Night Owl 6

home *** CD-ROM | disk | FTP | other *** search

/ Night Owl 6 / Night Owl's Shareware - PDSI-006 - Night Owl Corp (1990).iso / 023a / gp34.zip / GP.DOC < prev next >

Wrap

Text File | 1991-12-02 | 55KB | 1,208 lines

GENERAL INVOICE SALES TRACKER - PLUS " G I S T - P L U S " Program Author: Robert F. Keber Jr. Produced By: The TypeRight Company 336 SWAIN BOULEVARD LAKE WORTH, FL 33463-3342 (407) 969-3643 COPYRIGHT (C) - All Rights Reserved DISCLAIMER USE THIS SOFTWARE AT YOUR OWN RISK The author and producers of this software package make no warranties, either expressed or implied, regarding any of the programs included with this package, either on an individual or collective basis. There is no warranty for this software's merchantability, or for it's fitness for any particular purpose. The author and producers will not be liable for any damages arising from the use of (or inability to use) this software. The author and producers will not be liable for lost profits, lost savings, lost income, lost time, claims by other parties, or other incidental or consequential damages arising out of the use of (or inability to use) this software. Use of this software package, in whole or part, is entirely at the user's own risk. WHAT IS "GIST" ? DICTIONARY DEFINATION: GIST (jist) n. The essence of a matter, as in getting the gist of a situation. GIST PLUS ("GP") is a "Customer Billing" program. It is designed for firms who have a need to produce and print Invoices which contain "Descriptions" about service (or anything else), "Names and Numbers" for parts or products, "Instructions", "Expiration Dates" or just about anything else, in addition to all the all important "Numbers" which say "How Much". "GP" is NOT an accounting program, but it is a "GROSS INCOME" program. It provides all of the "Income" information that most Accountants or Bookkeepers require from a small business. In most cases, they will only need some "GP" Printouts, and the Bank Statements and Check Stubs to maintain a firm's books. But, in addition to organizing and preparing your Income Data for your Accountant, "GP" will provide "You" (as a Manager) with a great deal of other very useful business information. It will also automatically handle routine monthly chores (such as Customer Statements) without most of the usual mistakes, "Short-Cuts" and oversights that occur when these same tasks are done by an employee with a typewriter. Customers: - Shows "Last Sale Date" & "Total Amount Spent" for every customer. - Prints a Customer Telephone Directory (2 phones with extension #s). - Prints Two Customer Address Directories (Long & Short Versions). - Prints Customer Mailing Labels (by Name/City/State/Zip/Area/Etc.). - Large "Comment Field" for every customer (Special Terms, Etc.). - Prints a Customer Statement or Customer Invoice for any account. - Data fields are designed to allow INTERNATIONAL address entries. Invoices: - Use "Hand Written" invoices or let "GP" Produce & Print your Invoices. - Allows Custom Listings of Descriptions, Part#'s and Work Performed. - Sales Tax can be configured to comply with most Laws & Regulations. - Can Print Multiple copies of Invoices (Customer & File Copies). - Generates New Invoice Numbers & New Customer Numbers automatically. - Prints Accounts Receivable Statements with matching Mailing Labels. - Prints a list of Invoices for any "Time Period/Customer/Employee". - Prints a list of invoices with totals for Accounts Receivable. - Provides 12 "ReNameable" Sales Categories plus ReNameable Sales Tax. - Provides 10 "ReNameable" Sets of "Terms & Conditions". - Double checks "Calculations" on hand-written employee invoices. - Allows a Six Line "Heading" for your Name, Address & Telephone. - Allows a Six Line Invoice Footer for custom messages, disclaimers, etc.. - Extensive use of "Pop Up Windows" for easy use & simplicity. Inventory: - Support program provides ability to Create/Edit an Inventory Data File. Entries in this file appear in a "Pop-up Scroll-Bar-Window" for automatic entry into invoice fields. Saves Time & Typing errors. Income: - Prints/Displays Accounts Receivable List & Customer Statements. - Prints Gross Income "Breakdown" for any time period. - Prints "Income Totals" from any Employee or Customer. General: - Holds about 725,000 Customer Records & 725,000 Invoice Records. - Data files never routinely NEED "Sorting or Purging". - Word Processing style commands for the majority of field entries. - Use "NAMES or NUMBERS" for retrieving records. - Find "Strong & Weak" categories of employee's performance. - Find "Strong & Weak" categories of Product & Service performance. - Unique "BROWSE" mode for viewing Customer & Invoice records. - Shows System "DATE & TIME" on "Main Menu". System Requirements: - Computer - PC/XT/AT/286/386/486 or Close Compatible - DOS or MS/DOS Version 3.0 or higher - Ram Memory - 512k minimum - Hard Drive Recommended - Monitor - Mono or Color 80 column - Printer - 80 Column - Dot Matrix - IBM or Epson compatible. - CONFIG.SYS FILE Set To: "FILES = 25" (Very Important!) REGISTRATION GENERAL INVOICE SALES TRACKER - PLUS ("GP") is a "Shareware" software package. The term "Shareware" means that we provide you with a copy of the program for you to "try out" for a short evaluation time. After a few weeks of use, you are required to either dispose of the program or send us the purchase price for registration. Extended use without proper registration is a violation of our rights under the Copyright Laws of the United States. WARNING: The "Shareware" versions of any of our programs are, and will remain, fully functional. But any of several safeguards "may" exist to encourage User Registration and to help detect and expose unauthorized retailing of any version which may have been "Doctored" or "Altered". User Support (both Telephone & Written) is available for anyone who needs help or information with any of our products. Because we produce and support MANY different software packages, and each package usually has several updated releases and revisions, please have the following information available whenever you contact us for any reason: - Program's Full Name, Version Number, and Serial Number (even if NOT a Registered Program) BONUS FOR REGISTERING All Users who register will receive the latest updated, improved and "Debugged" version of