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Simple Accounts Receivable
~~~~~~~~~~~~~~~~~~~~~~~~~~
Version 1.33 - Release 960101
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
User's Manual
~~~~~~~~~~~~~
_______
Simple Simon Accounting ____|__ | (R)
3980 Hawthorne Circle --| | |-------------------
Excelsior, MN 55331-7502 | ____|__ | Association of
| | |_| Shareware
Phone 612-621-1613 |__| o | Professionals
CompuServe 72274,2514 -----| | |---------------------
Internet jas@minn.net |___|___| MEMBER
Copyright (C) 1993-1996 Capstone Enterprises, Inc.
All rights reserved.
Simple Accounts Receivable
~~~~~~~~~~~~~~~~~~~~~~~~~~
Version 1.33 - Release 960101
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
TABLE OF CONTENTS
~~~~~~~~~~~~~~~~~
Getting Started
Overview . . . . . . . . . . . . . . . 3
System Requirements. . . . . . . . . . 3
Some Preliminaries . . . . . . . . . . 3
Simple Tutorial. . . . . . . . . . . . 4
The Keyboard . . . . . . . . . . . . . 5
How to Use Help. . . . . . . . . . . . 6
Menu Usage . . . . . . . . . . . . . . 6
Main Menu. . . . . . . . . . . . . . . 6
Lookups. . . . . . . . . . . . . . . . 7
Batch Control . . . . . . . . . . . . . . . 7
Customers . . . . . . . . . . . . . . . . . 8
Transactions. . . . . . . . . . . . . . . . 9
Transaction Codes
Transaction Detail
Batch Numbers
Reports . . . . . . . . . . . . . . . . . .13
Activity Report
Batch Report
Trial Balance
Customer List
Mailing Labels
Miscellaneous
Audit Trail. . . . . . . . . . . . . .14
Journals in Simple AR. . . . . . . . .15
Automatic Posting. . . . . . . . . . .15
Update Company . . . . . . . . . . . .15
Installation Procedures. . . . . . . .16
Registration and Support
Benefits of Registering Simple AR. . .16
Registering Simple AR. . . . . . . . .17
Using the Simple AR Registration
Window. . . . . . . . . . . . . .17
Getting Support. . . . . . . . . . . .17
Page 2 Simple AR - Version 1.33 Page 3
OVERVIEW
Simple AR is an easy to use, accounts receivable
system. If you need to send periodic statements to
your customers, members, or clients, but do not need
invoicing capability, Simple AR may be for you! Simple
AR features include the following:
* easy to use
* complete audit trails
* trial balancing
* on-line help
* on-line lookup
* customer statements
* mailing labels
* user-defined transaction codes
* purge to balance forward on demand
* fully network ready
SYSTEM REQUIREMENTS
Simple AR will run on any MS-DOS compatible PC
with at least 512k of system RAM. A hard disk is
strongly recommended.
SOME PRELIMINARIES
First, some preliminaries:
Simple AR is organized around a simple scheme:
first a lookup window is used locate a record of
interest. Second, an update window is called to add,
change or delete the record of interest. The data
fields on the update window may in turn allow lookup
into another file, and so on.
As an example, when entering data for a customer,
you would first select the customer from the Lookup
Customer window, then proceed to the Update Customer
window. Another common sequence would be to lookup a
transaction, update the transaction, lookup a transac-
tion type, add a new transaction type if one was need-
ed, etc. (It is much easier than it sounds.)
Simple AR - Version 1.33 Page 4
Observe that nearly every window has at the bottom
a list of active keys. For example, where you see
"Ins=Add", you know that to add a record you will
need to press the Ins key. Where you see "Del=Delete",
you know that to delete a record, you will need to
press the Del key. Likewise, "Enter=Update" indicates
that to update a record, you will need to press the
Enter key.
Pressing F1 at nearly any point will display a
pertinent help screen (in computer jargon, this is
called a "context-sensitive help" function). The help
function is explained on the "How to use help" screen.
When entering a lookup window for which no data is
on file to look at, the system assumes you want to
enter some data and goes right on to the related update
window.
To accept all the information on an update screen
going through every field, press Ctrl+Enter. To reject
a complete screen, pres Ctrl+Esc. To go back one
field, press either Esc or Up-Arrow.
SIMPLE TUTORIAL
To get started with Simple AR, follow these steps:
1. Enter some customers From the main menu,
choose customers. From
the Lookup Customer
window, Press Ins to add
a new customer (the very
first time you won't need
to press Ins.) Press F1
to get help on a field.
