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MANUAL-C.EXE
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MANUAL-C.TXT
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1989-09-17
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I. FILES
A. Accounts File
B. Client File
C. Service File
D. Message File
E. Vendor File
F. Product File
G. Records - Client
1. Add/Edit Client Records
2. Print Client Records
3. Delete Client Records
4. Reminder Labels
H. Appointment Schedule
I. General/ID File
II. PURCHASES
A. Enter/Edit Purchase Order
B. Enter/Edit Received P.O.
C. Inventory Adjustments
D. Print P.O./Received P.O.
1. Print Purchase Order
2. Print Received P.O.
E. Print Adjustments
F. Print Purchase Journal
G. Post Received P.O.
H. Post Adjustments
I. Bill of Materials
1. Print Bill of Material
2. Generate Bill of Material
III. BILLING
A. Enter/Edit Invoices
B. Invoices - Print
C. Revenue Journal
D. Posting Process
E. Reoccurring Entries
1. Enter/Edit Invoices
2. Print Reoccurring Entries
3. Generate Entries
IV. RECEIVABLES
A. Enter/Edit Transactions
B. Cash Receipts
C. Journals - Print
1. Invoices/Transactions
2. Cash Receipts Journal
D. Posting Process
E. Reoccurring Entries
1. Enter/Edit Transactions
2. Print Reoccurring Entries
3. Generate Entries
V. PAYABLES
A. Enter/Edit Transactions
B. Cash Payments
PAGE 1
C. Direct Check Writing
D. Journals - Print
1. Invoices/Transactions
2. Payments Journal
3. Direct Check Journal
E. Disbursements Journal
F. Print Checks
G. Posting Process
H. Reoccurring Entries
1. Enter/Edit Transactions
2. Print Reoccurring Entries
3. Generate Entries
VI. LEDGER
A. Enter/Edit Transactions
B. Account Activity Report
C. Journal Report
D. Check Reconciliation
1. Check Reconciliation
2. Print Check Register
E. Sales Tax Report
F. Posting Process
G. Reoccurring Entries
1. Enter/Edit Transactions
2. Print Reoccurring Entries
3. Generate Entries
VII. REPORTS
A. General Ledger Reports
1. Trial Balance
2. Income Statement
3. Balance Sheet
4. Chart of Account Listing
B. Receivable Reports
1. Client Statements
2. Client Aging Report
3. Client Directory
4. Client Labels
5. Client Historical Information
C. Payable Reports
1. Vendor Aging Report
2. Vendor Directory
3. Vendor Labels
D. Service/Product Reports
1. Service Listing
2. Product Listing
3. Message Listing
VIII. CLOSING
A. General Ledger - End of Month
B. Receivables - End of Month
C. Payables - End of Month
D. End of Year - General Ledger
E. Historical Invoice Purge
F. Historical Tax Purge
PAGE 2
G. Budgeting
1. Enter/Edit Budget
2. Print Budget Report
3. Print Actual Report
4. Print Variance Report
H. Fixed Assets
1. Enter/Edit Fixed Assets
2. Print Fixed Assets
3. Generate Asset Entries
IX. UTILITIES
A. Color Parameters
B. File Sizes
C. Reindex Files
D. Sales Tax Table
E. Calculator
F. Notepad
G. Statement Text
H. Backup/Restore Files
1. Backup Files
2. Restore Files
I. Customized Printouts
1. Client Invoice
2. Client Statement
3. Purchase Order
4. Received P.O.
5. Check Alignment
J. Video Parameters
1. 80X25 Lines (CGA/EGA/VGA)
2. 80X43 Lines (EGA/VGA)
3. 80X50 Lines (VGA)
K. Printer Setup
L. Default Descriptions
1. Invoice Description
2. A/R Transaction Description
3. Cash Receipts Description
4. A/R Write-Off Description
5. A/P Transaction Description
6. Purchase Order Description
7. Received PO Description
8. Cash Payments Description
M. Country Setup
1. American
2. Canadian
3. Date Formats
a. mm/dd/yy American
b. yy.mm.dd ANSI
c. dd/mm/yy British
d. dd.mm.yy German
e. dd-mm-yy Italian
f. dd/mm/yy French
N. DOS Functions
1. Format Floppy Disk
2. Check Disk
3. Rename File
PAGE 3
4. Copy File
5. Delete File
6. Move File
7. Backup to Floppy Disk
8. Restore from Floppy
9. DOS Window (Alt+X)
10. Tree Directory
INSTALLATION
This program and installation routine are contained on three
disks. The first disk is labeled Installation Disk, and
contains the install program. The other two disks contain
the program files.
The first thing you need to do is make a copy of each
original disk. Once this is done, use the working copies
that you made. Store the original disks in a safe place.
To install Painless Accounting, simply place the disk labeled
'Installation Disk' in A:drive and type 'A:CINSTALL' at your
DOS prompt. The installation routine will walk you through
the process step by step, so just follow the instructions on
the screen.
Once this is done you are ready to use Painless Accounting.
To start the program you must change into the subdirectory
you created through the install process, the default is PAC4.
The command to change to this default subdirectory is
CD\PAC4. Once you are in the subdirectory type in PAC4, and
it will bring you up to the Multiple Company menu. Select
the company you wish to setup by pressing enter or the number
associated with the company. Once at the main menu use the
arrow keys to move across and down the menu or type in the
first letter or number of your selection.
OPERATIONAL PROCEDURES
The following are some of the keys available throughout
Painless Accounting. These keys are available only when you
need that particular information. The keys available will
usually be displayed on the status line.
ESCape - Allows you to exit. Available almost everywhere.
F1 - Help. This will provide you with on-line help. This
feature is available anywhere in the program.
F2 - Chart of Accounts. This will give you a listing of all
your chart of accounts on the screen.
F3 - Clients. This will allow you to display your clients on
the screen, sorted either by code or by company name.
F4 - Vendors. This provides a listing of all your vendors
sorted by code.
PAGE 4
F5 - Services. This provides a listing of all services
sorted by code.
F6 - Messages. This provides a listing of all messages
sorted by code.
F7 - AR open invoices. This will list a particular clients
invoices.
F8 - AP open invoices. This will list a particular vendors
invoices.
F9 - Utilities. This will bring up a menu to select color
parameters, file sizes, reindex files, tax table, check
alignment, calculator, notepad, or statement text. This
option is only available at the main menu.
F10- Products. This provides a listing of all products
sorted by code.
CTRL+W - Wipeout. This feature allows you to wipeout a line
item entered or to delete a transaction.
ALT+X - Exit to DOS. This allows you to exit to DOS.
PgUp - Page Up. This allows you to go up to a previous line
item entered. Also allows paging through listings
displayed on the screen.
PgDn - Page Down. This allow you to go down to the next line
item. Also allows paging through listings displayed
on the screen.
To select options off the main menu, use the arrow keys. You
may also press the first letter or the number of the option,
whichever case it may be.
MULTIPLE COMPANIES
Press the number of the company to access or highlight the
proper company by using the arrow keys and press enter. If
you need to change a company, select the Modify Company
Information option.
Up to ten companies may be entered. Enter in up to 40
characters to identify each company and enter in the proper
drive and directory where the data files are stored for each
company. Press enter to save the line and ESCape to exit.
If you try to access a company and receive the error message
that the company is not installed, you must run the install
process to create the data files for the company. You could
also receive this message if an invalid path is entered and
the data files are not found.
PAGE 5
I. FILES
A. Accounts File
All chart of accounts will be entered through this routine.
To enter in the budget amounts, select closing from the main
menu and then select budget. When entering an account you
must first enter an account number. If an account is on file
it will be displayed for editing purposes. If you are unsure
of an account number, press F2 and the chart of accounts will
be listed on the screen.
If adding a new account, after the account number is entered,
you can enter in a description of the account. Next, the
account type must be entered. The different types of
accounts available will be displayed on the screen. Enter in
the type of account you are entering and then save it.
By choosing Quit the account just entered, or any changes
made to an existing account, will not be saved and you will
be taken back to the Files Menu. If you select Delete the
account will be deleted, only if it has a zero balance.
Remember account balances are only updated when the posting
process is done in the Ledger. Pressing ESCape while in the
account number field will take you back to the Files Menu.
B. Client File
All client information will be entered through this routine.
First, you must assign each client a Code. This code can be
numeric, alphabetic, or both. If a client exists for the
code entered, it will be displayed on the screen for editing
purposes.
Pressing F3 will allow you to display clients on the screen,
sorted either by code, name or company name. If you sort by
client name enter in the client name or any part of the
client name. For example, if you entered in 'Doe' for the
client name, any client name found that starts with 'Doe'
will be displayed. The same goes when searching by company.
The company field is the client's company name. You also
have a field for the name of your contact. Enter in the
address, city, state, and zip. Then you can enter in two
phone numbers and the client's Tax number.
The balance field will be updated when any invoices or
payments for the client are posted. Last payment and last
purchase will be updated after the posting process is run.
Last payment is updated when any payments are made and
posted. Last purchase is updated when any invoices are
posted. Due days are the amount of days they have to pay the
invoice.
PAGE 6
There is also a field for a license number and a reminder
date field. Next enter in the Tax Code for the amount of tax
the vendor charges. The tax amounts are entered in through
F9 (Utilities) from the main menu. When you get to the tax
field, a box will display showing all the tax amounts you
have entered. Just enter in the appropriate code number.
When making invoices for the client, this tax percent will
be added to all merchandise sold, only if the product or
service sold is taxable.
You also have the option to indicate if the client is a
balance forward client. If the client is balance forward,
after the end of month process is run for accounts receivable
all unpaid invoices will be lumped together as one invoice.
Otherwise, each individual invoice will remain on file.
There are also fields for additional information on the
client. For instance, their main office information could be
put here. After all this information is entered a screen
will appear to put in a comment about the client. This
comment will be printed out on the client directory.
C. Service File
All Services will be entered through this option. First
enter in the service code. If the service already exists it
will be displayed for editing purposes.
Otherwise, you will enter in the service description and then
the charge of the service. When making an invoice for the
service, the price may be edited at that time if necessary.
There is also a field for a sales account number. It will
default to the sales account in the general file. Enter in
the appropriate sales account for each service. All revenue
made from that service will be added to this particular sales
account. This way you can get sales for different
departments. You also have the option to add the sales
account if it is not on file.
Next indicate if the service is taxable. If it is not taxable
no sales tax will be charged when making out an invoice. If
you indicate it is taxable, sales tax will only be charge if
the client has a tax rate other than zero.
If you need to edit a service and do not know the service
code, just press F5 and a list of all the services will be
displayed on the screen. Pressing ESCape will take you back
to the Files Menu.
D. Message File
All messages will be entered through this routine. First
enter in the message code. If the message already exists it
will be displayed for editing purposes. Otherwise, you will
PAGE 7
enter in the message description.
If you need to edit a message and do not know the message
code, just press F6 and a list of all the messages will be
displayed on the screen. Pressing the ESCape key will take
you back to the Files Menu.
E. Vendor File
All vendor information will be entered through this option.
First enter a vendor code. If the vendor already exists it
will be displayed for editing purposes. Enter the vendor
name and the person you have contact with at that company.
Next enter the address and phone numbers of this vendor.
The discount percent is any discount offered by the vendor if
paid within the number of discount days. This is for your
reference only. Due days is the number of days from the
invoice date that the invoice is due. Enter in your credit
limit next. The credit limit is for your reference only.
The current balance is updated when any invoice or payment is
posted in the Payables module.
Enter in the appropriate Sales Tax Rate code. A window will
pop up showing the tax rates you have entered through the
F9 (Utilities) option. Enter in the appropriate code for the
tax rate you are charged by the client for all services or
products ordered. This rate will be calculated for you when
making out Purchase Orders and Received Purchase Orders. The
tax will only be calculated on taxable products.
Last purchase date and last payment date are updated when any
purchase or payment is posted in the Payables module. If you
press F4, a list of all vendors on file will be displayed
Pressing ESCape will take you back to the Files menu.
F. Product File
All products will be entered through this option. First you
will enter in the product code. If the product is already on
file it will be displayed for editing purposes. If you do
not know the product code press F10 and a listing of all
products on file will be displayed.
Next enter in the description of the product, your selling
price, and your cost of the product. The on hand units, on
hand dollars, units on order, and committed units will be
updated automatically.
On hand units and dollars are updated when you post the
Received Purchase orders or the Inventory adjustments. Units
on order is affected when you make out a purchase order.
Committed units is affected when you make out an invoice for
the product.