this program. They are also kept advised of all of our new programs, and many times, Registered Users are offered special discounts toward (and free Demos of) our new programs. In addition to all of that, they also receive another program called "GP-TOOLS.EXE", which is a "support" program for "GP". "GP-TOOLS.EXE" let's the registered user do four (4) very useful tasks related to manipulating "REC" files (and the list keeps growing). #1- EXTRACT Invoices from your "INVOICE.REC" data file and create assorted "smaller" Invoice files. This allows "Date Specific" Invoice files to be created with "Yearly, Semi-Annual, Quarterly or Monthly" data only. Another benefit of this feature is that it allows the User to keep their "current" Invoice file much smaller in size. Smaller file sizes increase the program's speed during data searches, and allows "GP" to be used on some of the smaller disk drives. #2- MERGE Invoice files. Allows you to merge together two or more "GP" Invoice files into a larger Invoice file which can contain many years worth of invoices (up to about 725,000 separate invoices). #3- CLEAR the "Last Sale Date" & "Total Amount Spent" fields from all the records in "CUSTOMER.REC". Then Recalculate and insert new values for both of those fields, based upon the information contained in the "current" Invoice file. #4- Offers additional ability to fix or repair corrupted "REC" data files through a "File Maintenance" routine. This routine will remove all records marked as deleted, and all records it finds to be corrupt. This will usually shorten larger files, and many times this routine will "repair" a corrupted Invoice or Customer file with only a minimal loss of data. This routine is well worth the small cost of having it at your disposal if you ever need it. HOW DO I REGISTER? Print out (and fill out) the enclosed file named "REGISTER.DOC" with the following Command.... "COPY REGISTER.DOC LPT1" <...hit 'Enter'>. PROGRAM PRICE - $69 PER COPY When you have completed the Registration Form, Mail it to us with your $69 Payment. Make all checks payable to "R. KEBER JR.". Our normal method of shipping a pre-paid order is by regular 1st Class Mail. In such cases there is NO SHIPPING CHARGE, and delivery time is usually just a few days. (All Prices & Features Are Subject To Change Without Notice) COPYRIGHT (C) - ROBERT F. KEBER JR. Files included with "GP" BRUN45 .EXE - MicroSoft "Run-Time Module" - Allows Smaller EXE Files. CNF-GP32.EXE - Allows User To "Set-Up" GIST PLUS To Individual Needs. CUSTOMER.REC - Data file of sample records GP .DOC - This Instruction Manual GP .EXE - Main Program GP-2 .EXE - 2nd Part Of Main Program Module INSTALL .EXE - Installs "GP" on Hard Drive & Prints Instruction Manual INVNTORY.EXE - Creates/Edits/Sorts "INVNTORY.DAT" Inventory File INVOICE .REC - Data file of sample records REG .DAT - Registration Data - User's Name & Serial Number. REGISTER.DOC - Registration Form - To be printed when Registering SCREEN .OVL - GIST Display Screens (Compressed) OLDSTYLE.EXE - With Registered Versions Only. Converts "Older" Style "DTA" Data Files Into The "Newer" Style "REC" Data Files. GP-TOOLS.EXE - Shipped ONLY With Registered Versions. Advanced Data File Utilities And "File Maintenance" For Corrupted Files. Files which are created when "GP" is run CUSTOMER.REC - Random Data file for Customer records CUSTNAME.NDX - Index file - Customer Names CUSTNUMB.NDX - Index file - Customer ID Numbers CUSTOMER.BAK - Backup file - Copy of CUSTOMER.REC INVNTORY.DAT - Inventory Data File - Max of 300 Records INVOICE .REC - Random Data file for Invoice records INVNAME .NDX - Index file - Invoice Customer Names INVNUMB .NDX - Index file - Invoice ID Numbers ACCREC .NDX - Index file - Unpaid Invoices INVOICE .BAK - Backup file - Copy of INVOICE.REC GP .CNF - Configuration File For GP's Custom Settings. SETTING UP GIST-PLUS GP.EXE has been written in such a manner as to make it very adaptable to different Tax Laws, User needs, and hardware abilities. As a result there are many features which can be changed (or "Configured"). Most changes can be made by running the "GP" program, and then choosing the "RECONFIGURE" menu selection from the Main Menu. The Reconfigure section of GIST has a lot of "on screen" instructions, explanations and menus. It will create a new disk file called "GP.CNF" which will contain a list of all the custom changes you may have selected. From then on, when GIST-PLUS is run, it will look for GP.CNF and (if found) will use the list of "settings" inside the file. CONFIGURABLE GIST-PLUS SETTINGS --------------------------------- CONFIGURE CATEGORY | DEFAULT SETTING ------------------------------------------------------------- Name Of Invoice TAX Field........: "SALES TAX" Sales Tax Percentage Rate........: .05 (Five Percent) Sales Tax On Sale Category #1....: Yes Sales Tax On Sale Category #2....: Yes Sales Tax On Sale Category #3....: Yes Sales Tax On Sale Category #4....: Yes Sales Tax On Sale Category #5....: Yes Sales Tax On Sale Category #6....: Yes Sales Tax On Sale Category #7....: Yes Sales Tax On Sale Category #8....: Yes Sales Tax On Sale Category #9....: Yes Sales Tax On Sale Category #10...: Yes Sales Tax On Sale Category #11...: Yes Sales Tax On Sale Category #12...: No Page Headings (Graphics/Text)....: Use Non-Graphic Characters Use GIST Letterhead..............: Yes Use Pre-Printed Stationery.......: No Use "Window" Mailing Envelopes...: No Center Invoice's 5 COMMENT Lines.: No Last Printed Line Of Invoice.....: "Sales Rep:___ Customer Rep:___" Starting Invoice Number..........: 10,000 Starting Customer Number.........: 3 Number Of Invoices Printed.......: 1 Sales Category #1 Is Called......: "Sale Cat #1" Sales Category #2 Is Called......: "Sale Cat #2" Sales Category #3 Is Called......: "Sale Cat #3" Sales Category #4 Is Called......: "Sale Cat #4" Sales Category #5 Is Called......: "Sale Cat #5" Sales Category #6 Is Called......: "Sale Cat #6" Sales Category #7 Is Called......: "Sale Cat #7" Sales Category #8 Is Called......: "Sale Cat #8" Sales Category #9 Is Called......: "Sale Cat #9" Sales Category #10 Is Called.....: "Sale Cat 10" Sales Category #11 Is Called.....: "LABOR CHRGS" Sales Category #12 Is Called.....: "SHIPPING" Payment Terms #1 Is Set To.......: "PAID - CASH" Payment Terms #2 Is Set To.......: "PAID - CHECK" Payment