JCSM Shareware Collection 1993 November/JCSM Shareware Collection - 1993-11.iso/cl060/psbil15j.lzh/MAIN.HLP

Text File | 1993-02-05 | 19.6 KB | 461 lines

Help file for the BILLING program
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.1
MAIN MENU -- CUSTOMER MENU                                                   .1

This  menu  selection  allows  you to add, update(change), and display customer
records.  The DOS file called CUSTOMER.DAT contains such information  as  name,
street address, city, state, zip, telephone number, etc.

Use  the  UP/DOWN  Arrow  keys to select additional information, then press the
Enter key to view that information.

@8[SELECT]  Add Customers:           Add new Customers to file.
@9[SELECT]  Update Customers:        Change Customer Information.
@10[SELECT]  Display Customers:       Display Customer Information.
@7[SELECT]  Quit:                    Return to Main menu.


@27[SELECT]  Select another Menu. OR
.2
MAIN MENU -- ACCOUNTING MENU                                                 .2

This menu selection allows you to look at the History or Current Account  files
for any given customer.  Selection of Current will also allow you to update and
add records to the Current months billing information.  These  records  can  be
modified  in  any  manner until such time as the Month End program is run.  The
Month End program will roll the Current billing record into the History Account
file for each customer, and then delete the Current Account file.

Use the UP/DOWN Arrow keys to select additional  information,  then  press  the
Enter key to view that information.

@11[SELECT]  Historical: Look at History Account records.
@12[SELECT]  Current:    Add, Delete or Change Current Account records.
@7[SELECT]  Quit:       Return to Main Menu

@27[SELECT]  Select another Menu. OR
.3
MAIN MENU -- PRINT MENU                                                      .3

This menu allows you to print various listings:

Use  the  UP/DOWN  Arrow  keys to select additional information, then press the
Enter key to view that information.

@13[SELECT] Labels:            Prints mailing labels.
@14[SELECT] Bills:             Prints ONE or ALL of the customer monthly bills.
@15[SELECT] Maintainer Report: Lists the customers assigned to each maintainer.
@16[SELECT] Accounting Report: Prints the HISTORICAL ACCOUNT for each customer.
@17[SELECT] Customer Report:   List customers sorted by last name.
@18[SELECT] Sales Tax Report:  List sales tax billed for the year.
@7[SELECT] Quit:              Return to Main Menu.

@27[SELECT]  Select another Menu. OR
.4
MAIN MENU -- MONTH/YEAR END MENU                                             .4

This  menu  selection allows you to perform those Month end, or Year end tasks
necessary to support the program functions.

Use the UP/DOWN Arrow keys to select additional  information,  then  press  the
Enter key to view that information.

@19[SELECT]  End of Month Update:    Updates the  HISTORICAL  account files.
@20[SELECT]  Month End Backup:       Use only as directed.
@21[SELECT]  Year End Backup:        Use only as directed.
@22[SELECT]  Print History Accounts: Print the history accounts.
@7[SELECT]  Quit:                   Returns to previous menu.

@27[SELECT]  Select another Menu. OR
.5
MAIN MENU -- SPECIAL PROGRAMS                                                .5

This  menu  selection allows you to perform SPECIAL tasks necessary to support
the program functions.

Use the UP/DOWN Arrow keys to select additional  information,  then  press  the
Enter key to view that information.

@23[SELECT]  Delete History Accounts:
                    Delete previous years history accounts.
@24[SELECT]  Customize the System:
                    Sets up base information for your company.
@25[SELECT]  Index Build for Customer File:
                    Rebuilds customer index file.
@26[SELECT]  Register Serial Number:
                    Registers your use of the program.
@7[SELECT]  Quit:
                    Returns to previous menu.

@27[SELECT]  Select another Menu. OR
.6
MAIN MENU -- INSTALL PROGRAM UPDATES                                         .6

This  menu selection allows you to install the program updates provided to
subscribers.  Selection of this option will provide directions necessary to
install  the  update diskette(s).

@7[SELECT]  Next menu item

@27[SELECT]  Select another Menu. OR
.7
QUIT                                                                         .7

By  selecting  this menu option the program will return to the previous screen,
until it finally asks you if you wish to quit the program and return to the
DOS system.