PAGE 8
Next you have the sales account and the cost of goods sold
account. These accounts will default to the sales and cost
of goods sold account in the general id file. You can enter
in different accounts if you want to track your sales and
costs by department. All sales from this product will be
totaled in the sales account that you entered here. All
costs for this product will be totaled in the cost of goods
sold account entered also. These accounts may be added at
this time if necessary.
Next indicate if the product is taxable. If it is taxable,
tax will be charged when the product is sold or purchased.
If the product is taxable, the tax will be generated when
the product is purchased only if the vendor has a tax rate
other than zero. Also if the product is taxable, tax will be
generated when the product is sold only if the client has a
tax rate other than zero.
If you are a manufacturer, you can specify the product as
being manufactured. If you indicated the product is
manufactured, a screen will appear so you may input the raw
materials that make up the manufactured good. To add the raw
materials press the F3 key. The products must already exist
on file. Indicated the product number and the description
will be displayed. You must then indicate the number of units
it takes to make the finished good. If you need to delete an
item, position the highlight on the item to delete and press
the F4 key. To edit a raw material, highlight the item and
press the F5 key. When generating the finished good, the raw
material items will be decreased by the quantity entered.
G. Records-Client
1. Add/Edit Client Records
In this option you will be able to write notes of clients'
visits or any other information you might want to keep on the
client. First, you will enter the client code. If you are
unsure of the code, press F3 and you can list all clients or
search by name or company name.
Enter in the code and press enter and the client's name will
be displayed. Enter the date the information is entered. If
information has already been entered with this code and date,
it will be displayed for editing. By entering in a different
date more information may be added for the client.
For each new date entered there are ten lines to enter
information about the client. This screen is like a word
processor: just start typing in the information, and once
the enter key is pressed that line is saved. By pressing the
ESCape key after pressing enter to save the line, you will be
taken out of the entry screen. The editing keys available
will be displayed on screen at all times.
2. Print Client Records
PAGE 9
This file grows rapidly in size as more information is
entered. It is a good idea to print out the Client Records
for a hard copy and then put them in a client file for future
reference.
When printing this information you have the option to print
all clients' information or a range of clients. You may also
specify certain dates to print. This may be displayed on the
screen or printed out on paper for your files.
3. Delete Client Records
This option allows you to delete client records. This will
reduce the size of the file and give you more disk space. It
will prompt you for a date, and everything entered before
this date will be deleted. It will ask you to verify your
actions before it deletes out the records. After deleting
these from the file, you should ALWAYS go to the utilities
and reindex your files.
4. Reminder Labels
You can print client reminder labels through this option.
These mailing labels can be used to send clients reminders
that it's time for their next meeting or just to keep in
contact with them.
When printing these you have the option to print for a range
of clients or just for one client. Enter in the date, and it
will print the labels for the clients specified by the range,
and only for the client with a reminder date on or before the
date specified. The reminder date it looks at is the date
entered in when making out an invoice for the client through
the billing module. This is also shown in the client file.
It will prompt you to indicate if your labels have 9 lines or
if they have 6 lines. Enter the appropriate number of lines.
These reminder labels may be displayed on the screen or
printed out on paper. Once the reminder labels are printed,
the reminder date is blanked out. This means once you print
out your reminder labels they may not be printed out again,
unless you enter in a invoice with a new reminder date, or
edit the client file and enter in a new reminder date.
H. Appointment Schedule
This option allows you to prepare an appointment schedule.
All the appointments will be displayed on the screen by date.
If you need to go to a specific date, press F10 and enter the
date you need to go to. The F8 key allows you to print the
daily appointments, add more days to the schedule, or delete
out previous days.
When printing out the appointments you will be asked to enter
the first date and last date you want the report to cover.
This report may be printed or displayed on the screen. Each
day will be printed on a separate sheet of paper, with the
PAGE 10
time, client's name, and any comments made. If you need to
add days it will prompt you for the starting date, which will
default to the day after the last date on file. Then you
must enter in the number of days to add.
If you need to delete days out of the scheduler, press F8 and
select delete appointment days. This will reduce the size of
the file and free up more disk space. It will prompt you for
a range of dates to delete, everything entered between and on
these dates will be deleted. Pressing F10 will display a
monthly calendar. Pressing the left and right arrow keys will
change the month and the up and down arrows change the year.
This schedule starts at 7:00am and goes until 6:45pm in 15
minute increments. To enter an appointment arrow to the
proper time of the appointment and press Enter. You will now
be at the comment line on the bottom of the screen. You may
then type in the client name and any comment you wish. The
first character typed in will be displayed in the schedule at
the time indicated. If you arrow to an appointment already
entered the information concerning that appointment will be
displayed on the comment line at the bottom of the screen.
Escape takes you out of the scheduler and saves all entries.
You may want to set up different codes for different types of
appointments and type the codes in as the first character.
I. General/ID File
This is where your company name and address will be entered.
There are also fields for a phone number and an emergency
phone number. You may also enter a social security number
and your tax number.
General Information: The general information contains eight
chart of accounts. These fields may not be left blank.
These accounts are what control the integration of the
different modules of this package when posting to the ledger.
If you enter in an account number not found in the chart of
account file, you can add it at this time. It will notify
you that the account you entered is not in the file and ask
if you want to add the account at this time. If you answer
'Y', it will take you to the Account Files where you can add
the information for this account. If you are unsure of the
account number, press F2 and all your chart of accounts will
be displayed on the screen.
For example, the cash account or CHECKING account entered
will receive all receipts entered in the cash receipts option
of the receivables module. When receivables are posted all
receipts will be added to the cash or checking account in the
Ledger. It will also receive any payment made at the time an
invoice is entered. Any payment made to a vendor in the
cash payments or Received Purchase Order will be taken out of
this account. You have the option to override this account
PAGE 11
when making out the cash receipt or payment, amount paid on a
received purchase order or amount received on an invoice.
The RECEIVABLE account will receive information of any
invoice entered for clients. The total of this account in
the Ledger will be all the outstanding balances due to you.
The SALES account is used for the default account when
entering in Services and Products. The total of all products
sold and services rendered, when making out an invoice, will
be sent to the sales account entered for each particular
service and product.
The PAYABLE account will keep a total of all bills which you
owe. When making an invoice for any purchase, this account
will track the total amount you owe.
The INVENTORY account will be updated when merchandise is
received and the Received Purchase Orders are posted. It
will also be updated when the billing is posted for products
sold.
The COST OF GOODS SOLD is the default account used when
entering a product. If you have different departments the
appropriate account will be updated when the billing module
is posted.
The SALES TAX account will keep track of all tax charged to
the client when making out an invoice.
The SALES TAX EXPENSE account will keep track of all tax you
are charged when making a Purchase Order or Received Purchase
Order.
Remember transactions for these accounts are only created in
the general ledger after posting the Billing, Receivables,
Payables, and Received Purchase Orders. The chart of
accounts balances are only updated after posting the general
ledger.
Last Invoice Number: The invoice number entered in this
field will be the last invoice number used. When making out
an invoice the next number in sequence will appear as the
invoice number used. Once an invoice is issued you will NOT
be able to change the last invoice number used to a smaller
number. So be sure the next number is the number of the
invoice with which you wish to start.
Last Purchase Number: The purchase number entered in this
field will be the last purchase order number used. When
making out a purchase order the next number in sequence will
appear as the purchase order number used. Once a Purchase
Order is issued you will NOT be able to change the last
purchase order number used to a smaller number. So be sure
the next number is the number of the purchase order with
PAGE 12
which you wish to start.
Next indicate if you are interfacing with EEG Payroll. If you
answer 'Y' a box will appear for you to enter in the drive
and directory of your EEG Payroll files.
Password: For security reasons a place to enter passwords
has been provided. The next screen asks if you want to edit
your password. If you answer 'Y', it will prompt you for
the master password. If this is the first time to edit the
passwords press enter, otherwise enter in your master
password. You will now have the ability to enter in four
levels of passwords or change passwords already on file.
After loading Painless Accounting and selecting the company
you will be entering information for, it will prompt you for
your password. Your access will be limited to the following
depending on the level of the password entered.
Level 4 password only allows access to enter Invoices and to
enter Purchase Orders and Received Purchase Orders.
Level 3 password allows access to Level 4 entries and General
Ledger, Accounts Receivable, and Accounts Payable entries.
Level 3 also has access to Check reconciliation, Appointment
Scheduler, and Records-Client.
Level 2 password allows access to Level 3 and 4 entries along
with all Reports, Inventory Adjustments, Printing Checks, and
File Maintenance (Accounts, Client, Service, Message, Vendor,
Product, and General ID files).
Level 1 password allows access to Level 2, 3, and 4 entries
along with Posting, End of Period routines, and Customized
Printing set up.
The Master password has access to everything. Also it is the
only password that will allow you to change the passwords.
II. PURCHASES
A. Enter/Edit Purchase Order
This module is used to enter a purchase order for any
inventory items ordered. The next purchase number will be
displayed in the purchase number field. If you need to edit
a previous purchase order just enter in that purchase number,
and it will be displayed on the screen, providing it has not
been posted. Pressing ESCape in the purchase number field
will take you back to the purchase menu.
Next enter in the vendor code. Pressing F4 will list all
your vendors, sorted by code, on the screen for you. If the
vendor code entered is not found, you may add it at this
time.
PAGE 13
Next enter the date of the purchase order. This will default
to the DOS date but may be changed. Due date is calculated
by the due days entered in the vendor file. The vendor
balance and last payment fields are updated when any invoices
or payments for the vendor are posted.
Next you will be prompted to enter in all products ordered
and any messages. You may press F10 for a listing of the
products and F6 for a message listing. Services may NOT be
entered in for a purchase order.
If you enter in a product or message not on file, you can add
it at this time. If you add it at this time it will prompt
you to indicate if it is a product or message. Then it will
bring up the proper screen to enter in the product or
message. You will not be able to enter the sales and cost of
goods sold account number. They will default to the account
numbers set up in the General ID file. They may be changed
by editing the product through the product file option.
After a product or message is entered that is on file, the
description will be displayed for each line item entered, but
may be modified. You can enter up to as many line items as
necessary. If you fill up one screen you can page up and
page down through all the line items.
If a product is entered, the description will be displayed,
but may be changed. Next enter in the number of units
ordered. The cost will default to the cost entered in the
product file but may also be changed. The extended amount
will be calculated automatically.
The Rec'd field and the first cost field will have zero's in
them until you enter a Received Purchase Order and enter in
the number of units received. If you edit a Purchase Order
without entering a Received Purchase Order the first cost
field will default to the cost in the product file.
If a message is entered the description will be displayed,
but it may be changed. If the message does not exist in the
message file, it may be added at this time.
Pressing Page Up while in the product field will move you up
to the previous line item. Pressing Page Down takes you to
the next line item.
Leaving the product field blank and pressing return or just
pressing ESCape will take you out of the purchase order
entry. The sales tax will then be calculated and added to
the total amount due.
A description of the purchase order to be printed on
statements and the aging report will be entered in next. You
have the option to print the purchase order now if you wish,
PAGE 14
or you may print it out later. You may select from a custom
form that you have setup in (F9) Utilities under Customized
printouts.
To edit a previous purchase order just enter in that purchase
number, and it will be displayed, providing it has not been
posted. Pressing Ctrl+W while in the client code will delete
the invoice. You will be prompted to verify your actions
before the invoice is deleted. If you need to delete a line
item just press Ctrl+W in the product code field. This will
delete that line item only. When editing Page Down takes you
to the next line item and Page Up takes you to the previous
line item.
After a Purchase Order is entered, the on order field in the
product file will be updated by the number of units ordered.
B. Enter/Edit Received P.O.
This module is used to enter a Received Purchase Order
showing any amount of products received from a vendor. The
next Received Purchase Order number will be displayed in the
Purchase Number field. If you need to edit a previous
Received Purchase Order just enter in that Received number,
and it will be displayed on the screen, providing it has not
been posted. If you have already entered a Purchase Order
and now want to enter the number of units received, enter in
the Purchase Order number. You can then move to the line
items and enter in the appropriate number of units received
for each product. If you do not use Purchase Orders you can
just enter in a Received Purchase Order for the products
received. Pressing ESCape in the Purchase number field will
take you back to the Purchase menu.
Next enter in the vendor code, unless you are editing a
Received Purchase Order or are entering in received units for
a Purchase Order. Pressing F3 will allow you to display the
vendors on the screen. If the vendor code entered is not
found, you may add it at this time.
