Shareware Overload/ShartewareOverload.cdr/database/medlin.zip/PC-AP.DOC

Text File | 1990-10-08 | 31KB | 683 lines

                             PC-AP
                          Version 1.5
                  Copyright 1990, Jerry Medlin


PROGRAM DESCRIPTION

     PC-AP is an accounts payable program for small and medium
size businesses.  The program runs on a IBM PC or compatible
computer with one disk drive and at least 256k memory.

     PC-AP is a Shareware program.  You are encouraged to give
copies to anyone who might use it.  If you like the program and
find it useful, please contribute $35 to:

                          Jerry Medlin
                        1461 Sproul Ave.
                        Napa, Ca.  94559

     To order using Master Card or Visa, call [phone].

     Your contribution will entitle you to a copy of the latest
version of the program and telephone assistance, should you
require it.  You will also receive a program which will allow
you to customize some features of PC-AP.  A complete description
of the customizing program is contained at the end of this
manual.

     PC-AP is designed to work hand in hand with PC-GL, a
General Ledger Accounting Program.  Each invoice entry must be
assigned an expense code or account number and those account
numbers must correspond to the account numbers in the PC-GL
chart of accounts.  You must have the chart of accounts file
from PC-GL on the data disk at all times in order for PC-AP to
function.  The file name of the PC-GL chart of accounts file is
PC-GL.COA.

     To run the program, simply type "PC-AP".  If you want to
specify a drive and path for your data, just add the drive and
path description after the program name.  i.e. type "PC-AP B:"
to use the B drive for data files.

     A menu is then displayed for operator selection:

          Enter or Change Vendors
          Enter, Change or Select Invoices
          Print Checks For Invoices Selected
          Print Check Listing
          Print Invoice Listing
          Print Vendor Activity Report
          Print Mailing Labels
          Print Vendor Listing
          Print Account Summary
          Start a New Accounting Period
          Export Vendor Data to ASCII File
          Save Data and End

     When inputting information, the plus <+> key has the same
effect as the return or enter key.  Numerical information is
entered "calculator style".  The decimal point is placed
automatically.  The minus <-> key enters a negative number.
This makes using the numeric key pad even easier.

     PC-AP is fast because it works with data in random access
memory, but the capacity is limited by available memory.
Available memory is shared by the data.  With more vendors on
file, fewer invoices can be entered and vice-versa.  PC-AP
allows a maximum of 2000 vendors and 2000 invoices per
accounting period, with 512k of memory.  With 256k, the capacity
is reduced to about 300 vendors and 300 invoices.

     Each time the menu is displayed, the number of invoices
that can be added is printed at the bottom of the screen.  This
number may be limited by either memory size, available disk
space, or limited to an absolute maximum of 2000.

     Since a power interruption will result in loosing all the
data currently entered into the program, occasionally save your
data back to the disk.  This is done by selecting End Processing
from the menu.  The current data will be saved to the disk, then
you will be asked "Do you want to end ?".  Just answer with an
"N" and you may resume processing.


THE PROCESSING CYCLE

     As you receive invoices or statements to pay during the
month, enter them into the program using the "Enter, Change or
Select Invoices" selection.  If you receive an invoice from a
vendor not on file, you must go to "Enter or Change Vendors" and
enter that vendor's information before entering the invoice.

     When you are ready to pay bills, select the invoices to
pay, then print the checks.  The invoices selected for each
vendor will automatically be combined and a single check printed
for each vendor.  The check number and check date will be added
to the invoice, indicating that it has been paid.

     At the end of the processing period (usually a month),
print reports to retain a permanent record of the month's
activity.  Reports can be printed in any order and as often as
desired.  If you discover an error in any of the reports,
correct the problem and reprint the report.

     Once you are satisfied the monthly information is correct,
start a new accounting period and send the invoices to the PC-GL
General Ledger program by using the START A NEW ACCOUNTING
PERIOD selection from the menu.

     Paid invoices (checks) are added to a file on the data disk
named AP_TO_GL.TRN. This file is read into the PC-GL General
Ledger program from the command mode of the ENTER OR CHANGE
TRANSACTIONS selection by choosing the <R> Read PC-AP
Transactions command.  The choice "<R> Read PC-AP Transactions"
only appears if you have transactions to read.

