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ACT9.OVL
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1989-04-20
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_______________________________________________________
Cursor Movements While in Help
Left Arrow moves screen left.
Right Arrow moves screen right.
Up Arrow moves screen up one line.
Down Arrow moves screen down one line.
PgUp moves screen up one page.
PgDn moves screen down one page.
Home moves to top of file.
End moves to end of file.
Esc returns to the program.
_______________________________________________________
GETTING STARTED
Any IBM-compatible computer. Specific computers known
to work with our programs include: *Televideo AT Desktop
Computer *Cordata XT or AT Portable and Desktop Computers
*Compaq Portable Computer
* Computer must have a minimum of 512K of random access
memory (RAM). * Two 360K floppy disk drives or one 360K
and a hard disk drive will work. * Any monochrome or
color monitor. * The Disk Operating System (DOS 2.11 or
higher) for your computer. * Eight blank, Formatted,
5 1/4-inch double-sided, double-density floppy diskettes.
Refer to your DOS manual if you have any questions on
how to format a diskette. This will be used to make a
working copy of this software and the data disks for
floppy disk users. * The original program diskettes.
Optional Equipment:
* Any parallel printer that works with your computer.
This is for printing out the reports.
PREPARING THE WORKING COPY
Before you can begin, you must fist complete some
preparatory steps. Once these are done you may begin
working with Account + Plus. Your first step is to make
a working copy of the original program diskette.
1. Because floppy diskettes are susceptible to damage,
it is unwise to use the original program diskette for
regular use. If it is ever lost or damaged, you would
have to purchase a new copy. If you should damage the
working copy, you can recall the copy counter back to
your original program diskette, so long as you have not
formatted the damaged copy. Then you can make another
working copy.
Page 1
2. The working copy of Account + Plus can be made
self-loading. This means that if the program is placed
in Drive A of your computer and then is turned on. The
program will automatically load and start running by
itself. To do this, you will need to put your operating
system (Dos) on to the working copy of the program. To
make your copy of the program, be sure you do the
following instructions.
Making Your Copy with a
Two-Disk Drive System
Step 1: Insert your DOS diskette into Drive A of your
computer. Turn the computer on.
Step 2: After several seconds DOS will ask for the
date and the time. Enter the correct information. After
this is entered, you should see the system prompt: A>
Step 3: Leaving the DOS diskette in Drive A, insert a
blank diskette into Drive B. Now type in the following
command at the A> prompt: FORMAT B:/S/V and then press
the <RETURN> key. This will format the diskette in
Drive B and put the DOS system of your computer on to
the diskette. The computer will ask you for a volume
label for the diskette, type in the name ACCOUNTPLUS.
You are allowed 11 characters. Press <N> for no you do
not wish to format another. Now put a outside label on
this diskette write Account + Plus System Disk #1. At
the A> prompt type this command: FORMAT B: and press
the <RETURN>. This is for all of the data files that
you will create with this program and for the System
Disk # 2 & # 3.
Step 4: Now take the DOS diskette from Drive A and put
the original System Disk # 1 in, be sure you have the
diskette you labeled Account + Plus System Disk #1 in
Drive B. Now at the A> prompt type this command:
FINSTALL A: B: and then press the <RETURN> key. This
will make you a self-loading copy of System Disk # 1.
Follow the instruction at the end of the installation
of disk # 1. You can put the original program diskettes
away.
Step 5: Now that you have made your working copies of
the Account + Plus program, there is one more file that
you have to copy on to the disks. Take your DOS and put
it into Drive A, and put the copy Labeled System Disk
#1 into Drive B. Now at the A> prompt type this
command: COPY COMMAND.COM B: then press the <RETURN>
key. Do the same thing for System Disk #2 & #3.
Page 2
Step 6: Take the Install Disk #3 and put into Drive A.
At the A> prompt type this: BOOT then press the
<RETURN> key. This will make all of your data disk that
you will need to run Account + Plus with. This is only
for floppy disk users. You have now completed the
preparation process and are to begin using the program.
Be sure you store the original program diskettes in a
safe location.
Installing The Program on a
Hard Drive System
Step 1: Turn on the computer. After several seconds Dos
will ask for the date and the time. Enter the correct
information. After this is entered, you should see the
system prompt: C:> displayed on your monitor.
Step 2: Put the original program diskette in Drive A.
At the C:> prompt type: A: then press the <RETURN>
key. At the A> prompt type in the following command:
HINSTALL press the <RETURN> key. This command will go
to Drive C and create a Directory. Then install the
program Account + Plus. Follow the instruction at the
end of the installation. This will be your working copy.
Put your original program diskettes in a safe place.
Recalling the Program from the
Floppy disk
If at sometime you want to re-do your backup diskette.
Put the original diskette in Drive A and the working or
non-working copy in Drive B. Now at the A> prompt type
this command: RECALL B: A: and then press the <RETURN>
key. This will restore the counter back to the original
program diskette. Then follow the instructions for
making a copy.
Un-installing the Program from the
Hard Drive
When you need to do a backup the Hard Drive place the
original program diskette in Drive A. At the A> prompt
type this command: UINSTALL and press the <RETURN>
key. This will restore the counter back to the original
program diskette. Be sure and make a backup copy of all
the DBF files. When you re-install the program back on
the hard drive you will need to copy the DBF files back
onto the drive.
Page 3
PAYROLL MODULE
PURPOSE: To handle all types of employee payroll. Deductions
include federal, state taxes, insurance, and pension. Earnings may
be the hour or decimal fraction or if you prefer a defined amount.
MODULE OPERATION: The Payroll Module operates independently
from any other module in Account + Plus. Extra report capabilities
can be generated from the Report, and List Generators.
KEY FEATURES:
* Automatic date and time stamping of all transactions
* Calculates payroll checks and tax deductions, and shows gross
pay and final net balances automatically
* Automatic calculation of federal and state taxes
* Automatic calculation of insurance
* Can handle requirements for all states
* All calculations can be overridden and edited
* All deductions requested by an employee can be changed at
anytime.
* Provides a complete detailed audit trail for each payroll
transaction.
* All data includes the following: regular hours, overtime
hours, total hours, gross pay, and "other pay" as defined
by user for contract, commissioned, or tipped labor.
* Can print several reports and if that is not what you are
looking for you can create your own.
REPORTS:
Here are just some of the management information reports. You can
generate other reports with our Report, and List Generators.
Employee Maintenance Reports (Period, quarterly, YTD)
Employee Master List
Employee Name List
Payroll Check Register
Quarterly and Yearly Tax Reports
Workers Earnings and Deduction Reports
GETTING STARTED
Before you can start you will need your latest employee pay
files and any other pertinent data. You will be putting this info
into the Payroll, after you have followed along will these examples.
PAYROLL MODULE OPERATION
l.) Start up Account + Plus on your machine. At the Accounting
System Main Menu Selection press [A] Payroll: Maintaining Payroll
Records
Page 4
2.) You are now in the Payroll Module Main Selection Menu. From
here you will make your selections for data entry. The options are
self explanatory on all menu selections.
3.) Select Option [1] Add New Record to the file by pressing the
number <1>. Notice that the date and time are automatically
entered in each record. Press the <RETURN> or the <DOWN ARROW>
to move to each data field and enter the correct cell information.
4.) Type in this date: 01/01/88. Type in the employee number:
1414. You can use characters or numbers. Then list the job cost
center or company department where they work in and press <RETURN>.
Type in: DOE for the last name, JOHN for the first name, and L
for the initial. Now type in the Social Security: #333-19-3363. If
you make a mistake and need to backup to a previous field use the
arrow keys to go backwards and forwards.
5.) Next move to hourly pay rate and enter this: 5.75 for the
hourly wage. Next type in this amount: 8.625 for the over time
pay. Over time is time and a half for any hours over 40. For now
just skip Sick Pay. Type in: 8.0 for Monday, Tuesday, Wednesday,
Thursday, Friday, skip Saturday, and for OT hrs type in: 1.0
these will be the hours Mr. Doe worked. Account + Plus will do
your calculations for you when you finish the rest of the
information.
