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ROSEWOOD JOURNAL
Version 4.11
O P E R A T I N G M A N U A L
ROSEWOOD SOFTWARE
135-10 Livonia Place
Scarborough, Ontario Canada M1E 4W6
(416) 284-6119 CompuServe 70461,2507
_______
____|__ | (R)
--| | |-------------------
| ____|__ | Association of
| | |_| Shareware
|__| o | Professionals
-----| | |---------------------
|___|___| MEMBER
(C) Copyright 1988, 1991
by
Rosewood Software and Bert Christensen
ROSEWOOD JOURNAL
TABLE OF CONTENTS
OVERVIEW . . . . . . . . . . . . . . . . . . . . . . . . . . 4
WARRANTY DISCLAIMER . . . . . . . . . . . . . . . . . . . . . 4
ASSOCIATION OF SHAREWARE PROFESSIONALS OMBUDSPERSON . . . . . 5
LICENSE . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
REGISTRATION INFORMATION . . . . . . . . . . . . . . . . . . 6
THIS MANUAL . . . . . . . . . . . . . . . . . . . . . . . . . 7
TYPOGRAPHICAL CONVENTIONS . . . . . . . . . . . . . . . . . . 7
DECISION LINES . . . . . . . . . . . . . . . . . . . . . . . 7
SPECIAL KEYS . . . . . . . . . . . . . . . . . . . . . . . . 7
SYSTEM REQUIREMENTS . . . . . . . . . . . . . . . . . . . . . 8
DEFINITIONS . . . . . . . . . . . . . . . . . . . . . . . . . 8
Journal . . . . . . . . . . . . . . . . . . . . . . . . 8
Invoice . . . . . . . . . . . . . . . . . . . . . . . . 8
Ledger . . . . . . . . . . . . . . . . . . . . . . . . . 8
Statement . . . . . . . . . . . . . . . . . . . . . . . 8
GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . 9
CONFIG.SYS . . . . . . . . . . . . . . . . . . . . . . . 9
Floppy Disk . . . . . . . . . . . . . . . . . . . . . . 9
Hard Drive . . . . . . . . . . . . . . . . . . . . . . . 9
Using the Sample Data . . . . . . . . . . . . . . . . . 9
USING THE PROGRAM WITH YOUR OWN DATA . . . . . . . . . . . 10
INSTALLATION ON A TWO FLOPPY DISK SYSTEM . . . . . . . 10
INSTALLATION ON A HARD DISK . . . . . . . . . . . . . 10
AFTER ROSEWOOD JOURNAL IS INSTALLED . . . . . . . . . 11
LISTING OF FILES . . . . . . . . . . . . . . . . . . . . . 11
NOTE ON NUMERICAL ENTRIES . . . . . . . . . . . . . . . . . 12
Credit notes . . . . . . . . . . . . . . . . . . . . . 12
NOTE ON CUSTOMER ACCOUNT NUMBERS . . . . . . . . . . . . . 13
USING YOUR PRINTER . . . . . . . . . . . . . . . . . . . . 13
DETAILED PROGRAM INSTRUCTIONS . . . . . . . . . . . . . . . 14
2
ROSEWOOD JOURNAL
MAIN MENU . . . . . . . . . . . . . . . . . . . . . . . . . 14
Enter Invoice Data . . . . . . . . . . . . . . . . . . 14
Indexing . . . . . . . . . . . . . . . . . . . . 16
Search Options . . . . . . . . . . . . . . . . . 17
Change Invoice Data . . . . . . . . . . . . . . . . . 17
Enter Payments on Account . . . . . . . . . . . . . . 17
Change Payments on Account . . . . . . . . . . . . . . 18
Accounts Receivable Menu . . . . . . . . . . . . . . . 18
Reports Menu . . . . . . . . . . . . . . . . . . . . . 18
Utilities Menu . . . . . . . . . . . . . . . . . . . . 18
Exit Program . . . . . . . . . . . . . . . . . . . . . 18
ACCOUNTS RECEIVABLE MENU . . . . . . . . . . . . . . . . . 18
View or Print Individual Accounts . . . . . . . . . . 19
Print All Statements for Month . . . . . . . . . . . . 19
Establish New Customer Accounts . . . . . . . . . . . 19
Modify Customer Data . . . . . . . . . . . . . . . . . 19
List Customer Accounts . . . . . . . . . . . . . . . . 20
Reports Menu . . . . . . . . . . . . . . . . . . . . . 20
Exit to Main Menu . . . . . . . . . . . . . . . . . . 20
REPORTS MENU . . . . . . . . . . . . . . . . . . . . . . . 20
Monthly Report . . . . . . . . . . . . . . . . . . . . 20
Yearly Report . . . . . . . . . . . . . . . . . . . . 20
Accounts Receivable List . . . . . . . . . . . . . . . 20
Payments on Account List . . . . . . . . . . . . . . . 21
General Ledger Report . . . . . . . . . . . . . . . . 21
Accounts Receivable Menu . . . . . . . . . . . . . . . 21
Exit to Main Menu . . . . . . . . . . . . . . . . . . 21
UTILITIES MENU . . . . . . . . . . . . . . . . . . . . . . 21
Change Company Details . . . . . . . . . . . . . . . . 22
DOS Functions . . . . . . . . . . . . . . . . . . . . 23
Housekeeping . . . . . . . . . . . . . . . . . . . . . 23
Change Screen Colours . . . . . . . . . . . . . . . . 24
Change Tax Names . . . . . . . . . . . . . . . . . . . 24
Change Softkey Settings . . . . . . . . . . . . . . . 24
Print Labels . . . . . . . . . . . . . . . . . . . . . 25
Exit to Main Menu . . . . . . . . . . . . . . . . . . 25
FILE LENGTHS AND NAMES IN ROSEWOOD JOURNAL . . . . . . . . 25
CONVERTING FILES FROM PREVIOUS VERSIONS OF ROSEWOOD JOURNAL 26
INTEGRATING YOUR PREVIOUS RECEIVABLE FILES . . . . . . . . 26
PROGRAMMING DETAILS . . . . . . . . . . . . . . . . . . . . 27
CHANGES AND ENHANCEMENTS . . . . . . . . . . . . . . . . . 27
SHAREWARE . . . . . . . . . . . . . . . . . . . . . . . . . 28
3
ROSEWOOD JOURNAL
OVERVIEW
Rosewood Journal is a sales journal and accounts receivable
program suitable for small to medium sized businesses. It is
especially suitable for businesses which record sales on serially
numbered invoices. The program offers a much easier and more
convenient method of entering invoices and keeping accounts
receivable than entering invoices directly into a general ledger
program. In fact, Rosewood Journal can be thought of as a "front
end" for any general ledger whether that ledger be kept by hand
or by computer. A variety of reports can be viewed or printed,
including monthly and yearly sales, accounts receivable lists,
and aged customer statements and mailing labels. Rosewood Journal
is an easy-to-use adjunct to your general ledger program, not a
replacement for it. Rosewood Journal generates a special report
which tells you the amounts and to which accounts your sales,
receipts, accounts receivable and sales tax should be entered.