Terms #3 Is Set To.......: "PAID - CREDIT CARD" Payment Terms #4 Is Set To.......: "PREPAID ORDER" Payment Terms #5 Is Set To.......: "COLLECT ON DELIVERY" Payment Terms #6 Is Set To.......: "NET CASH - 10 DAYS" Payment Terms #7 Is Set To.......: "NET CASH - 15 DAYS" Payment Terms #8 Is Set To.......: "NET CASH - 30 DAYS" Payment Terms #9 Is Set To.......: "DUE ON RECEIPT" Payment Terms #10 Is Set To......: "SPECIAL PRE-ARRANGEMENT" Heading Text - Line #1 "YOUR COMPANY'S NAME & ADDRESS" Heading Text - Line #2 "To Insert Your Own Data" Heading Text - Line #3 "In These 6 Lines Of Text," Heading Text - Line #4 "Use The RECONFIGURE Selection" Heading Text - Line #5 "On The Main Menu. Then On Next" Heading Text - Line #6 "Menu, Choose Selection 'P'." Footer Text - Line #1 "THANK YOU FOR YOUR BUSINESS" Footer Text - Line #2 "To Insert Your Own Data" Footer Text - Line #3 "In These 6 Lines Of Text," Footer Text - Line #4 "Use The RECONFIGURE Selection" Footer Text - Line #5 "On The Main Menu.Then On Next" Footer Text - Line #6 "Menu, Choose Selection 'P'." Any (or all) of the above items (and a few "Sub-Items") may be changed as often as you like. You may use "RECONFIGURE" over and over without causing any problems, as it will simply "Read" and then "Re-Write" the "GP.CNF" file every time you use it. PROGRAM SECURITY We also offer the following suggestion about "GP" Configuration. All of the routines for configuration are contained inside another "EXE" file called "CNF-GPnn.EXE" (the "nn" in the file name will actually be the current program version number). As the file gains more and more features and power, it also gains the ability to do severe damage to your data files (if used carelessly or recklessly). As a precaution against this, we suggest that your management set up the program configuration as "you" want the program to operate. Then make (and keep on file) a printout of the configured settings. Those printouts are VERY helpful the next time you need to use a backup copy, or when you install a newly updated version of "GP". Then, after doing all of that, move, remove (or rename) the "CNF- GPnn.EXE" file to a secure, limited access area for safe-keeping. By doing this, no one else can change any of the program settings without your knowledge. Neither can they "accidentally" delete your Data Files by exploring and experimenting with the program's various features. After "CNF-GPnn.EXE" has been removed and the "RECONFIGURE" Menu Selection is picked, a small "Error" message will appear on the screen saying that "The File Is Missing", and the program will return operation to the Main Menu for another Menu Selection. No Problem! SETTING UP "GP" ON YOUR HARD DRIVE "GP" is NOT copy-protected and has no elaborate schemes to prevent copies from easily being made. Copies can be made by any of the normal DOS/MS-DOS "Copy" or "Disk Copy" commands if you know how to use them. USE CAUTION: If Re-installing an UPDATED Version, make a backup of your original Data Files "BEFORE" doing anything else. Then copy all of the "GP" files EXCEPT FOR THE SAMPLE DATA FILES. Don't just copy the files you "think" you will need. All of the "GP" files are "matched" to each other and they all MUST be from the same version number or the program will not work properly (except for the two ".REC" Files). The best and easiest method (always) to "Set-Up" or "Update" "GP" is to run the "GP" Program called "INSTALL.EXE". "INSTALL.EXE" will NOT erase or delete any of your existing "GP" files without your explicit "Okay". If installation is on a Hard Drive, INSTALL will simply "check to see" if a Sub Directory called "\GP" already exists. If it does, it will warn you and then give the option to "Quit" or "Continue" operation. In the case of an "Update" installation, "\GP" WILL already exist, and you will "Be Warned". Enter a "C" to "Continue" Installation. INSTALL.EXE will then "peek" into the target Drive & Directory, and then do whatever is necessary to avoid "over-writing" your existing CUSTOMER.REC and INVOICE.REC files with our "Sample" files. It will also create another file called "GP.BAT", which it will store in the ROOT Directory. This file is created for those Users who may not know their way around a Hard Drive too well. Simply typing "GP" in the ROOT Directory will automatically switch to the "\GP" sub directory and then run "GP.EXE" for the operator. INSTALL will also check to see if there is a "Boot-Up" file called "CONFIG.SYS" on the target drive. If CONFIG.SYS does NOT already exist, then INSTALL will create such a file for the operator. The "CONFIG.SYS" file will only contain one very important command... "FILES=25" If there already is a "CONFIG.SYS" file, then "INSTALL.EXE" will examine it's contents. If a "FILES=" command to does NOT exist, it will be inserted into the file. If the "FILES=" command DOES EXIST, it will be examined and reset (if necessary) to at least "25" files. It is "VERY IMPORTANT", for the "FILES=25" command to be set to at least 25 or more files or "GP" will run into a "Brick Wall" as it tries to create and open "one" file too many. The same is true for many (lots & lots) of other programs as well. So it's not a bad idea to set this to "25" files, and never change it again (unless another program tells you to increase it to an even higher number). The "FILES=" command is one where "Too much won't hurt, but too little will" (within reason). GETTING STARTED Once you have gotten all the "GP" files installed, all that is necessary to RUN "GP" is to BOOTUP and.... .... Enter the command.........: GP <enter> "GP" will then load, create several new disk files, and present you with the "Main Menu" screen. To make things a bit easier for you, we have included a couple of "sample" Customer and Invoice data files. This will save you the time of having to enter your own data just to try out the "GP" program. Feel free to play around with these sample files, and "get the hang" of how the program works. That's the easiest and fastest way to learn (most fun way too). Run through all the different Menus and features, and try everything. Find records, add new records, edit records, delete records. Print out some labels, directories, statements and invoices. Make all of your mistakes with the sample data files and learn while using "them" instead of your "For Real" data. Try "Re-Naming" the "Sales Categories" and "Terms & Conditions" to settings which will apply best to your individual type of business. Selecting Category Names is perhaps the most important step in setting up GP for your own use. A LOT of thought should be given to the Names BEFORE you begin to enter your own "for real" data. To enter a "Partial Payment" or "Discount", the value must be entered as a NEGATIVE NUMBER (eg: -26.54 ...dash + the number). Also, if you enter a "Partial Payment", make sure that you erase or adjust the entered negative value when the final (or an additional) payment on the invoice has been received. This is necessary so that the Invoice will show the proper "Unpaid Balance" or the proper "Total Income" for the printed "Reports" and "Customer Statements". *************** IMPORTANT READING ************** IMPORTANT: When you are ready to erase the "SAMPLE" data files and begin entering "Real" data... DO NOT just "Delete" every sample record inside of each file. Doing this will only "Mark" those records as deleted. They will still exist in the old file until some new records are entered, at which time they will be over written. But until then, they will mess up your "Starting Record ID Numbers" and "Total Records" count. To COMPLETELY ERASE THE "REC" FILES, select the "RECONFIGURE" selection on the Main Menu. There is a menu selection for ERASING DATA files on the Configuration Menu which make this task simple and fast. Once you have ERASED the sample data files, when GP.EXE is run again, it will automatically create brand new (and empty) "REC" files for you to begin entering your own "For Real" Invoice & Customer records. PRINTING TROUBLES If you find you are having trouble with "printing" any of the various "print" items, look farther into this text for a heading of "TROUBLE" and "PROBLEMS" for suggestions on what to check for. DATA ENTRY & CURSOR CONTROLS FIELD EDITING -- CURSOR MOVEMENT The following page or so describes the methods used in "GP" to enter data into "Fields". "Field" is just another word for a "blank space to be filled in with information". Example: "NAME:____(field)_______". We suggest that you take the time to at least glance through this information, as most of it has been put there to make life (and "GP") easier for you. Some of it will describe "Short-Cut" methods of entering data, while some of the others will answer some questions before you even think to ask them. INSERT KEY: Toggles between "Insert" & "Overwrite" of characters. Cursor changes shape for each mode. DELETE KEY: Deletes character at cursor position. BACKSPACE.: Deletes character to left of cursor position. LEFT ARROW.: Move cursor left one space. RIGHT ARROW: Move cursor right one space. UP ARROW...: Jump to previous field. DOWN ARROW.: Jump to next field. CTRL LEFT..: Move cursor left one word. CTRL RIGHT.: Move cursor right one word. HOME KEY...: Move cursor to beginning of field. END KEY....: Move cursor to end of field entry. CTRL END...: Delete field entry from cursor position to end. PAGE UP....: Jump to top field. PAGE DOWN..: Jump to bottom field. F-1 KEY....: Exit "Current Routine" and return to the previous menu. F-5 KEY....: Varied purposes. Watch Bottom Center of Display Screens. F-10 KEY...: Exit from the "GP" program. YES/NO QUESTIONS: In the majority of cases, when "GP" asks a question to be answered by a "Y" or "N", hitting the "Enter" key is the same as entering a "Y" (for Yes). But there are a few places where the reverse is true (Enter = "N"), and still a few other places where you MUST hit a "Y" or "N", and the "Enter" key won't be accepted. It sounds confusing, but (believe it or not) it works well and makes good sense in practice. However, when in doubt, just hit the "Y or N" keys. DATE & TIME FIELDS: If you find that the "TIME & DATE" displays or entries are NOT correct or accurate, then the problem is NOT with "GP". The problem is that "YOUR" Computer System's "Clock & Calendar" are not properly set. The "Reconfigure" program has a menu selection to reset the time and date. DATES: The Date's format is always "MM/DD/YY" Anywhere in "GP" where you enter a "date" into a field, the date will always be checked for validity (02/30/90 is no good). If the date is invalid, a "Warning Window" will appear on screen, and the date will not be accepted. All Dates may be entered as 01/02/90 or 01-02-90 or just 010290. INVOICE DATE FIELD: To enter "Today's Date" (System Date) in this field, just "exit" from this field by ANY method WITHOUT entering any kind of date entry (Hit ENTER, UpDn, PgUp, PgDn, F5 Key, etc.). PAID DATE: To mark an Invoice "Unpaid", don't enter anything in this field. You accomplish this by just hitting the "Enter" (or cursor) keys. When marked as "Unpaid", the field should show "MM/DD/YY". To mark the "Paid Field" as "Paid" using "Today's Date", just hit the "F5 Key" (watch bottom, center of screen). The OLDEST date "GP" can handle is 01/02/50 (Year = 1950) The NEWEST date "GP" can handle is 12/31/49 (Year = 2049) This range effectively gives "GP" a 100 year date range. SEARCH KEYS: When "GP" asks you to enter some information to search for a particular record..... If asking for an ID Number, for the best results try to enter the entire number (not just part of it). If asking for a Customer's Name, for the best results only enter the first three or four characters of the last name. First names are ignored. Never enter more than 18 characters of any last name for a search key. If "GP" is unable to find a record which matches the "Search Key" information which you provided, an "on screen" message may appear saying so. You then have the option of trying again. But in some cases, if an "Exact Match" is not found, "GP" will present the "Next Closest Match" for your inspection, and it will then ask if that record is correct (as in the "Browse" mode). "CUSTOMER DATA ENTRY" SCREEN =============================== "LAST SALE DATE" & "TOTAL AMOUNT SPENT" FIELDS These two fields are located on the "Customer Data Entry Screen". They are "calculated", "filled in" and "maintained" automatically by "GP". They cannot be changed or edited by an operator. As you enter "New" invoices, these fields will be updated with the new data automatically. The amount displayed in the "Total Amount Spent" field is always "rounded off" to the nearest dollar amount, and