Next you will be prompted to enter in the date of the invoice
and due date. The date of invoice defaults to the DOS date,
unless you are editing a previous entry or entering in
received products for a purchase order. The due date will be
entered in automatically, but may be changed. Due date is
calculated by the due days entered in the vendor file. The
vendor balance and last payment fields are updated when any
invoices or payments are made to the vendor and posted.
Next you will be prompted to enter in all products received
and any messages. You may press F10 for a listing of the
products or F6 for a message listing. If you are entering
received merchandise for a purchase order, the products from
the purchase order will be displayed.
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If you enter in a product or message not on file, you can add
it at this time. If you add it at this time it will prompt
you to indicate if it is a product or message. Then it will
bring up the proper screen to enter in the product or
message. If you add a product you will not be able to enter
the sales or cost of goods sold account number. They will
default to the accounts set up in the General ID file. These
account numbers may be changed by editing the product through
the product file option.
After a product or message is entered that is on file the
description will be displayed for each line item entered, but
may be modified. You can enter as many line items as
necessary consisting of products and messages.
If a product is entered, the description will be displayed,
but may be changed. The cost will default to the cost
entered in the product file but may also be changed. Next
you will enter in the number of units received and you can
enter in a new cost if it is different than what is in the
product file. The extended amount will be calculated for
you. The on hand units in the product file will be update
once you post the Received Purchase Orders.
If you are entering a Received Merchandise for a purchase
order the number of units ordered and cost will be displayed.
Otherwise the units order and cost will be zero.
If a message is entered the description will be displayed,
but it may be changed. If the message does not exist in the
message file, it may be added at this time.
Leaving the product field blank and pressing return or just
pressing ESCape will take you to the amount paid field at the
bottom of the screen. Any cash payment made at this time can
be entered. The invoice generated will only be for the
remaining amount due, if any. Once in the Amount Paid field
the Sales Tax will be calculated. If the vendor was setup
with a zero tax rate, no tax will be calculated. Otherwise,
tax will be calculated only on the products that were setup
as taxable.
The Total is the total of all products received plus the
sales tax minus any amount paid. If you enter an amount in
the amount paid field, this amount will be posted to your
default checking account, setup in the General ID File. This
amount will also be posted to the check reconciliation under
the default checking account.
Pressing Page Up while in the amount paid field will take you
back to the line items. Pressing Page Up while in the
Product field will move you up to the previous line item.
Pressing Page Down takes you to the next line item.
A description of the purchase to be printed on statements and
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the aging report will be entered in next. You have the
option to print the Received Purchase Order now if you wish,
or you may print it out later.
To edit a previous Received Purchase Order just enter in that
Received number, and it will be displayed, providing it has
not been posted. Pressing Ctrl+W while in the vendor code
will delete the invoice. You will be prompted to verify your
actions before the invoice is deleted. If you need to delete
a line item just press Ctrl+W in the Product field. This will
delete that line item only. When editing Page Down takes you
to the next line item and Page Up takes you to the previous
line item. Also Page Up will take you from the amount paid
field to the last line item entered.
C. Inventory Adjustments
This option allows you make adjustments to your products
after taking an inventory. You will only be allowed to make
adjustments to products already on file. First you will
enter in the product code. Pressing F10 will display all the
products on the screen. After the code is entered the
description and the current on hand units will be displayed.
If there has already been an adjustment entered for the
product, and not posted, the New on Hand Units will be
displayed. Pressing CTRL+W while in the New on Hand Units
field, will delete the adjustment.
You may now enter in the New on Hand Units. If you enter in
more units than currently on hand, after posting this will
increase your inventory and update the current on hand units
in the product file. Also, your Cost of Goods Sold will be
decreased. If you enter in less units than currently on
hand, after posting this will decrease your inventory and
update the current on hand units in the product file. Also,
your Cost of Goods Sold will be increased.
D. Print P.O./Received P.O.
1. Print Purchase Order
Through this option you can print or display a range of
purchase orders. If you answer 'Y' to reprint purchase
orders, it will print out all purchase orders that have
already been printed. If you answer 'N', it will only print
purchase orders that have not been printed. You also have a
range of which purchase orders to print out. Select the form
that you want the Purchase orders to print out on.
2. Print Received P.O.
Through this option you will be able to print or display
received purchase orders. If you answer 'Y' to reprint
received purchase orders, it will print out all received
purchase orders that have already been printed. If you
answer 'N', it will only print received purchase orders that
have not been printed. You also have a range of which
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received purchase orders to print out. Select the form that
you want the Received P.O.'s to print out on.
E. Print Adjustments
This option will allow you to print out all the inventory
adjustments entered. You may display this report or print it
out to the printer. This will display the Product code and
description and the current on hand units and the new on hand
units entered.
F. Print Purchase Journal
This report will show all Purchase Order and Received
Purchase Order amounts and amount due. You have the option
to display the report on the screen or print it out to the
printer. This will show the Purchase Order or Received
Purchase Order number, vendor code, vendor company, and date.
It will also show the total of the invoice and any amount
paid at the time of the invoice. Also the amount now owed on
the invoice will be displayed. It will also give you totals
for each of these columns.
G. Post Received P.O.
Be sure to print out all purchase orders, received purchase
orders, and the purchase journal and make a backup before
running this process. This process will update all vendor
balances and put all received purchase orders in the open
invoice file. Also the on hand units and the on order units
in the product file will be updated.
When posting you have the option to post Unprinted Received
Purchase Orders. If you answer 'N' the unprinted Received
Purchase Orders will stay in the file. If you answer 'Y' all
Received Purchase Orders will be posted.
You will no longer be able to edit any purchase orders or
received purchase orders that had units received or any
partial units received. The only thing that will be left in
the file will be Purchase Orders that did not have any units
received. Any units not received will have to be reentered
as a Purchase Order.
A summary of all debits and credits will be sent to the
ledger. Total debits and credits posted will be displayed on
the screen and they should always be equal.
This summary may be looked at in the ledger, but it cannot be
edited. To look at this summary, enter in PO for the journal
and the date as the transaction number. For example, if you
posted on March 14, enter in 03/14 as the transaction number
and PO as the journal. This will display the summary on the
screen.
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H. Post Adjustments
Be sure to print out the Adjustments and make a backup
before running this process. This process will update the
product file with the new on hand units. It will take the
new on hand units times the standard cost to get the new on
hand dollar value. If the adjustment is made to decrease the
inventory a credit will be made to inventory and the
offsetting entry will be made to the cost of goods sold for
each product.
A summary of all debits and credits will be sent to the
ledger. Total debits and credits posted will be displayed on
the screen and they should always be equal.
This summary may be looked at in the ledger, but it cannot be
edited. To look at this summary, enter in IV for the journal
and the date as the transaction number. For example, if you
posted on March 14, enter in 03/14 as the transaction number
and IV as the journal. This will display the summary on the
screen.
I. Bill of Materials
1. Print Bill of Materials
This report will show all products that are manufactured. It
will show the finished product and the description. Below the
finished good, all products that make up that product will be
displayed. It will show the product code, description, and
the number of units it takes to make up the finished good.
This report may be displayed or sent to the printer.
2. Generate Bill of Materials
This option will allow you to generate your manufactured
products. All manufactured products will be displayed on the
screen by code and show the description. You must now enter
the number of units to generate for each product. Use the
arrow keys to highlight the proper product and then press the
F2 key to enter in the number of units to generate. When you
are ready to generate the units press the F10 key.
This process will increase the number of units on hand for
the manufactured product by the number input. The on hand
dollars will also be increased by the standard cost times the
number of units generated. The on hand units for the raw
materials, that make up the finished product, will be
decreased by the number of units setup in the product file.
Also the on hand dollars will be decreased. This process
does not check to see that the raw materials have enough
units on hand to generate the finished good. So it is
possible to get a negative on hand units and dollar value for
the products that make up the manufactured good.
III. BILLING
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A. Billing-Enter/Edit Invoices
This module is used to enter client invoices that can be
printed out showing each service rendered or product sold.
The next invoice number will be displayed in the invoice
number field. If you need to edit a previous invoice just
enter in that invoice number, and it will be displayed on the
screen, providing it has not been posted. Pressing ESCape in
the invoice number field will take you back to the billing
menu.
Next enter in the client code. Pressing F3 will allow you to
display the clients on the screen, by code or allow you to
search by company name or name. If the client code entered
is not found, you may add it at this time.
Next you will be prompted to enter in the client's reminder
date. This will be the date of the clients next visit. You
will also be able to print out reminder labels for this date
in the Records-Client option of the Files module.
Date of visit and due date will be entered in automatically,
but it may be changed. Due date is calculated by the due
days entered in the client file. The client balance and last
payment fields are updated when any invoices or payments are
made for the client and posted.
Next you will be prompted to enter in all services performed,
products ordered, and any messages. You may press F5 for a
listing of the services, F6 for a message listing, or F10 for
a product listing.
If you enter in a service, product, or message not on file,
you can add it at this time. If you add it at this time it
will prompt you to indicate if it is a service, message, or
product. Then it will bring up the proper screen to enter
the service, message, or product. If you add a product you
will not be able to enter the sales and cost of goods sold
account numbers. They will default to the accounts set up in
the General ID file. You may change these by editing the
product through the product file option.
After a service is entered, the description will be displayed
but may be modified. The amount of the service will be also
be displayed, but you may change the amount if necessary. If
a message is entered the description will be displayed, but
you can modify it if necessary.
If a message is entered the description will be displayed,
but it may be changed. If the message does not exist in the
message file, it may be added at this time.
If a product is entered the description and price will be
displayed, but can be modified. Next enter in the number of
units ordered. You can then change the price if necessary.
PAGE 20
If the number of units ordered is greater than the number of
units on hand, a message will appear indicating that this
entry will give you a negative on hand units. You then have
the option to continue or reenter a smaller number of units
ordered. Thus, if you continue you are able to sell units
that you currently do not have.
The extended amount is calculated by taking units times price.
The sales tax will be updated once in the amount paid field.
Leaving the service field blank and pressing return or just
pressing ESCape will take you to the amount paid field at the
bottom of the screen. Any cash payment made at this time can
be entered. The invoice generated will only be for the
remaining amount due, if any. The Total is the total of
services rendered and products ordered plus the sales tax
minus the amount paid. If the client is set up with a zero
tax rate, no tax will be generated. If the client has a tax
rate, tax will be calculated only on services and products
that are taxable.
If you enter an amount in the amount paid field, this
amount will be posted to your default checking account, that
is setup in the General ID File. This amount will also be
posted to the check reconciliation under the default checking
account.
Pressing Page Up while in the amount paid field will take you
back to the line items. Pressing Page Up while in the
service/message/product field will move you up to the
previous line item. Pressing Page Down takes you to the next
line item.
Next you will be able to make this a hold invoice. A hold
invoice will not be posted when going through the posting
process. Also when printing out invoices through the
invoice-print option, a hold invoice will not be printed.
This way you will be able to edit this invoice later. It
will no longer be a hold invoice once a payment is entered
and posted.
A description of the invoice to be printed on statements and
the aging report will be entered in next. You have the
option to print the invoice now if you wish, or you may print
it out later. You may also select a customized form to print
the invoice by.
To edit a previous invoice just enter in that invoice number,
and it will be displayed, providing it has not been posted.
Pressing Ctrl+W while in the client code will delete the
invoice. You will be prompted to verify your actions before
the invoice is deleted. If you need to delete a line item
just press Ctrl+W in the service code. This will delete that
line item only. When editing Page Down takes you to the next
line item and Page Up takes you to the previous line item.
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Also Page Up will take you from the amount paid field to the
last line item entered.
B. Invoices-Print
This option allows you to print or display invoices entered.
If you answer 'Y' to reprint invoices, it will print out all
invoices that have already been printed. If you answer 'N',
it will only print invoices that have not been printed. Any
hold invoice will not be printed through this option. You
also have a range of which invoice numbers to print out.
Also you do not have to print invoices with a zero balance.
It will prompt you for this option. You may select the proper
customized form to print the invoices with.
C. Revenue Journal-Print
This option will print out a sales journal which may be
displayed on the screen or printed out on paper. This report
will display the invoice number, client code and name, and
the date of the invoice. The total of the invoice and any tax
charged will be displayed along with any amount that was paid
at the time of the invoice. Also the net due on the invoice
will be displayed. Each column will also show a total amount.
D. Billing-Posting Process
Be sure to print out all invoices and the sales journal and
make a backup before running this process. This process will
update all client balances and the product file and put all
invoices in the open invoice file. This will NOT post any
hold invoices. You will no longer be able to edit any
invoices that were not hold invoices after this process is
run.