Rosewood Journal is menu driven and designed to minimize
keystrokes. Rosewood Journal is a friendly program. It will
complain, nicely, via beeps and a refusal to continue if you
enter inappropriate data by mistake. In some cases, it will even
correct your spelling (try entering "Febuary" when you are asked
to enter the name of a month).
This is a fully functioning program. It is not a demo and not
crippled and all features are documented in this manual. If you
have trouble using the program or believe you did not receive all
the files, please contact us with the name and address of the
vendor or BBS, date received, and version number.
WARRANTY DISCLAIMER
Rosewood Software makes no warranty of any kind, express or
implied, including without limitation, any warranties of
merchantability and/or fitness for a particular purpose. Rosewood
Software shall not be liable for any damages, whether direct,
indirect, special, or consequential, arising from a failure of
this program to operate in the manner desired by the user.
Rosewood Software shall not be liable for any damage to data or
property which may be caused directly or indirectly by use of the
program.
IN NO EVENT WILL ROSEWOOD SOFTWARE BE LIABLE FOR ANY DAMAGES,
INCLUDING ANY LOST PROFITS, LOST SAVINGS OR OTHER INCIDENTAL OR
CONSEQUENTIAL DAMAGES ARISING OUT OF YOUR USE OR INABILITY TO USE
THE PROGRAM, OR FOR ANY CLAIM BY ANY OTHER PARTY.
4
ROSEWOOD JOURNAL
ASSOCIATION OF SHAREWARE PROFESSIONALS OMBUDSPERSON
Rosewood Software is a member of the Association of Shareware
Professionals (ASP). ASP wants to make sure that the shareware
principle works for you. If you are unable to resolve a
shareware-related problem with an ASP member by contacting the
member directly, ASP may be able to help. The ASP Ombudsperson
can help you resolve a dispute or problem with an ASP member, but
does not provide technical support for members' products. Please
write to the ASP Ombudsperson at 545 Grover Road, Muskegon, MI
49442-9427 or send a CompuServe message via CompuServe Mail to
ASP Ombudsperson 70007,3536. The Ombudsperson may be contacted by
FAX by sending to the ASP FAX number:(616) 788-2765. In
communication with the Ombudsperson, please include a telephone
number and/or FAX if available.
LICENSE
Rosewood Journal is Copyright (C) 1991 by Rosewood Software and
Bert Christensen.
Rosewood Journal is distributed under the user-supported
Shareware concept. Non-registered users of Rosewood Journal are
granted a limited license to use Rosewood Journal for a trial
period not to exceed 90 days in order to determine its
suitability for their purposes. Any use of non-registered copies
of Rosewood Journal beyond this trial period is forbidden.
Registering a copy of Rosewood Journal allows a user to make as
many copies of Rosewood Journal as desired, and to use it on
various machines, but the same registered copy of Rosewood
Journal may not be in use on more than one machine at the same
time.
No user may modify Rosewood Journal in any way, including but not
limited to decompiling, disassembling, or otherwise reverse
engineering the program.
All users are granted a license to copy Rosewood Journal for the
trial use of others, subject to the above restrictions and also
the following:
Rosewood Journal must be copied in absolutely un-
modified form, including all program files and complete
documentation;
5
ROSEWOOD JOURNAL
No licensee may accept or request a charge or other
payment for Rosewood Journal except for a disk handling
charge of up to $12.
Operators of electronic bulletin board systems may post Rosewood
Journal for downloading by their users only as long as the above
conditions are met.
Distributors of public domain or user-supported software may
distribute copies of Rosewood Journal subject to the above
conditions only after obtaining written permission from Rosewood
Software. All not-for-profit organizations or vendor members of
the Association of Shareware Professionals are exempt from this
restriction. In any case, no charge may be made for a disk
containing Rosewood Journal except for a disk handling charge of
up to $12.
REGISTRATION INFORMATION
Rosewood Journal is not in any way free software. If you have
tried Rosewood Journal and have decided that it suits your
purposes, please register. Continued use of Rosewood Journal
beyond a trial period of up to 90 days is an infringement of
copyright laws.
Registered users will receive notices of major updates and of any
new products which may be introduced by Rosewood Software.
Registered users will receive preference when requesting support.
Registration costs $38 US or $45 Canadian or the equivalent in
other currency. Upon receipt of your registration fee, a disk
containing the latest version of the program and the
documentation will be mailed to you. This disk will also have a
Conversion program which will convert Rosewood Journal versions
2.xx and 3.xx files to version 4.xx and a code which will remove
the exhortations to register. Evaluation disks which do not
include registration may be ordered for $10 US or $12 Canadian.
Ontario residents please add 8% sales tax. Canadian GST is
included. Write for information on quantity purchases.
When ordering, please print and use the file "ORDER.FRM", which
was included on your distribution disk, or simply include your
name, address, company name, and your telephone number, along
with a cheque or money order to:
Rosewood Software
135-10 Livonia Place
Scarborough, Ontario Canada M1E 4W6
6
ROSEWOOD JOURNAL
Cheques must be drawn in the currency and on banks in the country
of origin. That is, cheques in US dollars must be drawn on US
banks, cheques in Canadian dollars must be drawn on Canadian
banks, cheques in French francs must be drawn on French Banks
etc.
Thank you for supporting Rosewood Software and Shareware.
