JCSM Shareware Collection 1993 November/JCSM Shareware Collection - 1993-11.iso/cl060/psbil15j.lzh/TUTORIAL.DOC

Text File | 1993-02-05 | 20.4 KB | 409 lines

         TUTORIAL.DOC POOL SERVICE BILLING SELZ SOFTWARE DESIGNS INC.
Version 1.50

                  ┌───────────────────────────────────────┐
                  │ POOL SERVICE BILLING Program Tutorial │
                  └───────────────────────────────────────┘
■ As You proceed step by step through this tutorial You will perform all of the
  functions provided by the program.  We will begin by creating a new
  subdirectory to contain the data we create.  Three customers will be created
  and manipulated during Your cruise down the river of knowledge.  Begin by
  formatting 6 diskettes, we will use them whenever backup is required.

■ During the tutorial you will need to Enter data.  The data that you will
  type will be enclosed in curly brackets, e.i.  {DATA}.  Do not type the {}.
                             ┌────────────────┐
                             │ Tutorial Setup │
                             └────────────────┘
■ Set  the date to January 20.  Type {DATE 1/20/Current Year} press Enter.
■ Later on at the end of the tutorial You will Be reminded to set  it  back  to
  todays date.
■ To  help  You see the name of the directory You are currently in type {PROMPT
  $T $D$_$P$G} and press Enter.
■ Move to the root directory of the C: drive by typing {C:} and pressing Enter.
■ Then type {CD\} and press Enter.
■ You should now see the time and date on the first line followed by the root
  directory prompt that looks like C:\> .
■ Now Enter the commands to move to the subdirectory where the BILLING program
  is located.  Assuming that you installed the program in a subdirectory called
  POOLSERV, you would type {CD\POOLSERV} and press Enter.  The prompt then
  should look like C:\POOLSERV>.
■ Type {POOLSERV} in order to start the program.  If this is the first time you
  have run POOLSERV, the customizer screen will appear.  If this is true skip
  the next two steps.
■ From the main menu press {s} for the Special programs menu.
■ Press {c} for the Customize the system menu.  (Have you noticed that a
  selection can Be made by using the first letter of the desired function?  The
  up and down cursor keys will also move the selection highlight Bar).

                    ┌─────────────────────────────────┐
                    │ Establish the TEST subdirectory │
                    └─────────────────────────────────┘
■ Press Esc(ape) to go to the next screen.
■ Press the down cursor key until the Data Files line is selected.
■ Type {C:\TEST} then use the space Bar to remove any remaining characters on
  the line.
■ Then press Esc(ape) for the system to update its files.
PAGE 2


                          ┌──────────────────┐
                          │ Build customer 0 │
                          └──────────────────┘
■ If the Special Program Menu appears then press press {q} to go to the Main
  Menu screen.
■ From the Main Menu press {c} for Customers.
■ Press {a} to add a customer.
■ Type {Allied Construction} and press Enter.
■ Type {allied 2345 Pinetree Lane 213} and press Enter.
■ Type {y} and press Enter
■ Type {5408 Business Road} and press Enter TWICE.
■ Type {Mytown} and press Enter.
■ Type {State} and press Enter.
■ Type {12345-6789} and press Enter TWICE.
■ Type {[phone]} and press Enter.
■ Type {james mason} and press Enter.
■ Type {3450} and press Enter.
■ Type {Pool located at 2345 Pinetree Lane} and press Enter.
■ Type {Lot number 213}
■ If something needs changing, change it now using the up and down cursor
  movement keys.

■ If everything looks Ok then press Esc(ape).
■ As a Precaution you are Provided the choice of not updating the file, just in
■ case you decide against it.
■ To update the customer file press Enter.
■ You have decided that $16.25 will cover the cost of Pool service this month
  so type {1625} and press Enter.
                          ┌──────────────────┐
                          │ Build customer 1 │
                          └──────────────────┘
■ We want to create another customer so type press Enter.
■ Type {Allied Construction} and press Enter.
■ Type {allied 2685 Pinetree Lane 345} and press Enter.
■ Type {y} and press Enter
■ Type {5408 Business road} and press Enter TWICE.
■ Type {Mytown} and press Enter.
■ Type {State} and press Enter.
■ Type {12345-6789} and press Enter TWICE.
■ Type {[phone]} and press Enter.
■ Type {james mason} and press Enter.
■ Type {3450} and press Enter.
■ Type {Pool located at 2685 Pinetree Lane} and press Enter.
■ Type {Lot number 345}
■ If something needs changing, change it now using the up and down cursor
  movement keys.
■ If everything looks Ok then press Esc(ape).
■ To update the customer file press Enter.
■ You have decided that $16.25 will cover the cost of Pool service this month
  so type {1625} and press Enter.
PAGE 3