You will be asked to update the historical invoice/tax file,
if you answer 'Y' all services, messages, and products sold
will be kept in a file, which can be printed out later. If
you need to keep your clients history on file, then answer
'Y'. That way you will be able to look at a clients history
at any time. This will also update the historical tax file.
Then you will be able to print a sales tax report for any
range of clients who are charged tax. You may also print it
out for a given date range to get a tax report for the month.
A summary of all debits and credits will be sent to the
ledger. Total debits and credits posted will be displayed on
the screen and they should always be equal.
This summary may be looked at in the ledger, but it cannot be
edited. To look at this summary, enter in BI for the journal
and the date as the transaction number. For example, if you
posted on March 14, enter in 03/14 as the transaction number
and BI as the journal. This will display the summary on the
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screen.
E. Billing-Reoccurring Entries
1. Billing-Enter/Edit Invoices(Reoccurring)
When making Billing reoccurring entries, editing and deleting
the entry works the same as entering in a regular Invoice.
The only difference is after the Invoice number is entered
you will be prompted for a Reoccurring Code. You have codes
1-9 to choose from. Each invoice will be saved with this
reoccurring code and when you want to generate the
reoccurring entries you just specify what code to generate
for.
The invoice number in this option is just a reference number.
When the invoices are generated they will not have this
invoice number. It will take the last invoice number in the
general id file and increment it by one and the first
reoccurring invoice will have this invoice number and so on.
You will not be able to enter in a reminder date. If you
need a reminder date, after generating the entries, edit the
invoice in the Enter/Edit Invoice option. The invoice date
will be the date the reoccurring invoice is generated. The
due date will be calculated for you.
One thing to be aware of, if you enter in products for a
reoccurring entry, it will not check to see if you have
enough units on hand. When you edit the reoccurring invoice
in the Enter/Edit invoice option and you will be able to
check to see if you do have enough units on hand.
2. Billing-Print Reoccurring Entries
This option will allow you to print or display all your
reoccurring entries or a range of entries. This will print
just like a regular invoice does. You can also select a
customized form to print the invoices on.
3. Billing-Generate Entries
This option will generate your reoccurring entries. It will
prompt you for the reoccurring code to generate for. Only
entries with this reoccurring code will be sent to the
Billing invoice file. This process may be run as often as
needed. There will be no indication that the process has
already been run, so if you run it twice in one month and
were only supposed to run it once, you will have to go to the
Billing Enter/Edit Invoice option and delete the invoice.
Remember the invoice numbers used in the reoccurring invoices
entry will not be the invoice number given once it is sent to
the regular invoice file.
IV. RECEIVABLES
A. Receivables-Enter/Edit Transactions
PAGE 23
This option allows you to enter invoices or credits for your
clients or edit any invoices entered but not posted through
this module. The transaction number will be automatically
displayed. If you need to edit a previous transaction, just
enter in that transaction number, and it will be displayed
for you. Pressing ESCape while in the transaction number
will take you back to the receivables menu.
If you are adding an invoice or credit, just enter in the
client code and the client information will be displayed. By
pressing F3 you can list the clients on screen by code or
search by name or company name.
If you need to delete a transaction, just press Ctrl+W in the
client code and that transaction will be deleted. You will
be prompted to verify your actions before the transaction is
deleted.
If the client code entered does not exist, you may add the
client at this time. The client balance will only reflect
any invoices or payments that have been posted. The last
payment date will be updated automatically after posting.
It will then prompt you to enter an 'I' for invoice or 'C'
for a miscellaneous credit. Most entries will be invoices.
A miscellaneous credit will only be used if the client is to
receive credit or if an entry was made in error and posted.
Next, enter in an invoice number. When editing the
transaction you will not have access to the invoice number to
change it. If the incorrect invoice number was entered and
saved, you will have to delete the transaction and reenter it
with the correct invoice number. When making adjustments to
an invoice that has been posted, use the invoice number from
the posted invoice.
By pressing F7, a list of all invoices made for this client
will be displayed on the screen. Enter the invoice date, and
the due date will be generated, but may be changed. Invoice
date will default to the DOS date but may be changed.
Your receivable general ledger account will be displayed and
you may enter in a description of the invoice and the amount
in the debit column. If it is a miscellaneous credit, the
cursor will stop in the credit column and you can enter in
the adjustment amount. On the second line enter in your
income account number and the proper amount. The income
amount may be split up into two or more accounts by entering
in two or more line items. A total of eight line items may
be entered. This may vary depending on what you selected in
video parameters. If you are unsure of an account number,
pressing F2 will display a listing of the chart of accounts.
Pressing Page Down will allow you to advance to the next
PAGE 24
line. Pressing Page Up will allow you to move to the
previous line item entered.
If the account number entered does not exist, you have the
option to add this account to your files at this time.
When the debits equal the credits just press enter, and you
will be prompted to enter in an invoice description which
will be displayed on a client statement and the aging report.
When editing an invoice, if you need to delete a line item,
just press Ctrl+W in the account number field and that line
item will be deleted. Page Up and Page Down will allow you
to move up and down through each line item.
B. Cash Receipts
When a client makes a payment, you enter it through this
option. The next transaction number will come up for you.
Pressing ESCape while in the transaction number will take you
back to the receivables menu. Enter in the client code or
press F3 to search for the client.
Enter in the proper transaction date next. It defaults to
the DOS date. Next you must enter in the invoice number the
client is paying. If you do not know the invoice number
press F7, and all invoices for that client will be displayed
on the screen.
When listing the invoices an 'I' is an invoice entered
through this module. A 'C' is a miscellaneous credit. A 'P'
is a payment. A 'B' is for an invoice entered through the
billing module and a 'W' is for a write off. Enter in the
proper invoice number and the amount they are paying. Only
existing invoices may be entered. After the amount is
entered it will prompt you for the checking account, it will
default to the checking account in the General ID file. This
is so if you have multiple checking accounts, you can have
the receipts go into whichever checking account you enter.
When editing the transaction you will not have access to the
invoice number to change it. If the incorrect invoice number
was entered and saved, you will have to delete the
transaction and reenter it with the correct invoice number.
If the total amount is not paid, you have the option to write
off the remaining balance. If you answer 'N', the remaining
balance will remain as an outstanding invoice. If you write
off the remaining balance, a screen will appear to enter in
the account you want the write-off amount to go to.
This transaction will appear on your journal report with type
'W' for write-off. It will also appear on your aging report
with type 'W' for write off. You will then be prompted to
enter a description for the write-off. This will be
PAGE 25
displayed when printing the journal and the client statements
and aging reports. You will then be prompted to enter in a
description which will be displayed on the client statement
and aging report.
To delete a cash receipt, press Ctrl+W while in the client
code field. You will be prompted to verify your actions
before the entry is deleted.
C. Journal-Print
1. Receivables-Invoices/Transactions
This report will print out all invoice transactions entered
through the Receivables module. This journal may be printed
to the printer or displayed on the screen for verification.
Type 'I' is for an invoice, type 'C' if for a miscellaneous
credit, and type 'W' is a write-off transaction. This
journal should be printed out on paper before posting. After
the posting process is run you will not be able to edit the
transactions.
2. Cash Receipts Journal
This report will print out all of the cash receipts. It will
display the transaction number, client code and name, the
invoice number they paid, and the amount the client paid.
The type will be 'P' for a payment. This report may be
displayed on the screen or printed out on paper. This
journal should be printed out on paper before posting. After
the posting process is run, you will not be able to edit the
transactions.
D. Receivables-Posting Process
Be sure to print out all journals and make a backup before
running this process. This process will update all client
balances and put all invoices in the open invoice file. You
will no longer be able to edit any invoices or receipts made
through this module after posting.
A summary of all debits and credits will be sent to the
general ledger. This total will be displayed on the screen
when the posting process is finished, and the totals should
always be equal.
This summary may be viewed in the general ledger by entering
in AR as the journal, and the transaction number will be the
date. Example, if you posted on March 14, enter 03/14 as the
transaction number and AR as the journal. The summary post
will be displayed on the screen, but may not be edited.
E. Receivables-Reoccurring Entries
1. Receivables-Enter Reoccurring Entries
When entering reoccurring entries it will work the same as
PAGE 26
entering in regular transaction entries. The transaction
number will be incremented automatically, but is just a
reference number. When the entries are generated, it will
take the last transaction number used in the regular
Enter/Edit transaction option and increment it by one. The
first reoccurring entry will be given this transaction number
when it is sent to the transaction file and so on. The
reoccurring entries transaction number will not change.
The first thing you will enter is the reoccurring code. This
code will be used when generating the reoccurring entries.
When you generate the entries it will ask for what code. You
will pick the code and it will generate all the reoccurring
entries that have that particular code. Everything else will
work the same as when you enter a regular transaction.
2. Receivables-Print Reoccurring Entries
When printing the reoccurring entries you may display the
report or print it out to the printer. It will show the
reoccurring number, client code and name, and each line item
entered with a total of the debits and credits. It will also
display the reoccurring code for each entry.
3. Receivables-Generate Entries
This option will allow you to generate the reoccurring
entries. It will ask you for the reoccurring code to
generate for. Once you select the code it will generate all
entries that have this reoccurring code. They will be sent
to the transaction file and you can edit them through the
Enter/Edit transaction option. The transaction numbers will
be assigned automatically with the next numbers in sequence
from the regular Enter/Edit transaction option. If you print
out a Invoice/Transaction listing the reoccurring entries
generated will be included in this report.
V. PAYABLES
A. Payables-Enter/Edit Transactions
This option allows you to enter invoices for your vendors or
edit any invoices already entered but not posted. The
transaction number will be automatically displayed. Pressing
ESCape while in the transaction number will take you back to
the payables menu. If you need to edit a previous
transaction, just enter in that particular transaction
number, and it will be displayed on the screen for you.
When entering an invoice, enter in the vendor code, and the
vendor information will be displayed. By pressing F4 a list
of all the vendors will be displayed on the screen. If you
are editing an invoice and need to delete that invoice, just
press Ctrl+W in the vendor code and that invoice will be
deleted. You will be asked to verify your actions before the
invoice is deleted from the records.
PAGE 27
If the vendor code entered does not exist, you may add it at
this time. The credit limit is the limit you entered in the
vendor file. The balance will only reflect any invoices or
payments that have been posted. The last payment date will
be updated automatically after posting.
It will then prompt you to enter an 'I' for invoice or a 'D'
for a miscellaneous debit. Most entries will be invoices. A
miscellaneous debit will only be used if the vendor issues
you a credit or if an entry was entered in error and posted.
Then enter in an invoice number, pressing F8 will display all
invoices made for this vendor on the screen. This invoice
number cannot be changed when editing the transaction. If
the wrong invoice number was entered, you will have to delete
the transaction. If you are making an adjustment to a posted
invoice, use the same invoice number.
The date of the invoice defaults to the DOS date, but may be
changed. The due date will be generated, but can be changed.
Your payables General Ledger account will be displayed, and
you may enter in a description of the invoice and the amount
in the credit column. If it is a miscellaneous debit the
cursor will stop in the debit column, and you can enter in
the amount.
On the second line enter in your offsetting account and the
proper amount. If the account number entered does not exist,
you may add it at this time. Pressing F2 will display all
the chart of accounts on the screen.
You may enter up to eight line items per invoice. This
will vary depending on what you have selected in the video
parameters. When debits equal credits leave the account
number blank and press enter, you will then be prompted to
enter in an invoice description. This description will be
displayed when printing out the vendor aging report.
When editing an invoice, Page Down will allow you to move
down through each line item. Page Up allows you to move up
to the previous line item. Pressing Ctrl+W in the account
number field will delete that line item.
B. Cash Payments
When you pay a vendor you will enter the payment through this
option. The transaction number will come up automatically.
Pressing ESCape while in the transaction number will take you
back to the payables menu. Enter in a vendor code or press
F4 and all the vendors will be displayed on the screen.
Enter in the proper transaction date next. It will default
to the DOS date.
To edit a cash payment, enter the proper transaction number
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and that transaction will be displayed on the screen. If you
need to delete the payment, press Ctrl+W in the vendor code
field. You will be prompted to verify you actions before the
payment is deleted.
Next you must enter in the invoice number to which you are
applying the payment. If you do not know the invoice number
press F8 and all invoices for that vendor will be displayed
on the screen for you. If the invoice number entered does
not exist, you will be notified that there is no open invoice
with that number.
Once this invoice number is entered and processed, you will
not be able to edit this field. If the wrong invoice number
was entered, you will have to delete the transaction.
