable or not. 5. Enter the "Unit Measure" for this item ("Each", "Pair", etc.). 6. Enter the "Department" expense name (if any) for this item. Page 347 7. At the "Cost Method" prompt, enter F, L, S or U, as described above, to select your costing method. 8. If you selected S as your cost method in step 7 above, enter the standard cost for this item at the "Std Cost" prompt. 9. Enter your "Selling Price" at the A:, B:, C: and D: prompts. If you have only one price, leave prices B:, C: and D: at 0 (zero). 10. At the "Reorder Level" prompt, enter the on-hand minimum quantity at which you want to reorder this item. 11. At the "Qty" prompt, enter the quantity to be ordered on your next reorder. 12. During this add, the "Last Ordered" date will be your computer's date. Enter the date when this item was last ordered. 13. At the "Vendor" prompt, enter the vendor number from whom you order this item. 14. At the "Item #" prompt, enter the vendor's product number. 15. Next, enter the G/L inventory asset account number for this item at the "G/L ACCOUNTS: Inventory" prompt. Press <F2> for a pop-up Chart of Accounts listing. 16. Lastly, enter the G/L Cost of Goods Sold expense account number for this item at the "Cost of Goods Sold" prompt. Press <F2> for a pop-up Chart of Accounts listing. Upon pressing <Enter> at this last prompt the new item will be added to the Items list shown in Figure IN2-1. To add additional items, press <F3> and the "Add Inventory Item" window will reappear. When finished adding items, press <Esc> to return to the menu prompt. MODIFYING AN ITEM: From the Inventory Main Menu, select "Update Inventory Items", then press <F4>. The following screen will appear: FIGURE OMITTED Figure IN2-3 Modifying an Item Page 348 Notice that the cursor is automatically on the "Descrip" field, but may be moved to the field you wish to modify by pressing <Enter> or the arrow keys. If you want to blank out a field, move to that field and press the <Spacebar> (or "0" for numeric fields). In order to change the item number, however, you will need to use the procedure described in Section IN5c - Changing Item Numbers. This procedure changes item numbers, as well as moving all related transactions to the new item number. DELETING AN ITEM: From the Inventory Main Menu, select "Update Inventory Items". To delete an item, the item must have no transactions entered against it. If transactions exist, you must wait until all units have been sold and perform an End-of-Period closing as described in Section IN5a - End-of-Period Posting before the item can be deleted. To delete an item, move the cursor to the appropriate item in the item listing window, using the arrow keys or mouse. Next, press <F5>. When you answer Y (Yes) to the "Are you sure" prompt, the item will be deleted. IN2f - Setting Your Beginning Inventory To set your beginning "Units on-hand" and value, you must enter a purchase "P" type transaction, which reflects your current units and valuation for each inventory item on-hand. This procedure is for product items only. Services do not have a valuation or on-hand units. 1. First, perform a physical count of all items on-hand. 2. Next, determine a cost or value for these items. 3. Lastly, enter your transactions using the "Input Transactions" procedure described in Section IN3b - Entering Transactions. Be sure to enter a type P (Purchase) transaction for each item on-hand. You CANNOT accomplish this by performing the "Physical Inventory" function, as this function is designed to REDUCE units on-hand by creating units sold. Page 349 SECTION IN-THREE - TRANSACTIONS An inventory transaction is any event which changes your inventory on-hand units or cost. There are four types of transactions: (P)urchases - Goods purchased from a vendor which will be resold and will increase on-hand units; (C)redits - or purchase returns to a vendor which decrease on-hand units; (S)ales - Goods sold to your customer which decrease on-hand units; and (R)eturns - where customers return goods previously purchased from you. NOTE: Transactions entered in this module adjust the inventory asset balance and the units on-hand balances only. These transactions DO NOT affect sales (income) or cash/receivables amounts. These type of transactions are handled by the POS/Invoicing module. This section describes how to enter inventory transactions, as well as how to perform physical inventory adjustments. IN3a - Transaction Data Fields The following describes each of the data fields in transactions: DATE: (Required) Enter the date of this transaction. NOTE: The default date mask is set to mm-dd-yy. To change this format, refer to the Getting Started section of this manual, Section GS3d - Setting the System Configuration, "Date