THIS MANUAL
This manual is designed to be succinct. This means that not every
little, obvious command such as "Send Output to Screen <S>, or
Printer <P>" will be described in detail. This keeps the manual
short and easier to read.
TYPOGRAPHICAL CONVENTIONS
Keyboard commands such as "Enter", "Esc", etc. are enclosed in
angle brackets <>. When instructed to enter "Esc" for example,
the manual and the program show the command as <Esc>. Do not
enter the angle brackets. They are there simply to tell you that
a keyboard entry is expected. The program itself is case
insensitive. You can enter any combination of upper or lower case
characters. If the command letter surrounded by angle brackets is
blinking, it means that the command can be selected by pressing
<Enter> as well as the command letter.
DECISION LINES
A "decision line" is a line (or more) of text, generally at or
near the bottom of the screen, which prompts you for a decision.
For example, you may see a line which says, "<Esc> to abort.
<Enter> to continue". In Rosewood Journal, this is called a
"decision line".
SPECIAL KEYS
<Esc> is used to back out of most areas of the program. It is
also equal to <X> in menu choices. The function keys are used to
store macros to make data entry easier during invoice entry and
while setting up new customer accounts. When using a menu the
function keys are equal to the numeric keys, F2 = 2 etc.
7
ROSEWOOD JOURNAL
SYSTEM REQUIREMENTS
Rosewood Journal requires the following minimum configuration:
IBM or compatible computer
MS/PC-DOS 2.00 or later
1 360K floppy drive, at the very minimum
320K RAM
Printer if you wish printed reports and statements.
Rosewood Journal will make good use of:
Another drive (360K, 1.2M, 5", 3.5", hard drive, ram disk)
Laser printer (for nicer customer statements).
In short, Rosewood Journal should work on most MS-DOS based
computers.
Some maximums:
Maximum individual invoice amount is $99,999.99
Maximum yearly sales amount is $9,999,999.99
Maximum number of entries per year is dependent on disk
storage.
DEFINITIONS
During the testing phase of this program, some people were
confused by some of the terms used in Rosewood Journal and in
bookkeeping generally. Therefore, some dictionary definitions are
included from Webster's New Twentieth Century Dictionary
(unabridged)1978
Journal, n, in bookkeeping, (a) a daybook; (b) a book
of original entry, used, in the double-entry system,
for recording all transactions with an indication of
the special accounts to which they belong.
Invoice, n, an itemized list of goods shipped to a
buyer, stating quantities, prices, shipping charges,
etc.
Ledger, n, in bookkeeping, the book of final entry in
which a record of debits, credits, and all money
transactions is kept.
Statement, n, an abstract of a financial account,
especially of money due.
8
ROSEWOOD JOURNAL
GETTING STARTED
IMPORTANT: WHEN INSTALLING THIS PROGRAM IN ANY MODE, FLOPPY DISKS
OR HARD DRIVE, YOUR "CONFIG.SYS" FILE MUST HAVE A LINE,
"FILES=15" AND, OPTIONALLY, A LINE "BUFFERS=12". IF YOUR
"CONFIG.SYS" FILE DOES NOT HAVE THE "FILES=15" LINE THE PROGRAM
WILL, AT SOME POINT TERMINATE WITH A "TOO MANY FILES OPEN"
MESSAGE. SEE YOUR DOS MANUAL FOR DETAILS ABOUT "CONFIG.SYS"
FILES. THESE NUMBERS ARE THE MINIMUM REQUIRED. THE PROGRAM WILL
RUN WITH MORE BUT NOT FEWER FILES.
The best way to learn the program is to use the sample files
provided with it. The sample files concern a small fictitious
business called "Ripley's Fine Catering". Only two months of data
are supplied, January and February 1991. Here is how to start,
using the sample files:
Floppy Disk
Copy "RJ.EXE" and all files with the extension ".DAT" from the
Rosewood Journal Distribution Disk or from the archived file to a
disk formatted with the "format/s" option. In other words, copy
it to a formatted disk with system. Then place this disk in drive
"A" and reboot your computer. At the "A>" prompt, type <RJ> (no
brackets) and press <ENTER>.
Hard Drive
Copy all files from the disk or archive into a directory made by
using the Mkdir command. We suggest the name "ROSETRY". Using the
Chdir command change to that directory and press <RJ> (no
brackets) and press <Enter>. See your DOS manual for instructions
about the Chdir (cd) and Mkdir (md) commands.
Using the Sample Data
After an opening screen and a brief initialization, you will come
to a "Main Menu". From there, explore the menus and the reports.
Try entering some data of your own to the sample months or to
other months. If you get confused (unlikely), consult the manual.
Note, however, that Rosewood Journal does not write invoices; it
only reports invoices and handles accounts receivable. Also,
"Gross Invoice Amount" means the total amount of the invoice
INCLUDING sales tax(es).
9
ROSEWOOD JOURNAL
USING THE PROGRAM WITH YOUR OWN DATA
Do not start to use your own data by modifying the sample data.
Journal creates all the files necessary by itself. ONLY COPY
"RJ.EXE" TO YOUR DISK OR DIRECTORY. No other files are necessary
to begin using the program.
INSTALLATION ON A TWO FLOPPY DISK SYSTEM
Copy the file "RJ.EXE" to a floppy disk which has been formatted
with the /S (system) option. Be sure that your "CONFIG.SYS" file
is as described above. Place this "Program Disk" in Drive "A" and
a formatted disk in Drive "B" and, at the "A>" prompt type <RJ>
(no brackets) and press <ENTER>. You will be asked whether your
monitor is mono or colour. After the title screen you will be
asked to enter details about your company and to what
drive/directory the data will be kept. After completing the
configuration you will be at the Main Menu.
The above is only a suggested installation. If you have a high
density disk drive you could have the program and the data on the
same drive or in another directory. You can also use the data
drive/directory as the logged drive. This is done as follows:
B: (makes "B" the logged drive)
A:RJ (starts RJ.EXE in drive "A" while "B" is the
logged drive)
It is beyond the scope of this manual to describe the many
possibilities for installing the program. Please consult your DOS
manual or a person familiar with DOS if you should need more
help.
