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Tron Invoice Manager v1.0 PAGE 1 ----------------------------------------------------------- Tron Invoice Manager Version 1.00 1991 PAGA Software Inc. First Edition 1/91 - Printed in Canada All rights reserved. This manual contains information protected by copyright. No part of this manual may be photocopied or reproduced in any form without prior written consent from PAGA Software Inc. PAGA Software Inc. a Division of FUTURETRON Ltd. 145 Royal Crest Court Unit 21, Markham, Ontario, L3R 4Z9 Tel:(416) 940-3802, Fax:(416) 940-3803 Disclaimer PAGA Software Inc. makes no warranty of any kind with regard to this material, including but not limited to, the implied warranties of merchantability and fitness for a particular purpose. PAGA shall not be responsible for the loss of data incurred, directly or indirectly, by the use or misuse of this product. PAGA Software shall not be liable for errors contained herein or for incidental consequential damages concerning with the furnishing, performance, or use of this material. International and Regional Distributers please contact: Scott Fletcher FUTURETRON Limited 114 Richmond Street East Toronto Ontario Canada M5C 1P1 TEL (416) 868-1808 FAX (416) 868-6898 BBS (416) 868-6830 Tron Invoice Manager v1.0 PAGE 2 ----------------------------------------------------------- Windows 3.0 is a registered trademark of Microsoft Corporation. Tron is a registered trademark of FUTURETRON Limited. Table of Contents 1) Introduction ........................................ 4 2) Conventions Manual .................................. 5 Keyboard ................................ 6 3) Installation ........................................ 8 4) Printing............................................. 9 5) Record Menu - Customers............................. 11 - Suppliers............................. 14 - Inventory............................. 17 - Employees............................. 19 - Bank Branches......................... 21 - Sales Orders.......................... 23 - Invoices & Credits.................... 27 - Back Orders........................... 29 - Purchase Orders....................... 31 - Receiving............................. 35 - Accounts receivable................... 36 - Accounts payable...................... 38 - Bank transactions..................... 40 6) Reports Menu Customer List, labels ................ 43 - Suppliers............................. 44 - Price list, Inventory Valuation....... 44 - Employees............................. 45 - Outstanding orders.................... 45 - Outstanding back Orders............... 45 - Accounts Receivables.................. 46 - Accounts Payables..................... 46 - Sales by Customers.................... 47 - Sales by Products..................... 47 - Purchasing by Products................ 49 - Purchasing by Suppliers............... 49 - Detailed Commission................... 50 - Summary Commission.................... 50 7) Tools Menu - Change Company Info................... 52 - Delete Histories...................... 55 8) File Menu - Change Company data files............. 59 - Import/Export......................... 60 Tron Invoice Manager v1.0 PAGE 3 ----------------------------------------------------------- Introduction TIM is a DOS/Windows 3.0 program. It runs on a 286 or 386 class machine with 2 megabytes of memory. Although you can use the program without a mouse, we strongly recommend that you have one. TIM is a program that allows you to create and manage the invoicing needs of a small company. TIM was specifically designed to be easy to use, so that neither computer experience nor typing skills are needed to create invoices and track cash flow quickly. Some of TIMÆs features include: - Multiple company records. - Tracking of pertinent Customer, Supplier, Employee, and Bank information. - Invoicing for products and services. - Control of inventory allocation. - Accounts receivable tracking. - Accounts payable tracking. - Purchase orders. - Tracking collected sales tax. - Generating reports and invoices on blank paper (eliminating the need for preprinted forms). Conventions The following sections deal with the ways in which information is presented in this manual. italic Anything that you must type exactly as shown. For example, when you come across install, type all the italicized characters exactly as they appear. bold Representing information you are to provide. For example, when you come across filename, type the name you would like to use instead of than the word "filename." Tron Invoice Manager v1.0 PAGE 4 ----------------------------------------------------------- "" Text in quotes refers to other chapters in this manual. Example "Conventions" SMALL CAPS Keys on your keyboard. Examples are ESC and TAB. Initial Caps Specifying certain menus, button, dialog box names and options. Terms Click Press and quickly release the left mouse button while the on-screen arrow is overtop the specified menu, button or field. Tab Hit the TAB key to move to the next field. Shift-Tab Hold down the SHIFT key, press TAB and release both immediately. This will move the cursor to the previous field. About Keys Keys may appear by themselves, with another key, or as a series of keys to press. If the keys are separated by a positive sign ("+"), keep the first key held down while pressing the second key. Release both keys immediately. If the keys are separated by a comma, press and release the first key before pressing and releasing the second key. K Press the K key CTRL + R While holding down the CTRL key, press the Rákey. F1, Y Press the F1 function key, release it before pressing the Yákey. Buttons [Name] On-screen button i.e., [Next], [Ok], [Previous] Tron Invoice Manager v1.0 PAGE 5 ----------------------------------------------------------- The Keyboard NUMLOCK The separate keypad at the right of the keyboard has two uses: controlling the cursor and entering numbers. This key, when pressed, toggles the