                          ┌──────────────────┐
                          │ Build customer 2 │
                          └──────────────────┘
■ We want to create another customer so press Enter.
■ Type {Joseph Doaks} and press Enter.
■ Type {doaks joseph} and press Enter.
■ Type {y} and press Enter
■ Type {2745 Jasmine Lane} and press Enter.
■ Type {Suite 785} and press Enter.
■ Type {Mytown} and press Enter.
■ Type {State} and press Enter.
■ Type {77777-7777} and press Enter Twice.
■ Type {[phone]} and press Enter.
■ Type {gerry bloom} and press Enter.
■ Type {2400} and press Enter.
■ If something needs changing, change it now using the up and down cursor
  movement keys.
■ If  everything  looks  Ok  then  press Esc(ape).
■ To update the customer file press Enter.
■ You have decided that $13.25 will cover the cost of Pool service this month
  so type {1325} and press Enter.
■ We are through creating customers so press Esc(ape).

                           ┌───────────────────┐
                           │ Check what we did │
                           └───────────────────┘
■ You should be back to the Customer Menu, press {d} to display customers.
■ Press Enter.
■ Type {a} then press Esc(ape).
■ You are now Presented with a list of all customers whose last name Begins
  with an "A".
  NOTE:  You can see now, why we created sort handles by using Allied followed
  by the address of the property where the pool was physically located.  Think
  about servicing 100 pools for Allied Construction.  This way helps you to
  select the desired pool.
■ We want the first one so press Enter.
■ The information for customer 0 is now displayed.  Whenever you are through
  checking the data press Esc(ape).
■ Type {1} and press Esc(ape), and we move to the customer 1.
■ Press Esc(ape) and then type {2} and press Esc(ape) and we move to customer
  2.
■ Now press Esc(ape) and then type {3} and press Esc(ape) .  The program
  attempted to access the next customer (#3 which does not exist) and informs
  you of that fact.
■ Press the space bar to continue.  Press Enter Twice.  Type {y} and press
  Esc(ape) to return to the Customer Menu.
                         ┌────────────────────────┐
                         │ Summary to this Point ║│
                         └────────────────────────┘
■ You began by establishing a TEST subdirectory for temporary storage of our
  tutorial data.  You then added three new customers and checked the results.
  You have learned how to move the cursor both on selection screens as well as
  data entry screens.
PAGE 4


                              ┌─────────────┐
                              │ Print Bills │
                              └─────────────┘
■ You  should be located at the Customer Menu.
■ Press {q} for Quit and you will be returned to the Main Menu.
■ Press {p} to move to the Print Menu.
■ Press {r} to begin printing the monthly bills.
■ To the Question of do you want to add a message this month, press Enter.
■ Type {For the month of February ONLY!} and press Enter.
■ Type { 50% off on all Pool Covers} and press Enter.
■ Press Enter TWICE and the Billing Data screen is presented.
■ Press the Enter key three times to accept the defaults ALL, N, and the date
  the payment is due that you Entered into the system when the Customizer was
  run.
■ Now align the paper in the printer so that the paper is at the top edge.
■ When finished press Esc(ape).
■ Three bills will be printed, one for each customer  you  created.
■ Review the bills.  If your company name and address is less that 40 columns
  wide it prints out in large characters at the top of the bill, otherwise it
  will print in normal size.  The line of ======'s indicates where the bill
  should be folded in order to use a window envelope which allows the Customer
  name and address to show through.
■ Notice that the bill has an invoice number.  You could use two part paper and
  file your copy of the bill by invoice number within each customer's folder.
  The invoice number really has no meaning in that it is merely a sequential
  number and is not stored anywhere except on the bill itself.
■ The first line after the invoice number displays comment number 1, 2, 3, or
  4, those comments that are blank are not printed.

PAGE 5

■ You should see that the previous balance on all bills is $00.00.
■ When you customized the system you Entered a Service Message.  You now see it
  followed by the words {for FEB} with the amount of money billed monthly.
  Later we shall see that this line was added to the current account file for
  each customer.
■ A line then appears that states "The total payment of" $xx.xx "is DUE on"
  followed by the month, the day you Entered as being the due date, and
  finally the year. The month printed will be determined by whether you bill
  Before or After your service is performed.
■ Notice your sales message for this month.
  After printing the bills, a message is displayed reminding you to "Check the
  invoices now".  If everything looks correct, then you would run the month end
  program.  In this case we want to make a correction. Press the Esc(ape) key.
■ Now lets assume that Joe Doaks has been billed too little.  We should have
  Entered $34.00 not $24.00.  Lets fix that bill and reprint it.
PAGE 6