INSTALLATION ON A HARD DISK
To install Journal on a hard disk, create a new directory (we
suggest ROSEJOUR) and copy the file "RJ.EXE" into it. If you wish
to keep your data in a separate sub-directory create either a sub
from "ROSEJOUR" or another directory from the root directory. It
is most important that you know the complete path to the data
directory because you will be asked for it when configuring the
program. Change the logged drive/directory to the one which has
RJ.EXE in it and type <RJ> (no brackets) and Press <Return>.
Answer the various configuration questions until you reach the
Main Menu.
There are other ways to install Rosewood Journal. For example you
could put RJ.EXE in your "path" and call up the program from a
10
ROSEWOOD JOURNAL
data directory. The most important requirements are that Journal
must know where the data files are located and that the computer
knows where to find "COMMAND.COM". Consult your DOS manual if you
should require assistance.
AFTER ROSEWOOD JOURNAL IS INSTALLED
Put the Rosewood Journal Distribution Disk in a safe place in
case your working copies get damaged in some way. This is
probably a good time to issue the usual warning. BACK UP YOUR
DATA DISKS OFTEN, PREFERABLY AFTER EACH USE. Without a back-up,
all your data will have to be re-entered should the original be
lost or corrupted. There, you've been warned!
LISTING OF FILES
"RJ.EXE" is the main program.
"JOURNAL.DOC" is this manual.
"README" a brief overview and instruction.
"ORDER.FRM" an order form for registering Rosewood
Journal. Please use it.
"FILES.DOC" is a listing of files similar to this one.
Rosewood Journal generates its own data file names. After running
the program, you will find several files on your data disk (or
the program disk if you are using the sample data). They are:
"COMPANY.CNF" is a file containing details of the
company for which the books are being kept as well as
the disk drive/directory where the data files are kept
and the starting month of the business's fiscal year.
"COLORSCN.CNF" is the file which stores the screen colours
used in the program.
"TAXTYPES.CNF" stores the number of sales taxes which you
must account for and their names.
Files with the extension ".CNF" are ALWAYS on the LOGGED
drive.
"SOFTKEY.DAT" is the file which contain the user-
configured softkey data for the invoice entry and
customer accounts modules.
11
ROSEWOOD JOURNAL
"RECEIVE.DAT" stores accounts receivable data.
"CUSTACCT.DAT" stores names, addresses, account
numbers, etc. for persons and businesses which owe or
have owed you money.
"monyr.DAT" e.g. JAN91.DAT stores details of each
invoice entered in any particular month. There is a
separate file for each month.
"TOTALSyr.DAT" e.g. TOTALS91.DAT stores the summary
data for each month of any fiscal year.
There may be other files on the disk such as
WHATSNEW.DOC. Any executable files which have an .EXE
extension will have a corresponding .DOC file.
In addition to the above files, two other files are
produced after using the "End of period housekeeping"
option from the "Utilities" Menu. They are
"RECEIVE.OLD" and "CUSTACCT.OLD". These files are
generated to preserve old data before the files are
purged of unused data at year-end.
WARNING!!
As with most programs using disk files, it is of the utmost
importance that data disks not be exchanged while the program is
running or data may be lost. Also, the program must be ended by
the "Exit program" command from the Main Menu.
NOTE ON NUMERICAL ENTRIES
Rosewood Journal expects a decimal point when one is required.
That is, an amount such as 149.95 must be entered <149.95> and
not <14995>. However, if you have an amount to enter such as
149.00, it may be entered as <149>. Credit notes (reverse
entries) are preceded by a "-" (minus sign). Rosewood Journal
will complain with beeps and will refuse to go forward if you try
to enter alphabetical characters where numerical characters are
expected.
12
ROSEWOOD JOURNAL
NOTE ON CUSTOMER ACCOUNT NUMBERS
Rosewood Journal assigns its own account numbers to customer
accounts. When asked to "enter an account number or press zero
for a new account", you must use either an existing account
number as shown, or press zero for a new account. After
performing "Housekeeping" (see Utilities), account numbers which
you have decided to delete will be re-used for new accounts in
order to keep the "CUSTACCT.DAT" file as small and fast as
possible. Any attempt to assign arbitrary account numbers of your
own will make Rosewood Journal complain or will cause erroneous
results.
USING YOUR PRINTER
Rosewood Journal should work with most printers since it doesn't
use any special codes. The only code used is a formfeed, "FF"
(ASCII 12) which is used to move the paper to the top of the next
page. This is almost a universal code and should cause no
problems. If your printer has a DIP switch to turn on and off the
"skip over perforations" feature, this switch should be turned
off. If it is on the printer may feed an extra, blank sheet of
paper between printed pages. If you get printing errors, such as
condensed print, try turning off your printer and turning it on
again to clear any codes remaining from a previous program. Since
the program does not automatically clear codes to the printer you
can use printer programs for double strike, italics etc. You can
run these programs either before starting Journal or from the DOS
Functions selection from the Utilities Menu. Most Shareware
distributors and BBS's carry many such printer programs for
almost any printer. If your printer has front panel switches, you
may use these to change the appearance of statements or printed
reports.
13
ROSEWOOD JOURNAL
DETAILED PROGRAM INSTRUCTIONS
MAIN MENU
1. Enter Invoice Data
2. Change Invoice Data
3. Enter Payments on Account
4. Change Payments on Account
5. Accounts Receivable Menu
6. Reports Menu
7. Utilities Menu
8. Exit Program
1. Enter Invoice Data
To begin entering new invoices, press <1>, F1, <e> or <E>
(Rosewood Journal is not case sensitive). You then will be
presented with a screen which will ask you the month and the year
in which you want the invoices entered. The default is the
current month and year if you are just starting the program, or
the month that you have been working on in another part of the
program. If the current date, for example, is October 1991, these
are the defaults, and if that is the month and year you wish, you
only need press <Enter> to accept them. If it is not the month
that you wish, you can (a) type the name of the month in full
(upper case or lower case or a combination of both), (b) type the
first three letters of the month, or (c) type the number of the
month (1 for January, 3 for March etc.). If the default year is
wrong, type the year that you wish in full (1991 for example).The
screen will then clear and the "Enter Invoices" screen will
appear.