After entering in the proper invoice number it will ask if
this is a Computer printed check or a manual check. If you
answer 'C' for a computer check, you will not have to enter a
check number, just enter the amount paid. We track the
computer checks for you. Also, the computer checks must be
printed out through the Print Checks option before posting.
If you answer 'M' for a manual check, you must then enter in
a check number and the amount. Next it will prompt you for
the checking account number. This will default to the
checking account number in the General ID file. If you have
multiple checking accounts you can enter the proper account
you want the payment to be taken from. You will then be
prompted to enter in a payment description which will be
displayed on the vendor aging report and statements.
C. Direct Check Writing
This option will allow you to write checks with or without
setting up the vendor file. When writing direct checks you do
not need to pay a particular invoice. These checks will also
be sent to the check reconciliation file.
The number will increment automatically. If you need to edit
a previous check, just enter the number and it will be
displayed for editing. If you need to delete a check press
enter until you are in the Pay to the Order field, then press
CTRL+W. Next enter the date of the check, it will default to
the current DOS date.
You may then specify a vendor code. If a vendor code is
specified the company name and address will be filled in for
you, but may be edited. You may set up the people you write
checks to frequently, as vendors, so you do not have to type
in their name and address each time a check is made out to
them. You may also press F4 to display the vendors on the
screen. If no vendor is specified you will need to enter in
who you are making the check out to and the address, if
necessary. Now you will need to enter in the amount of the
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check. You may specify a memo that will print on the check.
Remember customize your computer printed checks, select F9
(Utilities) from the main menu and then customized printouts.
A screen will appear for the disbursement of the check. You
may enter up to four disbursements. Enter in the account
number of the disbursement and the amount. You may press F2
for an account listing on the screen. The total of the
disbursements must equal the amount of the check in order to
exit. Press the Page Down key to exit. In order to delete a
disbursement, you must highlight the account number and then
press CTRL+W.
Now you must indicate if the check is a manual or computer
check. Computer checks must be printed out through the print
checks option. The check number of a computer check will be
generated automatically when printing. If you indicate the
check is a manual check it will then prompt you for the check
number.
D. Journal-Print
1. Payables-Invoices/Transactions
This report will print out all invoice transactions entered
through the Payables module. This journal may be printed to
the printer or displayed on the screen for verification.
This journal should be printed out on paper before posting,
because after posting you will not be able to edit the
transactions.
The report includes the transaction number, vendor code and
name, invoice number, date of the transaction, due date and
type of transaction. Type 'I' is for an invoice and type 'D'
is for a miscellaneous debit.
Also the account numbers and account names along with the
description will be shown. The amount debited and credited
for each account will also be displayed and totaled.
2. Payments Journal
This report will print out all payments made. It will
display the invoice number, check number, and the amount paid
toward the invoice. This report may be displayed on the
screen or printed out on paper. This journal should be
printed out on paper before posting because after posting you
will not be able to edit the transactions.
3. Direct Check Journal
This option will print a journal of all the direct checks.
The report may be displayed or sent to the printer. It will
show the check number and who each check was made out to.
The type of check will also be displayed, either M for manual
or C for a computer check. Next, all the disbursements will
be shown. It will display the account numbers and the amount
of each disbursement. The total of all checks will be
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displayed at the end of the journal.
E. Disbursements Journal
This option will print out your cash disbursements journal.
It is a breakdown of your cash spent for each account. It
will display each account number and name with a description
of what the cash was spent on. The amount made for each
entry, either debit or credit, and a running total of each
account. This report may be displayed on the screen or
printed out on paper.
F. Print Checks
This option will allow you to print out your computer checks
from the cash payments and direct check writing option. It
will first ask if you want to reprint checks. If you answer
'N' it will print the checks that have not been printed.
It will first ask if the printer is on-line and if the checks
are aligned. Then it will prompt you for the starting check
number. This will default to one more than the last check
number in the Check Alignment option, but may be changed.
If you answer 'Y' to reprint checks it will reprint any
checks that have already been printed out. First it will ask
if your printer is on-line and if the checks are aligned.
Then it will ask which checks to reprint. Enter in the check
numbers to reprint in the From and To fields. Then it will
prompt you for the starting check number. This will default
to one more than the last check number in the Check Alignment
option, but may be changed.
Remember to customize the print out to fit on your checks use
the check alignment option in F9(Utilities) on the main menu.
G. Payables-Posting Process
Be sure to print out all journals and make a backup before
running this process. This process will update all vendor
balances and put all invoices in the open invoice file. You
will no longer be able to edit any invoices or payments made
through this module after posting. Before you can post you
must print out all computer checks.
A summary of all debits and credits will be sent to the
ledger. The total debits and credits will be displayed on
the screen after the posting process is finished, this total
should always be equal.
This summary may be viewed in the ledger by entering in AP as
the journal, and the transaction number will be the date.
Example, if you posted on March 14, enter 03/14 as the
transaction number and AP as the journal. The summary post
will be displayed on the screen, but may not be edited.
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H. Payables-Reoccurring Entries
1. Payables-Enter Reoccurring Entries
When entering reoccurring entries it will work the same as
entering in regular transaction entries. The transaction
number will be incremented automatically but is used as a
reference number only. Once the entries are generated and
sent to the regular transaction file they will be given a new
transaction number. It will be the next number in sequence
in the transaction file.
The first thing you will enter is a reoccurring code. This
code will be used when generating the reoccurring entries.
When you generate the entries it will ask for what code. You
will pick the code and it will generate all the reoccurring
entries that have that particular code. Everything else will
work the same as when you enter a regular transaction.
2. Payables-Print Reoccurring Entries
When printing the reoccurring entries you may display the
report or print it out to the printer. It will show the
reoccurring number, vendor code and name, and each line item
entered with a total of the debits and credits. It will also
display the reoccurring code for each entry.
3. Payables-Generate Entries
This option will allow you to generate the reoccurring
entries. It will ask you for the reoccurring code to
generate for. Once you select the code it will generate all
entries that have this reoccurring code. They will be sent
to the transaction file and you can edit them through the
Enter/Edit transaction option. The transaction numbers will
be assigned automatically with the next numbers in sequence.
If you print out a Invoice/Transaction listing the
reoccurring entries generated will be included in this
report.
VI. LEDGER
A. Enter/Edit Transactions
When making entries in the Ledger you first have to enter in
a Journal code. There are five protected journals. These
journals are BI, AR, AP, PO, and IV. After posting in the
Billing, Receivables, Payables, Received P.O., Inventory
Adjustments, and Fixed Assets, summary transactions are sent
to the Ledger with these journal codes. The summary
transactions may be looked at through the Ledger,
but they may not be edited.
To view the summary transactions in the Ledger, enter in the
journal code and the date as the transaction number. For
example, if you posted the purchases module on April 12, the
journal would be PO and the transaction number would be
04/12.
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You may use whatever journal codes you like when entering
Ledger transactions. For example, you may use GJ for General
Journal. Once a journal code is entered you can enter the
Transaction Number, which may be any alphanumeric character.
If a transaction has already been entered with the Journal
Code and Transaction Number, it will be displayed on the
screen and you may edit or delete the line items, providing
it has not been posted. Posted transactions may be viewed
but not edited. The Date field defaults to the DOS date.
Next, you must enter the Chart of Account number which you
are going to debit or credit. If you do not know the number,
press F2 and the Chart of Accounts will be displayed on the
screen.
If the account number is not found on file, you have the
option to add the account at this time. After the number is
entered the Account Name will be displayed. Then enter in a
description in the description field. Next, enter in the
amount in the proper debit or credit column. The total of
the debits and credits will be totaled at the bottom.
A transaction has to be in balance, debits equal credits,
before you are able to process the transaction. Once debits
equal credits, leave the Account Number field blank and press
enter and the transaction will be saved. You may enter as
many lines items as needed, consisting of debits and credits.
If you fill up the screen, the screen will clear and you will
be at the top of the next screen. Page Up and Page Down will
allow you to move through all line items entered.
To edit a transaction, put in the proper Journal and
Transaction number and the transaction will be displayed on
the screen. To delete a line press CTRL+W in the Account
Number field, and the line item will be deleted.
When editing, Page Down takes you to the next line item and
Page Up takes you to the previous line item. Pressing ESCape
while in the Journal Code takes you back to the Ledger Menu.
B. Account Activity Report
This report will print out either current or historical
activity for one account, all accounts, or a range of
accounts in the ledger. Just specify the account range in
the FROM and TO fields. You will be prompted for a current
activity report or a historical activity report. The current
report will print the current months entries that have not
been closed out by the General Ledger end of month routine.
If you specify to update the Ledger historical file when
doing the end of month routine, the historical report will
print these entries. Thus, you may get an activity report for
the whole year. You have the option to print to the printer
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or display to the screen.
The column heading 'P' tells if the transactions were posted
in the Ledger. A 'Y' indicates it has been posted and a 'N'
indicates it has not been posted. Only posted transactions
will be reflected in the trial balance and financial
statements. Remember all posted information will be cleared
out when the end of month is run.
C. Journal Report
This report will print out the current or historical
transactions for one Journal, all Journals, or a range of
Journals in the general ledger. Just specify the Journal
range in the FROM and TO fields. You will be prompted for a
current activity report or a historical activity report. The
current report will print the current months entries that
have not been closed out by the General Ledger end of month
routine.
If you specify to update the Ledger historical file when
doing the end of month routine, the historical report will
print these entries. Thus, you may get a journal report for
the whole year. You may also display the report on the
screen or print it out to the printer.
The column heading 'P' tells if the transactions were posted
in the General Ledger. A 'Y' indicates it has been posted,
and a 'N' indicates it has not been posted. Only posted
transactions will be reflected in the trial balance and
financial statements.
Remember all posted information will be cleared out when the
end of month is run. The TOTALS of debits and credits should
always be equal.
D. Check Reconciliation
1. Check Reconciliation
Through this option you can reconcile your check book. This
has no affect on your actual checking account balance. First
you will be prompted to enter in the checking account number.
You will only reconcile for the checking account entered.
If you have multiple checking accounts you have to reconcile
for each individual checking account.
Then you will be prompted to enter in the bank balance. This
will be the balance from your statement you receive from the
bank. The checkbook balance will be taken from your checking
account balance in the general ledger. This will only
include transactions that have been posted to this checking
account in the general ledger.
Any checks written through the payables and posted will be
displayed on the screen, including direct checks. It will
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also display any receipts you have received through the
receivables and billing modules and also any payments made
through the Purchase module. Remember the deposits and checks
are displayed if they have been posted. Any unposted checks
or deposits will not be displayed. You must then indicate if
they have cleared with your bank. If they appear on your
bank statement, highlight the check and Press F2 to indicate
they have cleared. Press F3 and it will change it back to
outstanding.
If you need to add a check, Press F5 and then enter the check
number, vendor, and amount of the check. To add a deposit
press F6 and enter a reference, vendor, and amount. Press
escape if you decide not to add a check or deposit with the
enter check or deposit screen displayed. Press F7 to add
miscellaneous charges such as interest or service charges
that have affected your checking account. The charge will
be subtracted, so if it is interest earned enter it as a
negative amount. If the charges have been entered in the
ledger and posted, then you do not enter it here. Otherwise,
enter it here and you will also have to enter it in the
ledger. Remember this has no affect on your actual checking
account balance. The total of each category will be shown on
the bottom of the screen.
You will then be given a reconciliation report. It will show
your bank balance plus any outstanding deposits and minus any
outstanding checks. The total of your checking account in
the general ledger will be displayed minus any miscellaneous
charges. The totals will be given, and it will show you the
difference between the totals. You then have the option to
print this report out on paper.
You will then be prompted to purge the check file. Answering
'Y' will delete all checks that were marked as cleared.
Otherwise, the checks will be left in the check file. Be
sure and print out a check register before purging the check
file. If purging the check file, you will be prompted to
update the historical check file. This will allow you to
save the checks that you have written throughout the year,
and when printing out the check register you can specify to
print the historical check register file.
Any checks entered, that were not entered through the billing
and receivable modules will stay in the check file. These
checks will now show up on the checks and deposits screen and
you will not have to reenter them. If they have cleared you
will have to go through and mark them as cleared.
2. Print Check Register
This option will print out a current or historical check
register journal. It will display the check number, vendor,
amount of the check, and if the check has cleared. It will
also give you a total of all the outstanding checks. This
report may be displayed on the screen or printed out on
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paper.
You must first indicate if you want a current or historical
check register. Then it will prompt you to enter in the
checking account number. This will default to the checking
account number setup in the general/id file. If you have
multiple checking accounts enter the proper account number.
