JCSM Shareware Collection 1993 November

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Text File | 1989-11-04 | 14.0 KB | 341 lines

The Billing Statement Vers: Shareware Copyright 1989 A.P. Software P.O. Box 205 Westford, Ma. 01886 (508) 692-3726 System Requirements: IBM PC/XT/AT/jr or compatible with 256 K memory DOS 2.0 or greater 5 1/4 inch disk drive A printer is not required but recommended. THE SHAREWARE VERSION IS A COMPLETE WORKING BILLING PROGRAM WITH FEWER FEATURES THAN THE REGISTERED VERSION. The registered version contains the following additional features: 60 Item Entries for Each Bill A Message Placed on the Bottom of All Bills Printing of Address Labels Autoentry for Identical Charges/Credits Sorting of Client Address Information Select an Account Range to Erase, View or Print Reports Erase Account Data While Retaining Account Bring Balance Forward on Accounts Yearly Activity and Age of Balance Due(Receivables) Reports Changing Client Account Numbers Operation with Separate Program and Data Disks To obtain a copy of the latest registered version send $ 35 to: A.P. Software P.O. Box 205 Westford, Mass. 01886 1.0 Introduction ---------------- The Billing Statement is an easy to use program for producing standard billing statements. The bills can be printed on plain or letterhead stationery. It also tracks client accounts for 1 entire year. Individual charges and credits must be less than $100,000. All balances and totals must be less than $1,000,000. Multiple copy paper may be used providing your printer can produce enough pressure to write on the additional copies. If the system is installed on hard disk, there is no limitation on the number of client accounts that may be opened. If the system is used directly from a floppy disk, with only 1 drive, there is a maximum of 50 accounts that may be stored on disk. (This is a function of the amount of disk space each file requires. If your accounts have only a few entries then you may get more than 50). With the registered version, if you use a separate data disk and program disk then the maximum number of accounts is 112.(This is a function of the directory storage on your floppy. If your files are large then you may run out of disk space before you reach 112 accounts.) For more information see section 5.0 FILES. Please send all comments and suggestions for enhancement and improvement to A.P. Software at the above address. With your help we can continue to improve our products. A.P. Software maintains a copyright on this program and will not be held responsible for any damages incurred. You may freely distribute this shareware version. 2.0 Installation Procedure --------------------------- 2.1 One or Two Floppy Drive System --------------------------- There is no installation or setup necessary. Create a back-up disk. Put the original in a safe place. Put The Billing Statement in the active drive. 2.2 Separate Program and Data Disks/Two Floppy Drive System --------------------------- Separate program and data disk operation is only available with the registered version. A setup program is provided to allow you to select the disk drive for data. 2.3 Hard Disk Installation -------------------------- Create a separate directory on your hard disk for the program. Copy the following files to the directory. STMT2SW.EXE COMPANY.DAT ACCOUNT.FIL All the client data files will be placed in this directory. 3.0 Starting the Program ------------------------ One/Two Drives: Boot your DOS. Place program disk in A. Type STMT2SW. Hit return. Hard Disk: Type STMT2SW The introductory screen appears with the present date displayed on the left hand side. If you have a system clock and it is working correctly, the correct date should appear. If you do not have a system clock, the current date of the system will be shown. If that is not the correct date, please enter the correct date. The format is MM/DD/YY. MM is month and requires a number from 1-12. DD is the day and requires a number from 1-31. YY is year and requires a number from 88-99. Leading 0's are not necessary. Please use the correct format including / as shown. Be aware that this date is used on all statements 4.0 Main Menu ------------- The Main menu appears with 7 options as described below. 4.1 Enter/Edit Billing Company Data ------------------------------------ This allows you to enter all the necessary data about your company. Selecting E allows the entering and editing of the information. The up and down arrow keys allow you to move through the editing easily. While editing an item, hitting any key will completely erase that item. You must then retype an entry or the item will remain blank. The F10 key can be used at any time to end the editing process. There are 5 lines available for your company address and 1 line for Tel #/Fax #. Each entry will allow up to 30 characters. If you use plain paper, your Billing Company Data will be centered at the top of each bill. If you intend to use pre-printed letterhead stationery, you must blank out these 6 entries. ( To do this move the cursor to each line of entry and hit any key just once. ) Furthermore, the pre-printed letterhead must not be greater than 2 inches in length. Selecting S will save the data. You do not have to save this information however it is a very good idea to do so. Selecting R will return control to the main menu. Hitting ESC will do the same. 4.2 Open a New Client Account ----------------------------- This allows you to enter/edit and save data for all your new accounts. You must create an account before you can produce a billing statement. The E/S/R commands and F10 key operate identical to 4.1 above. This option can only be used on a new account. If you wish to edit data for an existing account, see 4.3 Each entry contains 5 lines for Client Address, 1 for Attention, 1 for Tel. #/Fax. # and 1 for Account #. With the exception of the account number, all 7 fields can accomodate up to 30 characters. Consistency should be used when entering address information. For example, line 1 should be used for company name, line 2 for street address, etc. (This will be useful when sorting, available on registered version) You may select any account number from 1-9999999. The maximum is 7 digits in length. No spaces are allowed. The data MUST be saved before you can create a billing statement. Accounts are stored in the sequence in which they are created. All reports are created using this sequence. 