2. Enter some transactions From either the Lookup
Customer or Update
Customer window, press
F2. Press Ins to add a
new transaction (the very
first time you won't need
to press Ins.) Use C for
Charge or P for Payment.
(Or you can set up your
own Transaction Codes).
Press F1 to get help on a
field.
3. Print some reports From the Reports Menu,
choose a report.
4. Print some statements From the main menu,
choose Statements. Press
F1 to get help.
Simple AR - Version 1.33 Page 5
THE KEYBOARD
Entry Keys Editing Keys
Enter field completion Right-arrow cursor right
Down-Arrow field completion Left-Arrow cursor left
Minus (-) field completion, numeric Ins toggle insert mode
Ctrl+Enter accept entire screen Del delete character
Ctrl+Esc reject entire screen Backspace backspace
Esc back up one field Home go to first char
Up-Arrow back up one field End go to last char
Ctrl+Home clear entry
Lookup Keys Ctrl+End clear to end
Enter select highlighted record
Ctrl+Enter update highlighted record Ctrl+\ toggle char case
Ins insert a record Ctrl+Right-Arrow go to next word
Del delete a record Ctrl+Left-Arrow go to previous word
Down-Arrow move highlight down Tab go right 8 chars
Up-Arrow move highlight up Shift+Tab go left 8 chars
PgDn next screen of records Gray * insert space/zero
PgUp previous screen of record
Home topmost displayed record Function Keys
End bottommost displayed record F1 Help
Ctrl+PgDn last record on file
Ctrl+PgUp first record on file
Simple AR - Version 1.33 Page 6
HOW TO USE HELP
The Help function may be invoked at any time by
pressing F1=Help. You may then freely browse through
the on-line help screens. You may return to the screen
from which you entered Help by pressing Esc.
While in Help, you may select another help screen
by press the first letter of a help topic (shown in
red) and pressing Enter to display the screen. Or you
may select a help screen by moving the cursor with the
editing keys (see KEYBOARD). Most of the help topics
are located at the bottom of the help screen, but
sometimes they are embedded within the help text as
well.
To move backwards to a previously displayed help
screen, press PgUp.
MENU USAGE
As in most menu systems, items may be selected in
one of two ways:
1. Move the highlight with the cursor control keys
(see KEYBOARD).
2. Press the number of the selection.
After you have selected a choice, press Enter to
activate your selection.
MAIN MENU
Customers - displays and maintains all customer
information, including transactions.
Statements - prints a statement for all selected
customers. Statements are designed to print on plain
8-1/2 x 11 paper, and can be folded for window
envelopes.
Reports - shows a menu of available reports.
Maintenance - shows a menu of maintenance functions,
including transaction codes, company information, and roll
balances forward.
Simple AR - Version 1.33 Page 7
LOOKUPS
A lookup screen allows you to browse through the
records in a file, usually for the purpose of selecting
one of the entries. The records are sorted alphabetic-
ally, usually according to the leftmost field displayed
on the screen. If no records are present, the entry
screen for the record is automatically opened to enable
data entry.
Browsing through the file is done via keystroke
command keys (pleae see KEYBOARD). Most lookup screens
will also allow you to maintain the file by adding,
updating, or deleting records, as appropriate to the
particular file.
A Locator function is available on many screens.
The Locator is an entry field used to position the
lookup to various records in the file by typing the
first few characters of the desired record. As
characters are typed the records are positioned so that
the top record is the first record whose key field
begins with the characters entered so far. The Locator
field is especially useful for quickly browsing files
with large numbers of records.
BATCH CONTROL
In Simple AR, the audit trail is implemented via
Batch Numbers. To best use the batch number, you must
devise a method such as the method recommended below to
assign a batch number to every transaction.
The recommended method of entering transaction
detail is to group transactions together by type. For
example, if you are recording Sales, set up a transac-
tion code for Sales, and make a logical grouping of
Sales transactions, such as by time period (day, week,
month, etc.). Assign a common batch number to every
item in the group. For another example, consider a
deposit slip containing customer payments. Assign a
batch number to the deposit, write the batch number on
the actual deposit slip, and use that number for each
item entered.
Simple AR - Version 1.33 Page 8
By using these methods, the Batch Report can be
used as a transaction journal (i.e., sales journal,
cash receipts journal) or as a record of deposits.