E. Sales Tax Report
This option will allow you to print a sales tax report for a
range of clients with a given date range. The report may be
displayed or printed out to the printer. The report will show
the client number, name, and phone number. Beneath this the
invoice numbers, date of invoice, description, and sales tax
amounts will be shown for each clients invoice. The
information for this report comes from the historical client
file, which you can update when posting the Billing module.
F. Ledger-Posting Process
The posting process updates the general ledger account
balances. Once this process is run, you will not be able to
edit the transactions entered. If an error in input was
made, you will have to make a reversing entry to correct it.
Account balances will not be updated on the financial
statements or trial balance until the posting process is run.
Always be sure to make backups before doing any posting
process. The 'N' in the column heading 'P' in the account
activity journal report will now be set to 'Y', indicating
the transactions have been posted.
After answering 'Y', to start posting, you will be prompted
to enter in the month to post. If you enter in month 3, it
will only post transactions that have a March date. Any
entries entered for another month will not be posted.
After the posting process is complete, a screen will appear
indicating the process is complete. If any errors occurred
during the process they will be indicated on the screen. The
total debits and credits posted will also be displayed. The
total debits should always equal the total credits.
G. Ledger-Reoccurring Entries
1. Ledger-Enter/Edit Transactions(Reoccurring)
When making Ledger reoccurring entries, editing and deleting
the entry works the same as entering in a regular Ledger
transaction. The only difference is after the Journal code
and transaction number are entered you will be prompted for a
Reoccurring Code. You have codes 1-9 to choose from. Each
transaction will be saved with this reoccurring code and when
you want to generate the reoccurring entries you just specify
what code to generate for.
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You will not enter a transaction date. This date will be
generated when you generate the reoccurring entries. For
example, if you generate entries with code 1 on March 31, all
entries that have a reoccurring code of 1 will be sent to the
Ledger with a transaction date of March 31. If you have an
entry already in the Ledger with the same Journal and
transaction number, the new entry will be appended to the
entry already in the Ledger.
One thing to be aware of, if you generate a reoccurring entry
and you happen to have a posted entry already in the ledger
with the same journal and transaction number you will not be
able to edit the unposted reoccurring entry. You will have
to close out the Ledger to clear out the part that is posted
and the reoccurring entry will stay in the Ledger. If you do
not need to edit it you can post for that month.
2. Ledger-Print Reoccurring Entries
This option will allow you to print or display all your
reoccurring entries. This report will show the Journal code,
transaction number, account number and description,
description of the transaction, debit and credit entries with
totals, and the reoccurring code number.
3. Ledger-Generate Entries
This option will generate your reoccurring entries. It will
prompt you for the reoccurring code to generate for. Only
entries with this reoccurring code will be sent to the
Ledger. This process may be run as often as needed. There
will be no indication that the process has already been run,
so if you run it twice in one month and were only supposed to
run it once, you will have to go to the ledger and delete out
extra line items.
VII. REPORTS
A. General Ledger Reports
1. Trial Balance
This report will give a listing of all accounts in the
general ledger and their balances. These balances are
updated when the posting process, is run in the General
Ledger. It will display the accounts beginning balance, this
month's balance, and the current balance. The current
balance is the beginning balance plus this month's balance.
After the end of the month is run, this month balance resets
to zero and is added to the beginning balance. The totals of
all debits and credits are shown at the end of the report and
should always be equal. This report can be displayed on the
screen or printed out to keep for your records.
2. Income Statement
This report displays all Revenue and Expense accounts in the
PAGE 37
general ledger and their balances. The balances of these
accounts will be updated when the posting process is run in
the General Ledger. Like the Trial Balance it shows the
beginning balance, this month's balance, and the current
balance. It will give you a total of all your revenues and
the total of all your expenses. The net income displayed is
the total revenues minus the total expenses.
After the end of the month is run, this month balance resets
to zero and is added to the beginning balance. This report
can be displayed or printed out for your records.
3. Balance Sheet
This report displays all Assets, Liabilities, and Equity
accounts in the General Ledger and their balances. The
balances of these accounts will be updated when the posting
process is run in the General Ledger. Like the Trial Balance
it shows the beginning balance, this month's balance, and the
current balance. It will give you a total of all your Assets
and the total of all Liabilities plus Equity. Liabilities
plus Equity should equal the total Assets.
After the end of the month is run, this month's balance
resets to zero and is added to the beginning balance. This
report can be displayed on the screen or printed out to keep
for your records.
4. Chart of Accounts
This report will print a listing of all your Chart of
Accounts. It will print Account Number, Account Name, and
the type of Account. This report can be displayed on the
screen or printed out to keep for your records.
B. Receivable Reports
1. Statements-Clients
This option prints out the statements for each client. You
are able to print statements for one client, all clients, or
a range of clients. You can also specify a date range. The
statements may be display to the screen or printed out on
one of your customized formats. It will prompt you to select
the customized form to print out on. The statements contain
any invoices or payments made for a client. This reminder can
be sent to a client to show how much the client was charged
and show all payments the client has made on their invoices.
Then it will display the amount that the client currently
owes. It will also print out a line of text reminding the
client that their invoice is past due or any message you have
set up in the statement text in the Utilities menu.
This report would be printed out once a month before the end
of the month is run. When the end of the month is run, all
invoices are matched up with payments, and if the net balance
is zero, the invoice and payments will be deleted from the
file. This means they will not appear on next month's
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statement.
2. Aging Report-Clients
This report is designed to print out all invoices and
payments made for all clients. It will display the client
code, and client name and phone number. Then it will list
all invoices, the date of the invoice, and when it is due.
The column heading 'C' will tell where each invoice or
payment was made. An 'I' stands for an invoice made through
the receivables module. The letter 'P' is for any payment
made through the cash receipts option of the receivables
module. A 'B' is for an invoice made through the billing
module.
If a payment was recorded in the billing module at the time
the invoice was made, only the remaining amount will be
displayed on this report. If the invoice has not yet come
due, it will fall under the column heading 'Future Due'. For
invoices that are zero to thirty days past due, they will be
displayed under the column '0/-30'. Payments are recorded
with a negative sign in front of the amount paid.
The client totals give a total of how much the client owes
for each column heading. This way you will know how much the
client owes and if any of that amount is past due. You also
have the option to display this report on the screen to look
at the clients billing information.
This report would be printed out once a month before the end
of the month is run. When the end of the month is run, all
invoices are matched up with payments, and if the net balance
is zero, the invoice and payments will be deleted from the
file. This means they will not appear on next month's aging
report.
3. Client-Directory
This report will print out all information entered for each
client in the client file. You may print out a directory for
any range of clients by entering the range in the From and To
option when printing this report. This report may be
displayed on the screen before actually printing.
4. Client-Labels
This option will print out labels for any range of clients.
The client's name, employer, and client's address will be
printed on the label. Enter the range desired to print out
in the From and To option. These may be used for mailing
purposes.
5. Client-Historical Invoices
This option will print out all the services, products, and
messages for each client that were made throughout the year.
You may print this report to paper or display it on the
screen. This report can be printed for one client, a range
of clients, or all clients. If you are unsure of a client
PAGE 39
code press F3 to list by code, or search by name or company
name.
C. Payables Reports
1. Aging Report-Vendors
This report is designed to print out all invoices and
payments made for all vendors. It will display the vendor
code, and the vendor name and phone number. Then it will
list all invoices, the date of the invoice, and when it is
due. The column heading 'C' will tell if it is an invoice or
a payment. An 'I' stands for an invoice entered through the
payables module. The letter 'P' is for any payment made
through the cash payments option of the payables module. The
'R' is for any Received Purchase Orders entered through the
Purchases Module.
If a payment was recorded in the purchases module at the time
the invoice was made, only the remaining amount will be
displayed on this report. If the invoice has not yet come
due, it will fall under the column heading 'Future Due'.
Invoices that are zero to thirty days past due will be
displayed under the column '0/-30'. Payments are recorded
with a negative sign in front of the amount paid.
The vendor totals give a total of how much you owe the vendor
for each column heading. This way you will know how many
outstanding debts you have and if any are past due. You also
have the option to display this report on the screen to look
at your status with a vendor.
This report would be printed out once a month before the end
of the month is run. When the end of the month is run, all
invoices are matched up with payments, and if the net balance
is zero, the invoice and payments will be deleted from the
file. This means they will not appear on next month's aging
report.
2. Vendor-Directory
This report will print out all information entered for each
vendor in the vendor file. You may print out a directory for
any range of vendors by entering the range in the From and To
option when printing this report. This report may be
displayed on the screen before actually printing.
3. Vendor-Labels
This option will print out labels for any range of vendors.
Your contact, vendor company, and address will be printed on
the label. Enter the range to be printed in the From and To
option. These may be used for mailing purposes.
D. Service/Message Reports
1. Service Listing
Through this option you can print a listing of your services
PAGE 40
file. These may be printed out on paper or displayed on the
screen. You also have the option of printing any range of
services. Enter in the range to be printed in the From and
To option. This listing may be used for quick reference. It
will show the code, description, and cost for each service.
2. Product Listing
Through this option you can print a listing of your products
file. These may be printed out on paper or displayed on the
screen. You also have the option of printing any range of
products. Enter in the range to be printed in the From and
To option. This listing may be used for quick reference. It
will show the product code, description, price, cost, on
order units, committed units, on hand units, on hand dollar
value, and the associated Cost of Goods sold and Sales
account number. Also a total of all on hand dollars will be
displayed.
3. Message Listing
Through this option you can print a listing of your message
file. These may be printed out on paper or displayed on the
screen. You also have the option of printing any range of
messages. Enter in the range to be printed in the From and
To option. This listing may be used for quick reference.
VIII. CLOSING
A. General Ledger-End of the Month
Before running any of the end of the period routines, be sure
to make a backup of your data files. This routine will
remove all POSTED transactions in the General Ledger file.
This month's balance will be added to the beginning balance,
and then this month's balance will reset to zero. Be sure
to print out all General Ledger reports before this process
is run. If a report was not printed, you can always restore
your backup and print out the report and rerun the process.
You will be prompted to Update the General Ledger Historical
File, if you answer 'Y' all entries will be saved to the
historical file. This will allow you to print out historical
journal and account activity reports throughout the year. If
you answer 'N' the entries will just be cleared out and not
saved for historical reports.
After the closing process is complete, a screen will appear
indicating that the process is complete. If any errors
occurred during the process, they will be indicated on the
screen.
B. Receivables-End of the Month
Before running any of the end of the period routines, be sure
to make a backup of your data files. This routine will
match up all POSTED cash receipts and invoices. If they have
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a net balance of zero, they will be deleted from the file,
unless it is a hold invoice. Be sure and print out all
receivable reports before this process is run. You must POST
the receivables module and the billing module before you can
run this process. It will notify you if there are any
unposted transactions in the receivables and billing modules.
After the closing process is complete, a screen will appear
indicating that the process is complete. If any errors
occurred during the process, they will be indicated on the
screen.
Any invoices which have a balance of zero will no longer
appear on the aging report or the client statements. The
cash receipts will also be deleted from the file. You can
restore your backup if you need to print any reports not
printed out and rerun this process.
C. Payables-End of the Month
Before running any of the end of the period routines, be sure
to make a backup of your data files. This routine will
remove all open invoices with a net balance of zero from the
payables file. Be sure to print out all payable reports
before this process is run. You MUST post the payables
module before this process can be run. It will notify you if
there are any unposted transactions in the payables module.
After the closing process is complete, a screen will appear
indicating that the process is complete. If any errors
occurred during the process, they will be indicated on the
screen.
Any invoices which have a balance of zero will no longer
appear on the aging report or on vendor statements. The
payments made on these invoices will also be deleted from the
file. You can restore your backup if you need to print any
reports not printed out and rerun this process.
D. End of Year-General Ledger
Before running any of the end of the period routines, be sure
to make a backup of your data files. It will clear out all
revenue and expenses to your profit-and-loss account. The
balance of all the revenues minus the expenses will now be
contained in the profit/loss account. The expense and
revenue accounts will now have balances of zero.
At this time it will prompt you to Purge the General Ledger
Historical file. If you answer 'Y' all previous historical
information for the Ledger will be deleted. If you answer
'N' the information will remain on file. It will also ask if
you want to Purge the Check Historical File. If you answer
'Y' all previous historical information in the check file
will be deleted. If you answer 'N' the information will
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remain on file. Also it will prompt you to Zero your Budget
Balances. If you answer 'Y' all your budget amounts will be
set to zero. If you answer 'N' your budget balances will
remain in the account file.
