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MICRO REGISTER POINT-OF-SALE RETAIL MANAGEMENT SOFTWARE WRITTEN BY KIM G. THORNTON COPYRIGHT (C) 1989, MICRO METHODS MICRO REGISTER REGISTRATION This is a SHAREWARE copy of MICRO REGISTER which means you may try the software before you buy. If you like what you see you can receive a registered copy of MICRO REGISTER which cost $75.00. The benefits of registering is that you will receive a printed manual, the most recent copy of the software (which has increased inventory and customer account capacities), phone support, and one happy computer programmer. Please direct all inquiries to: Micro Methods C/O Kim G. Thornton 2124 Hawthorne Av. Evansville, In. 47714 Phone (812) 476-0999 (812) 476-1006 ORDER FORM NAME_________________________________________________ COMPANY______________________________________________ ADDRESS______________________________________________ CITY, STATE & ZIP____________________________________ PHONE (_____) _______________________________________ MICRO REGISTER REGISTRATION FEE $ 75.00 INDIANA RESIDENTS ADD 5% _____________ TOTAL ENCLOSED _____________ LIMITED WARRANTY The program is provided "as is" without warranty of any kind, either expressed or implied. Micro Methods does not warrant that the functions contained in the program will meet your requirements or that the operations of the program will be uninterrupted or error free. In no event will Micro Methods be liable to you for any damages, including ant lost profits, lost savings or other incidental or consequential damages arising out of the use or inability to use such program. INTRODUCTION MICRO REGISTER is a point-of-sale and invoicing computer program designed to automate a retail or service related business. MICRO REGISTER can be setup for many different types of business applications. You can print invoices for customers, statements for charged sales or services, and even generate price quotations. The program keeps track of inventory and customer account information and gives you the option of using a salesman file that will automatically give you total commissions earned by each salesman. Income is recorded on a daily, monthly, and year-to-date basis. These totals can be printed at any time and have password protection. MICRO REGISTER produces many printed reports such as inventory item lists, item below reorder level, customer and sales personal list, and will print price labels for your inventory. The shareware version of MICRO REGISTER can hold 1,000 inventory item numbers, 500 customer accounts, and 50 salesmen in it's data base. The registered version can hold 8,000 inventory items and 2,000 customer accounts. HARDWARE REQUIREMENTS The following hardware is required to use MICRO REGISTER: IBM PC, XT, AT or compatible computer with at least 512K of memory (the registered version requires 640K of memory). MSDOS 2.1 or higher. 1 5 1/4" floppy disk drive. 10 MEG. or higher hard disk drive. 80 column dot matrix printer. Optional: Star DP-8340 40 column serial receipt printer. RS-232 serial port. Serial cash drawer. INSTALLING MICRO REGISTER To load MICRO REGISTER on to the hard disk drive, insert the program disk the came with this manual into drive A and at the C> prompt type A:INSTALL. This will create a sub directory called MR and copy all the program and data files to your hard drive. All the data files have an extension of .DTA so to backup your data files you would use the DOS command BACKUP C:\MR\*.DTA A: It is important to back up your data on a regular basis. For more information on backing up and restoring data from your hard disk drive, refer to your MSDOS users manual. INITIALIZATION Before you use MICRO REGISTER you must first setup the program with information about your business. This is done through a stand alone program called SETUP. To run this program, at the C> prompt type SETUP and press [ENTER]. In a moment a "Enter Password" prompt will appear. If this is your first time running the setup program just press [ENTER] at this prompt or if you have assigned a password you must enter it here to access the setup program. Your options in the SETUP program are: Changing one line by entering the line number at the "Enter Line # To Change?" prompt. Pressing [F1] to save what is displayed on the screen. Pressing [F2] to undo changes and return screen to previous settings. Pressing [F9] to change all lines starting from 1 through 12. Lines 1 - 4 are your companies name, address and phone number. This information will appear on your invoices and statements. Line 5 is the sales tax codes. You can have up to 4 tax codes, the first code should be the most used as it is a default code. If you have only one sales tax in your state then place it in code 1 and leave codes 2 - 4 zero. Enter only numbers here, i.e. a 5% sales tax would be entered as 5 or a 6 1/2% sales tax would be entered as 6.5 . These codes will be used when you enter the inventory items as each item will require a sales tax code. Line 6 is the next number to appear on your printed invoices. MICRO REGISTER automatically numbers each invoice printed. You may change this number at any time such as the beginning of the year. After entering the next invoice number you will be prompted for an AUTO or MANUAL number. Here you would key in an A or an M. A manual number would allow you to