6.) Next we move to the Deductions area. When setting up employee
deduction rates use IRS whole dollar schedules. Press <RETURN> to
move out of each field after data entry. Type in: 20.17 for Fed.
W/H Tax. Type in: 16.36 for F.I.C.A., then type in: 8.19 for
the Insurance. Now type in: 5.00 for the Other, this can be for
anything. Like Mr. Doe may owe the company some money and he is
paying them back.
7.) Now type in this for the Payroll Check: # 1234.
8.) Once at the pay period, type in the dates for the length of
time this period is: weekly, bi-monthly, monthly. This system can
keep track of any length of pay period. Type in this for the
ending pay period: 01/25/88 and 01/29/88.
9.) Pressing <Return> will automatically calculate gross pay and
net pay and all deductions. The over time pay should be showing
$ 8.625, the total deductions should be: $ 49.720. The gross pay
should be $ 238.62, leaving the net profit to be $ 188.91.
10.) If you need to edit for any reason, press <PgDn> once and
select an option from the command line at the bottom of your
screen. By pressing the letter <E> you can re-edit the information
or press the letter <Q> to Quit and Save this record. For now
press the letter <Q> then press the letter <Y> to save the record.
Page 5
11.) Now enter one more record. Use this information for the data.
Date: 01/01/88 ID#: 9482
Department: 01 Last Name: SMITH
First Name: MARY Middle Initial: K
Social Security#: 111-00-111 Skip the next one
Entry Pay: $ 6.00 Over time pay: $ 9.00
The hours for the week are: 8.0 Mon. Thru Fri. Skip Saturday
Over time: .5 hrs. Skip Sick pay
Fed. W/H Tax: $ 21.23 F.I.C.A.: $ 16.87
Ins.: $ 8.19 Skip Pension
Other: $ 5.00 Check#: 6329
Pay Period: 01/25/88 and 01/29/88
12.) Save the record as you did before. Press the letter <Q> and
then the letter <Y> this will save the record.
13.) You will now be at a blank record press <PgDn> twice to get
out of the record. Press the letter <Q>, then press the letter
<N> for no don't save this blank record. You have completed a
record enter. Next you will learn how to re-edit and delete the
information. You will also learn how to find all of the information
that you have entered.
FINDING AND EDITING RECORDS
From the Menu Selection press [2] Look up record - Browse,
Edit or Delete. Once the Option Menu appears. Press the number <1>
for Go to Record #. The cursor moves to "Enter Record Number"
(0=EXIT):_______ Enter the record number # 2. (This number is
assigned to each record as you enter records into the database.)
Press <RETURN> and the program will take you directly to that
record. The record showing should be Mary Smith. You may now
choose any mode from the command line: [E]dit, [S]kip no. Records,
[N]ext or [P]revious Records, [Q]uit. For now press the letter <Q>
for quit. The command line is explained below:
[E] : By pressing this letter you can edit the record.
You can change anything that you like. If you
change the pay Account + Plus will automatically
change the Net Pay for you. NOTE: When you
press this letter the command line will change.
It will have these commands:
[M]: Modify data
[D]: Delete this record
[U]: Undelete this record
[Q]: Quit and Save
[S] : By pressing this letter you can skip records.
For example press the letter <S> and then press
the number 1. This will skip one record. The
record showing should be Mary Smith. If you had
more records you could skip more.
[N] : By pressing this letter you can go to the next
record in the database.
[P] : By pressing this letter you can go back to the
previous record in the database.
Page 6
[Q] : By pressing this letter you can quit the screen
that you are in. If you have made changes the
program will prompt you to save the changes.
Answer by pressing the letter <Y> for yes to
save or <N> for not to save.
Now go to the next option on the menu [2] Go to the First
Record. Press the number <2> the program will take you to the
first record in the database, which is John Doe. You get the same
command line as above. Press the letter <N> and the next record
will appear. Press the letter <Q> to quit.
The next option is [3] Go to the Last Record. Press the
number <3> you should be at the last record in the database,
which is Mary Smith. Press the letter <P> and the program will
show you the previous record. Press the letter <Q> for quit.
A NOTE ABOUT RE-INDEXING
If at sometime you can't find a record but you know it is
there try re-indexing the database. You will only run into this
when you have put in a lot of information at one time. So be sure
and re-index. For the Payroll Module go to Option [3] of the
Payroll Main Screen and chose to [R]e-index. This will re-index
your entire database.
A NOTE ABOUT DUPLICATES
When you edited a employee file and make any changes you will
cause the program to save a duplicate file in the PAYTRANS.DBF
file. You will need to SCAN the PAYTRANS.DBF by using the scan
mode provided for you in the main menu.
SELECTING AND USING SCREEN ENTRY SEARCH CRITERIA
If you need to look up records by the employees ID # or by
their first name. Then use Option [4] Locate Using Screen Entry
Criteria. Select this by pressing the number <4>. The screen will
look just like it does when you were entering the data. You may
put in the information that you want the program to find. For
instance type in the employee ID # 1414. Press <PgDn> once and
the command line at the bottom will have these commands:
[E] : Edit the screen.
[1] : Begin the search from the top of the database.
[2] : Begin the search at a record number that you want
to start with.
[Q] : Quits the search option.
Page 7
You don't have to fill out the entire record for every field,
only the field or fields for which you would like to Search on.
P.C. SALES software will find your field names and data, regardless
of whether they were originally typed in upper or lower case
letters. If you make a mistake when you type the Search criteria,
correct it by using the [Backspace], [Del], or Cursor keys. You
can use either Insert or Overstrike mode. When the Search Criteria
is typed correctly press <PgDn> to return to the command line.
When the command line appears on the bottom line of your
screen choose option [1] or [2] to begin your Search. After your
search begins, the first record will be retained and held on the
screen. In order to continue your Search you must issue a command
for [N]ext, [P]revious, or [S]kip No. Records. Remember at any
time you can enter and edit any file on the screen or just quit.
This extra step of manually scrolling the search actually saves
time when you do not want to look at every record.
SELECTING AND USING FREE FORM SEARCH CRITERIA
To use this option you will need to study the end of this
manual. The options here are to innumerable to list. But here is
a small example. To start press the Number <5> to enter the Free
Form search. You will see a list a of the database fields used to
store your records. Press the letter <E> for edit. You will be in
the search criteria box. Type in this information: LNAME >= 'D'.
This will list all employees whose last name is greater than or
equal to the letter D. Press the <PgDn> key and choose how you
want the search to begin. These options are the same as in Option
[4]. For more examples refer to the end of this manual.
SELECTING AND USING FAST FIND BY INDEX
Suppose that you want to find the record for another person.
You are not sure of the exact spelling or their name, but you
think it might be something like Doe. Begin by pressing Option [6]
Fast Find by Index. The next thin that you do is type in the whole
name or just part of the name. For example type in just the letter
S then press <PgDn> once to get to the command line and select
where you would like to start the search. The record showing will
be Mary Smith. You have now completed the Payroll Module.
Now exit the Payroll Module and go to Option [B] Track
Payroll from Account + Plus Main Menu. This has all of the reports
for the Payroll Module. These reports will print to the printer or
screen. If you want more reports other than the ones in the
program you can use the Report Generator from the main screen of
Account + Plus. If you want just some of the information in the
database go and use the List Generator from the main screen.
Page 8
In order to use the following Free Form Reports you must be
sure and choose the matching DATABASE STORAGE FILE or DBF where
the proper fields reside. Remember when creating your own Reports
to write them on this Report Listing Sheet with the proper DBF you
originated it from. For the information on how to run the Report,
and List Generators go to the bottom of this manual.