It will prompt you to verify that you have entered in your
proper profit/loss account. If you are unsure of your
profit-and-loss account, just press F2 and a listing of all
your chart of accounts will be displayed on the screen. Then
it will prompt you to verify that you want to run this
process.
E. Historical Invoice Purge
Before running any of the end of the period routines, be sure
to make a backup of your data files. You will be prompted
for a date range, all historical invoice information entered
between these dates will be deleted. You will be asked to
verify your actions before the records are deleted.
F. Historical Tax Purge
Before running any of the end of the period routines, be sure
to make a backup of your data files. You will be prompted
for a date range, all historical sales tax information
entered between these dates will be deleted. You will be
asked to verify your actions before the records are deleted.
G. Budgeting
1. Enter/Edit Budget
This option allows you to enter in your budget for all your
expense and revenue accounts. The arrow keys allow you to
move up, down, and across the screen. You can also Page Up
and Page Down through the accounts. Home will take you to
the first field on the screen of the line you are on and End
will take you to the last field on the screen of the current
line. CTRL+Home will take you to the Account number of the
current line and CTRL+End will take you to the December
budget field of the current line. CTRL+Page Up will take you
to the first Revenue account and CTRL+Page Down will take you
to the last Expense account and keep you in the same field.
When you are on the field you want to enter in the budget
figure for, you must press Enter before you can enter an
amount. After you enter the amount you must press enter
again to save the entry. Then arrow to the next entry and
press enter and then enter in the budget amount and then
press enter to save it and so on. Press Escape to exit the
budget.
2. Print Budget Report
This report will print out all the budget figures for your
expense and revenue accounts. It may be displayed on the
screen or printed out to your printer. It will show each
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account name with the budget figures for each month along
with totals for each type of account and total Revenue and
Expense and your Net Income.
3. Print Actual Report
This report will print out all the actual balances for your
expense and revenue accounts. It may be displayed on the
screen or printed out to your printer. It will show each
account name with the actual balances for each month along
with totals for each type of account and total Revenue and
Expense and your Net Income.
4. Print Variance Report
This report will print out all the actual balances and your
budget figures for your expense and revenue accounts. It may
be displayed on the screen or printed out to your printer.
It will show each account name with the actual balances and
the budget amount along with the difference between the two
figures and totals for each type of account. Also totals for
revenue and expense actual, budgeted, and the difference
amounts will be displayed. The final total will show the
Actual Net Income and Budgeted Net Income and the difference.
H. Fixed Assets
1. Enter/Edit Fixed Assets
Here is where you can enter in all your fixed assets and we
will calculate the depreciation for you. First you must
enter the Asset Code. This will be used to identify the
asset. Next the description should be entered, and the
Asset value. The residual value is the expected value of the
asset after complete depreciation. The depreciation taken,
is the total amount of depreciation that has been taken on
the asset to-date. The current value will be calculated,
this is the asset value less the depreciation taken. The
asset life is the expected life of the asset, and the age of
the asset is the number of years that the asset has been in
use.
You will have a choice of three types of depreciation:
1) Straight-Line
2) Declining-Balance
3) Sum-of-the years-digit.
Finally, you must enter in the account for the Asset
Depreciation, and the Asset Expense account. These accounts
will be debited and credited when the Generate Fixed Assets
option is run.
Straight-Line Depreciation
The straight-line depreciation method provides for equal
periodic charges to expense over the estimated life of the
asset. For example, assume that a computer was purchased for
$16,000 with a residual value of $1,000, and its estimated
life is 5 years. The annual depreciation would be computed as
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follows:
(16,000cost - 1000residual)/5years = 3,000annual depreciation
Declining-Balance Method
The declining-balance method gives a declining periodic
depreciation charge over the estimated life of the asset. In
this method you apply double the straight-line depreciation
rate computed without regard to residual value. For example,
assume that a computer was purchased for $16,000, and its
estimated life is 5 years. The annual depreciation would be
computed as follows:
New
Yr Cost Accum. Dep Book Value Rate Dep Yr. Book Value
1 16,000 ____ 16,000 40% 6,400 9,600
2 16,000 6,400 9,600 40% 3,840 5,760
3 16,000 10,240 5,760 40% 2,304 3,456
4 16,000 12,544 3,456 40% 1,382 2,073
5 16,000 13,926 2,073 40% 829 1,244
Sum-of-the-Years-Digits Method
The sum-of-the-years-digits methods gives results similar to
those derived by using the declining-balance method. The
periodic charge for depreciation declines steadily over the
estimated life of the asset because a successively smaller
percentage is applied each year. The denominator of the
fractions is the sum of the digits representing the years of
life. For, example, assume that a computer was purchased for
$16,000, with a residual value of $1,000, and its estimated
life is 5 years. The annual depreciation would be computed
as follows:
The denominator is 5+4+3+2+1 or 15.
Yr Cost-Residual Rate Dep Accum Dep Book Value
1 15,000 5/15 5,000 5,000 11,000
2 15,000 4/15 4,000 9,000 7,000
3 15,000 3/15 3,000 12,000 4,000
4 15,000 2/15 2,000 14,000 2,000
5 15,000 1/15 1,000 15,000 1,000
2. Print Fixed Assets
This will allow you to print out all fixed assets entered
through the Fixed Asset module. You may display the report
on the screen or print it out on paper. The report will show
the asset code and description along with the depreciation
asset account number and expense account number. It will
also show the Life of the asset, original value, depreciation
taken, residual value, age of the asset, depreciation method
code, and the current value.
3. Generate Asset Entries
This will generate the depreciation for your fixed assets.
PAGE 45
The entry will be sent to the Ledger with a transaction code
of FA and the current date as the transaction number. All
the proper fields for the fixed assets will be updated. This
should only be run once a year. If it is run more than once
a year by accident, you will have to go in and reenter the
fields with their proper numbers.
If the life is zero or if the Age is equal to or greater than
the life, no depreciation will be calculated for that
particular fixed asset.
This entry may be viewed in the ledger by entering in FA as
the journal, and the transaction number will be the date.
Example, if you generated on March 14, enter 03/14 as the
transaction number and FA as the journal.
IX. UTILITIES
A. Color Parameters
This option allows you to customize your screen color
attributes. All possible color combinations will be
displayed with a corresponding number. Just enter this
number in the option you wish to change.
Following is a brief description of each option available for
change.
Standard: This is the color of all menus and data entry
routines.
Enhanced: This will be the color of the fields currently
available for input.
Active: This is the color to the current field, i.e.
where the cursor is located.
Calc/Npad: This is the color of the pop-up calculator and
notepad.
Status: This will be the color of the status line
displayed at the top of the screen at all times.
Window: This is the windows that pop up for various input
options.
View: This will be the color of the screen when
displaying lists of clients, vendors, etc. on the
screen.
Help: This is the color of all help panels.
It will then ask if you want to set the intensity off. If
you set the intensity off, the blocked cursor will no longer
be in a blocked form. It will display the colors you chose
and ask if these are the colors you wish to use. If you
answer yes it will save these as your colors. If you do not
like the colors you have chosen answer no and it will take
you back to the color options and you may change them.
B. File Sizes
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This option will display how many records are used for each
file. The Accounts file contains your chart of accounts.
The Client file contains your clients. Service, Message, and
Product file are one file that contain all the services,
messages, and Products. Vendor file contains all the vendors
entered.
The invoice file contains the invoice information entered
through the Billing module. The invoice lines are each line
item entered for each invoice.
The AR Open Invoice file contains all the open invoices
entered. The Receivable file contains all receivable invoice
information. The Receivable Lines are each line item
entered. This will reset to zero after posting.
The GL transactions file is the number of transaction lines.
This file takes up one space for each line item entered in
the Ledger and for each summary transaction sent to the
Ledger. The GL reoccurring file is the number of reoccurring
transaction lines. It also takes one space for each line
item.
The AR Reoccurring contains the Receivable reoccurring
entries header information for each transaction. The AR
Reoccurring Lines contain the line items for each Receivable
reoccurring entry.
The BI Reoccurring contains the Billing reoccurring invoice
header information for each invoice. The BI reoccurring
lines contains the line items for each reoccurring invoice.
The check file contains any check made to a vendor through
the Payables module. The direct check contains any check made
through the Direct Check Writing option.
The Purchase file contains the Purchase orders and Received
Purchase Orders header information. The purchase lines
contain the line items for each Purchase Order and Received
Purchase Order.
The AP Open Invoice file contains all the open invoices
entered. The Payables file contains all payable invoice
information. The Payable Lines are each line item entered.
This will reset to zero after the posting process is run.
The physical inventory contains each line item entered
through the Adjustments option.
The Client Records contain information entered through the
Maintenance-Client option. This is where you have ten lines
to enter any information on each client.
The Historical Invoices contains all line items for each
client if answer yes to update the historical file when
PAGE 47
posting the billing. This also contains the historical sales
tax information. The Historical checks contains all the
checks that were saved when you purge the check file by
answering yes to update the historical file. Historical
Ledger contains all the ledger transactions that were saved
when you answer yes to update the historical ledger during
the closing out of the ledger.
The AP Reoccurring contains the Payable reoccurring entries
header information for each transaction. The AP Reoccurring
Lines contain the line items for each Payable reoccurring
entry.
The fixed assets contains each fixed asset entry. The
appointment schedule contains all appointments entered. The
Build materials contains the products that make up the
manufactured goods.
C. Reindex Files
This will go through all your files and reindex them and give
you more disk space. For example, when you delete out
information or post, this information is actually still in
the file but it is marked as deleted. The program will not
access this information but it is still there. Reindexing
will get rid of all records marked as deleted and pack the
other records together giving you more disk space.
D. Sales Tax Table
This is where you enter in your sales tax rates. If the tax
rate is 8% enter it as .08 and press enter to save the rate.
If the tax rate is 7.125% enter it as .07125 and press enter
to save the rate. You can enter in up to five different
rates. In the client and vendor file enter in the
corresponding number for their particular tax rate in the tax
rate field. If they are not charged tax or do not charge you
tax, enter in zero for no tax.
E. Calculator
First enter the beginning number and press enter, followed by
the math operation and enter, then the second number and
enter. Repeat this process as many times as needed. The
total number will be saved, while in Painless Accounting.
F. Notepad
This option will allow you to edit a text file. Enter in the
name of the file, you may also specify a path name. F3 will
delete the line your on and F4 will insert a line before the
line you are on. F5 will wrap words when you get to column
69. F6 turns scroll lock on and off, when off the text will
scroll when arrowing up and down. Press Escape to exit and
you will have the option to save the changes. Some others
PAGE 48
keys are as follows: Page Up and Down - moves up and down a
screen, CTRL+Left and Right arrow moves to the previous and
next word, CTRL+Page Up and Page Down takes you to the top
and bottom of the file, End and Home takes you to the end and
beginning of a line, CTRL+Home and End takes you to the top
and bottom of a screen.
G. Statement Text
This is where you can enter in messages that will show up on
client statements depending on their status. When printing
out a client statement, one of the messages will appear at
the bottom of the statement depending on if they have past
due invoices or not. If they do not have any past due
invoices the message associated with Current Due will be
printed on the statement. If they have an invoice that is
one to thirty days over due the message associated with 1-30
Days Over Due will appear on the statement and so on.
H. Backup/Restore Files
1. Backup Files
This option allows you to backup your data(dbf) files without
leaving the program. It will copy your files into another
subdirectory or you can specify the A:drive. It will prompt
you to enter in the Backup Drive and Directory. If you enter
A:\ as the backup directory it will copy the data files to
the A:drive. It will only use one disk, so if the disk fills
up you should back them up to the Hard Disk. If an invalid
drive\directory is entered no action will be taken.
2. Restore Files
This option will allow you to restore your data(dbf) files
without leaving the program. It will prompt you to enter in
the drive and directory to restore from. Once the files are
restored it will reindex the files. You should always
reindex the files once they have been restored. If you do
not reindex the files the data may not be processed properly.
If an invalid drive\directory is entered no action will be
taken.
I. Customized Printouts
1. Client Invoice
This option will allow you create customized Invoices. You
must first select the format to modify or press F2 to create
a new format. Once in the format, F3 will delete the line
you are on and F4 inserts a line above the line you are on.
Press F5 for the setup options. This first one allows you to
indicate the number of lines per page. If you enter 66 lines
and only fill out the format for 40 lines, the last 26 lines
will just be blank. The print type lets you select condensed
or normal print. If you select normal you have 79 columns to
use. Condensed will give you 131 columns. The draw box will
PAGE 49
let you draw double or single line boxes. Printer fonts will
let you set up different fonts that your printer supports.