First, you will be asked to "Enter Invoice Number or <Esc> to
quit". There also will be a default invoice number shown. If you
have stumbled onto this screen by mistake, you only have to press
<Esc> to go back to the Main Menu. If it is the first time that
invoices have been entered for this month, the default number
will be "1". If invoices already have been entered for the month,
the default number will be the last invoice number entered plus
one. If the default number is not the same as the invoice number
you intend to enter, you should enter the proper number (up to
six digits, numerical only). If the default number is correct,
you only need to press <Enter>. Subsequent invoice numbers will
be increased by one each time, thus saving keystrokes. PLEASE
NOTE that Rosewood Journal will not complain if you enter
identical invoice numbers in any given month, but the report
results may be inaccurate. You may have identical invoice numbers
in different months without incurring any problems.
14
ROSEWOOD JOURNAL
You next will be asked to "Enter the Invoice Date (e.g. 15)".
This means the day of the month. The default is "1" or the date
of the last invoice entered in the current session. Again, press
<Enter> if the date is correct. Rosewood Journal will not accept
invalid dates such as February 30.
Next, you will be asked to "Enter Customer's Name". Enter the
customer's name (please see the section on "Indexing" for
information on how best to enter names), or you may use one of
the softkeys displayed at the bottom of the screen. See the
section under "Utilities" to learn how to set up these keys so
that frequently used customers' names can be entered with one
keystroke. Maximum length is 35 characters if entered manually or
15 if entered by softkey.
The next invoice entry item is "Enter "R" if this Invoice is to
be Added to Accounts Receivable". IF ANY PORTION OF THE INVOICE
BEING ENTERED HAS NOT BEEN PAID IN FULL PRESS <R> (upper or lower
case) and <Enter>. See the section on "Enter Payments on Account"
if a partial payment has been made. If, however, the invoice has
been paid in full, then press <C> (for "cash") or <ENTER>.
Next you will be asked to "Enter Gross Invoice Amount." Gross
invoice amount is the "bottom line," that is, the amount of the
sale INCLUDING sales tax(es). After entering the gross invoice
amount, you will be asked to "Enter Sales Tax #1 amount". Enter
the amount of the sales tax or, if it is zero, simply press
<Enter>. Do the same for "Enter Sales Tax #2 amount". Please note
that you can change the number of taxes (0, 1 or 2) and the names
of the taxes from the "Utilities Menu". If you have made an
error, use the cursor keys to move around the screen to correct
it.
Running totals for the month are listed near the bottom of the
screen for your information.
You will then be presented with a decision line as follows: "<Q>
to quit entering invoices. <R> to Re-do. <Enter> to continue.
<Esc> to abort entry of this invoice". If you have finished
entering invoices for now, press <Q>; if you want to re-do the
invoice to correct a mistake, press <R>, if you have more
invoices to enter, press <Enter>, Press <Esc> if you do not want
to enter this invoice after all.
If the invoice just entered was NOT an "R" (receivable) invoice
and you pressed <Q>, the invoice will be added to the invoice
file for the current month and you will be returned to the Main
Menu. If you pressed <Enter> you will be returned to the Enter
Invoice Screen and the invoice number will be increased by one.
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ROSEWOOD JOURNAL
If you pressed <Esc> the invoice will not be entered into the
file for the current month.
If the invoice just entered was a "R" (receivable) invoice and
you pressed <Q> or <Enter>, the program will search the list of
your current customer accounts for a possible match. Please see
the sections on "Indexing" and "Search Options" for ways to make
this feature work best. For example, if the customer's name
entered for the current invoice is "Bagnasty", and you have
already set up customer accounts for one or more persons with the
name "Bagnasty," the program will show a screen with the first
occurrence of the name. If this is the account to which you wish
to apply this invoice, press <Enter>. If the customer account
shown is not the one to which you wish to apply the invoice,
continue the search by pressing <N> for "next". If no other match
is found or if you pressed <Esc> in order to go directly to the
list of accounts, you will be presented with a complete list of
all existing customer accounts. Use <PgUp>, <PgDn>, <Home> &
<End> to scroll through the list of names. A decision line will
ask, "To which account do you wish to put invoice number xxxxx or
press <0> (zero) to open a new account". If the invoice is to be
charged to an existing account, enter the number of the account.
If it is to be charged to a new account, press <0> (zero) and
another screen will come up and you will be asked to enter the
name, address and phone number of the customer. After entering
this information, you will be returned either to the Main Menu or
to the Enter Invoice Screen depending on whether you pressed <Q>
or <Enter>.
Indexing
Customer Accounts are sorted alphabetically by name. Normally,
the sort is carried out from left to right; Mr. Theodore L.
Bagnasty would be indexed on the letter "M". Bagnasty, Mr.
Theodore L. would be indexed on the "B" but the look of
statements sent to customers is not good if the last name comes
first. To correct this, Rosewood Journal allows you to enter an
indexing character directly before the part of the name on which
you wish to index. The character is
the circumflex, <^> which is sometimes called the control
character or caret. In any case the character is <SHIFT F6> on
the keyboard. Entering "Mr. Theodore L.^Bagnasty" will cause the
program to index on the "B" but print the name properly on
customer statements. the <^> will not be seen on the statements
because the program changes the character to a space before
printing. It will be seen in certain parts of the program such as
the list of customer accounts so that you will know that this
entry is indexed using <^>.
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ROSEWOOD JOURNAL
Search Options
If the current invoice being entered is an "R" (receivable)
invoice, Rosewood Journal first searches the list of customer
accounts to find if an account is already set up for the name
entered for the current invoice. If the program finds a match,
the name, address and account number is displayed as outlined
above. Actually the search is done using the first 5 characters
of the customer's name as entered on the Invoice Entry Screen.
For example, if you have an invoice for Mr. Theodore L. Bagnasty,
the program will search for "Mr. T". For this reason it is better
to enter "Bagnasty" on the Invoice Entry Screen. The program will
search the entire customer account file for "BAGNA" (Journal is
not case sensitive).
This search feature is more suited to businesses which do
business with clients on a continuing basis such as wholesalers.
A company which installs new furnaces for residential clients is
not likely to be able to use the same customer account for
several years at least. In this case the search feature might be
a hindrance. The search feature can be turned off by a "command
line switch." When you start Rosewood Journal, instead of typing
<RJ>, type <RJ NS>. The "NS", for "no search" will disable the
search feature.
