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LETTER.TXT
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1995-10-06
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Accurate Accounting Time Sheet Plus
Program instructions
(C) Copyright 1995
Summary of Main Menu Note: When the Menu is on the screen many
of the Function Keys have Reserved/Expan., written after them. These
are for future files to help manage work. Two functions (C) & (E)
are programmable to access your word processor and/or your utility.
A word processor is not supplied with this program, but a utility is
if you to wish use it. Note: The Utility Program is for 5.0 DOS or
higher but will function fine in 3.3 DOS, except for two functions that
will not work, (T) and (L). You are welcome to use it if you like there
is no charge for it. Note: only the UTILITY PROGRAM needs 5.0 DOS or
higher. The name of the utility is PUSH BUTTON DOS
To program (C) or (E) type (@) and follow instructions. The (E)
Function must be programmed to use the utility supplied with the
program. Example: (c subdir u) will start the utility supplied with
the program. IMPORTANT: Help is always the LETTER (H)
The proper sequence to follow when starting to use this program
for the first time is as follows: (1) and (2) How to enter data one
time only. (3) thru (6) Commands for other file operations.
(1) -------------------- (B) Employees Name ---------------------
From the main menu select (B) Employee Name List, type the
names of your employees press enter, type five characters or less to
represent their job description or craft. Note: It is important that
you place the supervisors name at the top of the list of employees
they supervise, as the time sheet places a copy of the first name on
the list at the bottom right corner of the sheet as the supervisor in
charge. If you wish to select a different employee as foreman, press
Function (S) you will then be prompted for a line number, (they are
numbered 1 thru 10) type one to select a foreman then press enter.
You need not worry about saving this file when you finish it is
automatically saved.
(2) -------------------- (L) Data Entry ----------------------
IMPORTANT: Master Charge number is five characters or less
assigned by you, for the purpose controlling man hours charged to
a project. Subordinate Charge is five characters or less. It's to
control smaller jobs within the overall project.
Here is an example. Master Charge is assigned SM100. To you
SM100 can represent all Man hour costs for all Safety Related items.
Now you assign SM101 to represent the biweekly safety meeting required
by OSHA. The next line Assign Master Charge as SM100 and Subordinate
Charge as SM102 to you it equals man hours used for new employee
orientation. Example:
Mastr Subor Description
SM100 SM101 Safety Meeting Weekly
SM100 SM102 New Employee Orientation.
This method will yield the best results, when viewing in the database
file. Note: This file saves data when you exit using (X). But it is
a good practice to use the save Function when you write data. Save =
(S). Remember, if you use the ESC Key to exit all data written but
not saved will be lost. Also you MUST enter .001 Hrs. for N/S or the
time sheet will not save that line in the export file.
(3)--------------------- (A) Time Sheet ------------------------
From the main menu select
(A) Function Time Sheet
(H) Function Help.
The commands for the header area are the first thing you will want to
address. They are (L), (N), (D) and (K).
Here is a Tip, when you write location of job using the
(L) Function, type job location <--SPACE--> Shift (Days, Swing or
Night).
(D) Function Use to enter day and date.
If you are filling in Date and Day always write it in the
same format. Examples, 06-23-94 Thursday or 06-24-94 Friday.
(N) Function, Name of Company.
(K) Function, if header is complete USE (K). It KEEPS header data.
If you write data the same each time, the View Function and Sort
Function will perform perfectly. Note: Case is NOT important.
PgDn selects the next list of Employee names, when you see the
list you want Press (S) Function Key.
(S) Function saves selected employees.
There are only two commands that are not straight forward and may
require some explaining.
(C) Choose Specific
(A) Add in a name an option under (C).
(S) Save selected names in time sheet.
The (C) function is used if you do not wish to save a list
as shown.
Example: Press (C) then select Line 1,2,5 and 8 to save. Now
select (A) to add another name to the list you are asked, (what line to
add) it to when you answer, select a line not previously selected. If you
do not the line number chosen with the (A) Function will overwrite
lines selected with the (C) Function.
(S) Function Saves name chosen and/or added.
Now you see (Command Menu Help Menu) at the bottom of screen.
(H) Function Help Now is a good time to mention that any file
that has help available will respond to the (H) Key.
(X) or (ESC) to exit all help.
If you exit help, the commands available (help bar) to assist
you in making a time sheet is displayed at the top of the screen.
Arrow up to see the commands bar at the bottom. The number at the top
left hand side of this file is the file number. There are fifty files
in the Data List. These are the files you accessed with the (L)
Function from the main menu. If you recall each file has nine
lines. Arrow down to read all nine lines.