there will never be any "cent" value shown (other than "$ .00"). As a result, the values displayed are "close approximate" values. The "GP" "Support Program" called "GP-TOOL.EXE" offers the capability of "Clearing & Recalculating" the "Last Sale Date" & "Total Amount Spent" fields in each customer record. The new data placed into these fields will be based upon the Data in the Invoice file in use at that time (with "Registered" versions only). TWO "NAME" FIELDS "GP" provides two "Name" fields for entries. The Last/Business name field contains 30 characters, and the First name field contains 20 characters. Combined together, the two fields total a maximum of 50 characters for names. For reasons of spacing on paper and labels, only the first 30 characters of the combined two name fields will be printed on any "GP" printout. For this reason, we suggest that you keep all "First Name" field entries as reasonably short as possible. NAMES & ID NUMBERS AS "KEYS" After a "Customer" or an "Invoice" have been assigned an "ID number", and the record is saved to a disk file, you will no longer be able to change those numbers through any of the "GP" "Editing" routines. Once assigned, the "ID Numbers" are "Keyed" to the "Names", and "Vice Versa". They are permanently "MATCHED" to each other. The only way to change those "Names & Numbers" is to "Delete" the entire record, and then re-enter it all over again. THE "TELEPHONE NUMBER" FIELDS The Telephone Number fields have a special feature in that the entries may be made as "123-4567" or as "1234567". "INVOICE DATA ENTRY" SCREEN ================================ CATEGORY OF SALES "GP" breaks your sales down into 13 different categories of "Income", ALL of which can be renamed by the User by using "RECONFIGURE". Sale Category #1 Sale Category #6 Labor Charges Sale Category #2 Sale Category #7 Shipping Charges Sale Category #3 Sale Category #8 Sales Tax Charges Sale Category #4 Misc. Sale Category #5 Discounts CASH REGISTER SALES If you use a Cash Register for sales (as well as employee invoices), reserve one of the "Sales Categories" for "Cash Reg", and make an entry in that "Sales Category" at the end of each day's business. The easiest way to do this is to create a "Customer Record" for your own office by entering your firm's name and address in the customer file, or by creating a customer record with a "Name" of "CASH REGISTER SALES" (or something similar). Then, at the end of each day, create an Invoice for "CASH REGISTER SALES" (or whatever) and enter the amount from the Cash Register. If you have several Cash Registers, issue each Cashier an Employee ID Number, and use the "Employee Number" field on each invoice to keep track of "Who" turned in "How Much" on "Which Day, Week, Month, etc.". INVENTORY ITEMS When you get to the "Quantity/Description/Price" section of each invoice, you may note that at the bottom, center of the screen a message appears when the curser enters any of the "Descriptuion" fields ("F5=INVENTORY"). If you hit the F5 Key, a "Window" will appear inside of which can be up to 735 different sales items. Each item will have a "Description", a "Retail Price", and a "Sales Category" number. The items "can" also be in "Sorted" order if you wish. To select an Inventory Item, use a combination of your Up/Down Arrow Keys, and your PageUp/PageDn Keys. There are 49 pages of 15 items each. When the "Highlighted Bar" covers the item you want, just press the "Enter" Key, and all of that information will be automatically inserted into the proper Invoice fields. To "Exit" without selecting an entry, just press the "ESC" key. To create (or change) your own Inventory List, use Main Menu Selection "R" (Reconfigure). Then, when the Reconfigure Menu appears, select the "Inventory" Menu selection. All entered Inventory Data is saved in a disk file named "INVNTORY.DAT". If you have a large Inventory list, it would be a good idea to make a Backup of that file, and to keep a "Hard Copy Printout" of the Inventory List as well. As "INVNTORY.EXE" is a "support" program for "GP", and is NOT necessary for the "full use" of "GP" (descriptions, price & category can always be manually entered), only the first 25 Inventory Items will function in "UnRegistered" versions. However, this limitation ONLY applies in the "GP" program itself. In both the Registered and UnRegistered versions Users may enter all (or up to) 735 Inventory Items if they wish. All the Inventory data will be properly saved in "INVNTORY.DAT" and displayed in "GP". But only the first 25 items will be accessed by "GP" in the UnRegistered Versions. AUTOMATIC "QUANTITY" PRICING In "LABOR CHGS" & "SHIPPING" fields, you have the ability to calculate "Quantity" math problems such as..... 12.4 Hours at $14.37 each = ? 3.7 Hours Labor at $49.39 each = ? As soon as you move the cursor into the LABOR field, at the bottom, center of the screen a message saying "F-5 = Quantity" will appear. That simply means that if you have a problem like one of the above, just hit the "F-5" key. When you do, an "On Screen Window" will appear to take your "Quantity" and "Price Each" information. "GP" will then automatically insert the correct total into the field, and the "Window" will disappear. THE "SALES TAX" FIELD Sales Tax Rates and Laws vary greatly all over the world. As a result, we had to program this field with this in mind. At the request of our International Users, effective with GP Version 3.0 and newer, you can now rename the invoice tax field to "GST" (for Canadians), or most anything else up to 11 characters in length. This also makes it possible to name the tax field "nothing" (by erasing any name and leaving it blank) for those few of us who operate where there is NO Sales Tax (at the North Pole?). The default setting for the Sales Tax Value is ".05" (5 percent). That amount can be changed to any value from ".0000" through ".9999" (from NO tax to 99.99% tax). To change the Sales Tax rate, run "RECONFIGURE". Then choose the "SALES TAX" selection from the Configuration Menu. As you Enter "New", or Edit "Old" Invoices, when you reach the Sales Tax "%" field, a small window will appear saying "Tax? (Y/N)". If you type a "Y" (or hit Enter) for "Yes", Sales Tax WILL be calculated and charged to the Invoice, based upon the Sales Tax Percentage Rate which you set. In situations where you have