keypad between these two purposes. CAPSLOCK This key is like the SHIFT-LOCK keys on most typewriters. Each time it is pressed it will toggle the keyboard between all lower case and all upper case characters. LEFTARROW This key is used to move the cursor to the left one character within the field currently being edited. RIGHTARROW This key is used to move the cursor one character right within the field currently being edited. Fx An F with a number immediately following it (i.e. F1, F10) This refers to the function keys located at the left or top of the keyboard. Simply press the indicated key. [O]Æs and [0]Æs, [1]Æs and [l]Æs If you are in the habit of using lower case lÆs (ells) instead of 1Æs (ones) or using upper case OÆs (oohs) instead of 0Æs (zeroes). Make a mental note never to use them with TIM. The internal number the computer uses for OÆs (ohs) and LÆs (elles) are different from their corresponding numeric equivalents and are handily rejected. Installation To install TIM, place the diskette entitled "Program Diskette" into drive A:, then hit ENTER after each line below: A: INSTALL The installation program will prompt you for the name and location of the directory in which you would like to place the program files. In the directory, the installation program will copy all the program files along with a text file called READ.ME. Using a text editor or word processor, view the file to find alterations that were made between the Tron Invoice Manager v1.0 PAGE 6 ----------------------------------------------------------- printing of the manual and the shipment of program. Upon finishing the installation process you will be notified by the installation program to remove the Program Diskette. Note: Before running the program you must add the DOS "Share" command to your "autoexec.bat" file. Printing When you prepare to print a report you have the choice of selecting the destination. The destination options include: Printers set up in the Windows Control Panel, Screen, Page view, File, Port, Clipboard, and DDE Channels. Printing to Screen Printing to screen displays the selected report as it will appear when printed. Dates, headers, footers, page numbers, and tables are all included. Page breaks are displayed by a broken line. All menus are disabled and the "Print" menu appears. Choices are limited to Print Page, Print Report or Close screen report. To print the current page, select the Page print option from the Print menu. To print the entire report, select the Print report option from the Print menu. To close or end the displayed report, select Close from the control box in the top left hand corner of the report window. Page Preview Page Preview is similar to printing to screen, but it provides a more accurate screen representation. Print Preview displays the dates, headers, footers, page numbers, and tables as printed. Page breaks are displayed by a broken line. All menus are disabled and the "Print" menu appers. Choices are limited to Print Page, Print Report or Close screen report. To print the current page, select the Page print option from the Print menu. To print the entire report, select the Print report option from the Print menu. To close or end the displayed report, select close from the control box in the top left hand corner of the report window. File Printing to file creates an ASCII text file of the selected report. This feature is used for importing reports into other programs like word processors or spreadsheets. The report will be printed without any formatting. Port Tron Invoice Manager v1.0 PAGE 7 ----------------------------------------------------------- Printing to a port refers to the communication ports (COM1, 2, 3..) or the printer ports (LPT1, 2,..). If a communication port is selected, the program will prompt you for the baud rate, word size, and parity information. This feature is generally used when transmitting reports over a modem. Clipboard The clipboard refers the Windows Clipboard. Printing reports to the clipboard allows you to pass them to other Windows programs like Word, Excel, Pagemaker, Ventura, and AMI Professional. Channel Printing to a channel allows you to print to a Windows DDE (Dynamic Data Exchange) channel. This provides a real-time link to other Windows programs. Customers From the Records Menu, choose Customers (ALT+R, C or CTRL+C). Below are descriptions of each field and the information you must provide for the Customer Record to be complete. Customer Name The business name that appears on all reports, from invoices to aged reports to mailing labels. Cust Code The customer code is used to access the customer throughout the program. You must assign each customer a unique 6 digit alpha-numeric code. Last Sale The last date the client dealt with you. Group Specify the price group (A,B,C,D). This allows you to classify your customers by the price level at which they buy. Address, City, State/Province, Zip/Postal Phone The phone number of the client. Suggested format is #-###-###-####. Fax The fax number of the client. Suggested format is #-###-###-####. PST # (Provincial Sales Tax Number) Customers with a provincial sales tax number will cause the PST rate to Tron Invoice Manager v1.0 PAGE 8 ----------------------------------------------------------- default to zero (0) in the sales order screen. Customers without a PST number will default to the PST amount set in the Customize screen. GST # (Goods and Services Tax Number) The GST number of the customer. Rep The name of the sales representative assigned to the client. This field is later used for sales commission reports. Terms The period in days from the invoice date that the amount is due. (i.e., Net 7, Net 15, Net 30) Credit Limit The credit amount available to that client. Current Balance The current accounts receivable total owed by the client. Contact The name of the individual with whom you deal in the business. Notes Comments or reminders about the client. Available Functions The following functions are available in the