Now PgDn the file number at the (top left) changes. When the
charge line you wish to use is on screen then press function (O).
(O) Function Hours press (O) + enter for regular hours, press
enter. If the employee worked overtime, press (O) again other wise
press enter a second time. Prompts will appear on screen type
appropriate line to write, then press enter. If you are going to
assign the same hours to more than one employee do it now. This
is accomplished most efficiently with the (A) Function.
(A) Function Automatic. Type line number and press enter.
If you are assigning the same hours to more than one employee, use
the automatic function.
(F) Function Fix an error. IMPORTANT: If you slip and use a
charge that is incorrect then (before you do anything else), Press
Function (F).
(M) Function Move a data line to a different employee.
If you wrote to an incorrect location use (M) Function to Move Line.
Remember when moving you MUST select the smaller number first.
Note: To answer a question you will ask sooner or later. Yes
you can select any one of the three lines within the blocked area
of each employee name. This allows you to charge against three
different charge numbers.
(D) Function This is used to write a new description, if an
employee performed work different than the current description.
(X) Function Exit and save the time sheet.
Exiting the time sheet you are forced to save. Here is an example
name to show you how easy you can make it for yourself. Please use
the following suggested method.
The date is 06-23-94 the name of the foreman is Smith J P. The
name to save to is 0623SJ Press Enter. If you wish to retrieve the
time sheet you do not have to search the entire list. Type
the name and press enter. Also if John P. Smith has a second time
sheet with more employees. Save the second to 0624S1. If you wish to
retrieve it later you already know the name. Note: as a little
incentive to encourage you to follow this procedure you have been
restricted to six characters. These saved files are saved with a .PRN
ending but you never need to type the ending when saving or retrieving.
This is the best method.
(4) -------------------- (O) Export File -----------------------
This file can perform many tasks, but the primary one is to
store time sheet data. The data is automatically inserted when a
time sheet is saved.
(~) Function to save data to database file.
Function Key (~) type a name press enter then page down to end of
file.
(S)(O)(S) Function Save export file data in a new file. This
gives the export file a fresh sheet. This file can become very large
therefore it should be saved occasionally. Files that are not kept
small tend to become unmanageable. Try to keep the export file under
one thousand lines.
Tip: Use this file to export data to the Database File. When
you export, SEND ALL DATA. Note: If you export to a name already
being used the data is appended to that file. IMPORTANT: The files
in the export file cannot be altered, for this reason it is important
to save them and back them up occasionally. The files all end with
(.HLD) after (S)(O)(S) is used to save them. These files are always
an exact copy of the time sheets and cannot be altered. The export
file can retrieve these files. (R) Function Use to retrieve all
files ending with (.HLD).
(R) Function Retrieve saved file. (.HLD) these endings only.
(K) Kill Erase a file in the database (.DBS) endings only.
To retrieve these, (.HLD) files use Function (R) when in the export
file. If you wish to export a file that is an updated. You can use
Function (K) to kill the file in the database. Now export to the
same name and you will then have a current, up to date file. If
you wish to add to a file do not kill it, just send new data to
the old file it will be appended. Warning append will give duplicate
lines of data if the same data is exported more then once.
(5) -------------------- (D) Database File ---------------------
From the main menu select (D) for Database File, the most
useful file in this program. When you save a time sheet a copy of
the data is placed in the export file. From there you can export
it to the database file. This file manages the data for all the
charges written in the time sheets. You can view by selecting
numerous combinations. Overtime hours a specific charge, view all
hours for a single employee, by date, name, craft, description,
master charge or subordinate charge.
You can factor man hours to show the additional costs incurred
because of the factor rate. Data in this file will give you
documentation to meet OSHA requirements. You automatically have
available information to show where funds were spent and
documentation for cost overruns. As an estimating tool it can
give you accurate cost accounting of similar work performed in
the past for estimating purposes.
Load a file, then use Command Key for required task.
────────────────────────────────────────────────────
Command Key Task they perform.
────────────────────────────────────────────────────
──────────────────
H Com/Key + Enter File related help
──────────────────
~ Com/Key + Enter Creates a temporary file. Useful if you wish
────────────────── to sort a file. If sort does not give desired
results, you can press S Com/Key + X + Enter.
Or if results are desirable then S Com/Key
type a name + Enter to save.
──────────────────
S Com/Key Type a name press enter to save file.
──────────────────
A Com/Key + Enter + Creates a temporary file totaling all Hours.
~ Com/Key + Enter
──────────────────
V Com/Key Allows selection of lines that meet Selected
────────────────── criteria. Now use ~ Com/Key + Enter to
create a new file containing only selected
criteria. Or A Com/Key + Enter then ~ Com/Key
to add totals in new file.