@27[SELECT]  Select another Menu. OR
.8
CUSTOMER MENU -- ADD CUSTOMERS                                               .8

Adding customers is just that.  The customer is automatically assigned the next
customer number (at the end of the customer file) and the  data  captured  from
the screen is written to the file.  At the same time a record is written to the
index file.  The Index file when  sorted  and  printed  provides  the  Customer
listing which can be selected from the Print menu.

@9[SELECT]  Next menu item

@27[SELECT]  Select another Menu. OR
.9
CUSTOMER MENU -- UPDATE CUSTOMERS                                            .9

This  selection  allows  you  to  change  any  field on the customer file input
screen.  You will be asked to enter the desired customer number of the data you
wish  to  change.  If you do not know the correct customer number you may enter
the first letter of the last name and the program will list  all  of  the  last
last names beginning with that letter.

@10[SELECT]  Next menu item

@27[SELECT]  Select another Menu. OR
.10
CUSTOMER MENU -- DISPLAY CUSTOMERS                                          .10

You will be prompted to select the customer of your choice.  If you do not know
the correct customer number you may enter the first letter of the last name and
the program will list all of the last names beginning with that letter.

The Esc key is used to page down through the customer's file.  At the end,  the
program  again prompts you for the customer number.  You can enter a new number
as described above, or enter the letter Y to stop looking at customer files.

@7[SELECT]  Next menu item

@27[SELECT]  Select another Menu. OR
.11
ACCOUNTS MENU -- HISTORICAL FILES                                           .11

You will be prompted to select the customer of your choice.  If you do not know
the correct customer number you may enter the first letter of the last name and
the  program  will  list  all of the last names beginning with that letter.  By
entering the desired customer number the selected customer  Historical  Account
data  is displayed for review.  Since this information is History it can not be
changed.

The Esc key is used to page down through the customer's file.  At the end,  the
program  again prompts you for the customer number.  You can enter a new number
as described above, or enter the letter Y to stop looking at customer files.

@12[SELECT]  Next menu item

@27[SELECT]  Select another Menu. OR
.12
ACCOUNTS MENU -- CURRENT RECORDS                                            .12

You will be prompted to select the customer of your choice.  If you do not know
the correct customer number you may enter the first letter of the last name and
the program will list all of the last names beginning with that letter.

You record payments by entering a date, a statement such as "Check number  xxxx
dated  mm/dd/yy", and entering the amount paid.  You can also enter any special
billing.  To collect taxes for any entry the tax flag should be set to Y.   You
may  change  any data on the screen and it will be updated in the file.  If you
want to remove a line item just change the date field to blanks.

The Esc key is used to page down through the customer's file.  At the end,  the
program  again prompts you for the customer number.  You can enter a new number
as described above, or enter the letter Y to stop looking at customer files.

@7[SELECT]  Next menu item

@27[SELECT]  Select another Menu. OR
.13
PRINT MENU -- LABELS                                                        .13

You will be prompted to select the customer of your choice.  If you do not know
the correct customer number you may enter the first letter of the last name and
the program will list all of the last names beginning with that letter.

The  program  will  print  mailing labels beginning with the selected customer.
The program is setup to use 1" X 3 1/2" labels.

@14[SELECT]  Next menu item

@27[SELECT]  Select another Menu. OR
.14
PRINT MENU -- BILLS                                                         .14

The  program  will prompt you to enter a four line message that will be printed
at the bottom of each bill created during this run.  Any sales message  can  be
created in this manner, e.i.  special sales, Merry Christmas, etc.

You will be prompted to print ALL customers, ONE customer, or NONE.  NONE might
seem  to  be a strange selection, but if you decide that you really didn't want
to continue you can stop the function by entering NONE.  You will also be asked
if  you  want  to  start with a certain customer, and the date used to indicate
when the bill is due.  If  you  answered  that  you  wanted  to  start  with  a
particular  customer,  you  will  be  prompted  to  select the customer of your
choice.  If you do not know the correct customer number you may enter the first
letter  of  the  last  name  and  the  program  will list all of the last names
beginning with that letter.

The  program will print a bill for each customer where the active customer flag
is Y ***OR*** if the balance due is greater than, or less than $0.00.