PAYROLL MODULE
----------------
T R E E S H E E T
PAYROLL DBF PAYT2 FRM PAYROLL NTX
PAYTRANS DBF PAYTRANS FRM PAYTRANS NTX
BOOKKEEPING
Welcome to the Bookkeeping Module. This system was designed
to operate as a General Ledger. The Bookkeeping System will keep
track of all of your income and your expenses, just as you would
in your General Ledger. It is also designed to write all of the
checks that you would need to issue in paying your bills, etc.
Several of the features of this program include:
A. CHART OF ACCOUNTS
Account numbers from 100 to 299.99. Used to define
your Chart of Accounts for income using whole numbers
or decimals. Use account numbers 300 to 999.99 for
all your expense accounts.
B. INCOME STATEMENTS
Generate an Income Statement on a monthly, quarterly,
and year-to-date basis. You can print an Income
Statement at any time even though you have not up-
dated the Chart of Accounts. The purpose of this is
to allow you to see all your data entered on all the
accounts you have posted to date.
C. CHECK REGISTER
The Bookkeeping System allows you to enter your
deposits, write checks, and print them.
PRINT REPORTS
The Bookkeeping System is capable of printing several reports
from Income Statements, Chart of Accounts, Check Registers. You
may use the Print Report option and its reports to help keep track
of your company's bookkeeping needs. The Report and List Generator
is a new feature that has been added to the system.
Page 9
BOOKKEEPING EDIT CAPABILITY
The Bookkeeping System allows you full edit ability in all
aspects before you actually post the books. Even though you do data
entry into the database on a daily basis, even after you have posted
the books for the month you may go in and edit any particular
transaction. You can use this option to make all of your adjustments.
You can also use the Scan Mode from the Main Menu screen.
Bookkeeping Module Operation
If you are not using the Integrated Accounting Package, please
boot up the Bookkeeping Module at this time. If you are in the
Integrated Accounting Management System, go to the Main Accounting
Management System and select Option [C].
Select Option [6] from the Main Menu in order to start the
procedure in setting up the books for your particular needs. You are
going to set up the Chart of Accounts for income and expenses. Use
this option for your FIRST TIME SET-UP OF YOUR CHART OF ACCOUNTS. For
your convenience there is an option in first time setup to be able to
view all the Chart of Accounts that you have put in, this is very
handy. Especially if you were interrupted when you were doing this.
Then you can press [F4] in First Time Setup and see all that you have
done so far. This is only in the First Time Setup. If you choose this
option again it will erase your previous COA'S. This is the area that
allows you to set up general information and a Chart of Accounts. If
you need to add another COA use the Scan Mode from the Main Menu
screen.
Accounts that have a non-zero decimal portion are considered to
be sub-accounts and will not be included in the totals for your
Expense Accounts. You may want to break transactions that involve a
single check into sub-accounts. For example, you only write one check
for the utilities. You may, however, wish to record the amount of the
single check that went to gas and the amount that went towards
electricity, etc. To do so you would set up the three accounts as
follows. You would define the title as Utilities and the account
number as 400.00, the title Gas and the account number 400.l0, and
the title Electricity and the account number 400.20. In this example,
only one check will be written for the account 400.00. Accounts
400.l0 and 400.20 will be recorded, but no checks will be written.
Next you will be asked to type in all of your Chart of Account
numbers, titles, and the current balances as known to date. In order
to do this you must type in the account number, its title, and
month-to-date, quarter-to-date, and year-to-date if known at this
time. Press <RETURN> after entering each item in order to move to the
next and perform its requirements. After you have entered your
year-to-date information or if you do not fill in the particular
blanks, just press <RETURN> once after the year-to-date and you will
be prompted to enter the next account number. Enter all account
numbers for income and expenses for your entire Bookkeeping needs at
this time. Once you have defined all the Chart of Accounts for this
Bookkeeping System press <RETURN> to enter the next blank screen.
When exiting press Ctrl W to quit and you will return to the
Bookkeeping System Main Menu.
Page 10
Now you are ready to add your transactions into the Bookkeeping
System Module. Select number [1] from the Bookkeeping System Main
Menu.
ADD NEW TRANSACTIONS
At the Main Menu, select [1] Add New Transactions. You will be
prompted to enter new transactions by the particular account number
which you had defined earlier in your Chart of Accounts. After
entering the account number press <RETURN> and you will see the
title and description. The title will be the title which you defined
for the Chart of Accounts and you will be allowed to type a comment
in the description area. If this is an income COA you will enter the
amount and date. If this COA number is an expense you will also be
asked if you would like to issue a Check or Other. If you answer by
Check you will be asked TO WHOM THE CHECK will be written the AMOUNT
and the CHECK number. You can also choose whether or not to print
the check. You will then be prompted back after pressing <RETURN>
to the Enter New Transactions. Enter this month's transactions for
the particular Chart of Account headings for which you have already
done business. After you have entered all the accounts, press
<RETURN> and you will be prompted back to the Bookkeeping System
Main Menu. At this point select Option [4] Print Reports and you
will be taken to the Bookkeeping Report Options Menu. Select Option
[1] Income Statement, and when asked for transactions for this
month only answer by pressing the letter [Y]. Again you will be
asked to select the transactions for income and expenses by account
number or by date, enter your choice for your order. Then you are
asked [P]rinter, [S]creen, [Q]uit ____. Answer [S] for screen input
if your printer is not on. Notice that Income Statements can be
produced without up-dating your Chart of Accounts. This is because
they are derived from the transaction file DBF of the Bookkeeping
Report Option. Now that you are at the Bookkeeping Report Options
after your report is printed, select option [5] Return to the Main
Menu. You may add transactions at anytime during the month and
print your latest Income Statement to find out exactly where you
stand for your information in the Bookkeeping System.
PRINTING REPORTS
INCOME STATEMENTS
Select Option [1] to print your first entries made on the
Income Statement. You will then be asked for this month only,
press the letter [Y] and you are asked to decide whether or not you
want your records sorted by account number or by date. Press the
number you want, when you are asked to send report to the printer
or to the screen press the letter [P] or [S]. If you say [N] to the
question for this month only, you will be able to choose the length
of time you need your Income Statement for.
Page 11
CHART OF ACCOUNTS
Select Option [2] from the Bookkeeping Report Options Menu,
Chart of Accounts. Then you are asked to send the report to the
printer or to the screen, answer by pressing [P] or [S] and wait
for the program to calculate the totals. The report will print
automatically at the end of its' calculating mode. You will then be
returned back to the Bookkeeping Report Options Menu and select [5]
Return to the Main Menu.
WRITING CHECKS
When writing checks form Option [3] be sure you have update the
Check register Option [4]. This will print all your checks for the
bills you have entered into the program. You may chose to print to
the printer or not. Just answer the question [Y] or [N]. After you
have done this be sure that you update the check register again.
A NOTE ABOUT RE-INDEXING
If at sometime you can't find a record but you know it's there
try re-indexing the database. The software does not index the database
automatically, this saves time. You will only run into this when you
have put in a lot of data at one time. So be sure and re-index after
putting in new data.
EDITING THE BOOKKEEPING MODULE
You may also edit any data before you have updated the Chart of
Accounts for the particular month, quarter, and year-to-date. Select
Option [5] Edit Data from the Bookkeeping System Main Menu.
Then select Option [2] Transaction File. You will be asked to
change or delete information. You should press the letter [C], at
which point you will be asked what account number and what date.
Define one of the account numbers which you have entered earlier
and the date that you entered it on. You must answer both of these
items correctly in order to find and edit that particular
transaction. You will see a list of the transactions that you have
made on that number. To edit one of them enter the record number
that is in the far left hand corner. You may edit any record in the
Chart of Accounts, Transaction Files, or the Check Register. You may
want to use the Scan Mode from the Main Menu screen. It will allow
you to edit, delete, add, or change any of the information.
DELETING ALL RECORDS
Selecting Option [5] DELETE ALL RECORDS will erase all records
from the Bookkeeping database storage files. You will have to Start
over and re-initialize the system if you use this Option to clear all
records. To safe guard against an accident you will have to entry a
password to Delete All Records. The password is: BOOKKEEPING.