──────────────────
V Com/Key + C Note: only viewing by craft selects unique
────────────────── this is to allow better control when
separating crafts from crafts foremen.
──────────────────
Z Com/Key Z Allows operator to enter Hourly Rate for
────────────────── a particular craft. Format example 13.44
─────────────────
+ Com/Key Use to activate addition and factoring of
────────────────── overtime hours. Then ~ N to make sub total
or Y to total.
Note: To make total or sub total and not
factor overtime in Press A twice then Enter
after + is used.
───────────────────────────────────────────────────────────────────────
IMPORTANT NEVER USE + Com/Key if Sub totals
TAKE NOTE: exist in file. If you do the Total will be
incorrect.
───────────────────────────────────────────────────────────────────────
I Com/Key Import a file into another. The view Com/Keys
allow selection of specific information.
───────────────────────────────────────────────────────────────────────
TAKE NOTE: Never import a file which has been TOTALED
Sub Totals are ok.
───────────────────────────────────────────────────────────────────────
──────────────────
$ Com/Key Menu appears select Com/Key from menu. Sorting
────────────────── saves result to disk, therefore it is best
to make a temporary file before sorting.
──────────────────
P Com/Key P Com/Key + Enter starts printing, you should
────────────────── be certain you have formatted the file. This is
accomplished by using the Highlighted Com/Keys
at the top of screen to suppress columns you
do not wish to print.
──────────────────
G Com/Key A quick way to access data in large files.
────────────────── Press G type any number Press Enter.
──────────────────
L Com/Key Load a new file. Only files with (.DBS)
────────────────── endings.
──────────────────
K Com/Key Kill or Erase a file (.DBS) endings only.
──────────────────
X or ESC Com/Key If a file is on screen and not saved it
────────────────── will be reloaded on return.
───────────────────────────────────────────────────────────────
For tips and pass words: H from Main Menu then press Space Bar.
───────────────────────────────────────────────────────────────
(6) -------------------- (P) Print/View Menu -------------------
When (P) is pressed you are given four Function Options to
pick from (P), (R), (D) and (S).
If you select (P) again, you can print the data stored in
one of the data files. The Data Files are the (L) Function main menu.
(P) Function from the print menu. If you are managing several hundred
files then this can be very useful, the person making time sheets can
look at the data print out and find the file number containing the
DATA line they wish to use. Try printing some of these files to
have a better understanding of how it might work. The next Function Key
from the print menu is (R). It allows you to retrieve previously
saved time sheets. You can print view the description or comments you
may have made regarding that employee, example employee was late
because car broke down etc.
Two Function Keys remain (D) and (S).
(D) Function
Displays on screen the names of all files containing employee names
and charge numbers.
(S) Function Allows you to view data files 1 thru 50 containing
DATA, charge numbers you wrote. The data files also have Identical
files with (.BAK) endings. Note: These files are always write
protected to protect your data. Files 100 thru 125 contain Employee
names. They are not write protected.
Setup: no setup is required by this program. If you wish to
modify the color of various screens, there is a simple way for it
to be accomplished. F8 = Default colors. F9 & F10 = Toggle colors.
The following files can be modified. Main Menu, Time sheet, Employee's
Name List, Database File, Program Help and New Job Data Entry.
The following flow chart graphically demonstrates, the
flow of data through your program. Note: this flow chart shows only
the connection between the most important files.
Note: after the box marked Operator Input, data is entered
automatically by the program. While the operator may modify a job
description in the time sheet it is only an option not a necessity.
Flow of Information ─────┐
Main Menu
│
┌─────────┴─────────┐
│ Operator Input │
│ ────────────── │
Employee Names Data Entry, New Jobs
│ │
└─────────┬─────────┘
│
Time Sheet
│
┌─────────┴─────────┐
│ Program Output │
│ ────────────── │
Save Files Export File ───┐
Up-date Data Entry, New Jobs │ │
│ │ │
└───────────────────┘ │
Database File
│
┌─────────┴─────────┐
Statistical data is created │ Program Output │
Totals added Ot Hrs factored │ ────────────── │
and cash expenditures │Create Statistical Data Files ──┐
calculated automatically. │ │ │
└───────────────────┘ │
│
│
┌────────────────────────────┘
┌─────────┴─────────┐
│ Program Output │
│ ───────────── │
│ Sorted Files │
│ ───────────── │
│ Merged Files │
│ ───────────── │
│ Print Reports │
│ ───────────── │
│ Unlimited │
│ Management │
│ ───────────── │
└───────────────────┘
To print this file Press the letter P