LOOKUP CUSTOMER
This window is the primary starting point for
entering customer information. It allows you to see
what customers are on file, to select one for further
processing, or to add or delete customers. Customers
are display alphbetically by last name.
Only certain customer fields are shown. The rest
of the customer information may be seen on the Update
Customer screen.
The Update Customer screen is accessed by pressing
Ins to add a new customer, or by moving the highlight
with the cursor control keys to select a customer and
then pressing Enter to update the customer, or Del to
delete.
A check mark in the far right column indicates
that the is a comment for this customer on the Update
Customer window. See LOOKUPS for more information.
UPDATE CUSTOMER
Account Number - an optional field which appears
on statements and reports.
LAVD "last address verification date" - an
optional date field; could be used to indicate the last
time the customer address was verified, or any other
use you may define.
Name and Address - used in reports and on
statements.
Balance - the current balance of the customer.
Statement Status - Y or N, indicating whether a
statement will be printed for this customer during a
batch statement run (an individual statement will be
printed by the F3 key on the Update Transaction Detail
window regardless of the setting of Statement Status).
Simple AR - Version 1.33 Page 9
Recur Amt - an optional amount that will be post-
ed by the automatic posting routine (see AUTOMATIC
POSTING).
Comment - an optional text field which can be used
for any purpose. It does not display anywhere but on
the Update Customer window.
TRANSACTION CODE
Transaction Codes are used to simplify identifica-
tion of common transactions. The transaction code
provides a default description for the transaction
(which can be overridden) and indicates whether the
item is a debit or a credit.
When Simple AR is first installed, the following
two transaction codes are present:
C Charge Debit
P Payment Credit
These codes may be modified and other codes may be
added to meet your needs. The following are some
examples of other commonly used transaction types:
S - Sales CC - Credit Card Payment
R - Returns CH - Credit Card Chargeback
RE - Refund CF - Consulting Fee
Note: the codes BF and CF are reserved for Balance For-
ward transactions and may not be used for anything else.
LOOKUP TRANSACTION CODE
This window is used to display and maintain Trans-
action Codes. Transaction codes are used to indicate
the type of transaction, including whether it is a
debit or credit, and what its default description is.
The Update Transaction Code window is accessed by
pressing Ins to add a new code, or by selecting a code
by moving the highlight with the cursor control keys,
then pressing Enter to update a code, or Del to Delete
it.
The Transaction Code window is also used to select
a transaction code when an invalid code is entered on
the Update Transaction screen. (To add a new Transac-
tion Code while enter transaction detail, press Ctrl+
Simple AR - Version 1.33 Page 10
Enter when the Transaction Code window appears on top
of the Update Transaction window.)
See LOOKUPS, TRANSACTION CODE, or UPDATE TRANSAC-
TION CODE for more information.
UPDATE TRANSACTION CODE
Code - a one or two character code.
Description - the description of a transaction.
Used for an entered transaction unless it is overridden
on the Update Transaction window.
Dr/Cr Indicator - either D or C; controls whether
transactions of this type are treated as debits or
credits.
TRANSACTION DETAIL
This window is used to display and maintain custo-
mer transaction detail. The transaction items are kept
in the order that they were entered. (On printed
statements however, they are displayed in date order.)
The Update Transaction window is accessed by
pressing Ins to add a transaction, or by selecting a
transaction by moving the highlight with the cursor
control keys, then pressing Enter to update the trans-
action, or Del to delete it.
The totals at the bottom of the window show total
debits, total credits and total net balance for the
customer. See LOOKUPS for more information.
UPDATE TRANSACTION
Batch Number - this entry controls how transac-
tions are grouped. You must set up a method for
designating batches. It is recommended that you assign
each deposit and each group of charges a unique batch
number. For more information, see BATCH CONTROL. Enter
zero to set up a new transaction code during transaction
entry.
Simple AR - Version 1.33 Page 11
Date - usually the date of the transaction. For a
payment received from a customer, could be the date of
their check.
Type - must be a Transaction Code either previously
set up, or could be set up during transaction entry. To
set up during entry, access the Lookup Transaction Code
window by entering a blank of an invalid code. Then press
Ins to enter a new code; press Ctrl+Enter to modify an
existing code.
Description - an entry in this field is used to
override the default description on the Lookup Transac-
tion Code window. If that default is adequate, do not
enter anything into this field.