Mask". TRAN TYPE: (Required) Enter the one character type code for this transaction. Valid types are as follows: P = Purchase of goods for sale (inventory increase). C = Credit on return of goods to vendor (inventory decrease). S = Sale of goods or services to customer (inventory decrease). R = Return of goods or services by customer (inventory increase). NOTE: For costing purposes, type "R" transactions will be accepted for return at the "Last Cost" amount for this inventory item, i.e., valued at the last purchase price of this product from vendor. Services CANNOT be received or credited. If you have entered an incorrect transaction, you cannot modify or delete it. To solve this problem you can enter a Page 350 reversal transaction (i.e., to reverse a (P)urchase, enter a (C)redit transaction). ITEM NUM: (Required) This can be up to a 14-character, alpha-numeric number which was previously set up in Section IN-Two - Inventory Items. Each time you enter a transaction for a specific item, simply enter the item number, or press the <F2> key for a pop-up item number listing. If you enter an item number that does not exist, the Inventory program will automatically prompt you with "Invalid Item, Add Account?". Here you have the option to add a new Item on-the-fly. Refer to Section IN2e - Adding/Modifying/Deleting Items. DESCRIPTION: (Optional) This is a 30-character description of this transaction. The default description will be the description of the item number entered above. QUANTITY: (Required) Enter the quantity for this transaction. This number is always a positive number. For reduction in inventory, see transaction type "C" or "R" above. For Specific Costing, enter a quantity of one in this field. Then identify specific items by the use of the reference field described below. For type C transactions, where you are returning an entire purchase, enter zero quantity. Then, at the reference field, press <F2> to select the entire purchase to be returned. After pressing <Enter> on shipment to be returned, the quantity will automatically be changed to the entire shipment amount. UNIT COST: (Optional) This field is accessible only with type P transactions. For all other types of transactions, this is a calculated field. For type P transactions, enter a unit cost or a total price (see next field). The system will calculate whichever field you leave blank. PRICE: (Optional) Again, for type P transactions only, enter a unit cost (prior field) or a total price. The system will calculate whichever field you leave blank. REFERENCE: (Optional) This field is designed for Specific Costing. If you are using FIFO, LIFO or standard costing you would usually leave this field blank. For Specific Costing, the following applies: Transaction types: "P" and "R" Enter an identifying "Reference" number for this specific item being purchased or returned (i.e., serial number). Page 351 "S" and "C" Press <F2> and a pop-up Specific Costing window will appear from which you may select the specific unit to be sold or credited. Once selected with cursor keys or mouse, press <Enter>. That specific unit will be selected. The reference field will then be updated to reflect this selection. IN3b - Entering Transactions From the Inventory Main Menu, select "Transactions Menu" . The following screen appears: FIGURE OMITTED Figure IN3-1 Inventory Transactions Menu Then from the Inventory Transactions Menu, select "Input Transactions". The following screen appears: FIGURE OMITTED Figure IN3-2 Add Transaction The transaction below will simulate the purchase (and receipt of) software: 1. DATE: Enter the date of this transaction. 2. TRAN TYPE: Enter (P)urchase, (C)redit, (S)ale or (R)eturn transaction type code for this transaction as described above. 3. ITEM NUM: Enter the item number as described above. For a pop-up item listing, press the <F2> key. 4. DESCRIPTION: Enter the description for this transaction. 5. QUANTITY: Enter the unit quantity for this transaction, as described above. 6. UNIT COST: For type P transactions, enter either the per-unit cost or the total price (next field). 7. PRICE: For type P transactions, enter either the total price or the per-unit price (previous field). Page 352 8. REFERENCE: For specific costing, enter the reference or serial number for this transaction, as described above. For type S and type C transactions, press <F2> for a pop-up specific cost selection window. 