change each invoice number at the time of the transaction and a auto number would not. Keep in mind that MICRO REGISTER will always keep track of the last number used, the manual option just allows you to change the number if you wish. Line 7 is the annual percentage rate charged on past due receivables. If you are not going to use the accounts receivable feature or you do not want to charge interest on past due accounts just leave this line zero. Line 8 is due time in days of receivables, again if you are not using the receivables feature leave this line at zero. Line 9 is three lines of information to be displayed on each invoice printed. This can be used to advertise store sales or the hours of your business. These lines will be automatically centered at the bottom of the invoice so keep them left justified when typing them in. NOTE: The three lines of invoice information will not be printed when using the 40 column receipt option. Line 10 is a password you can assign to MICRO REGISTER. The password can be up to 10 digits long and can be alpha or numeric. This password is used to protect your accounting totals and is also required to access the setup program. If you do not want to use a password just leave this line blank and press [ENTER] when prompted for the password. Line 11 is the printer codes used to make your printer print condensed or normal type. Many printers use the EPSON codes which would be 27 15 for condensed print and 18 for normal or to release condensed print. If these codes do not make your printer print in condensed format then check your printer owners manual for the proper codes and enter them here. Line 12 allows you to identify the 3 accounting totals. These headers will be displayed on the accounting information and on the inventory file information. Although you can change the headers, we will refer to each of the totals as Daily, Monthly and Year-To-Date in this manual. Line 13 is an option used for the printing the invoice or 40 column receipt. Entering an A here would always print an invoice or receipt. Entering an N here would never print an invoice or receipt and a P here would prompt you with the line "Print Invoice (Y/N)?" giving you the option to print, or not to print at each transaction. After type you answered the invoice option prompt, you must enter which type. 1 would be a 80 column full page invoice and 2 would be a 40 column receipt. To use the 40 column receipt you must have a Star DP-8340 serial receipt printer. If you do not have this type of printer then answer with a 2 for the type of printer. When using the "[F9] To Change All" function, if you want to leave the current line the same, press [ENTER] and the existing information will be displayed. To exit the setup program press [F1] and answer Y to the prompt. To configure your computer system for the Star DP-8340, you must add or append a file called AUTOEXEC.BAT. You also must have the DOS utility called MODE.COM on your hard disk drive. The MODE utility is used to set the communication parameters of your serial port COM1. If you are not sure if the MODE utility exists on your hard drive then place your MSDOS system disk in drive A and at the C> prompt type COPY A:MODE.* C:\ If the file AUTOEXEC.BAT does not exist on your hard drive it can be created by typing the following lines at the C> prompt: COPY CON AUTOEXEC.BAT (press [ENTER]) MODE COM1:9600,E,7,1 (press [ENTER]) press CTRL and Z (press [ENTER]) If AUTOEXEC.BAT already exist then you must add the line: MODE COM1:9600,E,7,1 to the existing file. To do this you must use an editor such as EDLIN to append the existing file. Refer to your MSDOS operators manual for more information on using EDLIN. The command MODE COM1:9600,E,7,1 would set the COM1 serial port for 9600 baud, even parity, 7 data bits, and 1 stop bits. Refer to your Star DP-8340 printer for more information and for setting the dip switches on your printer. STARTING MICRO REGISTER To start MICRO REGISTER, at the C> prompt, type MR and press [ENTER]. The opening message will be displayed and you will be prompted for for the current date. The proper format for the date would be MM/DD/YY, i.e April 25, 1988 would be entered as 04/25/88 and then press [ENTER]. If you enter the date in the wrong format it will not be accepted and must then re-enter it. The next prompt will be the current time. The time must be entered in as a 24 hour format i.e 1:00 P.M. would be 13:00. If you have entered the current date and time previously or if you have a real time clock in the computer, you may just press [ENTER] at each of the date and time prompts to get the current system date and time. After entering the date and time MICRO REGISTER will initialize and the Main Menu will be displayed. THE MAIN MENU The main menu is the central control area of the program. It is from this area you will access the different modules of MICRO REGISTER and you will always be returned here after exiting any of the modules. MICRO REGISTER 6.5 SW Copyright (C) 1989, Kim G. Thornton M E N U [1] Sales Transactions [2] Inventory Item File [3] Customer Account File [4] Sales Personnel File [5] Add Received Inventory [6] Post Accounts Receivable [7] Accounting Information [8] Print Reports [9] Exit Program To select a menu option, use the arrow keys to move the high lighted bar to the desired line or key in the number