     Only paid invoices (checks) are posted.  If you need
accrual accounting, the program can be modified to post on an
accrual basis.

     All of the paid invoices (checks) are saved in a file to be
reviewed by the PRINT VENDOR ACTIVITY REPORT.  The unpaid
invoices are carried over into the next accounting period.

     To complete the posting process, you must make an
offsetting entry in PC-GL for the total amount of checks or
invoices posted.  If you are on a cash basis, the entry would be
to Cash in Bank.  If you are on an accrual basis, the entry
would be to Accounts Payable.


ENTER OR CHANGE VENDORS

     Vendor information is entered and changed using this
selection from the menu.  Enter the following information for
each vendor:

     Vendor name - Two lines of 31 characters each are
     available.   If you only want a single line for the name,
     leave line two  blank.  The blank second line is omitted
     from mailing labels and checks.  When checks or invoices
     are posted from  PC-AP to PC-GL, the first line of the
     vendor name is used for  the description.  Since
     descriptions for the PC-GL General  Ledger program are
     limited to a length of 21 characters, only  the first 21
     characters of the vendor name is posted to  PC-GL.  The
     small down arrow indicates the position of the 21st
     character, so you may choose to keep the first line of the
     vendor name short and use the second line for the remainder
     of the vendor name.

     Vendor Code - A ten character code is used to sort vendors
     and also to post invoices and checks to the vendor's
     account.  In most cases, you will want to enter the
     vendor's  last name, followed by as much of the first name
     as will fit  in the remaining characters.  For instance, if
     the vendor's name is Jerry Medlin, the vendor code would be
     MEDLINJERR.   Notice that all capital letters are used.  If
     you enter lower case letters, they are changed to upper
     case  automatically.  Also, notice no spaces are included
     in the vendor code.   The program prevents you from
     entering a previously used vendor code.

     Street Address - Up to 31 characters for the street
     address.

     City State & Zip - Up to 31 characters for the city, state
     and  zip code.

     Auto Invoice Amt - Here you can enter fixed monthly
     payments such as a loan payment.  Each month, the amount is
     entered as an invoice, when you select <A> Auto Bill from
     the Enter, Change or Select Invoices selection.  If the
     amount is different each month, just enter a zero.

     Default Acct No. - This is the PC-GL account number to
     which payments to this vendor are usually posted.  You must
     enter a default account number, although you may enter a
     different account number when posting.  The default account
     number is also used for automatic entries.

     Auto Invoice Date - The day of the month the Auto Invoice
     Amount is due.  This can be a number between 1 and 31 and
     will be used as both the invoice date and due date for the
     invoice generated by the "auto invoice" feature.

     YTD Invoices & YTD Checks Written - These numbers are
     maintained by the program and are printed here for your
     information.  You change them using the <C> Change option,
     if you desire.  At the beginning of the year, set  these
     numbers to zero using the <Z> Zero YTD Balances.

     Pressing the Escape key during entry takes you back to the
previous field.  Pressing the Escape key at the first name entry
takes you to the command mode.  The command mode allows you to
scroll up and down through the vendor names, delete vendors,
change vendor information and do a quick check on the balances
for a vendor.  Pressing the Escape key from command mode takes
you back to the menu.  The available commands are listed at the
bottom of the screen.


ENTER, CHANGE OR SELECT INVOICES

     This selection allows you to enter invoices and select them
for payment.  Each invoice entry includes the check number and
date of the check used to pay the invoice.  When an invoice is
first entered, the check number and date are blank.  The check
number and date are filled in when the invoice is paid.  Since a
single check can be used to pay more than one invoice, the same
check number may appear with several invoices.  The check amount
is the total of all of the invoice entries with the same check
number.

     Invoice amounts are entered as positive numbers using the
plus <+> or enter key.  Discounts and adjustments are entered as
negative numbers using the minus <-> key (enter the number then
press the minus key).

     Enter the following information for each invoice:

     Vendor Code - The 10 character code for  each vendor is
     used to post an invoice.  If you want to enter the same
     vendor code as the previous invoice, just press <Enter>.
     You need enter only  as much of the vendor code as
     necessary to distinguish it from any other code.  As you
     enter the vendor code, a list of the possible matches
     appears at the bottom of the screen.  Pressing <Enter>
     accepts the vendor code at the beginning of the list.  The
     vendor's name will then be printed at the bottom of the
     screen, so you can be sure you are posting to the correct
     vendor account.