9. At the "Inputs Correct(Y/N):" prompt, enter either: Y (Yes) if the transaction is correct. Your transaction is then saved to disk and the cursor will return to the date prompt, ready for your next transaction OR N (No) if the transaction is incorrect. You will then e allowed to make necessary changes. Press <F10> when done. At any time, you can quit entering transactions and return to the menu prompt by pressing <Esc>. To receive help anywhere in the program, simply press <F1>. IN3c - Entering Physical Inventory This Physical Inventory feature allows those who do not use POS/Invoicing or those who do not record their sales figures daily to "plug in" their current on-hand inventory levels. This procedure will then automatically create type S transactions described in Section IN3b - Entering Transactions, above. The result is that on-hand units are reduced to current "physical count" levels and inventory valuation is adjusted accordingly. NOTE: If you are using Specific Costing for your inventory items, you should NOT perform this function, as it allows no control over specific units sold. To enter your physical inventory transactions, do the following: 1. From the Inventory Transactions menu, select "Physical Inventory". The following screen appears: FIGURE OMITTED Figure IN3-3 Physical Inventory 2. DATE: Enter the date of the physical inventory. For unit sold tracking, this would usually be the month in which most of the inventory was sold. 3. ITEM NUM: Enter the item number as described above. Press <F2> for a pop-up item listing. Page 353 4. QUANTITY: The default for this field will be the quantity currently on-hand, per the inventory system. If your physical count is less than the quantity shown for this item, enter the new physical count in this field. Type S transactions will now be created to reduce your inventory to this new level. If your number is greater than the quantity shown, you are probably missing some purchases (type P transactions above). Enter these transactions, as described in the previous section. Then, return to this section to do your physical inventory adjustments. 5. After pressing <Enter> at the quantity field, your inventory level for the selected item will be automatically reduced to this new level. Your cursor will return to the date prompt for further inputs. To return to the Transactions Menu, press <Esc>. IN3d - Points To Remember 1. There are four types of transactions within this module. Their debit/credit impact are described below: GENERAL LEDGER ACCOUNTS DESCRIPTION TYPE DEBIT ACCOUNT CREDIT ACCOUNT Vendor Purchase P Inventory Asset Inventory Liability Vendor Credit Return C Inventory Liability Inventory Asset Customer Sale S Cost of Goods Sold Inventory Asset Customer Return R Inventory Asset Cost of Goods Sold 2. Typically, when goods or services are sold, there are two transactions to be made. The first records the sale (Debit cash and credit income) and the second reduces inventory and adjusts cost of goods sold (Debit COGS and credit inventory). Only this second transaction is handled in this module. The POS/Invoicing module, used in tandem with this module, will record BOTH transactions at once. If you are not using the POS/Invoicing module, you must also record the first transaction in either the General Ledger or Accounts Receivable module. 3. For Specific Costing, always use a quantity of one and use the "Reference" field to identify/select the specific unit for your transaction. Page 354 4. If not using POS/Invoicing, you must enter the sales price transaction into either Accounts Receivable or the General Ledger. Page 355 SECTION IN-FOUR - REPORTS The Inventory Reports Menu allows you to generate a full range of financial reports from your Inventory database. Reports can be generated to show information for a day, month, quarter or year. This section will explain how reports can be created to help you get optimum results from your Bottom Line Accounting program. IN4a - Explanation of Reports Each of the eleven reports available from the Inventory module can be sent to your monitor's screen for immediate viewing, to your printer for hard copy or to a disk for later retrieval. Various parameters can be specified to give you the specific report you want. Each of the eleven available reports are described below. All reports can be printed at any time and as many times as necessary. Samples of these reports are shown in Appendix H and can be printed while using the "SAMPLE" accounts. Examples of each report are shown in Appendix H. Inventory Journal: This report lists all of the transactions which took place during a specific date range. You can select any one or all of the different types of transactions. Item Account History: This report lists all activity posted to a specific item. It can be printed for one item or a range of items. Inventory Schedule: This report shows the inventory on-hand and its value for all inventory items. Activity Report: This report shows beginning balances, purchases, credits, sales, returns and ending balances for each inventory item. It