of the line and press [ENTER]. SALES TRANSACTIONS The sales transactions is where sales are enter and the invoice is printed. After selecting option 1 from the main menu the transaction screen will be displayed. You will notice that at the bottom of the screen function key labels are displayed. This is to remind you of your options in the transaction area. If you installed MICRO REGISTER with a manual invoice number (in the setup program), you will be prompted for the invoice number. Here, you can enter in the invoice number or press [ENTER] to accept the next number kept track of by MICRO REGISTER. If you enter in an invoice number, that number be be used to calculate the next number. Keep in mind that this prompt is only displayed if you answered with an M for the AUTO or MANUAL invoice number option in the setup program. At the "Customer :" prompt you have 4 options. The first is to enter a customer account number, which if exist, will display the customer and then you would be prompted with "Charge (Y/N)?". Answering Y here would make this a charged transaction and N would be a cash transaction. The second option would be entering a customers name (up to 6 characters), this would make MICRO REGISTER search for the name you keyed in and display each match found. When a match is found, it will be displayed and you would be prompted with an "OK (Y/N/ESC)?" ( Here, if you answer with a Y, or press [ENTER] for YES, you would then be prompted to answer the "Charge (Y/N)?" prompt and then be readied to enter item numbers). If you enter an N here the next occurrence would be displayed. You can keep pressing N until you find the customer or no more matches are found. After the last match is found and displayed, you will be returned to the "Customer:" prompt. Pressing the [ESC] key would end the search and return you to the "Customer:" prompt. The third option would be to type in a customers name and address that does not exist in the customer account file. To do this you must enter a period (.) for the first character of the first line. This tells MICRO REGISTER not to search the files and allows you to continue the transaction. The purpose of this is to allow you to enter a name and address to be printed on the invoice. MICRO REGISTER does not save this name. The fourth and last option here would be to press [ENTER], this would display the word CASH and then you would be prompted for the first item number of the invoice. This is used for cash sales and the customers name address is not needed. When entering an inventory item number, if it exist, the description will be displayed and you will be prompted for the quantity sold. After entering the proper quantity, the price of the item and the extended amount will be displayed with an "OK?" prompt. Answering with a Y or pressing [ENTER] here would drop the the cursor down to enter another item. Entering N here would back the cursor up under the "Price" column, which would allow you to change the selling price by entering price code A, B, C, D, or keying in an amount manually (at this point you may erase the line and start it over by pressing [ENTER]). Another option at the "OK?" prompt is to enter a C which would allow you to enter a serial number or comment for the item being sold (pressing C would drop the cursor down below the items description). You can have up to 25 items per invoice. The screen will scroll when becomes full. When you are done entering items just press [ENTER] to get the sub-total of the invoice. Here the sales tax is calculated ,the total due is displayed and you are asked for the amount tendered or cash received. You may enter the amount here and the change due will be calculated. This prompt can be by passed by pressing [ENTER]. If you wish to enter more items, the [F3] function key can be pressed, which will return you to entering item numbers for the transaction. After entering the amount tendered, if this is a cash sale the invoice will be printed. MICRO REGISTER will automatically update the customer accounts, inventory records, and accounting totals for each transaction performed. If you setup MICRO REGISTER to prompt before printing a "Print Receipt (Y/N)?" prompt will have to be answered, if you setup to never print, none will be printed. The other options in the Sales Transactions are: [F1] to return to the main menu. [F2] to erase an invoice and start over. [F5] Inventory, which allows you to page through your inventory file and view quantity on hand amounts and prices. [F9] print a price quotation. [F5] INVENTORY Pressing this function key will open a window and allow you to search your inventory item file by the item description. You can enter 12 characters or less of the item description to search by and the item number, category, price, and quantity on hand will be displayed. If there is a customer currently displayed on the screen when using the inventory window, then the prices will be the price code which that customer has. If no customer or CASH is displayed then the prices displayed will default to price code A. Up to 8 items matching what you keyed in will be displayed at one time. To view more items, you can use the Page Up or Page Down keys. To exit this area, just press [ENTER] at the "Enter Description" prompt. PRICE QUOTATIONS MICRO REGISTER has a unique feature which allows you to print a quotation for