     Invoice Date - Enter the date on the invoice as MODA form.
     The date of June fourth would be entered 0604 with no dash
     or slash.

     Due Date - Enter the date payment is due.  Invoices can be
     sorted by due date, if desired.

     Invoice number - Enter up to 14 characters for the invoice
     number.   Alphabetic characters are allowed, so you can use
     this field  for a short description, if you like.

     Account Number - Enter the account number this invoice
     will be charged to.  As you enter the account number, a
     list of possible account numbers and descriptions is
     printed at the bottom of the screen.  Pressing <Enter>
     accepts the account number at the beginning of the list.
     Account numbers come from the  PC-GL program.

     Amount - Enter the amount of the invoice.  The number is
     entered "calculator style" with the decimal point
     automatically placed at two decimal places.  Pressing the
     F10 key calls up a 4 function calculator and the calculated
     result may be inserted by pressing <Enter> twice.

     Pressing the <Enter> key on any entry except the amount,
defaults to the previous value.  This allows you to make
multiple entries for an invoice with the same vendor, date or
invoice number by just pressing <Enter>.

     To enter a discount, make an entry with the same invoice
number and date, with the discount amount entered as a negative
number.  Negative numbers are entered by first entering the
number and then pressing the minus <-> key.

     To partially pay an invoice, you must break the invoice
into two entries.  Enter one line for the amount you want to
pay, and another line -  with the same invoice number and date -
for the remainder of the total invoice amount.  Then pay the
first item.

     Pressing the Escape key during entry takes you back to the
previous field.  Pressing the Escape key at the first entry
position takes you to the command mode.  The command mode allows
you to scroll up and down through the entries and delete and
change entries.

     From the command mode, press the <A> Auto Invoice key to
automatically post the amount entered for each vendor as an auto
invoice amount.

     The <S> Sort Invoices command quickly sorts all of the
invoices.  You may choose to sort by vendor code, invoice date,
due date, invoice number, account number, check number or check
date.  Or, of course, you can do no sorting at all.  The program
doesn't require any sorting and doesn't care which order the
invoices are in.  But, if you want to sort by due date, for
instance, it  would make it easier to choose which invoices to
pay.  You can start at the top of the invoice listing and pay
bills starting with the oldest, until you run out of money.
Once invoices are sorted, they stay in that order until you sort
them again.  So, if you want invoices to remain in the original
order, don't sort them.

     You may jump directly to Enter or Change Vendors by
selecting <V> Enter Vendors.  After the new vendor is entered,
you will  return to Enter, Change or Select Invoices.

     Pressing the Escape key from command mode takes you back to
the menu.  All the available commands are at the bottom of the
screen, and are chosen by a single keystroke.

THE BANK BALANCE

     A bank balance is always displayed at the upper right of
your screen whenever you are in "Enter, Change or Select
Invoices".   For this bank balance to be correct you must have:
1) The correct ending balance for the previous period in account
number 103 in the PC-GL chart of accounts.   2) Any deposits or
adjustments for the current month entered as paid invoices
(checks).

     Since checks are entered as positive <+> numbers, bank
deposits must be entered as negative <-> numbers.  The deposits
should be posted to one or more "vendors".  For example,
deposits could be posted to a vendor named "Deposits" with a
vendor code of "DEPOSITS".  The account number should be either
a sales account number such as 511 or, CASH ON HAND, account
102.  When you start a new month, the deposits are posted along
with the checks to the PC-GL General Ledger program.  In
addition, the difference between checks and deposits is posted
to account 103, Cash in Bank.

     An alternate way to enter bank deposits is to enter them
directly into PC-GL as credit <-> entries to sales or accounts
receivable or cash on hand with a corresponding debit <+> entry
to account 103, Cash in Bank.

     If you wish to use some account number other than 103 for
the bank account, you may use the APCONFIG program to do so.