can be printed for different date ranges. On-Hand Detail Report: This report is like the Inventory Schedule report except that it shows all on-hand inventory by purchase. Reorder Report: This report shows all product type items which are at or below the designated reorder level. Items with a reorder quantity of 0 (zero) will not be included on this report. This report can be sorted in vendor order, such that each page of items printed will be for a specific vendor. This greatly facilitates reordering. Page 356 Price List: This report lists each item and its three price levels. It can be printed for products, services or both. Inventory Item Report: This report lists all the information on each item in the Inventory Items list. It can be printed in item number, name or vendor order. Reference Number Purchases: This report prints a list of all purchases entered with a specific reference number. Non-Posted Transaction Journal: This report lists all of the transactions which have not yet been posted to the General Ledger module. G/L Distribution Report: This report lists all of the inventory transactions entered and the General Ledger account to be posted within a specified date range. The report provides account numbers, account names, debit and credit amounts and a total for the debits and credits, in account number order. IN4b - General Instructions for Generating Reports To generate any report, do the following: 1. From the Inventory Main Menu, select "Reports Menu". The following screen appears: FIGURE OMITTED Figure IN4-1 Inventory Reports Menu 2. From the Reports Menu, select the report you want to generate (e.g: Inventory Journal). This example will print the Inventory Journal report. Other reports are covered later in this section. IN4c - Inventory Journal Report FIGURE OMITTED Figure IN4-2 Inventory Journal Input Screen 1. As stated earlier, you can send any of the reports to your monitor's screen (S), to a printer (P) or to a disk drive (D) where the report will be stored as a disk file with its own filename. Page 357 NOTE: If you try to send a report to a printer and do not have a printer, you will receive an error message. The first prompt on all of the report input screens is the destination prompt. It appears as follows: Screen,Printer,Disk(S,P,D): Entering an S for screen or a P for printer will send the report to the screen or printer, respectively. If you enter a D for disk, the system will prompt you for a disk filename. You can enter any name you wish, following the DOS naming conventions. The report will then be saved on the default disk drive with the filename you entered, followed by a filename extension of ".RPT". If you enter a filename that already exists, the system will ask if you want to delete the old file. Answering Y (Yes) will replace the existing report with the new report. Answering N (No) will append (add on) the new report to the already existing report. The disk file is created in ASCII format, thereby allowing it to be imported into a word processor, spreadsheet or database for customized reports. At the "Screen,Printer,Disk(S,P,D):" prompt, enter the letter for the destination of your report. For this example, enter the letter S. 2. For some reports, you will need to specify a date range. The date-prompt format will be the format specified in the System Configuration Settings. Refer to Section GS3d - Setting the System Configuration in the Getting Started section of this manual. The date prompt appears as follows: Starting Date: 01-01-93 Ending Date: 01-31-93 These dates determine the starting and ending date for the report and are included in the heading of the report. The date range can be as short as one day. NOTE: The ending date can never be more than one year after the starting date (e.g: starting date as 05-01-91 and ending date as 04-30-92). 3. The last prompt, "Type of Transactions:" allows you to select the transaction types you would like included in this report. Valid types are A (All), P (Purchase), C (Credit), S (Sale) and R (Return). These types are the same as those used when entering transactions, with the exception of A. Entering A will select all types of Page 358 transactions. After entering the type of transaction, the report will be sent to the screen. The following discusses the other report selection input screens. Any prompts already discussed will not be covered in detail. IN4d - Item Account History 1. From the Inventory Reports Menu, select "Item Account History". The following screen appears: FIGURE OMITTED Figure IN4-3 Item Account History Input Screen 2. At the destination prompt, select the destination for your report. 3. At the Date prompts, enter the date range (as described above) for this report. 