2. Change Invoice Data
If you discover that you have made an error entering invoice data
which was not corrected at the time of entry, you may correct the
error by using the "Change Invoice Data" option. You will be
asked the month and year for the invoice. After entering these,
you will be shown the list of invoices for that month. When you
have found the invoice that you wish to change, enter the invoice
number and press <Enter>. You will be shown a screen containing
the invoice as originally entered. Make any changes required and
the data will be updated. You may press <Enter> to accept any
line as is. If the invoice as changed is an "R" invoice, you will
be asked to assign it to an account as was done in the "Enter
Invoice Data" option above.
3. Enter Payments on Account
This option serves two purposes. The first is to enter any
deposits or down-payments entered on invoices so that the
accounts receivable will show the proper amount. The second
purpose is to enter payments made to accounts, typically recorded
in a receipt book. In either case, you will be asked to enter the
month and year in which to enter the payment. The screen will
then show a list of customer accounts. You can move through the
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ROSEWOOD JOURNAL
list using the cursor keys. Locate the proper account and type
the account number to which you wish to credit a payment. If you
wish to open a new account, press <0> (zero) and enter the
customer account data as requested. You will then be asked to
enter the day of the month on which the payment was made and the
amount of the payment. After you have done this you will be asked
whether you wish to credit another payment on account or not. If
you press "Y" the above process repeats, if "N" you are returned
to the Main Menu.
4. Change Payments on Account
This option works much like number 3 above and will give you the
opportunity to change any "On Account" entry.
5. Accounts Receivable Menu
This option transfers you to the Accounts Receivable Menu which
is described later.
6. Reports Menu
This option transfers you to the Reports Menu which is described
later.
7. Utilities Menu
This option transfers you to the Utilities Menu which is
described later.
8. Exit Program
Use this option when you are finished using Rosewood Journal.
This is the ONLY acceptable way to quit the program. Data may be
lost if you reboot or turn off the computer without exiting
through "Exit Program". If you stumble into the exit screen, you
will be given an opportunity to go back to the program.
ACCOUNTS RECEIVABLE MENU
1. View or Print Individual Accounts
2. Print All Statements for Month
3. Establish New Customer Accounts
4. Modify Customer Accounts
5. List Customer Accounts
6. Reports Menu
7. Exit to Main Menu
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ROSEWOOD JOURNAL
1. View or Print Individual Accounts
This option allows you to view (on the screen) or print (on
paper) an individual customer's account as of the end of any
month that you choose. After entering the month and the year, you
will be presented with the following decision line: "Enter the
number that you wish to view, or Press <Enter> to view active
accounts, or <Esc> to exit". If you know the account number which
you wish to view, simply enter that number, and the customer's
statement for that month will be printed on the screen, or on
paper as you choose. If you do not know the account number for
the customer, press <Enter> and you will be presented with a list
of existing accounts. Another decision line will appear as
follows: "Type Account Number and press <Enter>. <Esc> to abort".
After locating, by scrolling if necessary, the account you wish
to view or print, type in the account number that you wish and
press <Enter>. As above, that account will be processed for
viewing or printing.
2. Print All Statements for Month
This option allows you to print or view statements for all
accounts as of the end of any specified month. Accounts with zero
balances but with activity during the specified month will be
printed. Other accounts with zero balances will not be printed.
These statements are designed to fit properly into a standard
business size window envelope. After the printing starts, you may
press <Esc> to stop the printing after the end of the current
statement. You will be given the option to continue at the next
statement or to exit to the Accounts Receivable menu.
3. Establish New Customer Accounts
This option is provided for those people who may wish to
establish new customer accounts before entering invoices. It is
only necessary to enter the customer's name, address, etc. The
same process is entered into automatically from the "Enter
Invoice Data" option, and from the "Enter Payments on Account"
option on the Main Menu.
4. Modify Customer Data
You may make any changes in a customer's name, address, tele-
phone, etc. from this option. You will be presented with a list
of existing accounts from which to choose.
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ROSEWOOD JOURNAL
5. List Customer Accounts
This option allows you to list, on the screen or on paper, a
complete list of all existing customer accounts along with
addresses and telephone numbers. This list can make it simpler to
view individual statements because you will not have to wait
while all accounts are printed on the screen before selecting the
one account that you wish.
6. Reports Menu
Selecting this option transfers you to the Reports Menu.
7. Exit to Main Menu
This returns you to the Main Menu.
REPORTS MENU
1. Monthly Report
2. Yearly Report
3. Accounts Receivable List
4. Payments on Account List
5. General Ledger Report
6. Accounts Receivable Menu
7. Exit to Main Menu
1. Monthly Report
This option produces a summary for any particular month of all
invoices for that month. It may be printed on the screen or on
paper.
2. Yearly Report
This produces a report showing the individual monthly totals of
invoices for any fiscal year in which invoices have been entered.
The report can be printed on screen or on paper.
3. Accounts Receivable List
This option produces a list of all customer accounts with non-
zero balances as of the end of any month requested. The accounts
are "aged"; that is, the amounts for any customer account will be
listed as "current", "30 days", "60 days", or "90+ days".
Negative balances will always be shown as current.
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ROSEWOOD JOURNAL
4. Payments on Account List
This produces a list of payments to customer accounts for any
selected month.
5. General Ledger Report
This report gives you a summary of amounts to be entered into
your general ledger (whether it be a manual or computer system)
and tells you the accounts to which the totals are to be entered.
The general ledger accounts to which information from Rosewood
Journal is to be entered are: 1) Sales Account, 2) Sales Tax #1
Payable Account, 3) Sales Tax #2 Account, 4) Bank Account, 5)
Accounts Receivable Account. Your system may use somewhat
different names for these accounts but they will be in your
bookkeeping system. Ask your accountant for help with these
account names, if necessary. If your business has no accounts
receivable (none of your customers ever owes you money), the
entries for accounts receivable will be zero and can be ignored.
This report also lists an "Audit Trail". This lists all accounts
receivable activity for the selected month as it was actually
entered into the computer. It will help you to find entry errors
(e.g. entering an invoice to account 12 instead of 11). You can
compare the "Monthly Report", the "Payment on Account" list and
the "Audit Trail" to insure that data was entered correctly.