SELECTING CHECKS FOR PAYMENT

     Before a check is written to pay an invoice, it must be
marked for payment.  This is done by using the up and down
arrows to find the invoice and then pressing the asterisk <*>
key.  The word "pay" will then appear in the check number field
for the invoice, indicating it has been marked for payment.

     The <T> Total command prints the total of all invoices
paid, unpaid and marked for payment.  Check this total before
printing checks, to make sure you haven't selected more invoices
for payment than you have money in the bank.  You can also print
the invoice listing to get a printed listing of invoices
selected for payment.  The <V> Vendor Total command totals
invoices for only one vendor.


PRINT CHECKS FOR INVOICES SELECTED

     This menu selection prints a check for each vendor with
unpaid invoices marked for payment.  Multiple entries with the
same invoice number are combined on the check stub.  If more
than 13 lines are required to print the check stub for a vendor,
multiple checks are written.

     Before printing begins, you are asked for a beginning check
number.  This number is used on the first check written.
Subsequent checks are numbered sequentially.  The check date is
the same as the system date entered when your computer starts
up.  If you want to postdate checks, you must exit the program
and change the system date.

Checks are printed on a common pre printed accounts payable
check from New England Business Services (NEBS).  Order the
checks pre printed and numbered.  You will need to send a voided
check with your account number, your company name and address,
and the beginning check number to:  NEBS, 500 Main Street,
Groton, MA  01470.  You can get pricing and order information by
calling NEBS at 1-800-388-3810.  The form number is 9020 and the
mail code number is 95111.

To print checks, set the printer to begin printing just under
"DATE" on the first page of the check form.

The APCONFIG program allows you to choose two other check
styles, including the same check form used by the PC-PR payroll
writing program. (NEBS form number 9022).  The APCONFIG program
is provided to all registered users.  Additional information
about the APCONFIG program is provided at the end of this
manual.

PRINTING REPORTS

     The first time you choose a printed report from the menu
you will be asked to enter a report date.  This date is used on
all reports.  If you want to change the report date you must end
processing and start over, otherwise the same report date will
be used on all reports printed during a posting session.

     On some reports, you will be asked to enter a beginning and
ending vendor code for the report.  This feature allows you to
print partial reports or to print a report for only a single
vendor.  If you want to print reports for all vendors starting
at the first vendor, just press <Enter> twice.

     Next, you will be asked to choose whether you want to print
the report to the printer <Enter>, to the screen <S> or to a
file <F>.  If you choose to print to a file, you will be asked
for a file name.  The report is then saved as an ASCII file.
(These files are not readable by PC-AP, but can be viewed and
changed with a text editor and used by other programs that can
read ASCII files.)  The report is printed to a file exactly as
it would be printed to a printer.  If you use LPT2 for a file
name, the report would be printed to your second line printer.

PRINT CHECK LISTING

     To provide an adequate audit trail, this report should be
printed and retained before closing out the month.  It lists all
the checks written by the program or entered manually for the
accounting period.  You will be given an opportunity to sort the
checks before printing.  Sorting in check number order makes the
listing useful for reconciling the bank statement.

PRINT INVOICE LISTING

     You may print all of the invoices or just unpaid invoices.
Print this report at the end of the processing period.  You can
also print the invoice listing before printing checks, to get a
summary of how many checks are to be printed.  This helps avoid
the embarrassment of printing more checks than you have money in
the bank.  Before printing, you can sort the invoices if you
wish.

PRINT VENDOR ACTIVITY REPORT

     This report is a summary of activity for a vendor for the
last 6 accounting periods.  If you choose to print the report
for all vendors, you can expect the report to take a
considerable amount of time to print.  A more practical way to
use this report is to print it for a single vendor to resolve
problems.  The number of accounting periods saved can be changed
using the APCONFIG program.  The maximum is 16 months.


PRINT MAILING LABELS

     As long as you have all of this vendor information on your
computer, you might as well use it to print mailing labels.  You
can print labels for all the vendors or only one vendor.  Labels
are printed on standard 15/16ths peel off labels with one inch
spacing between labels.  To align the printer, use the selection
process to print a single label.

PRINT VENDOR LISTING

     Occasionally, you will want to print a listing of all of
the vendors on file.  This report includes all of the vendor
information on the "Enter or Change Vendors" input screen.