set a Sales Tax rate, but are now entering a "Tax Exempt" invoice (such as for a church), then just type an "N" (for NO), and Sales Tax will NOT be applied to the invoice. If you live in an area where you have a City or County Sales Tax in addition to a State Sales Tax, then you may want to combine the two tax rates into one figure. Example: 6% State Tax + 4% City Tax = 10% Combined Sales Tax rate. If that's not acceptable, then rename one of the other Sales Categories as the 2nd tax field. If you use either "LABOR" or "SHIPPING" for this purpose, you can then use your F5 Key to activate the "Quantity Window" and calculate the tax by entering the tax rate times the amount shown in the Invoice Sub Total Field. CLEARING THE DECKS FOR ACTION ***** GETTING RID OF THE SAMPLE DATA RECORDS ***** Go to the Main "GP" Menu. Choose the selection for "RECONFIGURATION". On the Configuration Menu there is a selection for "Erasing" the Data files. Use it to erase BOTH the Customer & Invoice Data files. Then, when "GP" is run again, brand new (and empty) data files will automatically be created for you. CUSTOMER & INVOICE ID NUMBERS The Configuration Menu also lets you set your "starting" Customer Number and Invoice Number. But this may require a bit of thought first. We designed "GP" in such a manner that the Customer "should" never see or know what their customer number is. The number will never appear on any invoice or statement, and is strictly for YOUR OWN USE. So why go out of your way to make your Customer Numbers large and complicated? Why not just start with a "10" instead? Smaller numbers are usually easier to remember. But if you wish, you can set your starting customer number anywhere from 2 to 999,999. Set this number BEFORE entering any records in the Customer file. INVOICE NUMBERS: Bear in mind that "GP" will never allow any duplicate Invoice or Customer Numbers. The default starting "Invoice Number" is "10,000", but you can change that by using CNF-GP.EXE to any number you wish (except "0" and "1" which are reserved). This should be done BEFORE any records are entered in the Invoice File if you wish to set a lower number than "10,000". But, if you sometimes use external (hand written) invoices which are pre-printed and already contain their own Invoice Numbers, then make sure that you set your "GP" starting Invoice number a fair amount HIGHER than any of the numbers on your pre-printed paper invoices (to avoid "Duplicate Invoice" numbering problems at a later date). TROUBLES & PROBLEMS - Make sure that the version of DOS or MS/DOS you are using is version 3.0 or higher. Older versions won't work properly. - Make sure CONFIG.SYS is set as described in the previous pages. - Not enough free RAM memory available. Remove all other Memory Resident programs from memory BEFORE running "GP". - Your Printer is "NOT" ready for action, or may be incompatible, or is NOT set to LPT Port #1. On some computers this problem will simply "Hang Up" the computer UNTIL the printer "IS" ready for action. But on most, a warning "Printer Not Ready" window appears. - Not enough free disk space left. - Incompatable Computer. As time goes by and manufacturers scramble to find ways to pack more power and features into machines who's prices have not increased much, some have "strayed" a bit from the "100%" compatability claim. This is especially true in areas such as video input/output, where video cards have been replaced with video chips. In "some" big name clones, some of their "Newer" models will not work with our programs, while their old models will. This is because we use advanced "Direct Screen Write" Assembly Language routines to display various items on the screen. In so doing, we bypass the older and slower, "normal" screen write methods. Some of the new video chips are different enough to cause an incompatablity problem in this area. PROBLEMS WITH PRINTED OUTPUT: - Make sure that you are using a "Dot Matrix IBM/Epson/Compatible" printer. Daisy Wheel, "Serial" or "non-compatible" printers just won't work properly (or some won't work at all) with "GP". - Make sure the printer's "DIP SWITCHES" are properly set to print "EXTENDED IBM/EPSON GRAPHIC" characters (see your owner's manual). - Make sure the printer is plugged into your "Parallel Port #1". Many computers have more than one Printer Port. A Printer designed to be plugged into a "Serial Port" will not work with "GP". - If you find that on some of the "GP" printouts you are getting printed lines of full "E's, D's" or other characters in place of solid lines or boxes, then one of two things are happening. Either you don't have your printer set up to print "IBM Extended Graphic" characters (see the Instruction Manual for your printer), or your printer is not capable of printing Graphics. In such cases, run "Reconfigure". Choose selection "P" to set up GP.EXE to produce printouts using only one of the three sets of "TEXT" (non-graphic) characters. Also, set the file to "NO DOUBLE- WIDE CHARACTERS". Then run "GP" and try to print either an Invoice or Statement. If all went well, (and your printer is compatible) your problem should be solved. IMPORTANCE OF MAKING BACKUP FILES "GP" is a very complex program. It was written using a combination of three different programming languages, and contains many very advanced programming routines (Binary Indexed Trees, etc.). As such, it performs very well, but it doesn't "take kindly" to being mistreated by operators. The worst thing an operator can do to "GP" is to take a "short-cut exit" from the program by simply turning off the computer, or by doing a Warm Boot (Control + Alternate + Delete Keys). During a proper exit (F-10 key) "GP" does quite a large number of tasks related to closing all files properly, restoring the RAM memory to normal, and in general, just tidying up after itself. To intentionally and repeatedly "bypass" those tasks is risking serious damage (or even a complete loss) of the data files. While we have taken every step we could think of to minimize that kind of disaster, on rare occasions it can still happen. This same problem can occur with most programs that access files, and it's not really a problem that's unique "only" to "GP". But because "GP" accesses "Many Files", and those files all "Interact" with each other, we prefer to stress the importance of proper "Exits" and