Amount - the amount of the transaction. Do not
attempt to use the minus key to indicate a credit, as
the Type field controls the sign of the entry.
LOOKUP BATCH NUMBER
This window is used to display and maintain batch
numbers. Batch numbers are used to group transactions
for audit trail purposes. (See BATCH CONTROL.) The
Update Batch Number window is accessed automatically
when an invalid batch number is entered on the Update
Transaction window, or by entering zero in the Batch Nbr.
See LOOKUPS for more information.
UPDATE BATCH NUMBER
Batch Number - identifies a batch. Usually best
to number batches sequentially. (When Automatic
Posting is used, the next higher batch number is used.)
See BATCH CONTROL.
Description - used to describe the batch. The
following examples show how this field can be used:
Simple AR - Version 1.33 Page 12
- for a deposit Deposit 01/02/93 $7,500.00
- for charges January Sales $11,500.00
- other Audit Adjustments $1,900.00
In each of these cases, an amount was included in
the description for documentation purposes.
STATEMENTS
Statements can be printed for all your customers
via the Statement selection of the main menu. (State-
ments will not print however if the Statement Status on
the Update Customer window is set to N; further control
over statement printing is governed by the Include bal-
ance settings, described below.)
A statement for a single customer may be printed
from the Update Transaction Detail window by pressing
F3. (The include balance flags are ignored during
the single statement print function, since you are spec-
ifically requesting that a statement be printed.)
Report Date: the date printed in the statement
heading.
Include credit balances: include or omit accounts
with credit balances from the statements.
Include zero balances: include or omit accounts
with zero balances from the statements.
Message on each statement: the default message is
created from your entries on the Update Company screen.
You may override this entry by typing something in this
field. The message will print on the bottom of each
statement.
Destination: where the statements are printed.
Type prn to send the them to a printer connected to your
computer. Another device name may be used as well. If
a device name is not used, the name is interpreted as a
file name and the statements are sent to that file. Path
names are supported.
Simple AR - Version 1.33 Page 13
REPORTS
Batch Report - Prints all transactions for all
batches numbered within the requested range. Can be
used for matching up with deposits or journal entries.
Trial Balance - Shows each customer name, phone
number, and balance.
Activity Report - For each customer, shows all
transaction detail within the requested date range.
Customer List - Shows account number, name,
address, and balance of each customer.
Mailing Labels - Prints a one-up mailing label for
each customer.
ACTIVITY REPORT
Report Date: the date printed in the report
heading.
Transaction Date Range: transactions will be
included in the report if they fall within the entered
From and Thru dates.
Include credit balances: include or omit accounts
with credit balances in the report.
Include zero balances: include or omit accounts
with zero balances in the report.
Destination: where the report is printed. Type
prn to send the report to a printer connected to your
computer. Another device name may be used as well. If
a device name is not used, the name is interpreted as a
file name and the report is sent to that file. Path
names are supported.
Simple AR - Version 1.33 Page 14
BATCH REPORT
This report serves as an audit trail of entered
transactions. The recommended method of entering
transaction detail is to group each deposit into a
batch. Assign a batch number and record it on the
deposit slip. Similarly assign a batch number to
charges. Use that batch number when entering each
transaction. This report will then serve as a sales
journal or cash receipts journal.
Batch Number Range: batches will be included in
the report if they fall within the entered Batch
Numbers. Report Date: the date to be printed in the
report heading.
Destination: where the report is printed. Type
prn to send the report to a printer connected to your
computer. Another device name may be used as well. If
a device name is not used, the name is interpreted as a
file name and the report is sent to that file. Path
names are supported.
TRIAL BALANCE, CUSTOMER LIST, MAILING LABELS
Report Date: the date printed in the report
heading.
Include credit balances: include or omit accounts
with credit balances in the report.
Include zero balances: include or omit accounts
with zero balances in the report.
Destination: where the report is printed. Type
prn to send the report to a printer connected to your
computer. Another device name may be used as well. If
a device name is not used, the name is interpreted as a
file name and the report is sent to that file. Path
names are supported.
AUDIT TRAIL
An audit trail allows transactions to be traced
from paper documents ("source documents") through an
information system to reports produced by that system.
A good audit trail allows every item printed on a
report to be traced to its origin as a transaction in
Simple AR - Version 1.33 Page 15
the real world; likewise, each real-world transaction
that the system is intended to track must be traceable
to the appropriate informational output of the system.