PRINT ACCOUNT SUMMARY

     This report tells you how much you owe, broken down by
general ledger account number.  It is especially useful for
making a monthly journal entries to the general ledger program
to adjust for accrual basis accounting.


START A NEW ACCOUNTING PERIOD

     When you have printed all the reports you need, and all is
in order, you can complete the accounting period.  All of the
paid invoices and deposits are then saved to a file for use with
the Print Vendor Activity Report.  Paid invoices and deposits
for the last 6 accounting periods are saved on the data disk in
a series of files.  The most current entries are saved in the
file named AP1.INV and the next most current in AP2.INV  The
oldest entries are eventually saved in the file named AP6.INV.

     All unpaid invoices are carried over to the new month.

     All paid invoices (checks written) and deposits entered are
saved to a file named AP_TO_GL.TRN along with a balancing entry
to account 103.  To read this file into PC-GL, you must go to
the command mode of the ENTER OR CHANGE TRANSACTIONS selection
of PC-GL and press <R> for Read PC-AP Transactions.  This will
transfer all of the transactions into the PC-GL program as if
they had been typed from the keyboard.  This can be done at any
time.

     So, to post PC-AP transactions to PC-GL you must:

     1) Start a new period with PC-AP.
     2) Run PC-GL and select ENTER OR CHANGE TRANSACTIONS.
     3) Press Escape to get to the Command Mode.
     4) Select <R> for Read PC-AP Transactions.

     In addition to the checks written and deposits entered, a
single debit or credit entry to account 103, Cash in Bank is
created to complete the posting process.  You may use the
APCONFIG program to change this account number if you wish.  Of
course, any of these automatically posted items can be edited
and changed in PC-GL after posting.

     The program assumes you are on a cash basis of accounting.
Only the invoices actually paid during the month are posted.  If
your accounting is on an accrual basis, you may modify the
program using the APCONFIG program, so all of the invoices
ENTERED for the month are posted to PC-GL.  If you have selected
accrual accounting, no automatic entry to account 103 will be
made.  You must enter the offsetting credit to the ACCOUNTS
PAYABLE account.  In addition, you must make two more entries in
PC-GL to reflect the payment of invoices during the month:  A
debit <+> to ACCOUNTS PAYABLE and a credit <-> to CASH IN BANK.
The amount for that entry should be obtained from the PC-AP
Check Listing report.

     Just because your business is on an accrual basis, doesn't
mean you must choose the accrual method for posting PC-AP
transactions to PC-GL.  Most businesses on an accrual basis
still post transactions on a cash basis, and only make an
accrual adjustment at the end of the month or year.  The Print
Account Summary report will give you the amount of unpaid
invoices broken down by account number you need for the journal
entry.


EXPORT VENDOR DATA

     This selection creates a file on the logged disk drive and
subdirectory called PC-AP.PRN which can be read by programs like
Lotus 123 and Reflex.  Textual data in the vendor file is
surrounded by quotation marks.  You can then read the data into
Lotus 123 by using the /File/Import/Numbers command.  Be sure no
names or addresses in your vendor file contain quotation marks
before exporting vendor data.


SAVE DATA AND END

     When processing is completed, you must exit the program
using this selection.  Do not end processing by just turning off
the computer.  You will lose any data entered since the last
save operation.  If you just want to save the current data to
the disk without ending, answer "N" to the question "Do you want
to end processing?" and you will return to the menu.


USING THE CONFIGURATION PROGRAM

     The configuration program (APCONFIG.EXE) is provided to all
registered users.  It allows you to change certain features of
PC-AP.  The APCONFIG.EXE program and the main program (PC-
AP.EXE) should both be on the same disk drive when you configure
your copy of PC-AP.  Run the program by typing APCONFIG at the
Dos prompt.  Use the up and down arrows to move the pointer and
then press <C> to change an item.  You can then change the
following information:

     Display Colors - If you have a color adapter and monitor,
     you  can change the colors for borders, program prompts,
     data, and background.  Allowable colors are from 0 to 15
     (except for background color which can only be from 0 to
     7).   The display will be instantly updated as you enter
     the new  colors.

     Laser Printer? - You can change the way PC-AP  starts a new
     page.  Usually, PC-AP starts a new page by  counting lines
     until the page total equals 66 lines.  If you  enter a "Y"
     for the laser printer question, PC-AP will start  a new
     page by issuing a form feed command.  This works on most
     other printers too, but requires you to set the top of form
     before you start printing.