4. At the "Items on separate pages" prompt enter either: N (No) if you want to save paper and put as many items on a page as room permits OR Y (Yes) if you want each item number to print on a separate page. 5. Lastly, select an item number range for this report. Enter both the starting and ending item numbers. The Item Account History report, for all items within this range, will then be generated. IN4e - Inventory Schedule 1. From the Inventory Reports Menu, select "Inventory Schedule". The following screen appears: FIGURE OMITTED Figure IN4-4 Inventory Schedule Input Screen 2. At the destination prompt, select the destination for your report. Page 359 The report will be generated. IN4f - Activity Report 1. From the Inventory Reports Menu, select "Activity Report". The following screen appears: FIGURE OMITTED Figure IN4-5 Activity Report Input Screen 2. At the destination prompt, select the destination for your report. 3. At the Date prompts, enter the date range (as described above) for this report. 4. At the "Department" prompt, enter the item department you would like included in this report. To select all departments and items, leave this field blank. The report will be generated. IN4g - On-Hand Detail Report 1. From the Inventory Reports Menu, select "On-Hand Detail Report". The following screen appears: FIGURE OMITTED Figure IN4-6 On-Hand Detail Report Input Screen 2. At the destination prompt, select the destination for your report. 3. At the "Items on separate pages" prompt, enter either: N (No) if you want to save paper and put as many items on a page as room permits OR Y (Yes) if you want each item number to print on a separate page. 4. Lastly, select an item number range for this report. Enter both the starting and ending item numbers. A detailed report for all items within this range will then be generated. Page 360 IN4h - Reorder Report 1. From the Inventory Reports Menu, select "Reorder Report". The following screen appears: FIGURE OMITTED Figure IN4-7 Reorder Report Input Screen 2. At the destination prompt, select the destination for your report. 3. At the "Sort Order" prompt, select A for Account order, N for Name order or V for Vendor order. 4. At the "Department" prompt, enter the item department you would like included in this report. To select all departments and items, leave this field blank. The report will be generated. IN4i - Price List 1. From the Inventory Reports Menu, select "Price List". The following screen appears: FIGURE OMITTED Figure IN4-8 Price List Input Screen 2. At the destination prompt, select the destination for your report. 3. At the "Sort Order" prompt, select A for Account order, N for Name order or V for Vendor order. 4. At the "Department" prompt, enter the item department you would like included in this report. To select all departments and items, leave this field blank. 5. Lastly, at the "Product/Service/All" prompt enter P for Product, S for Service or A for All item types. The report will be generated. IN4j - Inventory Item Report Page 361 1. From the Inventory Reports Menu, select "Inventory Item Report". The following screen appears: FIGURE OMITTED Figure IN4-9 Inventory Item Report Input Screen 2. At the destination prompt, select the destination for your report. 3. At the "Sort Order" prompt, select A for Account order, N for Name order or V for Vendor order. 4. Lastly, at the "Product/Service/All" prompt enter P for Product, S for Service or A for All item types. The report will be generated. IN4k - Reference Number Purchases 1. From the Inventory Reports Menu, select "Reference Number Purchases". The following screen appears: FIGURE OMITTED Figure IN4-10 Reference Number Purchases Input Screen 2. At the destination prompt, select the destination for your report. 3. At the "Reference Num" prompt, enter the specific reference number for the report. The report will then be printed. IN4l - Non-Posted Transaction Journal Report 1. From the Inventory Reports Menu, select "Non-Posted Transaction Journal". The following screen appears: FIGURE OMITTED Figure IN4-11 Non-Posted Transaction Journal Input Screen 2. At the destination prompt, select the destination for your report. 3. The last prompt, "Type of Transactions:" allows you to select the transaction types you would like included in Page 362 this report. Valid types are A (All), P (Purchase), C (Credit), S (Sale) and R (Return). These types are the same as those used when entering transactions, with the exception of A. Entering A will select all types of transactions. After entering the type of transaction, the report will be generated. IN4m - G/L Distribution Report 1. From the Inventory Reports Menu, select "G/L Distribution Report". The following screen appears: FIGURE OMITTED Figure IN4-12 G/L Distribution Report Input Screen 2. At the destination prompt, select the destination for your report. 