@15[SELECT]  Next menu item

@27[SELECT]  Select another Menu. OR
.15
PRINT MENU -- MAINTAINER                                                    .15

MAINTAINER definition:  A maintainer is one of your employees that provide the
services to your customers.

Selecting this function will result in a listing being printed which is  sorted
by the name of the maintainer.  It displays customer information and totals the
service charges for each maintainer.  Use this report to  determine  what  each
maintainer  contributes  to  your  business.   Could  also be used to determine
workload among your employees, etc.

@16[SELECT]  Next menu item

@27[SELECT]  Select another Menu. OR
.16
PRINT MENU -- ACCOUNTING REPORTS                                            .16

Selecting this function results in the printing of  the  History  Accounts  for
each customer.  While this function is mainly used at year end to print out the
History Accounts, it can be used to obtain a listing any time during the  year.
This  listing  could be given to your accountant to document the total activity
for each customer during the year.

You will be prompted to print ALL customers, ONE customer, or NONE.   You  will
also be asked if you want to start with a certain customer.  NONE might seem to
be a strange selection, but if you  decide  that  you  really  didn't  want  to
continue  you can stop the function by entering NONE.  If you answered that you
wanted to start with a particular customer, you will be prompted to select  the
customer  of  your  choice.  If you do not know the correct customer number you
may enter the first letter of the last name and the program will  list  all  of
the last names beginning with that letter.

@17[SELECT]  Next menu item

@27[SELECT]  Select another Menu. OR
.17
PRINT MENU -- CUSTOMER LISTING                                              .17

This function creates a listing of all  customers  sorted  in  the  sort  field
sequence  you  entered  for  each customer record.  The active customer flag is
printed as well as the customer's phone number.  A stop  date  is  printed  for
each  inactive  customers.   Your  CPA may use the number of customers you lost
during the year to your advantage(at least that was a beta test site request).

@18[SELECT]  Next menu item

@27[SELECT]  Select another Menu. OR
.18
PRINT MENU -- SALES TAX REPORT                                              .18
This function will read the History Account Files and total the sales tax that
has been billed this year.  It reports the total sales tax billed, by quarter.

@7[SELECT]  Next menu item

@27[SELECT]  Select another Menu. OR
.19
MONTH/YEAR END MENU -- END OF MONTH UPDATE                                  .19

This function performs the end of month update  task  of  rolling  the  current  billing
entries  into  the  History  Accounts  for  each  given customer.  Each Current
account file is then erased to make room for next months Current account files.
It then backs up all of the files using Even and Odd month diskettes.

If  end  of month update discovers that it is the end of the year (today's date
is in the month of December) it will perform the end of month update  tasks  as
well  as  the  year  end tasks.  The additional tasks for the year end includes
creating a new set of History Accounts for next year, making a backup  copy  of
this  year's  History  Account  files, and printing a hard copy listing of this
years History Account files.  The History Account files for next year have  one
entry in them indicating the balance carried forward from this year.

@20[SELECT]  Next menu item

@27[SELECT]  Select another Menu. OR
.20
MONTH/YEAR END MENU -- MONTH END BACKUP                                     .20

This  function should only be selected if you were directed to do so by the end
of month update program.  During the end of month update program execution  the
data  file  backup may fail.  If it does, you will be directed to run the Month
End Backup program.

You  will  need  to  run  it  until the files are backed up correctly.  This is
important since these backups are required if a hardware failure occurs.   This
is the only way your data is saved from month to month.

@21[SELECT]  Next menu item

@27[SELECT]  Select another Menu. OR
.21
MONTH/YEAR END MENU -- YEAR END BACKUP                                      .21

If during the end of month update at the end of the year, the history file back
up fails for any reason, you will be directed to run  this  program.   It  will
backup  and  then restore the history files.  You should run this program until
it succeeds.

You  will  need  to  run  it  until the files are backed up correctly.  This is
important since these backups are required if a hardware failure occurs.   This
is the only way your data is saved from month to month.

@22[SELECT]  Next menu item

@27[SELECT]  Select another Menu. OR
.22
MONTH/YEAR END MENU -- PRINT HISTORY ACCOUNTS                               .22

Selecting  this  function  results  in the printing of the Historical Accounts.
You will be prompted to select a given year.  The year that you select must  be
either  this year or last year.  You may print last years History Account files
provided that you have not deleted them from your hard drive.  Please read  the
help screen for the Delete History Accounts menu selection for additional help.