     Disk Drive and Path - Enter a drive and path designation
     for  PC-AP data.  If you want the program to read data from
     the B  drive, enter B:.

     Accounting Method - This determines how invoices are posted
     to  PC-GL.  The allowable answers are "C" for cash basis
     accounting and "A" for accrual basis accounting.  A "C"
     answer means any invoices paid during the month will be
     posted to PC-GL.  An "A" answer means all invoices
     actually entered during the month are posted to PC-GL.

     Months to Save - The PC-AP program saves paid invoices on
     your data disk for later review with the Vendor Activity
     Report.  Normally, the paid invoices for the previous six
     months are saved.  You may modify this number to be
     anywhere from zero to 16 months.  Remember, the more months
     of data you save, the more room you need on the data disk
     and the more time it will take to review a vendor's
     activity.

     Top or Bottom Stub Check - PC-AP normally prints on a check
     form with the stub on the top.  Enter a  "T" for top stub
     or a "B" for bottom stub.

     Check Number Printed on Check? - Enter "Y" for yes or "N"
     for no.  See below for the check forms supported.

     Long Laser Check? - If you have a laser printer you can
     choose the new 11 inch long laser checks.  You will not be
     asked this question unless you answer "Y" for laser
     printer.

     When you have finished making your changes, press the
escape key to exit the program.  You will then be asked if you
want to save the changes.  If you answer with a Y, both the
configuration program and PC-AP are changed until you run the
configuration program again.

CHECKS SUPPORTED

     Normally, PC-AP prints on NEBS check form 9020: a top stub
check with the check number printed on the check.  By combining
the Top/Bottom choice with the Yes/No choice for "Check Number
Printed on Check", you can choose from a variety of different
check styles.  Use this chart to configure the PC-AP program for
the proper check.

NEBS Form Number    Stub Location  Num on Check?  Long Check?
=============================================================
9020                Top            Yes               *
9022                Bottom         No                *
9024                Top            No                *
9027                Top            No                No
9215                Bottom         Yes               *
9039                Top            No                Yes

          * Not normally used on laser printers

DATA FILES

     Data files are created automatically by PC-AP.  If you wish
to back up data files only, copy these files to another disk
using the DOS copy or BACKUP command.

PC-AP.VND      Vendor data files with balances.
PC-AP.INV      Current period invoices and checks.
AP1.INV, AP2.INV, AP3.INV, etc. contain the previous period
invoices and checks with AP1.INV the most recent.
PC-AP requires that PC-GL.COA be on the same data disk or
subdirectory as the other data files.


HELPFUL HINTS

     Transactions from PC-AP are not immediately posted to PC-GL
each month.  You must transfer the transactions into PC-GL by
going to the ENTER OR CHANGE TRANSACTIONS section of PC-GL and
selecting the <R> Read PC-AP transactions selection appearing at
the bottom of the screen.

     To read the transactions created by PC-AP, you must use
version 3.2 or higher of PC-GL.  Earlier versions will not read
the transactions created by PC-AP.

     The escape key is always used to go back to the previous
operation.  From anywhere in the program, if you continue to
press the escape key, you will eventually return to the main
menu.

     When printing reports, you may pause the printing by
pressing any key.  To resume printing, press any key again.  To
quit printing, press the escape key after pausing.

     Each vendor must have a unique vendor code for posting.  If
you use numbers, the program won't object, but you should at
least try the method suggested earlier in the manual.  Use a
vendor code made up of the vendor's last name plus as much of
the first name as the 10 character limit will allow.  Jane Smith
would then have a code of SMITHJANE (Notice there are no
spaces).  This method allows rapid posting of invoices without
looking up vendor numbers.  The searching method allows you to
quickly examine the codes for all of the Smiths by just typing
SMITH, when asked for a code.

     The first 6 times you start a new accounting period, more
disk space is required for historical files.  If you have a
large business and you are using floppy disks for data storage,
you could run out of disk space.  Occasionally check available
disk space with Dos's DIR command.

     PC-AP is written in Turbo Pascal.  The source code is
available for $95.