your customers. This is done in the Sales Transactions area of the program and is produced just as invoices are, the only difference is that none of the accounting totals or inventory records are updated when a quotation is printed. To use the quotation feature, you must let MICRO REGISTER know before you start the transaction. This is done by pressing the [F9] function key when the cursor is at the "Customer:" prompt. The customer can be typed in or a customer account can be retrieved from the customer files as it is done when you are entering a regular transaction. Before the quotation is printed you are prompt for how many days the quote is good for and how many copies you wish to print. INVENTORY ITEM FILE Selection 2 from the main menu will allow you to maintain you inventory items. You can add, change, view and delete items here. Your options are A to add items, C to change items, V to view, and D to delete. [F1] will return you to the main menu. Guide lines for entering inventory items: The item number can have a maximum of 12 characters and can be alpha or numeric. The category field can have up to 3 digits and can be alpha or numeric. The category is important as you can print information about you inventory sorted by category. The description field can have a maximum of 25 characters. Use only numbers or decimals in the qty on hand, reorder level, cost, retail price, and mark up lines. You can have up to 4 different retail prices on you items (A through B). When entering customer accounts you will be prompted for a price code for that customer. Price A is always charged to CASH customers. The mark up percent lines will automatically be calculated for you using the retail prices or you can press [ENTER] at each for the retail price lines, enter the mark up and the retail prices will be calculated. If you enter a zero in the cost line, the retail price and mark up lines will be by passed and during a transaction , you will be prompted to key in the price manually. This feature could be used for misc. sales. The vendor line can be used for the company name of the vendor or invoice numbers of the inventory. The vendor line will be printed on your inventory item lists. The comments line can be for any misc. information. Last update is the last time the item was received. Last sold is the date it was last purchased. Total sold is the total amount sold to date. Item revenue is the total money this item has made to date. After entering all the lines for the item, you will be prompted with a "Correct (Y/N)?". Keying in a Y would save the item to the disk, a N here would allow you to change any of the lines entered and pressing the [ESC] key would erase the entire entry and you would have to re-enter all lines. To return to the Add, Change, View or Delete options, just press [ENTER] at the Item # prompt. When you enter C at the options you will be prompted to enter a item number to change. Here you would key in the item number and change any of the lines by entering the correct line number you wish to change. To return to the options, press [ENTER] at the "Enter Item# To Change" prompt. The V option allows you to view any of the items. You can enter the item number to view or press [ENTER] for the options. To delete an item you would enter a D at the options, enter in the item number to delete, and answer Y at the "Delete This Item (Y/N)?". This prompt lets you back out of delete if you wish. Pressing [F1] will return you to the main menu. CUSTOMER ACCOUNT FILE Selection 3 from the main menu will allow you to maintain you customer accounts. You can add, change, view and delete accounts here. Your options are A to add accounts, C to change accounts, V to view, and D to delete. [F1] will return you to the main menu. Guide lines for entering customer accounts: The account number can have a maximum of 6 characters and the first character of the number must be numeric. If the last character of the account number is an E then the customer will not be charged or would be exempt from interest on past due receivables. The name, address, and city state zip lines can have up to 25 characters. The phone line can have 15 characters. The comments line is for misc. information and will be displayed on the transaction screen. The credit limit is the maximum credit you will give to this customer. If a customer goes over his limit you will be alerted of this during the transaction. The tax exempt number is for the customers sales tax number. If you place a number in this line the customer will not be charged sales tax. Leave this line blank if a customer is to pay sales tax. The price code line must be the letter A, B, C, or D. Pressing [ENTER] here would display code A. This code tells MICRO REGISTER which price to charge this customer. If you are only using price A then always leave an A on this line. The last purchase is the last time the customer file purchased items. The total purchases is the total to date amount of money this customer has spent at you store. After entering all the lines for the account, you will be prompted with a "Correct (Y/N)?". Keying in a Y would save the customer account to the disk, a N here would allow you to change any of the lines entered and pressing the [ESC] key would erase the entire entry and you would have to re-enter all lines. To return to the Add, Change, View or