4.3 Work on an Existing Client Account -------------------------------------- This allows you to edit client account data as well as enter/edit items in the billing statement. Once selected you must enter an account # to work on. After the account has been verified, you must select whether you want to E-edit client address data or M-make entries to the statement. E will allow you to edit any data about the selected account. The E/S/R and F10 keys operate as described in 4.1 . M will allow you to work on the actual statement and its entries. The first 10 items of the selected account are displayed along with the current Final Balance. The number of items and date are shown at the top of the screen. You will have 8 actions to chose from. S-Saves the current statement entries If you want these entries to be permanently recorded in this account, you MUST save these entries BEFORE returning to the Main Menu. E-Enter the next item on the statement Each item requests 4 entries to be complete Type denotes a charge or credit to the account. It MUST be C or R. You cannot leave this empty. Date is of the form MM/DD/YY as described in 3.0 Desc is 35 chars of any descriptive phrase Amount is the dollar value for the entry. (less than $ 100,000) After an item is entered, the statement and Final Balance are updated. The maximum number of entries for a statement is 30. (The registered version can store 60 entries per statement) M-Modify any item on the statement Allows you to alter any entry. The up and down arrow keys allow you to move throught the editing easier. While editing an item hitting any key will erase that item. It must be re-entered or it will remain empty. The exception is the Type. It MUST be C or R. F10 will return you from the editing. After an item is modified, the statement and Final Balance are updated. D-Delete any item on the statement You may delete any line item. You are asked to verify Y/N if this is the item to be deleted. Once deleted it may not be recalled. After an item is deleted, the statement and Final Balance are updated. P-Print the statement You may print the current statement as it shown. R-Return to Main Menu --> Display the next 10 statement entries <-- Display the previous 10 statement entries 4.4 Print Billing Statements ---------------------------- This allows you to select and print billing statements. You may select A-All Accounts S-Single Account or R-Return. If you select a single statement, you must supply the account number. Please make sure that the Top of Form is set on your printer. While printing, you may cancel with the F10 key. Remember that your Billing Company Data will appear centered on each bill. If you are using pre-printed letterhead paper, make sure that the data is blank. (See 4.1). Your Billing Company Data Address Line 1 and Tel. # appear on the last line of each bill. The statements are designed to be used in standard business size window envelopes. Just fold the sheet into thirds and the account address will appear through the envelope window. 4.5 Erase a Client Account -------------------------- This allows you to erase accounts completely. You select A-All Accounts S-Single Account or R-Return ( See 4.4 ). Before any accounts are permanently erased you are prompted with a reminder. Answer Y if you wish to continue and erase an account or accounts. Answer N if you do not wish to erase any accounts. 4.6 View/Print Client Account Data ---------------------------------- You may select A-All Accounts S-Single Account or R-Return. Then you select a screen report or printed report. The report consists of all the address information, account number and telephone number for all accounts. The F10 key will cancel the printed report or halt scrolling on the screen report. The screen report can be un-frozen by hitting any key. 4.7 View/Print Activity Summary of All Client Accounts ------------------------------------------------------ You may select A-All Accounts S-Single Account or R-Return. Then you select a screen report or printed report. The Monthly report requires you to select a month from 1-12. The report consists of ALL entries, charges and credits, made to all accounts during the selected month. Subtotals for each client are calculated and printed. A Final Total of all subtotals for the selected month is also calculated and printed. If you have a large number of accounts, these reports may not be available instantaneously. The program must continually access the disk looking for your files. Please allow the program a few seconds of time, for each file, in order to complete the report. The F10 key will cancel the printed report or halt scrolling on the screen report. The screen report can be un-frozen by hitting any key. 5.0 Files --------- The program uses the following files: STMT2.EXE COMPANY.DAT ACCOUNT.FIL It also creates a new file for every account that is opened and saved. These files have the name A#######.DT1. The ####### represents the account number for that data. Each account file A#######.DT1 can hold up to 60 entries. A file with 60 entries requires about 4.1 k of disk storage. Therefore if all your files will contain maximum capacity, approx. 90 files ( 360/4 ) can be placed on a separate data disk. The above 4 files must be located in the same directory. Account.dat increases in size with each new account. It gains approx. 100-150 bytes for each account. Company.dat remains approx. the same in size.