                        ┌─────────────────────────┐
                        │ Change Doaks $24 to $34 │
                        └─────────────────────────┘
■ You are at the Print Menu so press {q} and the system moves back to the Main
  Menu.
■ Now press {a} for Accounts menu.
■ Press {c} (Current) and the customer select screen is presented.
■ Type {2} (Joe Doaks customer number) and press Esc(ape).
■ The screen now displays the current account records for Joseph Doaks.  Using
  the down cursor key move the cursor to the Billed field for the monthly
  charge of $24.00.  Using the backspace key remove the 2400.  Type {3400}.
■ Press Esc(ape).
■ Type {2} and press Esc(ape), and you will see that the entry has been changed
  to $34.00 and a new balance of $47.25 has been created.
■ Press Esc(ape).
■ Press Enter TWICE type {y} and press Esc(ape).  This brings us back to the
  Accounts menu.
■ Press {q} to Bring us back to the Main menu.
■ Now we have to update Joe's customer record so that next month it will be
  correct.
■ Press {c} to move to the customer menu.
■ Press {u} for update which brings you to the customer selection screen.
■ Type {2} then press Esc(ape).
■ Move cursor to the Monthly Service Charge entry.
■ Press the  backspace  key  FOUR  times.
■ Type {3400} to change the value to $34.00.
■ Now press Esc(ape).
■ Press Enter to update the Customer File with this updated record.
■ Press Enter TWICE.  Type {y} and press Esc(ape).
■ Type {q}  to get back to the Main Menu.
■ Type {p} to print Joe's Bill.
■ Press {b} for bills.
■ Press Enter.  Create the sales messages just as you did before.  Press Enter
  repeatedly until you are presented with the billing Data screen, type {one}
  and press Enter.
■ Then type {y} and press Enter TWICE.
■ This brings up the customer selection screen.  Type {2} then press Esc(ape).
■ Align the printer paper and press Esc(ape).
■ You  can see that the billed amount has changed to $34.00.
■ Before we run Month End lets check the current accounts. Press Esc(ape).
■ Type {q} to return to the Main Menu.
■ Type {a} to go to the Account menu.
■ Type {c} for Current months files.
■ Press Esc(ape) to look at the Current Account for customer 0.
■ Press Esc(ape).  Type {1} and press Esc(ape) to see customer 1.
■ Press Esc(ape).  Type {2} and press Esc(ape) to see customer 2.
■ Press Esc(ape). Press Enter TWICE. Type {y} and press Esc(ape).
■ Type {q} to return to the Main Menu.
PAGE 7


                               ┌───────────┐
                               │ Month End │
                               └───────────┘
■ If this were the real world you would mail out the bills you just created.
  Next you will need to run the month end program.  It will move all of the
  current account information into the history accounts.
■ Type {m} to go to the Month/Year End Menu.
■ Type {e} for End of month update.
■ At this stage you will see messages appearing on the left and then the right
  side of the screen.  The program is reading each of the current months
  account files and transferring the data to the history account files.  At the
  same time, since the data is transferred to the history files, the current
  files are being deleted.
■ Now the program asks if you have the formatted diskettes to back up the data.
  NOTE:  Since this is month 01 it asks for the ODD MONTH diskettes.  Yes
  that's right, on the even months it will prompt you for the EVEN MONTH
  diskettes.  You should have plenty of formatted diskettes.  The actual number
  will be determined by the number of customers you have.  For the tutorial you
  need 1 of each, 1 ODD and 1 EVEN.  Alternating between the two sets will
  provide all the backup you need.  As time progresses you will be able to
  determine if you need more diskettes.  Remember to label the diskettes ODD
  and EVEN, and number them 1, 2, 3, 4, 5, etc.  Since we have our formatted
  diskettes, press Enter.
■ Press the space bar to continue.
■ Insert disk 1, and press the space bar.  The system performs a backup of the
  data files we have created so far.
■ To make sure the backup diskettes are good the system will now restore the
  data from the diskettes back to the hard drive.  Press the space bar to
  continue.  Following the instructions, insert disk 1 and press the space bar.
  If there were no errors, the restore worked properly, so press Enter.  We are
  finished with the End of month update.  If no errors were displayed by DOS
  press Enter.  If errors had occurred you would press Esc(ape).
■ Type {q}, then {a}, then {c}, the press Esc(ape) and we see customer 0's
  current account.  Notice that the only thing in the current account is the
  balance from last month.  Look at customer 1 and 2 to verify their accounts.
                        ┌──────────────────────────┐
                        │ Look at History Accounts │
                        └──────────────────────────┘
■ Return to the Accounts Menu and type {h}.  You are now asked if you want to
  look the 92 history accounts.  The answer is yes.  This really becomes
  important next year when you may want to look at last years history account.
■ Press Enter to continue.  Look at customer 0, 1, and 2, and then return to
  the MAIN MENU. If you have trouble doing this review the previous pages.
PAGE 8