3. At the Date prompts, enter the date range (as described above) for this report. The report will be generated. In conclusion, if you are unfamiliar with any of these reports, try printing reports using the "SAMPLE" accounts. Doing so will give you an idea of how the reports look and how they might be used. Page 363 SECTION IN-FIVE - UTILITIES The Inventory Utility Menu contains four important menu items, each of which are covered in detail below. To access the Inventory Utility Menu, select "Inventory Utility Menu" from the Inventory Main Menu. The following Menu will appear: FIGURE OMITTED Figure IN5-1 Inventory Utility Menu IN5a - End-of-Period Posting The End-of-Period posting is performed only at the end of an accounting cycle (usually at the end of the year). This process will close out all of the Inventory transactions. All transactions are read (through date selected), and all old transactions removed. This process is automatic and all on-hand items will remain and carry forward into the new year. The best time to actually run the End-of-Period posting is on January 1 or on the first day of the new accounting period. This procedure should be run only after you are sure that there are no more transactions to be posted in the old accounting period and after you have made a usable backup copy of your data files. NOTE: It is very important to make a backup copy of your data files before you run the End-of-Period posting. If you need to get a listing of your last accounting period's transactions, your backup data disk is your only way to recreate the last accounting period. Furthermore, once you have run this process, you cannot generate reports for the time period covered by the End-of-Period posting. Please refer to Section GS4g - Backing Up Data Files in the Getting Started section of this manual for instructions on how to back up your data files. The only requirement for running an End-of-Period posting is if you are running out of disk space. You can keep your transaction files active for as long as you want, provided you have enough disk space. To run the end-of-year posting, select "End-of-Period Posting" from the Inventory Utility Menu. 1. The first screen that appears contains several notices and warnings regarding the End-of-Period posting process. TAKE HEED OF ALL NOTICES AND WARNINGS ON THIS SCREEN! Press any key to continue. 2. Again, be sure you have made a backup data disk. Page 364 3. A small window in the middle of the screen says "Do you want to continue:". If you answer N (No), you will be returned to the Inventory Utilities Menu. If you answer Y (Yes), you will be prompted for a post through date as shown below: FIGURE OMITTED Figure IN5-2 End-of-Year Posting 4. At this prompt, enter the ending date of the posting period. For example, if you want to post through the end of the 1992 calendar year, you would enter 12-31-92. To keep the entire last year on-line for historical "look-ups", we recommend that you only post transactions which are two years old (e.g., on 01-01-93, enter a post through date of 12-31-92). IN5b - Rebuild Available Units/Indexes This function rebuilds cost records and available units. Its main purpose and benefit is to reconstruct on-hand units when item numbers are changed, see Section IN5c - Changing Item Numbers and after End-of-Period Postings (in both cases this function is automatic). There is one time where using this function manually is useful. For costing methods (FIFO and LIFO), item purchases are stored in input order. This procedure will resort purchases and put them in transaction date order. For example, if you enter purchase (type "P") transactions out of date order, and you want items to be in date order for FIFO AND LIFO costing; you MUST run this procedure BEFORE you sell any units. For specific unit and standard costing methods, this function provides no useful purpose. IN5c - Changing Item Numbers This powerful utility allows you to change the item numbers for every existing transaction for a specific item. It can be thought of as a "global change" feature. For example, if you want to change the item number "1234" to "ABC1234"; you would run this utility to change all references to the old item number to the new item number. NOTE: Since this is an advanced feature, we do not recommend its use by those new to Bottom Line Accounting. It is very important to make a complete backup copy of your data files prior to running this utility. Should something go wrong (e.g., power failure), it will be easier to recover if you have an original copy of the data Page 365 files. Please refer to Section GS4g - Backing Up Data Files in the Getting Started section of this manual. To change an item number, do the following: 1. From the Inventory Utility Menu, select "Change Item Number". The following screen appears: FIGURE OMITTED Figure IN5-3 Change Item Numbers 2. At the "Old Item:" prompt, enter the item number you wish to change or delete, then press <Enter>. 