BOOKKEEPING MODULE
------------------
T R E E S H E E T
COA DBF COA FRM COA NTX
TRANS DBF ACCTS FRM ACCT NTX->either one
DATES NTX->either one
REGISTER DBF REGISTER FRM CHECKNO NTX
GENINFO DBF DATES FRM NO INDEX USED
Page 12
INVENTORY MODULE
Welcome to the P.C. SALES Inventory Module. If you are using the
Integrated Program, select Option [D] from the Accounting Management
System Main Menu. If you are using a stand alone module, please boot
up the program now. You will be prompted to enter the correct date
to use in the Inventory Module after you have booted up the program.
You will then press <RETURN> and be in the Inventory System Main Menu.
DEFINING YOU COMPANY NAME
To start you should select Option [5] from the Inventory
System Main Menu, Change Name of Company. You will be prompted to
Add, Quit or Delete a record, please select that option by pressing
[A],[Q],or [D] on your keyboard. By selecting [A]dd you will be
asked to enter the name of the company to use for your Inventory
Module. Press <RETURN> and you will be prompted to press [PgDn]
twice to return you to the system set up menu. Press the letter [Q]
to exit to the Main Menu.
ADDING PARTS TO THE INVENTORY FOR THE FIRST TIME
You are back at the Inventory System Main Menu. Select [1]
Manage Master Inventory. You will be brought to the Manage Master
Inventory screen. Select Option [1] Add New Parts, and enter your
Part Number at the prompt.
You are asked to enter the part number or code for the part that
you desire to store inside the Inventory Module. This can be either
numeric or character text or a combination of both. Upon entering
the part number you will be at the Edit Inventory Data screen for
which you will enter all the required information that the Inventory
Module uses to compute in this program. Pressing <RETURN> will move
you to the next particular field on your screen. Fill in the blanks
with the part title, quantity in stock, if you have any on order,
and then you will be asked to enter the unit cost. This is your
wholesale cost that you actually paid for the part. You will also
put in the retail price of the part and up to three discount prices.
These are used in your Point of Sales. You can also put in the taxes
you have to charge or if this is a non-taxable part just leave it
blank. Next you will be asked the reorder point; this field will let
you know when you need to reorder the part so as to write purchase
orders. It will actually issue a vendor's purchase order for the
amount that you define. The next field you will enter will be
storage location. You can enter any code where your inventory may
lie at in any location or store number. Press <RETURN> and you will
be at the vendor field; you need to fill in the proper information.
Page 13
Notice your prompt as to which record number you are on at the bottom
of your screen, and the accompanying command line. You also use this
screen to mark records to edit the Inventory Module. If you wish to
no longer carry a particular part, you may mark the part for deletion
and then use the [P]ack option and answer [Y] and the part will be
deleted. [Q]uit is to leave this screen to proceed with another
operation. When you are finished adding new parts press <RETURN> to
exit. You will then return to the Manage Master Inventory Screen.
A NOTE ABOUT RE-INDEXING
If at sometime you can't find a record but you know it's
there try re-indexing the database. The software does not index the
databases automatically, this saves time. You will only run into this
when you have put in a lot of data at one time. So be sure and
re-index after putting in new data.
REPORTING ON YOUR INVENTORY
Next you shall select Option [2] PRINT REPORTS. You will then be
at the Manage Master Inventory Report Options screen.
You can select each option starting with [1] Entire Inventory
Remember when you are asked to send the report to the printer answer
by pressing the letter [P] on your keyboard and be sure your printer
is on. If you want to print to the screen answer by pressing the
letter [S] and it will show you your entire inventory on the screen
that is currently in stock. Option [2] the Reorder Report will tell
you all parts in your inventory that you have marked with a specific
reorder amount in order to initiate all purchase orders. Option [3]
will print an On-Order Report and list all of the parts that are
currently on order. The On-Order Report tells you whether or not
particular parts need to be ordered. The difference between the
On-Order Report and the Reorder Report, is the Reorder Report is
what the Purchase Order Routine uses to issue purchase orders and
the On-Order will show you what you have ordered. The Reorder Report
will tell you all parts which are marked to be reordered and allow
you to go back in and edit any particular part which you would not
wish to reorder at this time. Then by printing the Reorder Report and
checking to see that you have the particular parts which you desire
to issue purchase orders for, and are completely satisfied, you may
then select Option [4] Purchase Orders. If you decide not to order a
particular part press the [PgDn] key to skip this part. Then this
part will not print a purchase order. In order to exit you can
press <ESC> and you will be prompted to ready your printer in order
to print all the purchase orders. Once your printer is ready to run
you may press any key to start printing. After all of them have been
printed, you will return back to the Master Inventory Reports Option
screen.
Page 14
Select Option [5] Return to the Master Menu at this point.
POINT-OF-SALES ROUTINE
Select Option [2] Record Sales and you shall enter the point of
sales routine from the Sales System Menu.
Select Option [1] Enter Point of Sales Routine. You will be
prompted to enter the clerk's name and the department code. You can
create your own Dept. descriptions by filling in the blank provided.
The next time you enter the sales screen and enter the code the
title will appear. The Point of Sales will store this information in
the Dept.DBF and use it again when you choose it. Now enter the
customer name, address, city, zip, and phone the program will store
this info. into a separate DBF. When you use the customer again the
software will put the customer info. in for you. This will save you
time when the same customer comes back to do more business with you.
Next the software will ask you if you wish to edit this info. answer
[Y] for yes or [N] for no. Then it will ask you if you want to
change the pricing from retail. Answer either yes or no. Now you
will enter the Part No. this is the number you have assigned to your
Inventory. A description of the part will automatically appear after
you have entered the number. You will then be asked to enter the
quantity which is being purchased, the price for which you are
selling it for will automatically appear on the screen. Enter as
many inventory parts that the customer is buying. The program will
calculate a total with the Sales Tax by pressing <RETURN> on the
last part press <RETURN> one more time. Answer the next question by
using the keys [Y]es or [N]o to print invoice. Next the program will
ask if you want to Do Another Transaction? [Y/N]. If yes you can
entry another sales transaction, if no the program will update the
sales transaction files and you will be returned to the SALES SYSTEM
MENU. Now you may select Option [2] Print Sales Report there are two
ways to do this try both of them. The first report will print a
invoice it will ask you for what invoice number. Then the software
will ask: Send to Printer? ____ Answer with a [Y] for yes and it
will go to the printer. Answer with a [N] for no and it will print
to the screen. The second report will list all that you have sold
between two certain dates. The program will ask for the two dates,
then ask to send it to [P]rinter, [S]creen, [Q]uit. After you have
tried these return to the Sales Main Menu.
UPDATING YOUR FILES
Select Option [4] Update from Sales and New Stock. This option
will allow you to bring up to date the Master Inventory file from
the sales and new stock entered into the Inventory Module. Answer
yes by pressing the letter [Y] and all files will be automatically
updated. Now select Option [5] Return to the Main Menu System screen.
Page 15
Once you have updated the records from sales and new stock you
can then go back and enter into any routine which you desire. You
may edit all sales data or new stock parts through the edit routines
and delete any of the information that you want to. If you went back
into Option [1] Manage Master Inventory and do the reports, you
would notice that your inventory was automatically depleted for
whatever was sold through the Point of Sale Routine. All the
counters involving inventory data have been activated taking into
account what may be needed for reorder abilities. This is done
automatically when you Update the inventory.
If someone was to return the part to the store you may use
Option [2] from the Sales Menu to put the part back into your stock.
When you select the invoice that the part is on, edit that part and
cursor down the the box to delete the part. When you are through
editing that invoice the inventory will update itself.