                              ┌─────────────┐
                              │ Post checks │
                              └─────────────┘
■ From the Main Menu exit the billing program back to the DOS prompt.
■ We want to run year end programs so type {DATE 12-21-92} and press Enter.
■ Assume now that each customer mailed in a check for their out standing debt.
■ Type POOLSERV and press Enter.  You should be at the Main Menu.
■ Type {a}, then {c}, and press Esc(ape).
■ Type {12-10-92} and press Enter.
■ Type {Check number 2854 dated 12-05-92} and press Enter THREE times.
■ Type the same amount as the balance amount.  In the case of customer 0 the
  amount is {5075}, then press Esc(ape).
■ Do so the same for the other two customers, varying the date and check
  number.
■ When finished return to the Main Menu.
                              ┌─────────────┐
                              │ Print Bills │
                              └─────────────┘
■ From the Main Menu press {p} to move to the  Print  Menu.
■ Press {b} to begin Printing the monthly Bills.
■ Examine the bills.  We politely thank the customer for any payment made
  during this month.
■ Return to the Main Menu.
                   ┌───────────────────────────────────┐
                   │ End of month update (at year end) │
                   └───────────────────────────────────┘
■ Type {m}, then {e} again we see the current file rolling into the history
  files.  Since the month is 12 we are prompted for the EVEN MONTH diskettes
  for the backup.
■ Press Enter.  Follow the instructions to backup and restore the data files.
  Assuming no errors were displayed press Enter.
■ Now here is something new.  It is now year end and the system is going to
  back up the account files.  WE NEED SOME FORMATTED DISKETTES for year end.
■ Press the space bar to continue.  For the tutorial you may use the same
  diskettes that you used for the Month End backup.  Just remember that you
  would use a set of diskettes labeled YYYY (the year the backup was made)
  History records.
■ Press Enter.  Continue on through the restore function.
  Again we had no errors so press Enter.  Notice that these backups take on a
  greater significance.  They serve as accounting records for the current year.
■ You would label these diskettes {1993 History Records} and place them in a
  safe place.
■ Press Esc(ape). You are asked if you want to print the accounting records.
■ Press Enter THREE TIMES.
■ After aligning the paper in the printer, press Esc(ape).  This is the
  printout of the current year history records.
■ Return to the  Main Menu
Page  9


                             ┌───────────────┐
                             │ Other Reports │
                             └───────────────┘
■ Type {p} to go to the Print Menu.
■ Type {m}, align paper, press Esc(ape).  This is the Maintainer reports, one
  for each employee, showing the customers that he or she services.
■ Type {c}.  This reports list all customers.
■ You select one of the three options.  Type {a} for All customers.  Type {o}
  for Only Active customers.  Type {o} again for Only Inactive customers.  Lets
  select All customers by typing {a}.
■ Now for mailing labels, type {L}, Type {o} to select ONLY ACTIVE CUSTOMERS
  and press Enter.  Align the 1 X 3 1/2 inch LABELS, then press Esc(ape).
■ After printing the LABELS the program tells you to once again align the
  PAPER. Press Esc(ape).


                                 ┌─────────┐
                                 │ The End │
                                 └─────────┘
■ Now that you are finished with the tutorial you need to reset the system.
■ Return to the MAIN MENU, type {s} to go to the Special program menu.
■ Type {c} to Customize the system.
■ Press Esc(ape).
■ Change the Data Files:  entry back to the name of the subdirectory you want
  to store your BILLING data in.
■ If you want to use your 1.44 or 1,2 diskette drive for backups you could
  change the Diskette Drive ID:  entry to the desired drive ID.
■ When finished press Esc(ape) this returns you to the Special programs menu.
■ Type {q} TWICE.
■ Press Enter, then press Esc(ape) repeatedly, until you return to the DOS
  prompt.
■ Change the date back to todays date by typing {DATE} and pressing Enter.
■ AT the date prompt type in todays date and press Enter.
■ If you want to keep the files that you created during this tutorial then you
  are finished and can quit.
■ If you want to delete the files you created during this tutorial Type {C:}
  and press Enter.
■ Type {CD\TEST} and press Enter.  This will place the system in the TEST
  subdirectory.
■ Make sure the prompt C:\TEST>.  If it DOES NOT then quit now before you
  delete something important from your hard drive.
■ Type {DEL *.*} and press Enter.  Type {y} if you want to delete the Test
  files you created during this tutorial.
■ Now type {cd..} and press Enter.  Now type {rd test} and press Enter to
  remove the TEST subdirectory from your hard drive.








       END TUTORIAL.DOC POOL SERVICE BILLING SELZ SOFTWARE DESIGNS INC.