NOT taking "Short Cuts". Because of this possibility of Data loss, we can't stress strongly enough the importance of keeping "Backup" copies of your data files. By "Backup" files we don't mean just the backup files that "GP" gives you the option of creating upon an exit (*.BAK). While those files are usually fine as "Backups", it is very easy to overwrite THEM with a badly scrambled (or "empty") file, leaving you with nothing but useless files on your disk. So by "Backup Files" we mean other "insurance" backup copies of your "*.REC" files kept on separate disks or in different Sub-Directories, or in constantly updated "Archives". The "Reconfigure" program has a menu selection which makes creating, copying or converting "Backup Files" very easy. It is in your own interest to make backups very often. BATCH FILE BACKUPS: (See your DOS/MS-DOS Manual - "Batch Files") "We" use a simple system for making "our" backups. We create another Sub Directory called "C:\GP\BACKUPS" (DOS COMMAND = "MD C:\GP\BACKUPS"). Then (in our normal "GP" sub directory) we put a "BATCH" file which we call "BKUP.BAT". It contains the following command lines. DEL C:\GP\BACKUPS\*.OLD REN C:\GP\BACKUPS\*.REC *.OLD COPY C:\GP\*.REC C:\GP\BACKUPS COPY C:\GP\INVNTORY.DAT C:\GP\BACKUPS That will make current backups as well as keep the "Next Older" set of "REC" files at your fingertips. It also backs up "INVNTORY.DAT". You can also add other command lines to the Batch File to "Freshen" any of several types of Archived, Compressed files, which in turn, can then be copied to a removable disk as an "Insurance" backup. And all of this can be done every time you exit "GP" by just entering the command "BKUP". Simple, Fast & Easy! HARD COPY PAPER BACKUPS In addition to "Disk File" Backup copies, we strongly recommend that you also keep a file of "paper" Backups. Print out fresh copies of your Customer Address/Phone list on a regular and frequent basis. Do the same with Invoice Lists, at least on a monthly basis. Also do this with Accounts Receivable. For extra copies of the actual Invoices, there are several methods. Either use a copy machine to make a "File Copy" of every GP Invoice, or use "Two Part Carbonless" computer paper to print an original and one "File Copy" at the same time, or use CNF-GP.EXE to set "GP" to print TWO (or more) copies of every Invoice. In the event of a disaster (fire, flood, computer theft, System Crash), the rusty (but tough) old filing cabinet with it's drawers full of "old fashioned" paper Invoices can still "save the day". WHAT FILES DO I NEED TO BACKUP? When you decide to make "Backup" copies of your records, you really only NEED to make copies of "CUSTOMER.REC, INVOICE.REC & INVNTORY.DAT" (Assuming that your are already using a backup of "GP"). All the other files (NDX, CFG, BAK) can be automatically recreated as needed. But those three files are irreplacable without backup copies. HOW TO KEEP YOUR ACCOUNTANT HAPPY Most small businesses have an Accountant or Bookkeeper who handles the Accounting Needs of the firm on a "Monthly" or "Quarterly" basis. To provide your Bookkeeper with accurate information, and to help assure that the "Balance Sheet" does indeed "Balance", will require some "Common Sense" chores and a lot of business information from you. GIST-PLUS does a lot to help you with this task. But to help you even more, we are including this list of things to be done (and when) each month. #1- Make sure that ALL invoice entries and payments for the given month have been entered (and properly dated) before doing any printouts for your Accountant. #2- BANKING: Make sure that you deposit ALL money received during a month by the "Last Banking Day" of that month. This simple step will help to make your "Total Deposits" on your Bank Statement agree with your "Accounts Received" printout for the same time period. If you miss making the last monthly deposit in time for the bank statement, then include a note to your bookkeeper showing the undeposited amount in your possession (for the same time period). Do not count any money received for sales from the current (new and incomplete) month. #3- GIST-PLUS PRINTOUTS: At the close of the last business day of each month, print out the following reports for your bookkeeper. - "Accounts Receivable" list. - "Accounts Received" list for the same time period. This should equal your total monthly bank deposits. - "ALL INVOICES IN TIME PERIOD" Invoice list. Shows Total Business. - Print "GROSS SALES INCOME" screen for the same time period (F5 Key). Shows a breakdown of Sales Income by "Sales Category". #4- OTHER ITEMS: Along with the above printouts, also bring your bookkeeper the following items. - Your Bank Statement complete with your canceled checks. - Your Check Book, or at least the check stubs from your check book, for the given time period. - Any government forms or reports you may have received in the mail during the given time period. - All receipts for purchases of merchandise or services for business use during the given month. - Automobile "Use" Logs showing business mileage. - A list of all undeposited Cash & Checks in your posession from the associated time period. All of the above is what "usually" is needed for most bookkeepers. But your particular Bookkeeper or Accountant may require some additional information from you. <<<<<<<<<<**************************************************>>>>>>>>>> |||||||||| ADDITIONAL "KEBER" SOFTWARE PRODUCTS |||||||||| <<<<<<<<<<**************************************************>>>>>>>>>> ADDRESS CONTROLLER: Powerful yet Simple Address & Phone List Manager: Handles Multiple Address Files. Does Multiple Label Outputs. Prints 2 Phone Book Directories & 3 Address Book Directories. Prints Index & Rolodex Cards. Find records by ID# or SEARCH & FIND on ANY field. Address Records have fields for 2 Telephone Numbers & 2 Extension Numbers. Also has a 67 Character COMMENT field and an Address CATEGORY field. BROWSE through Address Lists with Arrow Keys. Pick/Choose "Who" to print Labels for. LOCK-IN repetitious field entries when entering records from "City Directories". Sends ANY "Printed Output" (even Labels) to the printer OR to a "Disk File". Maximum size of address files is 9,350 records, with an unlimited number of files. Can MERGE, EXTRACT & SORT address files. CONVERTS address files To/From