RECORDING NEW STOCK
Select Option [3] Record New Stock. New stock is all inventory
that will be added that you have ordered through the Purchase Order
Routine. Select Option [1] Record New Parts. You will be asked to
pick the way you wish to do this. 1) Will allow you to enter all the
parts by the Purchase Order Number. 2) Will allow you to enter the
part number individually that you have received so that it can be
added to your inventory. You will then enter the quantity you
received and the current unit price that you were charged for this
particular part. Note that this will automatically update the
price of your inventory if the part has changed in cost. This will
change your Master Inventory price. Press <RETURN> to move from
field to field. Once you are through entering all the data for your
goods received press <RETURN> and you will be back to the New Stock
System Menu. At this time you may print all of the New Stock
Reports. If you find an part mistake you may select Option [3] to
Edit New Stock Data. You will be asked to enter the part number you
wish to edit. You may change the quantity, purchase price, date, or
vendor. If you wish to delete the part check to see if the record is
posted [.T.] or [.F.] if false do an up-date. If true answer [Y]es
if you wish to delete this record. If the record is not true, it
will not be deleted. If you find you have made a mistake and you
wish to [U]ndelete this record you may enter the part number again,
type in the correct information and press the Option [U] at the
command line. This can only be done if you have not already Packed
the base.
*****Note: some features have changed in the program. The above
statements are valid, but you can also leave the inventory module
and go to the scan mode to delete or edit any sales or new stock.
Page 16
ERASING ALL RECORDS IN YOUR INVENTORY
If you wish to delete your entire inventory and wipe out all
records in the entire database you can select Option [4] Clean Up All
Files. CAUTION: only use this option if you wish to start over from
scratch. It will erase all records in the entire database from day l.
To guard against such a accident you will be required to enter a
password. The password for this module is: INVENTORY.
INVENTORY MODULE
----------------
T R E E S H E E T
MASTER DBF ALLMAST FRM MASTER NTX->PART_NO
MASPO NTX->PUR_ORDER
NEWSTOCK DBF NEWSTOCK FRM NEWSTOCK NTX->PART_NO
NEWSTPO NTX->PUR_ORDER
SETUP2 DBF REORDERS FRM NO INDEX USED
SALES DBF SALES FRM SALES NTX->PART_NO
DEPT DBF ONORDER FRM
DISCOUNT DBF PURORDER FRM
CHECKBOOK
CHECKBOOK MODULE OPERATION
Welcome to the Checkbook Management System. This system is
designed to keep track of your deposits, your withdrawals, your
checks, balancing your checkbook and printing reports of several
combinations. We suggest that you use this program as you would
handle your normal business affairs. To start you need to reconcile
your checkbook and your bank account so that you can start with a
clean fresh record.
Next let's setup the Checkbook Management System to fit your
particular needs. The Checkbook Management System has 9 user
definable tax deduction files. These file can be edited by using
Option [J] which is the File Maintenance Option. To use Option [J]
just press [J] on your computer keyboard. The File Maintenance Menu
will appear and you will be asked whether you would like to [0] Exit
back, [1] Edit Tax Codes, [2] Clean Up All Files, [3] End Of The
Year, or [4] Reinitialize The Files. Choose Option [1] the tax code
screen will appear on your computer, if you don't wish to change any
of the headings, answer NO. You may define these 9 files to say
anything for your particular use, so when you enter your checks you
can have these checks saved under these codes. Then when you go to
the Reports area you can ask for the checks that were saved to these
codes.
Page 17
Remember in using the Checkbook you want to make your deposit
entries first Option [B] Enter Deposit, then all of the checks in
Option [A] Enter Checks. Use Option [C] if you are making cash
withdrawals or automatic teller withdrawals.
When your checkbook statement arrives from the bank you need to
clear all of the checks, deposits, and cash withdrawals. In order to
do this it must be done on an individual transaction basis. Use
Option [D] Clearing Cancelled Checks, [E] Clearing Cancelled
Deposits, and [F] Clearing Cash Withdrawals. Check off each item on
your bank statement and clear it through this option in the program
according to the screens. Once you have cleared all the information
shown on your bank statement according to the bank, enter into
Option [G] the Bank Reconciliation program. This program will add
all the back deposits in transit, subtract all the uncancelled
checks, subtract the outstanding cash withdrawals to actually get
you your true cash balance. All the mathematics have been figured
into this program to take care of any bank service charges,
collection fees, or credits or debits to the account for some known
reason. If at any time you have a problem you may use Option [L] the
Help Menu. Be sure and enter the ending balance from your bank
statement. Add or subtract all the deposits in transit and any
outstanding checks that may not have cleared the bank at this point
you will see the true cash balance. A note will appear saying the
checkbook and the bank statement exactly balance or they do not. If
they do not press <RETURN> and a credits and charges screen will
appear allowing you to make editing changes. Just read the screens
and you should have no problems. P.C Sales designed this software to
very easy to understand and use.
After you have reconciled your bank statement, you can use
Option [H] Print Reports. This selection will print several
combinations of reports. It will list all your checks, it will print
out all your taxable checks or just part, it will list bank deposits
between certain dates, it will give you a list of checks or deposit
that are over a certain amount of money. Inside the Checkbook
program you will find a help screen on the different areas to use.
CHECKBOOK MODULE
----------------
T R E E S H E E T
BANK DBF
DEPOSITS DBF
CHECKS DBF
RECON DBF
TAX DBF
Page 18
ACCOUNTS RECEIVABLE
Welcome to the P.C. SALES Accounts Receivable Module. If you are
running the integrated accounting management system software, select
Option [G] after you have booted up the program. If you are operating
a stand-alone module go ahead and start the program at this time. You
will be prompted to the Date screen. At this time you can just press
<RETURN> and use the current date of DOS or you may type in your own
date and press <RETURN>. You will now be at the Accounts Receivable
Main Menu.
CONFIGURING YOUR ACCOUNTS RECEIVABLE MODULE
In order to configure your Accounts Receivable Module you must
first enter the name of the company of your choice. Select Option [7]
Change Name of Company from the Accounts Receivable Menu. At this
point you will be prompted to the System Setup screen. You will be
allowed to Add, Quit, or Delete record information from this
particular routine. At this point select Option A, Add Data by
pressing [A] on your keyboard. Now type in the information for your
company name, address, city, state, zip. Press <RETURN> to enter
the next field or use the arrow keys to back up and edit. After you
have entered your company name press [PgDn] TWICE and you will be
back to the System Setup screen.
Choose the [Q]uit option by pressing [Q] on your keyboard.
You will now be back to the Accounts Receivable Main Menu.
BUILDING YOUR ACCOUNTS RECEIVABLE DATABASE
Your first operation is to enter and add your new customers.
Select Option [1] Add New Customers from the AR MAIN MENU screen.
You will be prompted to the Add New Customers screen.
At this point you will initiate all records into the Accounts
Receivable database by customer number. You may define customer
numbers to particular people without having to worry about how they
are indexed alphabetically. Enter customer number one and press
<RETURN>.
You will notice that your customer number will already be
entered in the customer number field. Press <RETURN> and you will be
allowed to type in the person's last name, first name, address, city,
state, zip and phone. The are several other fields for credit
history and so on. You may use them if need to maintain this type of
information. Else you can skip these fields by pressing the <Return>
key or Down arrow; if you what to edit the terms field. You can
change it to what ever you need. This is how you define the amount
of time they have to pay you once they have received your invoice in
the mail. This time period starts from the day you print your
invoices. Net 30 is a common practice to allow one month to pay for
this particular invoice. If you do not wish to allow 30 days for
them to pay, edit this field to match your terms. You can type in
the start balance that they owe and how much they owe for last
month. Then you will be asked to type the balance for 60 days
Page 19
old, the balance for 90 days old, and then the balance for 90+.
After your are finished you will be asked to enter the next customer
number. You are then prompted to enter a new customer until you have
filled out everyone who owes you money; be it one record to as many
as you have on your books. Once you are through adding all of your
new customers you enter [0] and press <RETURN> you will be back to
the Accounts Receivable Main Menu.
ENTERING NEW CHARGES
Now you can select Option [2] Enter New Charges. Once you have
added all your customers, in order to enter new charges you will have
to enter the customer code number or the first letter of their last
name. You will then be shown all the customers with the same last
names and their addresses. Choose the record number for the entry you
are looking for. You will then enter the New Charges screen.