To edit a font press F4, the F3 key will delete the font the
cursor is on. If you want to add a font press F2. Then you
can enter a description and the decimal codes for the font.
The decimal codes can be found in your printer manual.
In creating a form you may type anything you want to appear
on the form. If you want it to be bold, position the cursor
prior to what you want to be bold then select printer fonts.
Highlight the bold font and press enter. This will write
over the next 15 or so positions and you might have to retype
some information. The next time you edit the form, the 15 or
so positions will only display up to 3 positions. These are
the ascii characters sent to the printer to tell it to print
in bold. If you do not want everything in bold you will have
to select the cancel bold font and put it where you want the
bold to stop. This works the same for all the printer fonts.
Information can be pulled from the client, invoice, and
company files. Press F10 to display all the fields that are
available. Highlight the desired field and press enter and
it will then be put in the format surrounded by upside down
exclamation points. The fields that have a 1,2, and 3 are
the state fields. Any text without upside exclamation points
surrounding it will be printed as text. Otherwise, it will
pull the information from the data files. When entering the
line items for the invoice you MUST put the field 'Skip To
Next Line Item' at the end of the line. This is so it will
skip to the next line item in the data file. If this is not
in your format, all the information for the invoice may not
be printed on the invoice. You will have to create a line in
the format, for the number of line items that you want to
appear on your invoice.
Press Escape to exit. You will then have the option to save
your changes. If no changes were made, this option will not
appear. You may create as many formats as you wish. You
will always have the option to select from any one of the
formats when printing invoices or editing the formats.
2. Client Statement
This option will allow you create customized Statements. You
must first select the format to modify or press F2 to create
a new format. Once in the format, F3 will delete the line
you are on and F4 inserts a line above the line you are on.
Press F5 for the setup options. This first one allows you to
indicate the number of lines per page. If you enter 66 lines
and only fill out the format for 40 lines, the last 26 lines
will just be blank. The print type lets you select condensed
or normal print. If you select normal you have 79 columns to
use. Condensed will give you 131 columns. The draw box will
let you draw double or single line boxes. Printer fonts will
let you set up different fonts that your printer supports.
PAGE 50
To edit a font press F4, the F3 key will delete the font the
cursor is on. If you want to add a font press F2. Then you
can enter a description and the decimal codes for the font.
The decimal codes can be found in your printer manual.
In creating a form you may type anything you want to appear
on the form. If you want it to be bold, position the cursor
prior to what you want to be bold then select printer fonts.
Highlight the bold font and press enter. This will write
over the next 15 or so positions and you might have to retype
some information. The next time you edit the form, the 15 or
so positions will only display up to 3 positions. These are
the ascii characters sent to the printer to tell it to print
in bold. If you do not want everything in bold you will have
to select the cancel bold font and put it where you want the
bold to stop. This works the same for all the printer fonts.
Information can be pulled from the client, invoice, and
company files. Press F10 to display all the fields that are
available. Highlight the desired field and press enter and
it will then be put in the format surrounded by upside down
exclamation points. The fields that have a 1,2, and 3 are
the state fields. Any text without upside exclamation points
surrounding it will be printed as text. Otherwise, it will
pull the information from the data files. When entering the
line items for the statement you MUST put the field 'Skip To
Next Line Item' at the end of the line. This is so it will
skip to the next line item in the data file. If this is not
in your format, all the information for the statement may not
be printed. You will have to create a line in the format,
for the number of line items that you want on your statement.
Press Escape to exit. You will then have the option to save
your changes. If no changes were made, this option will not
appear. You may create as many formats as you wish. You
will always have the option to select from any one of the
formats when printing statements or editing the formats.
3. Purchase Order
This option will allow you create customized Purchase Orders.
You must first select the format to modify or press F2 to
create a new format. Once in the format, F3 will delete the
current line and F4 inserts a line above the line you are on.
Press F5 for the setup options. This first one allows you to
indicate the number of lines per page. If you enter 66 lines
and only fill out the format for 40 lines, the last 26 lines
will just be blank. The print type lets you select condensed
or normal print. If you select normal you have 79 columns to
use. Condensed will give you 131 columns. The draw box will
let you draw double or single line boxes. Printer fonts will
let you set up different fonts that your printer supports.
To edit a font press F4, the F3 key will delete the font the
cursor is on. If you want to add a font press F2. Then you
PAGE 51
can enter a description and the decimal codes for the font.
The decimal codes can be found in your printer manual.
In creating a form you may type anything you want to appear
on the form. If you want it to be bold, position the cursor
prior to what you want to be bold then select printer fonts.
Highlight the bold font and press enter. This will write
over the next 15 or so positions and you might have to retype
some information. The next time you edit the form, the 15 or
so positions will only display up to 3 positions. These are
the ascii characters sent to the printer to tell it to print
in bold. If you do not want everything in bold you will have
to select the cancel bold font and put it where you want the
bold to stop. This works the same for all the printer fonts.
Information can be pulled from the vendor, purchase order,
and company files. Press F10 to display all the fields that
are available. Highlight the desired field and press enter
and it will then be put in the format surrounded by upside
down exclamation points. The fields that have a 1,2, and 3
are the state fields. Any text without upside exclamation
points surrounding it will be printed as text. Otherwise, it
will pull the information from the data files. When entering
the line items for the purchase order you MUST put the field
'Skip To Next Line Item' at the end of the line. This is so
it will skip to the next line item in the data file. If this
is not in your format, all the information for the purchase
order may not be printed. You will have to create a line in
the format, for the number of line items that you want to
appear on your statement.
Press Escape to exit. You will then have the option to save
your changes. If no changes were made, this option will not
appear. You may create as many formats as you wish. You
will always have the option to select from any one of the
formats when printing invoices or editing the formats.
4. Received P.O.
This option will allow you create customized Received
Purchase Orders. You must first select the format to modify
or press F2 to create a new format. Once in the format, F3
will delete the line you are on and F4 will insert a line
above the line you are on.
Press F5 for the setup options. This first one allows you to
indicate the number of lines per page. If you enter 66 lines
and only fill out the format for 40 lines, the last 26 lines
will just be blank. The print type lets you select condensed
or normal print. If you select normal you have 79 columns to
use. Condensed will give you 131 columns. The draw box will
let you draw double or single line boxes. Printer fonts will
let you set up different fonts that your printer supports.
To edit a font press F4, the F3 key will delete the font the
cursor is on. If you want to add a font press F2. Then you
PAGE 52
can enter a description and the decimal codes for the font.
The decimal codes can be found in your printer manual.
In creating a form you may type anything you want to appear
on the form. If you want it to be bold, position the cursor
prior to what you want to be bold then select printer fonts.
Highlight the bold font and press enter. This will write
over the next 15 or so positions and you might have to retype
some information. The next time you edit the form, the 15 or
so positions will only display up to 3 positions. These are
the ascii characters sent to the printer to tell it to print
in bold. If you do not want everything in bold you will have
to select the cancel bold font and put it where you want the
bold to stop. This works the same for all the printer fonts.
Information can be pulled from the vendor, purchase order,
and company files. Press F10 to display all the fields that
are available. Highlight the desired field and press enter
and it will then be put in the format surrounded by upside
down exclamation points. The fields that have a 1,2, and 3
are the state fields. Any text without upside exclamation
points surrounding it will be printed as text. Otherwise, it
will pull the information from the data files. When entering
the line items for the received purchase order you MUST put
the field 'Skip To Next Line Item' at the end of the line.
This is so it will skip to the next line item in the data
file. If this is not in your format, all the information for
the received purchase order may not be printed. You will
have to create a line in the format, for the number of line
items that will fit on your received purchase order.
Press Escape to exit. You will then have the option to save
your changes. If no changes were made, this option will not
appear. You may create as many formats as you wish. You
will always have the option to select from any one of the
formats when printing invoices or editing the formats.
5. Check Alignment
This is where you enter in the proper coordinates to
customize computer printed checks to print on your own
checks. We have supplied some defaults, so the best way to
figure out the proper information for your checks would be to
print out an alignment test on a plain piece of paper, then
hold it up to your check and go from there. We suggest you
do this on paper until you have your checks properly aligned
and nothing overlaps. That way you will save some checks.
First you will enter in the number of lines on your check
stub. This number should be the number of lines from the top
of the stub to the bottom of the stub. Next enter in the
number of lines on the bottom portion of the check. This
number should be the number of lines, starting one line below
the perforation between the stub and check, to the bottom of
the check.
PAGE 53
Now you must enter the first row and the proper column for
the information that is contained on the stub. The row will
be the same for each bit of information. If you change the
row, don't worry that the row did not change for the other
fields. We know it has been changed the next time you edit
this information it will display the proper row. This
information if just for the first line item on the stub and
we allow up to ten line items per stub. See the Cash Payments
help to see how to get up to ten line items on each stub.
Next you will enter the information that goes on the check
portion. The number for each row must be the same or in
Ascending order. If any row entered in the check information
fields is in Descending order your checks will not print out
properly. That means the check date row must be the same as,
or greater than the check number row. The text amount row
must be the same as, or greater than the check date row and
so on.
First you will enter the row and column for the Check number
and date. Then the row and column for the text amount. The
text amount is the amount of the check spelled out. Then you
will enter in the row and column for the dollar amount and
vendor name. Lastly, you will enter in the last check
number. This means when you print your first check it will
start with the next number in sequence. From then on we will
update this number for you as you print out your checks, but
you may change it if necessary.
J. Video Parameters
This option allows you to indicate the type of video adapter
card you have. If you select a type you do not have an error
message will be displayed. If you select EGA or VGA, when
entering invoices or transactions, you will have more lines
displayed on the screen to make line item entries.
K. Printer Setup
Select the type of printer you have. If your printer is not
on the list select a printer compatible to yours. Your
printer manual will indicate the type of printers yours will
emulate.
L. Default Descriptions
This option will allow you to put in your own descriptions
that will appear on statements and aging reports. When making
invoices, P.O.'s, Received P.O.'s, AR and AP transactions,
Cash Payments and Receipts, and AR write offs you are
prompted to enter in a description that will appear on
statements and aging reports. This option allows you to let
it default to what you want, but may also be changed.
M. Country Setup
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This option will allow you select various date formats. It
also allows for Canadian Providences and Zip Codes. If you
select American it will use State. If you select Canadian it
will use Providence and allow for a Canadian Zip Code. You
may also select a date format which will display the date in
the format displayed on the screen.
N. DOS Functions
1. Format Floppy Disk
This option will allow you to format a floppy disk. You
can select either A or B drive only. If the disk you put
in the drive contains any files, they will be lost!
2. Check Disk
This option will run the DOS utility program CHKDSK. See
your DOS manual for more information.
3. Rename File
This option will allow you to rename a file. Enter the
file name to rename in the File Name field. You can
specify a path name along with the file name. Enter the
new file name in the Rename To field. You can specify
a path name along with the file name. If a file already
exists with the name and path specified in the Rename To
field, the file will not be renamed.
4. Copy File
This option will allow you to copy a file. Enter the file
name to copy in the File Name field. You can specify a
path name along with the file name. Enter the name of the
file to copy it to in the Copy To field. You can specify
a path name along with the file name. If the file
specified in the Copy To field already exists, it will be
overwritten!
5. Delete File
This option will delete a file. Enter in the file name
to delete. You can specify a path name along with the
file name. The file entered will then be deleted!
6. Move File
This option will allow you to move a file. Enter the name
of the file you want to move in the File Name field. You
may specify a path name along with the file name. Enter
the file name you want to move the file to in the Move To
field. You may specify a path name along with the file
name. If a file already exists with the path and name
specified in the Move To field, it will be overwritten!
If you try to move a file to the same file, the file will
be deleted!
7. Backup to Floppy Disk
This option will allow you backup files to a specified
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disk drive. Enter the parameters in the Backup Parameters
field. The parameters work just like the DOS backup
parameters. For more information see your DOS manual.
8. Restore from Floppy Disk
This option will allow you restore files from a specified
disk drive. Enter your parameters in the Restore
Parameters field. The parameters work just like the DOS
restore parameters. For more information see your DOS
manual.
9. DOS Window
This option will allow you to exit to DOS. To return to
Painless Accounting type in 'EXIT'.
10. Tree Directory
This option will display your directories in a tree like
format. When you highlight a directory and press enter,
the files in that directory will be displayed. If you
highlight an ascii file the text will be displayed on the
screen.
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