RANDOM, SEQUENTIAL & DBASE formats. By: BOB KEBER - Shareware $39 "KEBER's NICE ADDRESS PROGRAM" ("K.N.A.P."): HEAVY DUTY ADDRESS & TELEPHONE program. Has most of the same features as Address Controller, but handles up to 725,000 Records per Address File. NO LIMIT on Files. Files never need Sorting, as new records are sorted as they are entered. Finds records by Partial NAME or ID#. Mail Labels are printed according to the Oct-90 Post Office Address Layout suggestions. Does International Addresses. Many Other Features. Super Fast & Feature Packed. By: BOB KEBER - Shareware: $39 GENERAL INVOICE SALES TRACKER - ORIGINAL ("GIST-ORIG"): INCOME & BILLING program for firms who produce a majority of their Invoices from "OUTSIDE" of their own office (such as Service Firms). Provides all of the "Gross Income Tracking Information" required by most Accountants. Knowledge of BOOKKEEPING IS NOT NECESSARY! Prints Invoices, Statements, Labels, Reports, & Invoice/Customer Directories. Does Acc/Rec Customer Statements automatically. Holds about 1.5 million records. Quickly find any record by ID# or CUSTOMER NAME. Compact data files, good for smaller disk drives. Very Fast Data entry. Numbers only - placed into any of 13 Sales Categories (NO Descriptions). Eleven of the 13 Sales Categories can be "Renamed" to suit your type of business. Ready to use! No Inventory to type in, no special forms to purchase. Almost NO program preparation at all. Just set up "Your" Name/Address/Phone, Sales Tax Rate, etc., and it's ready to go to work for you. By: BOB KEBER - Shareware - $69 "R-TRIM": (AN ASCII Text File & Source Code Manipulator & Adjuster) ----------- STANDARD OPERATION: Shortens TEXT Files and ANY ASCII Source Codes by removing ALL "Trailing" Blanks, Spacebars and NULLS from the right end of each line of text and from "Blank" lines. ----------- OPTIONS: - INSERT or REMOVE a 1 To 9 Space wide LEFT MARGIN (Page Offset) - Make room for using Report Covers & for Punching Holes for Binders - Eliminate Excessive "Blank Lines" - MAX of 2 In-a-Row saves paper - Converts Wordstar "High-Bit" Files to Standard ASCII TEXT Files - UN-JUSTIFY: Removes Double & Triple Spacebars from between words. - Run from DOS Command Line or with on-screen HELP & OPTIONS MENUS ----------- Ideal for Authors & Editors. By: Bob Keber - PUBLIC DOMAIN KEBER'S SOFTWARE SALES TRACKER ("S.S.T."): A Sales Tracking program for Software Authors who distribute and sell their own software products. Handles multiple Product Files, changing files quickly through "Pop-Up Windows". Provides "Gross Income" information, displaying a wide variety of totals, sub totals and averages for an entire file, or for any range of dates you select. Issues Program Serial Numbers. File records store Customer Address & Phone, Serial #'s, Program Name & Version, Quantity, Price, Shipping, Sales Tax, Dates Sold & Paid, Purchase Orders & Check #'s (and has a 67 space COMMENT field). Printing routines include Mailing Labels, Customer Address & Phone Books, Invoices, Customer Statements (Acc/Rec), Index & Rolodex Cards, Shipping Labels, "Print To Disk Files", and much more. Software Sales Tracker - PATCH ("SSTPATCH"): A separate program (but part of.., and included with "SST") for easily "Patching" a Customer's Name, Date Of Sale, and Registered Product Serial Number into any of YOUR "EXE" programs. Includes an "Automatic Bulk Disk Preparation" feature. When on "Full Automatic" SSTPATCH will read data from your "SST" product files, patch your "EXE" files with your customer information, and then print a mailing label and a disk contents label. It then follows a list of commands which YOU provide for final disk preparation (FORMAT, REDATE, ARC-IT, COPY, etc.). This "automates" the task of sending out hundreds of disks to Customers and Distributors. The only thing you need to do is keep blank disks in the drives, stick on the labels, and mail the finished product. Both the "SST" & "SSTPATCH" programs are part of the same software package, and are shipped accordingly. By: BOB KEBER - Shareware - $39 "POP-LABEL" ("PL"): A small, fast, "Pop-Up-Window" that will allow you to quickly type up and print a "Label" (or multiple copies of a Label) for most any purpose (contents labels, address labels, report cover labels, etc.). Each Label can hold up to five lines (32 characters per line) of data. Printed output is straight ASCII Text (Plain Vanilla - without any "Printer Escape Codes") and should work with most parallel printers. This program can eliminate many of those label typing sessions still done on your old typewriter. By BOB KEBER - Shareware - $10 TAKE ONE OF THE PROGRAMS ABOVE FOR A TEST DRIVE? If you would like to "Try" one or more of the above programs, and are unable to obtain them from your normal software supplier, we will be glad to send "UnRegistered Evaluation" versions directly to you for a small fee to cover Shipping & Handling expenses. ANY 1 PROGRAM = $4 ANY 2 PROGRAMS = $6 ANY 3 PROGRAMS = $8 ANY 4 PROGRAMS = $10 ANY 5 PROGRAMS = $10 (no extra charge) ANY 6 PROGRAMS = $12 Send us a note stating which program(s) you would like to try. Please specify the programs by NAME (not just "Send All Programs"). As time goes by, new programs will be added to this list. That's why we will need Program Names to properly fill your order. Be sure to include your Name, Return Address, Telephone and Check. Orders are are usually shipped within 24 hours of receipt. Make Checks Payable To: "R. KEBER" ROBERT F. KEBER JR. 336 Swain Blvd. Greenacres, Florida 33463-3342 (407) 969-3643 If you wish to purchase a "REGISTERED" version of any of the above programs, send a check for the amount shown at the bottom corner of each program's description. There is NO Shipping & Handling Charge on any Registered Version. Florida residents, ADD Sales Tax. After January, 1992 we suggest that you call us for an updated price quote BEFORE you send in your order. All prices and features are subject to periodic changes without notice. <<<<<<<<<<*************************************>>>>>>>>>> Copyright (C) Robert F. Keber Jr. All Rights Reserved The term "IBM" is a registered trademark of the IBM Corp. The term "DOS" is a registered trademark of the IBM Corp. The term "EPSON" is a registered trademark of the Epson Corp. The term "MS-DOS" is a registered trademark of the Microsoft Corp.