In Simple AR, the primary mechanism for
implementing an audit trail is via the Batch Number
field. See the BATCH CONTROL section of this manual
for more information on setting up a good audit trail.
JOURNALS IN SIMPLE AR
Journals are most easily used in Simple AR by
setting up a transaction code (see the UPDATE TRANSAC-
TION CODE section of this manual) and using this code
with the batch number. The batch number effectively
identifies a journal entry.
AUTOMATIC POSTING
This screen appears only if today's date (actual-
ly, the computer's system date) is past the end of the
month of the Last Auto Post date on the Update Company
screen.
Automatic posting allows you to post a recurring
amount to each customer. The amount for the customer
is taken from the Recur Amt field on the Update Custo-
mer screen. A typical use for automatic posting would
be to charge rent, monthly dues, or any transaction
that occurs periodically. Each customer may have the
same or different amount.
Transaction Code: the transaction type that will
be used for all items posted.
Transaction Date: the date that will be used.
To disable the Automatic Posting feature, remove
the date from the Last Auto Post field.
UPDATE COMPANY
Company Name and Address - the lines entered into
these fields appear as the page heading on statements.
Although each line is specifically named, you can adapt
them to your own needs. The first line appears as the
heading of the other reports.
Simple AR - Version 1.33 Page 16
Contact Name and Phone - used in the footer of the
statements to indicate who your customer should contact
if they have any questions about the statement.
Last Auto Post - indicates when the last automatic
posting was done. Leave blank to prevent automatic
posting. (See Automatic Posting.)
Logo Position - selects the position of the logo
on customer statements. Choose Left if you are using
2-window envelopes; Center if you are using single
window envelopes.
Boxes on Stmt - Y to print graphics lines on state-
ments; N to omit. If your printer can be set up to print
lines, you should set this to Y as the statements are
nicer looking with lines. N is mainly used with printers
that cannot be made to print graphic lines (see your
printer manual).
INSTALLATION PROCEDURES
The Simple AR software is installed by running the
program with the/install switch. At the DOS prompt,
type "ar /install" (without the quotes). This command
may be typed in upper or lower case.
When the /install switch is used, the program
creates the data files. Thereafter, if one of the data
files cannot be found by the program, you will be
instructed by the program as to your choices at that
point (regarding recovery of the file, recreation of
the file, etc.) Under normal circumstances, this "not
found" situation should not occur.
BENEFITS OF REGISTERING SIMPLE AR
When you register Simple AR, you receive the fol-
lowing benefits:
1. You obtain a license for the use of the current
version AND THE NEXT version released of Simple AR.
(You are helping to support high quality shareware.)
2. You may choose to receive a diskette with the
current or next version of Simple AR.
3. The opening menu will be personalized with your
name and company.
4. The registration reminder window will no longer
appear.
Simple AR - Version 1.33 Page 17
REGISTERING SIMPLE AR
To register Simple AR, print the register.doc file
included with the software, fill out the registration
form, and send it together with your check or postal
money order for $40 plus tax to the following address:
Simple Simon Accounting
3980 Hawthorne Circle
Excelsior, MN 55331-7502
Phone 612-621-1613
Upon receipt of your payment, you will be sent by
US mail a registration card that will allow you to reg-
ister your copy of Simple AR. You may also choose to
receive a diskette with the current or next version of
Simple AR, when it is available. The next version will
usually include new features and enhancements. Please
indicate your choice of which version of the program you
would like when you send your payment.
USING THE SIMPLE AR REGISTRATION WINDOW
This window is used to register Simple AR. It is
triggered by using the /R switch when the program is
started.
To complete the form, enter the name and company
EXACTLY as they appear on the Simple AR registration
card which was sent to you. To obtain a registration
card, please follow the instructions found in the
SUPPORT section of this manual.
After registering Simple AR, the opening menu
window will display your name and company, rather than
"Unregistered." Registration reminder screens will
also no longer display.
GETTING SUPPORT
Registered users of Simple AR may obtain support
via Compuserve, e-mail, or telephone during normal support
hours.
CompuServe 72274,2514
Internet jas@minn.net
Phone 612-621-1613
Mail Simple Simon Accounting
3980 Hawthorne Circle
Excelsior, MN 55331-7502
Simple AR - Version 1.33 Page 18
Normal support hours are Monday through Friday,
from 06:00 pm to 10:00 pm Central Standard Time. Other
hours may be available.