If you have an invoice number for which you have billed them
from either a sale, or money that they may have previously owed or
you can leave it blank. If you have a part code number you can enter
it or leave it blank also. The quantity must contain at least an
amount of 1 for the charge to appear, and the unit price of course
is the charge you wish the customer to pay. After you have filled in
all the data fields press <RETURN> and you will be returned back to
enter a customer code or last name screen. If you are through
posting all the new charges for the month, all you have to do is
press <RETURN> to exit.
ENTERING PAYMENTS AND ADJUSTMENTS
At this time select Option [3] Enter Payments and Adjustments to
the Customer Accounts. Use this option to enter all monies that people
have paid on their account to you. You will be at the Enter New
Payments screen.
Enter the customer name or customer code number and press
<RETURN>. Once you have entered the New Payments screen and verified
the particular record number, name and address for the customer that
you have defined; press <RETURN> and you will be forwarded to the
Enter New Payments screen. As you will notice the customer number,
name, and address are already defined for you and you are asked to
record their check number, verify the date, and then type in the
amount of their payment. The next field you encounter will be called
description. It will automatically say payment. You can change it to
reflect what ever is needed. Pressing <RETURN> will automatically
return you to the Enter New Payment screen and you will be prompted
to enter a new customer code number or last name. When you are
through entering all the payments that you have received for the
month from your customers at this point just press <RETURN> and you
will be prompted back to the ACCOUNTS RECEIVABLE MAIN MENU SCREEN.
ACCOUNTS RECEIVABLE REPORT OPTIONS
Select Option [4] Print Reports from the Accounts Receivable
Main Selection Menu. At this point you will be prompted to the A/R
Print Menu screen.
Page 20
At this point if you would like to run through the Print Report
Options available. You can select Option [1] Print Monthly
Statements. You will be prompted to the Monthly Bill screen upon
issuance of the command and will be asked to prepare the printer and
press any key to proceed. If you would like to exit at this point
press the letter [X], otherwise the computer will start printing all
known prepared invoices and billing for the month automatically. As
soon as the computer has finished printing your monthly billing you
will return to the Print Menu. Press [6] and return to the Main Menu
and press [6] to perform your monthly positing.
MONTHLY POSTING A/R COMPLETE CYCLE
At this point you are ready to initiate the monthly posting in
order to post all the payments and charges. Be sure you have done
all the billing before proceeding with this program. All payments
and adjustments should have been entered before using this option.
Select Option [6] DO MONTHLY POSTING from the A/R MAIN MENU.
Your screen should look like this:
MONTHLY POSTING MM/DD/YY 10:20:58 AM
--------------------------------------------------------------------
THIS IS THE PROGRAM TO POST PAYMENTS AND CHARGES
BE SURE YOU HAVE DONE ALL THE BILLING BEFORE
PROCEEDING WITH THIS PROGRAM.
ENTER PASSWORD TO PROCEED:________________ (THE PASSWORD IS:"POSTACCT")
After the posting procedure is complete you will be prompted to
use Option [4] from the Main Menu. At this point you may wish to
print all the current Monthly Summary and Aging Reports for the
total monthly computations involved in the Accounts Receivable
Module.
MONTHLY ACTIVITY SUMMARIES
At the Accounts Receivable Main Menu press Option [4] Print
Reports. Now you can print all of the Monthly Account Summaries
by selecting Option [2] from the A/R Print Menu screen. You will
then be asked if you wish to send it to the printer, to the screen,
or to quit this operation completely. After you have made sure that
your printer is ready go ahead and press any key and it will start
printing the Monthly Activity Summary for all current accounts. The
Monthly Activity Summary will show you all customers starting
balances, charges, current payments, and their last posted dates.
This report will tell you whether you need to edit, and correct any
problems, or delete certain records before the next billing cycle.
Page 21
PRINTING MONTHLY AGING REPORTS
At the A/R Print Menu you would select Option [3] Print Aging
Reports. Again you will be asked to send the report to the printer,
to the screen or to the quit option. At that point press any key and
you will get an Aging Report status of all records in the Accounts
Receivable after they have been posted for the month.
DUPLICATE INVOICING
If you wish select Option [4] Do a Quick Look up of the current
status. You must enter the customer code number or their last name
in order to check their particular records. This look-up mode allows
you to print a statement to date before the end of the month
billing. It allows you to print duplicate statements, without
destroying the audit trails. You will be asked whether you would
like to send the statement to the printer or if you wish you can
view it on the screen. After you print a duplicate invoice, press
<RETURN> and you will be returned back to the A/R print menu.
REVIEWING CUSTOMER HISTORY RECORDS
Select Option [5] Review Customer History. As you will notice
you are allowed to search the customer history either by customer
code, product, or by particular dates. At this point select Option
[1] and you will be prompted to enter a particular customer number.
Enter the customer number. It will then list all the recorded
transactions for that particular person. You can then return to the
A/R Print Menu screen and select Option [2] to search by product
code. Product code histories will allow us to look at everything
that has been sold for that product code. Option [3] from the A/R
History menu will allow you to define a search criteria by entering
a specific date. It will then go in and locate all of the
transactions for payments, adjustments, and product code for that
particular date. You will then be returned back to the history menu
screen and select Option [4] Return to the Main Menu. Then choose
Option [6] Return to the Main Menu.
EDITING YOUR ACCOUNTS RECEIVABLES
At the Accounts Receivable Main Menu. At this point we shall
select Option [5] EDIT DATA. At this point you will be allowed to
edit all customer files, current charges, and current payments. This
is true whether or not the month has been posted and set up for a new
billing cycle or it is still for the current month. At this time
select Option [1] Edit a Customer File. In order to edit the customer
file you need to enter the customer code or their last name. You will
then Enter the Customer File Edit screen.
As you will notice it looks exactly like Add New Customers.
At this point you may edit any information in the record, delete,
undelete, pack, or quit and save the record option. You can now make
adjustments for items that have been returned, or what ever you need
to correct the customer record.
Page 22
PACKING THE DATABASE
As you edit the records in the Accounts Receivable you may
find that you need to eliminate a record. By marking a record for
deletion, you are asked if you wish to Pack the database at that
time. It is not necessary to Pack the database after marking each
record. One can mark several records before packing the database to
eliminate unwanted records. If you want the records permanently
removed pack the database and check by using the Monthly Activity
Summary to verify that you have corrected your Accounts Receivable
records.
EDITING CURRENT CHARGES
Using Option [2] EDIT CURRENT CHARGES from the Accounts
Receivable Edit Menu will allow you to edit charges for the current
month before the A/R Module has been posted for the month.
EDITING CURRENT PAYMENTS
Using Option [3] EDIT CURRENT PAYMENTS from the Accounts
Receivable Edit Menu will allow you to edit charges for the current
month before the payment records have been posted.
DELETING ALL RECORDS IN THE A/R
To delete all records in the Accounts Receivable Module you
select Option [4] DELETE ALL RECORDS from the Edit Menu. This will
destroy all records in the entire A/R system. For your protection
there is a password for this option. The password is: " AR ".
ACCOUNTS RECEIVABLE MODULE
--------------------------
T R E E S H E E T
CUSTOMER DBF ARSUMM FRM CUSTNO NTX->CUST_NO
CUSTNAME NTX->LNAME+FNAME
CHARGES DBF AGING FRM CHRGNO NTX->CUST_NO
BILLHIST DBF CODEHIST FRM
PAYMENTS DBF CUSTHIST1 FRM PAYNO NTX->CUST_NO
PAYHIST DBF CUSTHIST2 FRM
SETUP DBF DATHIST1 FRM NO INDEX USED
DATHIST2 FRM
Page 23
REPORT, SUM, AVERAGE AND LIST GENERATORS
INTRODUCTION
The P.C. Sales REPORT, and LIST GENERATORS is a complete Free
Form Style User Definable Module. If you have bought an integrated
package such as ACCOUNT+PLUS, these GENERATORS will be in the
program. This module is broken into four sections: Section 1
includes the LIST GENERATOR, Section 2 includes the REPORT
GENERATOR, Section 3 & 4 needs little explanation. Account + Plus
program the Label Generator is not included. The Label Generator
only comes with Data + Plus, PC Sales Database program. Each of
these Generators utilizes separate routines and procedures in order
to operate them efficiently. If you encounter problems operating any
one of the three modules check to see that you have completed each
step correctly, then check to see that you have defined the proper
database fields in your REPORT or LIST GENERATOR search routines.