Delete options, just press [ENTER] at the Acct # prompt. When you enter C at the options you will be prompted to enter an Account number to change. Here you would key in the account number and change any of the lines by entering the correct line number you wish to change. To return to the options, press [ENTER] at the "Enter Acct# To Change" prompt. The V option allows you to view any of the accounts. You can enter the account number to view or press [ENTER] for the options. To delete an account you would enter a D at the options, enter in the account number to delete, and answer Y at the "Delete This Account (Y/N)?". This prompt lets you back out of delete if you wish. Pressing [F1] will return you to the main menu. SALES PERSONNEL FILE Selection 4 from the main menu will allow you to maintain you sales personnel file. You can add, change, view and delete salesmen here. Your options are A to add salesmen, C to change salesmen, V to view, and D to delete. [F1] will return you to the main menu. Guide lines for entering sales personnel: The salesman number can have a maximum of 2 characters. The name, address, and city state zip lines can have up to 25 characters. The phone and social security # lines can have 15 characters. The comments line is for misc. information. The commission % line is the amount of commission in a percent the salesman will receive. The commission on line can be G for gross sales made or P for profit made on sales. The commission % is used with this information to calculate the salesman's total commission. After entering all the lines for the salesman, you will be prompted with a "Correct (Y/N)?". Keying in a Y would save the information to the disk, a N here would allow you to change any of the lines entered and pressing the [ESC] key would erase the entire entry and you would have to re-enter all lines. To return to the Add, Change, View or Delete options, just press [ENTER] at the Acct # prompt. When you enter C at the options you will be prompted to enter an salesman number to change. Here you would key in the salesman number and change any of the lines by entering the correct line number you wish to change. To return to the options, press [ENTER] at the "Enter Salesman# To Change" prompt. The V option allows you to view any of the sales personnel. You can enter the salesman number to view or press [ENTER] for the options. To delete a salesman you would enter a D at the options, enter in the salesman number to delete, and answer Y at the "Delete This Salesman (Y/N)?". This prompt lets you back out of delete if you wish. MICRO REGISTER will keep track of a salesman's commission and total sales on a current or year-to-date basis. These totals cannot be changed, but they can be zeroed. This is done by pressing [F10] at the options, entering a C for to zero current totals or a Y to zero year-to-date totals. Before any totals are you are prompted to "... Verify (Y/N)?". Here you would answer with a Y or a N. You can zero one salesman at a time by entering the salesman number to zero or you can zero all salesman by pressing [F10]. Pressing [F1] will return you to the main menu. ADD RECEIVED INVENTORY Selection 5 of the main menu is used to add inventory purchases to your item file. You will be prompted for the inventory item number to update. After keying in a valid number, the item description, quantity on hand, last update, and current item cost will be displayed. You can then enter the number of items received and at the "OK?" prompt answer Y to write the information to the file or enter N to re-enter the total amount received. You can change the items wholesale cost by pressing [F3] at the total received prompt. When changing the cost of an item, you will be prompted to adjust the mark up percent or retail price of the item. Pressing [F2] here would erase the line and allow you to start over. [F1] will return you to the main menu. After adding received inventory the quantity on hand will be adjusted and the last update will be changed to the current date. If the item cost was changed then the markup or retail price will also be changed. POST ACCOUNTS RECEIVABLE MICRO REGISTER maintains a balance forward receivable system and all money received towards outstanding accounts must be entered here. To enter money received, you must find the customer account to post. This is done by entering their account number or you may search for a customer by entering their name. The search procedure is done in the same manner as you would in the sales transactions. After a customer has been located, their name and address will be displayed along with their previous balance, current charges, current payments, and current balance due. You will then be prompted of the date of the payment. This must be entered as MM/DD/YY or you may press [ENTER] for the current date. After the date is entered you are prompted for the amount paid (use numbers and decimals only), and a check or reference #. The reference can be a check or money order number (this number will be displayed on the monthly statement). If you press [ENTER] at the reference # prompt, "PAYMENT" will be displayed. After all information has been entered an "OK?" prompt will be displayed. A Y here would update the files and allow you to enter another account number. N would return you to the "Amount Paid" prompt to re-enter the money