@7[SELECT]  Next menu item

@27[SELECT]  Select another Menu. OR
.23
SPECIAL PROGRAM MENU -- DELETE HISTORY ACCOUNTS                             .23

Selecting  this  function  results  in the deletion of the Historical Accounts.
You will be prompted to select a given year.  The year that you select must  be
prior  to  the current year.  This function is mainly used to CLEAN up the hard
drive.  When the end of month update program runs at  year  end it creates  next
year's  History  Accounts, it does not delete the old History Accounts.  If you
continue to run the end of month update program, year after  year,  the  hard  drive
would  eventually  fill  up.   Before this happens you should delete last years
History Accounts (probably in June or whenever you are through with last  years
History  Accounts).   Remember  a diskette copy of last year's History Accounts
was made at year end.  The only reason they remain on the hard drive is so that
you  may  display  them  in  order to answer customer questions concerning last
years activity.

NOTE:  It is not unusual for customers to inquire about something that happened
last year.  This is the only reason why  you  may  want  to  keep  last  year's
history accounts around for awhile.
          DELETE THEM AS SOON AS POSSIBLE TO RELEASE DISK SPACE

@24[SELECT]  Next menu item
@27[SELECT]  Select another Menu. OR
.24
SPECIAL PROGRAM MENU -- CUSTOMIZE THE SYSTEM  PARAMETERS                    .24

This function will run the first time you start the program.  It allows you  to
customize  the  software  with  YOUR  unique  information.  Your business name,
address, state, telephone number and zip code are entered by you and saved in a
file.   You  may use the defaults for the diskette drive identity (A), the hard
drive (C), path names for the program  and  data  subdirectories,  OR  you  may
select  your  own.   If  you  are  not  sure about the path names, just use the
defaults provided, they shouldn't conflict with any pathnames already  in  your
computer.  Since you may bill your service before of after you actually perform
them, a field is provided so that the invoices will be correct.

You may run the customizer any time you want to change any of YOUR information.
CAUTION:   if you cahge the subdirectory names, the program will not be able to
find the data files.  On the other hand this allows you to have  multiple  data
files.

@25[SELECT]  Next menu item

@27[SELECT]  Select another Menu. OR
.25
SPECIAL PROGRAM MENU -- INDEX BUILD FOR CUSTOMER FILE                       .25
The customer index file is used mainly to allow you to enter the  first  letter
of the customer's last name to get a list of customer names beginning with that
letter.  If you enter f for example, all customers with a last  name  beginning
with  the  letter f would be listed together with their customer numbers.  Many
of the programs use this function.

The index is maintained automatically by the programs, but if the index  should
be  erased  by mistake, or become unusable, you may use this program to rebuild
the customer index file.  Usually whenever you enter the first  letter  of  the
last  name  on  the  customer  number  selection screen, and the wrong names or
garbage appears, then you should run this function.

@26[SELECT]  Next menu item

@27[SELECT]  Select another Menu. OR
.26
SPECIAL PROGRAM MENU -- REGISTER SERIAL NUMBER                              .26

When  you subscribe and pay your registration fee, a manual with a registration
number will be mailed to you.  When you receive the documentation,  you  should
enter the registration number using this menu function.

Once  the  registration number is entered, the prompts that have been appearing
at the end of the program will be removed.

@7[SELECT]  Next menu item

@27[SELECT]  Select another Menu. OR

.27
SELECT THE MENU OF YOUR CHOICE                                            .27
Select your choice by using the UP/DOWN/LEFT/RIGHT cursor positioning keys.

@1[SELECT]  CUSTOMER MENU:            Overview of Customer Menu.

@2[SELECT]  ACCOUNT MENU:             Overview of Account Menu.

@3[SELECT]  PRINT MENU:               Overview of Print Menu.

@4[SELECT]  MONTH/YEAR END PROGRAMS   Overview of Month/Year End Menu

@5[SELECT]  SPECIAL MENU:             Overview of Special Menu.

@6[SELECT]  INSTALL PROGRAM UPDATES:  Overview of updating the system.
.END