The List Option does not use a particular report form as used in the
Report Generator. It uses a box to list all of the fields you want
to print to the screen or to the printer and a command line for
entering the search conditions. It will output information in COLUMN
form with the record # on the left and the field_names as a header.
The following sections will list all the procedures required
to operate the Report Generator, and List Generator Options in this
module. Be sure and check to see that you have completed each
procedure before trying to output from the computer for the
particular option you are using. Be sure to use the proper database
file when using the Report Generator for your output.
Press the letter [H] from the Main Menu Screen. Upon entering
the Report, and List Generator, you will have to select a database
to use. You can select any options by pressing the letter in front
of each one or by moving the light bar down. Use the up or down
arrows keys to move the light bar. press <RETURN> when you are on
the option you want.
CHOOSING GENERATOR OPTION
Press the letter [C] and you would be able to create or modify
a report form. The following procedures must be followed in order
to run the Report Generator Option properly.
Page 24
STEP 1. You must have a defined report form with the proper field
name definitions for a particular database.
STEP 2. Once you have a properly defined report form you must be
sure that you select the proper database for which the fields in
this form were used.
STEP 3. You must define the proper Search Criteria in order to set
the search and to place limits on only the records that you desire
the Report Generator to use in forming your output.
CREATE NEW REPORTS OR MODIFY AN EXISTING ONE
Before you can create a report form; you could use option [A]
List. Select a database. You will be in the search screen. Some of
the information you need to know to create or modify a report is
there. Select the field box selection and write down the FIELD NAMES.
But on some of the fields you would not know what type field they
are. For instance (CHARACTER; DATE; NUMERIC) their (LENGTH) and
(DECIMALS) if any. Of course if you own Data+Plus, choose the create
mode and ask to list the structure of the database. Otherwise you
could go to the Scan Mode and look at that database and you will be
able to figure out what type field it is, and its' length and so on.
Press [C] for the Create New Report. A box will appear type theì
name you want to give the report, be sure not to use a name the
program uses; or you will be modifying an existing report. By
pressing [M] you will see a display all the defined reports that are
present at this time for the module of P.C. SALES software that you
are operating. You are then asked to select the Report Name by
moving up or down, or pressing the first letter of the name of the
report; then press <RETURN>.
Note that if you have trouble defining your report form, just
press the [F1] function key and the Help Menu will appear. The Page
Heading Screen is where you list the heading or name of your report
that you would like centered at the top of the page when printed on
your report form. You are allowed four lines to create the heading
for your report. You then must define the report page width,
margins, lines per page, and the options of how you would like your
report spaced and pages of ejections.
After you have entered the heading for your report form,
press <RETURN> four times you will be asked to define the page
width, which is determined by the size of the printer you are using,
be it 80 or 132 or you may define a wider page if you can use the
compressed mode print option on your printer. Then set the margins
and the lines per page and answer the remaining questions by
pressing <RETURN> after each one. The plain page option is used when
you prefer not to have a page number, or date. It's also handy in
combining two reports together. Answer Y/N to this and you will be
prompted to the group subtotal screen of the PC Sales Report
Generator.
Page 25
You can use a subtotaling option on any field in your report.
If you would like to group a subtotal to tell you how many records
there are in the report you may define a particular field name and
the Report Generator will count the number of records printed on
the report and total the particular field as a subtotal. The reason
for using group subtotals, would be to group certain kinds of
records together by either a department type of name, address, city,
zip, and have those particular records that all meet the search
criteria grouped as a subtotal. The groups of records when all
combined in the overall free form search will give you a final
total. This is called a SUMMARY REPORT FORM. You do not have to use
this option in order to make the Report Generator define reports
using free form search criteria. If you do not wish to use this
option, press [PgDn] and you will be brought to the Field content
screen.
In the highlighted area of your FIELD CONTENT screen you
are asked to define the contents for a particular field name in
your report. This is where a Field Name that is in the database goes.
Next if the field is Numeric and you want the column to have totals
you would answer [Y]es; also the number of decimals. Then you will
be asked for a Header; example Field Name=LNAME so the appropriate
Header would be Last Name. Press <RETURN> four times and you will be
asked for a width to give this field.
*****Note a column width should equal at least the minimum amount of
width used for each field name. The width may equal a greater number
and if so the header will be centered accordingly over each column
output. After you have defined the width for this column press
<RETURN> and you will be prompted to enter the information to define
your next field column. The screen will be exactly the same.
Note that you will be prompted to enter each field and its header
and define the particular type of field name and width and decimal
formats for each column on your report. The width area at the bottom
of each field screen when totaled together may not equal more than
the width of your entire report. The total report width divided by
each field width is the number of screens you must go through before
you get to the final field screen. You can also combine fields for
Example: FNAME+LNAME You must increase the width to accommodate the
first name and last name. You will notice that the extra spaces
contained in the names will not allow them to join smoothly. " JOHN
DOE " By using the command "TRIM" like this: TRIM(FNAME)+' '+LNAME
Will Yield this: "JOHN DOE" The ' ' is to add a space between the
two names, or it could have easily been a comma ',' for the
punctuation necessary between the Fields CITY and STATE.
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You can also MULTIPLY OR DIVIDE FIELDS:
Example: QTY*COST OR COST/QTY
Upon reaching the final field screen and filling out the proper
information for the field. Press <ESC> and you will be asked to Save
Changes and Exit. You may press <ESC> again and it will not save any
of the defined report form that you just entered or answer [Y]ES if
you want to save your report form.
Upon leaving the Report Generator you will be at the Main Menu
of the Report, List Generators. Press the letter [B] REPORTING. This
will allow you to run the report that you have just created for the
database.
RUNNING THE REPORT GENERATOR
The next screen that appears will list all the database
files for your particular P.C. SALES software module. You will
then select the database file holding the particular records that
you would like to run a report on.
The next screen that appears will list all the reports that
you have to date regardless of which database they are related to.
Be sure that you choose the correct Report form to match the
database that you have just defined. Select the Report form name.
QUERY COMMAND DEFINITION
The next screen that appears will be the Free Form Criteria
Entry screen. The purpose of the Free Form Criteria screen is to
allow you to define the parameters of the search in order to group
a particular set of files together in the database file. This
option works exactly like the free form search criteria located
in each module of P.C. SALES software.
This is the area that you use to define your search using
proper query command language. You must define the proper field
name(s), give its relational symbol and the particular value of
the search you are trying to define. In the command area be sure
to use the proper search criteria and logical linking elements.
These elements are (.AND.) (.OR.). Use these logical linking
elements to create multiple search criteria commands. If you need
more help than this, there is a help screen by pressing the letter
[H]elp. When you have finally defined the proper query commands, the
Report Generator will search the database and print the report form
that you have defined. At this point you will be able to issue the
"More" command option by pressing [M], and then pressing [1] Begin
Search. The command line then asks you, [P]rinter, [S]creen, [F]ile,
[M]ore Commands. If you would like to send the report to your
printer, be sure you have paper and the printer connected. If you
would like to save paper and check to make sure that this is exactly
the report you desire, issue the [S]
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command and your computer will actually type out the report on your
computer screen. If you choose the screen option you may stop the
screen scrolling by pressing the <ESC> key. When finished printing
to the screen hit any key to return to the command line. If you would
like to have it sent to the printer all you have to do press [M],
then press [l], and then send the report to the printer by pressing
[P]. At this point you are prompted to ready the printer and hit any
key to start printing. After your printer is finished you will be
prompted to hit any key and you will be brought back to the to the
command line.