received. [F2] will erase the line and allow you to start over. [F1] will return you to the main menu. ACCOUNTING INFORMATION Selection 7 on the main menu will let you view and print your stores revenues. To access this area you must know the password which was entered in the setup program. If the the password is not entered correct after 3 tries, you will be returned to the main menu. If no password is being used, just press [ENTER] at the "Enter Password?" prompt. After gaining access to the accounting area and the screen is displayed, you will notice that all money received is keep track of on a daily, monthly, and year-to-date basis. These totals are broken down into total goods sold, total services, total sales tax received, and total receipts. THe options in the Accounting Information are: [1] Print Totals [2] Zero Totals [F1] For Menu [1] Print Totals: This option will send the totals to the printer as they are displayed on the screen. A daily summary can also be printed which is a listing of all transactions processed that day. After selecting option 1, the following prompt will be displayed: xx transactions in the summary file... Do you wish to print a daily summary (Y/N/ESC)? _" (xx = the number of transactions for the day.) Answering Y or N here would print or not print the summary, pressing the ESC key would return you to the "Enter Option" prompt, and no action would be taken. [2] Zero Totals Option 2 is for zeroing your daily, monthly, and year-to-date totals. This is a manual operation and must be done by you when the need arises. This means you should zero daily totals every day, monthly totals at the beginning of each month, and year-to- date totals at the beginning of each year. When you press option 2, the following will be displayed: [1]DAILY [2]MONTHLY or [3]YEAR-TO-DATE Here you would enter 1, 2, or 3 depending on which column you wish to zero. After choosing the proper column to zero, the word DAILY, MONTHLY, or YEAR-TO-DATE will blink on the screen (depending on your selection). You will then be prompted to "Verify (Y/N)?" you selection. Pressing Y would zero the column you selected and N would take no action. After answering Y, you will be prompted with "Do You Wish To Zero (Daily, Monthly, or Year-To-Date) Item Revenue Totals (Y/N)?". This feature will zero the Total Sold, Item Revenue and Item Profit lines on each one of your inventory items. When you zero the daily column the summary file will also be erased so before zeroing any column be sure to print your totals first. PRINT REPORTS Print Reports is where you will print all lists of inventory items, customer account lists, sales personal lists, etc. The monthly closing of your accounts receivable must also be done from this menu. The Print Reports menu operates the same way the main menu does, in that you can move the high lighted bar to the type of report you wish to print and press [ENTER] or you may enter the line number and press [ENTER]. [F2] will return you to the print reports menu and [F1] will return you to the main menu. You can stop the printing process on any of the reports by pressing the [ESC] key. [1] Inventory Item List This list, which is sorted by the item numbers, includes current information such as quantity on hand, last time sold, and revenue produced. The vendor information line will also be printed. You will be prompted for the category to print, here you would enter up to a 3 digit category (the category is the first 3 digits of your inventory item number) or press [ENTER] to print all categories. It is suggested that you use the category feature in your item numbers. This will keep your list shorter and more organized. After the list is sorted, it will be sent to the printer. [2] Items Below Reorder Level This list will print all items that have quantity on hand levels below the reorder level. It is sorted by item number. You will have the option of printing categories or all of the inventory items which have fallen below reorder level. [3] Item Price Labels MICRO REGISTER will print price labels for your inventory. After selecting option 3, you will be asked for the category. Here you would enter the inventory category you wish to print or press [ENTER] for all categories. The next prompt will be for the number of labels for each item. After the list is sorted (which will be by item number), you be prompted for test or alignment labels. Answering Y would print the test labels and N would proceed to print the price labels. You can print labels for one item by by pressing [F3] at the Enter Category prompt. After pressing [F3], you must enter the item number you wish to print and enter the number of labels to print for that particular item. [4] Item Price List The Item price list consist of the item number, description and retail prices. This is a handy list to place in a book to use as a reference. You can print all price codes or choose just one code (A through B) to print. This list can be printed by category or a complete inventory price can be printed. Again it is suggested that you print inventory list by categories. [5] Physical Inventory List This list is used for taking inventory in your store. It consist of the inventory number, description, quantity on hand, and a blank line used to write in the actual inventory physically counted. This list may then be used to correct the quantity