3. At the "New Item:" prompt, enter the new item number and press <Enter>. Once all transactions are transferred from your old item to your new item, the cursor will return to the Inventory Utility Menu. NOTE: At either of the above two prompts, you can press <F2> for a pop-up item number list. IN5d - Configuration Settings These configuration settings define the interface between the Inventory and General Ledger modules. Three interface G/L accounts are required, Inventory (asset), Inventory Payable (liability) and Cost of Goods Sold (expense). To set up the configuration settings select "Configuration Settings" from the Inventory Utility Menu. The following screen will appear: FIGURE OMITTED Figure IN5-4 Configuration Settings 1. At the "Inventory Asset" prompt, enter the G/L account number for your inventory asset account. Press <F2> for a pop-up Chart of Accounts listing. 2. At the "Inventory Payable" prompt, enter the G/L account number for your inventory payable account. This account is a liability account which is used to record a liability to your vendor for purchases. When you either enter the vendor invoice in A/P or pay the vendor with a G/L transaction you should debit this account to remove this liability. Press <F2> for a pop-up Chart of Accounts listing. Page 366 3. Lastly, at the "Cost of Goods Sold" prompt, enter the G/L account number for your cost of goods sold expense account. Press <F2> for a pop-up Chart of Accounts listing. Page 367 SECTION IN-SIX - HINTS AND SUGGESTIONS * Using this Inventory module with POS/Invoicing allows you not only to track your inventory, but keep it current every day. It also saves time in that the POS/Invoicing module fully integrates with Inventory, Accounts Receivable and General Ledger. * Keep a current backup copy of your data files each time you update your data. This will safeguard against loss of data due to a power failure or other problem. * To pause the printer while printing reports, press any key. * You may switch costing methods at any time by updating the Inventory Item information as described in Section IN2e - Adding/Modifying /Deleting Items. * When using specific unit costing, it is important to record the item's serial number (or other identifying number) in the reference field. Page 368 APPENDIX I - DISK FILENAMES The following files are created upon installation & use of Bottom Line Accounting: Filename Description AP.EXE Accounts Payable Program AR.EXE Accounts Receivable Program CK.EXE Account Reconciliation Program CONVERT.EXE Data file conversion program FU.EXE Financial Utilities Program GL.EXE General Ledger Program ORDER.EXE Software order form BLA.CHN Main Program BLA.EXE Main Menu Program BLAP.EXE Alternate Main Menu Program (DR-DOS) UL.EXE Configuration Menu Program UL.HLP Configuration Help file CK.HLP Account Reconciliation Help file CK.OVR Account Reconciliation Overlay GL.HLP General Ledger Help file GL.OVR General Ledger Overlay file BLA.HLP Main Program Help file BLA.OVL Main Program Overlay file GRAF4X6.FON Graphics Fonts file (1 of 3) GRAF8X8.FON Graphics Fonts file (2 of 3) GRAF14X9.FON Graphics Fonts file (3 of 3) GRAFERR.MSG Graphics Error Message file EPSON.CFG Sample Configuration file for EPSON file printers HPLAS4.CFG Sample Configuration file for HP LaserJet printers HP2LAS.CFG Sample Configuration file for HP LaserJet II & III printers HPPS.COM HP LaserJet Print Screen Program file PARADOX.NET Network Maintenance file - LAN Version Only PROWRT.CFG Sample Configuration file for PROWRITER printers SAMPLE.CFG Sample - System Configuration file #1 SAMPLECF.DB Sample - Configuration file #2 SAMPLEGA.DB Sample - Chart of Accounts Data file SAMPLEGF.DB Sample - Configuration file #3 SAMPLEGR.DB Sample - Recurring Transaction Data file SAMPLEGT.DB Sample - General Ledger Transaction file SAMPLEFF.DB Sample - Configuration file #4 SAMPLEPA.DB Sample - Accounts Payable Vendor Data file SAMPLEPF.DB Sample - Configuration file #5 SAMPLEPR.DB Sample - Accounts Payable Recurring file SAMPLEPT.DB Sample - Accounts Payable Transactions file SAMPLERA.DB Sample - Accounts Receivable Customer Data file SAMPLERF.DB Sample - Configuration file #6 SAMPLERR.DB Sample - Accounts Receivable Recurring file SAMPLERT.DB Sample - Accounts Receivable Transactions file <filename>??.PXPrimary Index files <filename>??.Y??Report Y-Index files <filename>??.X??Report X-Index files Page 369