Accountants and auditors love audit trails and this report may
please and calm them.
6. Accounts Receivable Menu
This option transfers you to the Accounts Receivable Menu.
7. Exit to Main Menu
This option returns you to the Main Menu.
UTILITIES MENU
1. Change Company Details
2. Dos Functions
3. Housekeeping
4. Change Screen Colours
5. Change Tax Names
6. Change Softkey Settings
7. Print Mailing Labels
8. Exit to Main Menu
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ROSEWOOD JOURNAL
1. Change Company Details
This option allows you to change details of YOUR company (name,
address etc.) and the drive and/or directory where the program
data can be found. The directory and sub-directory name can be up
to 29 characters long. The program actually allocates 30 spaces
but reserves 1 space for a trailing "\" which is automatically
added if you do not do it yourself. See your DOS manual for
details on drives, directories and paths. The entry for the data
directory MUST be the directory where the DATA is kept. If you
keep RJ.EXE in the same directory as the data, and that directory
is the logged directory, you can leave the section blank.
You must choose the month in which your fiscal year begins.
WARNING!!
The fiscal year should be chosen BEFORE invoices are
entered because the file which holds the yearly totals
is initialized with this option. If you are going to
change your fiscal year, it is best to start a new data
disk so that the data can be entered properly. If,
through some mishap (we all make them), you have
entered or changed to a wrong fiscal year after you
have entered invoices, you must follow these instruc-
tions to rectify the problem:
1. From DOS, erase the current yearly total
file. This will be called "TOTALS88.DAT" if
the year is 1988; "TOTALS89.DAT" if the year
is 1989, etc.
2. From Rosewood Journal, enter the "Change
Invoice Data" option from the Main Menu. Make
a "null" change in one invoice in each month
in the year for which you have data. That is,
call up one invoice for changing in each
month, but simply press <Enter> for each item
such as name, gross invoice amount, etc. This
will "fool" the program into writing a new
and correct year total file.
If this seems complex, please remember that this
procedure probably never will need to be done. Also,
you are most likely to make this error when experi-
menting with the program rather than when you are using
it.
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ROSEWOOD JOURNAL
2. DOS Functions
This option will "shell" you to DOS. You may run a directory,
erase a file, or even run another program. When you are ready to
return to Rosewood Journal, type "Exit" and press <Enter>. A copy
of "COMMAND.COM" must be installed where DOS can find it.
3. Housekeeping
This option "cleans up" the accounts receivable files. Clean up
is needed from time to time because all receivable data remains
in the files, "RECEIVE.DAT" and "CUSTACCT.DAT", even if some
accounts have been paid and therefore have zero balances. This
data is kept because you may wish to find the status of an
account as of several months ago. Eventually, the receivable
files will become so large that the speed of the program will
become unacceptably slow. When this will happen depends on how
many accounts receivable entries you have and your patience when
waiting for a listing of accounts receivable. The most natural
time to invoke this option is at the end of your fiscal year. You
will be asked for the month to start the housekeeping. For
example, if you choose December 1991, the program will examine
each customer account in turn. Let us say that your first account
is for "Able Cleaners". Any "R" invoices or payments on account
for Able Cleaners in December 1991 will be left as they were
entered with no changes. All "R" invoices for Able Cleaners for
November 1991 will be combined into one entry which will have an
"invoice" number beginning with "A". All payments made by Able in
November will likewise be combined into one entry beginning with
"Q". Another set of entries will be made for invoices and
payments made in October (60 days). Invoices and payments from
September and older (90+ days) will similarly be combined except
if the net amount (invoices minus payments) for that period
equals zero, no new entries will be made. By combining recent
invoices and payments and deleting old ones which have been paid,
the size of the "RECEIVE.DAT" file is reduced and speed is
increased. After this stage of the housekeeping has been
completed you will be shown the name and number of each customer
account which has a zero balance. You will be given a choice of
keeping or deleting it. If you will be using this account again
within a reasonable time, keep it. If not, it is best to delete
it. Please note that deletions do not reduce the actual size of
the "CUSTACCT.DAT" file but the file will "work" faster because
the deletions will be by-passed. Deleted account numbers will be
re-used as you add new accounts.
Users who have large volumes of invoices and receivables may wish
to perform housekeeping more frequently than yearly. It is
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ROSEWOOD JOURNAL
recommended that you keep 3 full months of raw data. That is, if
it is now June 30, do the housekeeping as of March 31.
After the housekeeping process is complete, the original data
will be saved in files named, "RECEIVE.OLD" and "CUSTACCT.OLD".
IT IS STRONGLY URGED THAT YOU MAKE A COPY OF YOUR DATA DISK
BEFORE BEGINNING THE HOUSEKEEPING PROCESS.
If you have made a disk back-up of your data files, the ".OLD"
files can be deleted. If you have not made a back-up, the ".OLD"
can always be renamed to ".OLD" files from DOS. If you do more
than one housekeeping the old ".OLD" files will be written over.
4. Change Screen Colours
If you have colour monitor, you can change the screen colours to
your own liking. Simply follow the prompts on the screen and when
the selection is complete your new colour scheme will be in
effect. If you wish you can return to the default settings by
pressing <D> for "Default" when prompted.
5. Change Tax Names
As shipped, Rosewood Journal is set to account for two levels of
sales tax, "Sales Tax #1" and "Sales Tax #2". You can change this
to one sales tax or none depending on the needs of your business.
In addition, you can change the name(s) of the tax(es) to
whatever you choose. The only restriction is that the length of
the names must not exceed 12 characters and spaces.
6. Change Softkey Settings
Rosewood Journal uses two separate "softkey lines". The first is
displayed at the bottom of the "Enter Invoice" screen, the second
at the bottom of the "Add Customer Accounts" screen. Both are
there to save you keystrokes. The "Enter Invoice" softkeys
generally are used to enter the names of customers who frequently
do business with you (e.g. National Tar), or for a standard
amount of an invoice (your widgets are all sold for 498.64), or
for entries such as "Cash Sale". The "Add Customer Accounts"
softkeys are used for frequently used names of towns, cities,
states or provinces. If you do most of your business in Sas-
katchewan, it is nice to be able to enter it with one keystroke.