on hand totals for your inventory file. This list is double spaced and may be printed by category. [6] Inventory Value & Analysis This will give you your current value determined by the cost of each item. After selecting option 6, you will be prompted on which type of list. "C" would list combined categories and "I" would list each item individually. You then must choose "P" to print profit amounts or "R" for total revenue amounts. If you print the list by items, you will also be prompted for which category to print. For all categories press [ENTER] here. [7] Customer Account List This is a complete customer information list list which gives you their number, name, phone, credit limit, sales tax # (if one was entered), discount received, last date of purchase, and amount of money spent at your store. You will have the option of sorting the list by [1] Account# or [2] Name. After selecting the sort option the list will be printed. [8] Sales Personnel List Prints information on sales personnel, includes current and year- to-date sales and commission earned. You have the option of sorting this list by salesman number or name. [9] Print Monthly Statements Selection 9 will print statements on all customer accounts who have a current balance due. The customers name and address are located on the statement to be used with a standard window envelope which saves addressing time. Invoice and check numbers will be displayed for each transaction entered and if the balance is a negative number a credit due will be printed on the statement. If interest is to be charge (determined in the setup program) on past due accounts, the amount of the interest charged will be assessed on the unpaid previous balance and will be printed on the statement. Before the statements are printed, you will have the option of typing a 3 line message to be printed on all the statements. This can be used for advertisement or due dates of the statements. If you do not want a message on the statements just press [ENTER] here. You will also be prompted for the date on the statements, type in the date or press [ENTER] to display todays date. After all prompts have been answered, accounts with a balance or credit due will be printed. You can stop the printing by pressing [ESC]. Printing the statements does not effect the receivables file, but gives you a printed copy of the current status of the file. The statements can be printed more than once if you want extra copies to file away. MICRO REGISTER uses a balance forward receivable system and after printing statements you would normally close out the accounts receivable file. [A] View Monthly Statements This option will allow you to view customer statements on your screen. At the Acct# prompt, you may key in the account number or the customers name (up to 6 characters). After the customers current statement is displayed, you may print it by pressing the [F3] key. To find another customer account, press [F2], to go back to the print reports menu, press [F1]. [B] Monthly Close-Out Of Accounts Your accounts receivable file will be closed and a summary of all active accounts will be printed here. When you close the accounts all charges will be added and all payments will subtracted from the previous balance, giving a balance forward. Then the activity will be zeroed for each account in the file, to prepare for the new month. After you have printed the statements you would then normally close out the accounts. Before the summary is printed you will be prompted for date of closing, here you would enter a date (MM/DD/YY) or press [ENTER] for the current date. After the summary is printed you will be prompted to print a accounts receivable aging report, you may answer Y or N at this prompt. You will also be prompted with an "OK To Close Accounts (Y/N)?". If you answer N to this prompt, no action will be taken and the file will not be closed. This option will allow you to print a summary on your receivables at any time if you wish. [C] Print AR Aging Report You may print an accounts receivable report with this option. The Reports will list each customers balance by current, 31-60 days, 61,90 days, and 90+ days. [D] Customer Mailing Labels Selection B will allow you to print mailing labels from your customer account file. A label size of 3 1/2" X 15/16" - 1 across is required. Before the labels are printed you must tell MICRO REGISTER which range (by name) to print. You will be prompted with a "FROM" and a "THRU". "FROM" is the staring range and "THRU" would be the end of the range. If you wish to print all names, you would enter A for "FROM" and Z for "THRU", if you wish only to print the names beginning with C then you would make "FROM" C and "THRU" C. After the sorting has taken place This message will be displayed: Ready Printer, x Labels Will Be Printed. Print 2 Test Labels(Y/N) x = the number of labels that will be printed. If you answer Y to the prompt, 2 test labels, used for alignment, will be printed and you will return to the "Print 2 Test Labels (Y/N)" prompt. You can keep printing test labels until the mailing labels are aligned properly in your printer. If you answer N to this prompt, then label printing will begin. Pressing [F2] would abort the process and return you to the print reports menu. While the labels are printing you can abort the process by pressing the [ESC] key. END.