When you are through running your reports select Option [Q]
Quit. This will take you back to the Main Selection Menu of the
Report, List Generators. This concludes the Report Generator section
of the P.C. SALES program. In the next section we will discuss the
List Generator option.
LIST GENERATOR SECTION
To choose the List Generator section of your P.C. SALES Report
and List Generators select Option [A] from the Main Selection Menu.
The process that you will use will be similar to the Report Generator
in that you must define the database file to use in order to define a
search. At this point you will select a database file to use.
The Change Database File screen will tell you all the DBF files
that you have to select from in your P.C. SALES software program.
Select the database file by pressing the <RETURN>. The next screen
that will appear on your computer will be the List Generator Screen.
This screen is similar to the one used in the Report Generator
except for the field selection.
The command line at the bottom of the screen is used to setup the
search criteria for the List Generator. The highlighted box is for
entering the field name(s) that you want listed to the screen or to
the printer. The List Generator will list your information to the
screen, printer, or to text file. The Generator will also show the
record number of the information that you have asked for. The last
command line in the highlighted area will be used to define the
actual free form search criteria using the proper query command.
To set it up press [F] to select the fields you want. Then press
[E] to set up the search line. Example:
Command List FNAME, INITIAL, LNAME, DEPT <-Field List
SSNO = "354-17-2378" <-Search Line
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The command line establishes the search. When the lister prints
to the screen or printer the number in the far left hand side is the
actual record number in the database.
After defining the proper field name and the proper query
command search criteria. Now select the "MORE" command option by
pressing [M], and then press [1] Begin Search. You are then asked
whether you want the output sent to the printer or to the screen.
Select the option by pressing the proper key, [P] for printer and
[S] for screen. There is a help screen in the List Generator. By
pressing the letter [H] for help you will see a help screen appear
on your computer.
REPORT & LIST GENERATOR
-----------------------
In order to use the following Free Form Reports you must be sure
and choose the matching DATABASE STORAGE FILE or DBF where the
proper fields reside. Remember when creating your own Reports to
write them on this Report Listing Sheet with the proper DBF you
originated it from.
FREE FORM CRITERIA
Suppose you need to find all the records of companies you do
business with in Atlanta or those who haven't made a purchase from
you in six months, or those with whom you have appointments with
next week, or any of the innumerable conditions you might ask for.
The Searches you ask for will depend on your own requirements
and the information you have stored in your database. The
possibilities are endless; we can't spell out every Search Criteria.
Instead, we will describe the basic rules for writing Search
Criteria, and give you some examples so that you can make up your
own. Each search criterion consists of three parts: FIELD NAME,
RELATIONAL SYMBOL and a VALUE. In the criterion CITY = "Dallas" the
Field Name is CITY, the Relational Symbol is =, and the Value is
Dallas.
CITY = "DALLAS"
* * *
* * *
* * *
Field Name Relational Symbol Value
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FIELD NAMES
You have already learned that a Field Name identifies one
field. These are some of the Field Names that belong to the
INVENTORY MASTER database:
NAME TYPE LEN DEC
________________________________________________
PART_NO C 20 0
TITLE C 30 0
QTY N 8 0
UNIT_MEAS C 8 0
COST N 12 2
VALUE
You have learned that the word "data" refers to the information
contained in a field of a record. The Value of relational searching
for the data in the records is that you enter a Value that can narrow
down the search for the records you wish. Keep in mind that the Value
you enter should make sense for the particular database you are using.
For example, it makes sense to enter STATE="TX", but it doesn't make
sense to enter STATE="60657".
QUERY LANGUAGE COMMANDS
Proper "QUERY LANGUAGE COMMANDS" consists of two basic concepts:
l.) List the Field Names.
2.) Construct a proper Search Criteria Line.
THE RELATIONAL SYMBOLS
Relational Symbol Definition
= The equal symbol is to establish a search
that equals a particular value.
STATE = "TX"
> The greater than symbol is to establish a
search that is greater than a particular value.
PART_NO > "100"
< The less than symbol is to establish a search
that is less than a particular value.
PART_NO < "100"
>= The greater than and equal to symbol is to
establish a search that is greater than and
equal to a particular value.
COST >= 100.00
<= The less than and equal to symbol is to establish
a search that is less than and equal to a
particular value.
COST <= 100.00
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USING FREE FORM SEARCH CRITERIA TO LOOK AT RECORDS
The Report Generator uses (.AND.) & (.OR.) to link several QUERY
LANGUAGE COMMANDS into one big command.
GROUPING MULTIPLE SEARCH CRITERIA
Search criteria that checks several fields are obviously more
complicated than criteria that checks one field. When using the
words (.AND.)--(.OR.) as a part of the value in your search criteria
for a Customer that lives in Dallas, Tx and has the Title of Sales.
You could define the search as CITY = "DALLAS" .AND. POSITION =
"SALES". If no record can be found, you don't have a Customer in
Dallas who is in a Sales position. Here are several more examples of
how you might use Multiple Search Criteria with the CUSTOMER
database from the Accounts Receivables:
* To search for the records of all Customers in Dallas or Tyler
you would:
Enter:
CITY = "DALLAS" .OR. CITY = "TYLER"
* To select the records of all the Accounting people whose Last
Name is in the last half of the alphabet and reside in Tx, you
would enter:
STATE = "TX" .AND. TITLE = "ACCOUNTANT" .AND. LNAME > "L"
You can enter as much criteria as you want, as long as the
number of characters and spaces you type is not more than one full
line of text in the command area on your screen. The search can be
linked together either by the word (.AND.)--(.OR.) The following
sections describe in more detail how to use (.AND.)-- (.OR.).
When you type the word (.AND.) between two search criteria, you
are looking for all records that pass both searches. For example,
when you entered:
CITY = "DALLAS" .AND. TITLE = "ACCOUNTANT" .AND. LNAME > "M"
When you type the word (.OR.) between two Search Criteria, you
are looking for all records that pass either the first search or the
second search. For example, if you enter CITY = "DUNCAN" .OR.
CITY = "TUCSON", you are asking to look at the first record in the
database that the City = "DUNCAN". If the record doesn't exist then
it will look for the City = "TUCSON". The result will be a list of all
the records in the database which have cities of Duncan or Tucson.
If it doesn't pass either one the search will terminate.
COUNTING THE RECORDS THAT MEET YOUR CRITERIA
In many situations you will want to count the number of records
that meet certain search criteria. The hard way to do this would be
to look at each record and count them as you go. This is a slow and
impractical, especially when you have a large database. The quick
way to find the total is to ask the Report Generator when defining
the report form to total the column.
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A SUMMARY: RULES FOR WRITING SEARCH CRITERIA
You should follow these rules whenever you enter search criteria:
1. Include a Field Name, then a Relational Symbol, then a Value.
A. Choose from among these Relational Symbols:
= (equal to), > (greater than), < (less than)
>= (greater than and equal to), <= (less than and
equal to)
2. Search criteria can consist of one search criterion or more.
A. Connect Multiple Search Criteria with:
(.AND.)--(.OR.)
3. Search Criteria can consist of one full line of text.
REPORT LISTING SHEET
REPORT NAME:______________________DATABASE NAME:______________________
REPORT NAME:______________________DATABASE NAME:______________________
REPORT NAME:______________________DATABASE NAME:______________________
REPORT NAME:______________________DATABASE NAME:______________________
REPORT NAME:______________________DATABASE NAME:______________________
REPORT NAME:______________________DATABASE NAME:______________________
REPORT NAME:______________________DATABASE NAME:______________________
REPORT NAME:______________________DATABASE NAME:______________________
REPORT NAME:______________________DATABASE NAME:______________________
REPORT NAME:______________________DATABASE NAME:______________________
Page 32
****PRESS <ESC> TO RETURN TO THE ACCOUNTING PROGRAM****