After choosing the "Change Softkey Settings" option, you will be
asked which of the two softkey lines you wish to enter or change.
After making your choice, you will be asked, "Which Softkey would
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ROSEWOOD JOURNAL
you like to change or <Esc> to exit". If, for example, you wish
to change F6, press <6> (not F6). You can then type the text or
numbers that you want to have typed when you press <F6>. The
maximum length of the entry is 15 characters. Rosewood Journal
will display the first 5 characters in the appropriate spot on
the softkey line. You may continue adding or changing softkey
definitions until you choose the exit <Esc> option to return to
the Utilities Menu.
7. Print Labels
This option allows you to print mailing labels for your customer
accounts on standard 5 line, continuous form, continuous feed, 3
1/2 inch by 15/16 size labels. You have the option of printing
labels for all or selected customer accounts. You will be given
an opportunity to print one or more test labels so that you can
align your printer's print head before actually printing labels.
You can also print any number of labels for your own business.
These are handy as return address labels.
8. Exit to Main Menu
This option will transfer you to the Main Menu.
FILE LENGTHS AND NAMES IN ROSEWOOD JOURNAL
All files written by Rosewood Journal are random access, fixed
length with no delimiters between fields and no carriage returns
or line feeds at the end of records. The data in the monthly
files (e.g. JAN91.DAT) are all stored as strings. The same is
true for the customer account file (CUSTACCT.DAT) except that the
customer account number is stored as an integer.
The details of the fields for the monthly files are:
Invoice Number: length 6 bytes
Invoice Date: length 2 bytes
Customer Name: length 35 bytes
Gross Invoice Amount: length 9 bytes
Sales tax #1 Amount: length 8 bytes
Sales tax #2 Amount: length 8 bytes
Receivable: length 1 byte
"R" identifies the invoice as receivable
Each record then is 69 bytes long whether or not some of the
fields are empty.
25
ROSEWOOD JOURNAL
The details of the customer account file (CUSTACCT.DAT) are:
Account number (integer):length 2 bytes
Customer Name: length 35 bytes
Contact: length 35 bytes
Street: length 35 bytes
City: length 25 bytes
Province or State: length 20 bytes
Postal Code or ZIP: length 12 bytes
Phone: length 15 bytes
Remarks: length 35 bytes
The total length of each record in the CUSTACCT.DAT file is 214
bytes.
The above should give sufficient information to export your data
to most programs.
CONVERTING FILES FROM PREVIOUS VERSIONS OF ROSEWOOD JOURNAL
Versions 2.xx and 3.xx of Rosewood Journal used different file
structures than version 4.xx. Older files will have to be
converted to the new format. A conversion program which will
quickly and easily effect the change is supplied to every
registered user.
INTEGRATING YOUR PREVIOUS RECEIVABLE FILES
Unless you are starting a new business, it is likely that you
will have accounts receivable "on the books" when you begin using
Rosewood Journal. These can be integrated into Rosewood Journal.
Let us assume that you are starting to use Rosewood Journal on
the first day of your fiscal year which begins January 1, 1990.
Using the "Enter Invoice Data" option for December 1989 (or for
whatever month the previous receivable was incurred), enter all
your previous receivables as invoices, being sure to press the
<R> (receivable) option. After you have entered all your previous
receivables and, in the process, set up accounts for them, you
may, if you wish, delete the "DEC89.DAT" (or the other previous
months which you may have used) and the "TOTALS89.DAT" file. Your
previous accounts receivable will now be integrated with the
records that you will be entering for 1990.
26
ROSEWOOD JOURNAL
PROGRAMMING DETAILS
Rosewood Journal is programmed in Microsoft QuickBasic 4.50 in
three modules and an "Include" file. It is compiled with
QuickBasic 4.50 compiler using the "/o" (standalone), "/x" (on
error),"/ah" (arrays larger than 64K) options. The resulting
object files are linked with Microsoft Overlay Linker version
3.69 using the "/e" (exepack) option. The program is extensively
error protected, both by "on error" routines and by "protecting
inputs". Every effort has been made to prevent the user from
entering inappropriate data such as invalid dates, alphabetical
data where numerical data is expected, inputs longer than allowed
and even spelling mistakes. In many cases the program will give a
message telling you what the error is. In other cases, the
program will beep and return you to the input line expecting that
you will realize your error. Messages for every single error
would unnecessarily bloat the program. The error routines are
designed to save your data wherever possible. If, however, you
have placed the wrong disk in the drive which holds the data
(perhaps after shelling to DOS), you may lose some data. If you
get a message, "Data Disk problem: is the proper disk in place?",
please use the "Reports" option to check whether any data which
you have entered after such an error has in fact been written to
the file. The program was written on a Hyperion (more or less IBM
compatible, now defunct) computer with 640K ram and two 360k
floppy drives and a Genix (IBM clone) 80386 with one 40mb hard
disk, a 120mb hard disk and a VGA monitor. All documentation has
been written using WordPerfect 5.1. There are no machine specific
routines, so that the program should run on any computer using
MS/PC DOS 2.10 or higher.
CHANGES AND ENHANCEMENTS
Rosewood Software is vitally interested in your comments and
suggestions, or your ideas for new programs. If you like Rosewood
Journal but would like customized changes for your specific
business, please contact us. Hearing from you, the user helps us
to provide you with a better product.
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ROSEWOOD JOURNAL
SHAREWARE
The only way that you can be assured of a continuing supply of
low-cost, quality software for almost any purpose, is to support
Shareware. Shareware is non-shrink-wrapped, low cost software
that you try at your own convenience. Shareware is used by
everyone from individuals to the largest multi-national corpora-
tions. Shareware, as a marketing concept, trusts you, the user,
to buy it if you like it. If you like Rosewood Journal, and if
you use it, please send your registration fee today. For your
convenience, there is an order form (ORDER.FRM) which you can
print from your Rosewood Journal distribution disk.
Send your registration fee to:
ROSEWOOD SOFTWARE
135-10 LIVONIA PLACE
SCARBOROUGH, ONTARIO CANADA
M1E 4W6
(416) 284-6119
CompuServe 70461,2507
Member of The Association of Shareware Professionals (ASP)
THANK YOU!!
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