Customer screen: Note: When entering or changing information in any screen with multiple fields, use the TAB key to move to the next field and SHIFT+TAB to go to the previous field. Use the ENTER key only to save the changes that you have made to disk (same as Clicking Ok). ESC cancels any changes before they are saved (same as Clicking Cancel). Adding a Customer Click the [Add] button at the bottom of the Customer screen. Enter the information for each of the fields. Verify the information is correct and Click [Ok]. Editing a Customer Click the [Change] button at the bottom of the Customer screen. The information for the current customer remains on the screen. After editing the information Click the [OK] button to save the changes to disk. Deleting a Customer Deleting a customer will erase all the invoices for that Tron Invoice Manager v1.0 PAGE 9 ----------------------------------------------------------- customer. Click the [Delete] button at the bottom of the Cutomer screen. You are prompted to verify that you wish to delete the customer. Click [Yes] to remove the record from the disk. Suppliers From the Records Menu, choose Suppliers (ALT+R, S or CTRL+S). Below are descriptions of each field and the information you must provide for the Supplier Record to be complete. Supplier Name The business name that appears on all reports, from purchase orders to aged reports to mailing labels. Supplier Code The supplier code is used access the supplier thought the program. You must assign each supplier a unique 6 digit alpha-numeric code. Last Purch. The last date that you made a purchase with this supplier. Group Specify the price group (A, B, C, D). This allows you to classify your suppliers by the price level at which you buy. Address, City, State/Province, Zip/Postal Phone The phone number of the supplier. Suggested format is #-###-###-####. Fax The fax number of the supplier. Suggested format is #-###-###-####. PST # (Provincial Sales Tax Number) The PST number of the supplier. GST # (Goods and Services Tax Number) The GST number of the supplier. Buyer The name of the purchasing agent assigned to the supplier. Terms The period in days from the invoice date that the amount is due (i.e., Net 7, Net 15, Net 30). Credit Limit The total credit amount available from the supplier. Tron Invoice Manager v1.0 PAGE 10 ----------------------------------------------------------- Current Balance The current accounts payable owed to the supplier. Contact The name of the individual with whom you deal in the business. Notes Comments or reminders about the supplier. Available Functions The following functions are available in the Supplier screen: Note: When entering or changing information in any screen with multiple fields, use the TAB key to move to the next field and SHIFT+TAB to go to the previous field. Use the ENTER key only to save the changes that you have made to disk (same as Clicking Ok). ESC cancels any changes before they are saved (same as Clicking Cancel). Adding a Supplier Click the [Add] button at the bottom of the Supplier screen. Enter the information for each of the fields. Verify that the information is correct and Click [Ok]. Editing a Supplier Click the [Change] button at the bottom of the Supplier screen. The information for the current supplier remains on the screen. After editing the information, Click the [Ok] button to save the changes to disk. Deleting a Supplier Deleting a supplier will erase all the receiving records for that supplier. Click the [Delete] button at the bottom of the Supplier screen. You are prompted to verify that you wish to delete the supplier. Click [Yes] to remove the supplier from the disk. Inventory From the Records Menu, choose Inventory (ALT+R, I or CTRL+I). Below are descriptions of each field and the information you must provide for the Inventory record to be complete. Product Code The product code is used access the inventory item throughout the program. You must assign each inventory item a unique alpha-numeric code no more than 16 digits in length. Tron Invoice Manager v1.0 PAGE 11 ----------------------------------------------------------- Service, Product Specify the record as a product or service through this radio button. Manufacturer The manufacturerÆs name if the entry is a product. Description The description of the product that will appear on the invoice. Sale Price A, B, C, D The levels of pricing for the product. Customers flagged as Group A, B, C, or D will default as paying the appropriate sales price for that item. Qty on hand The total physical quantity of the product in stock. Qty Avail The quantity of product available for sale. Qty on back order The quantity of product on back order. Cost The productÆs cost. Quantity on order This display field is for the quantity of product on order with the supplier. Lead time The number of days between ordering the product and its arrival. Notes Comments or reminders about the inventory item. Available Functions The following functions are available in the Inventory screen: Note: When entering or changing information in any screen with multiple fields, use the TAB key to move to the next field and SHIFT+TAB to go to the previous field. Use the ENTER key only to save the changes that you have made to disk (same as Clicking Ok). ESC cancels any changes before they are saved (same as Clicking Cancel). Adding an Inventory Item Click the [Add] button at the bottom of the Inventory screen. Enter the information for each of the fields. Verify the information is correct and Click [Ok]. Tron Invoice Manager v1.0 PAGE 12 ----------------------------------------------------------- Editing an Inventory Item Click the [Change] button at the bottom of the Inventory screen. The information for the current inventory item remains on the screen. After editing the information Click the [Ok] button to save the changes to disk. Deleting an Inventory Item Deleting an inventory item will erease all the records for that inventory item. Click the [Delete] button at the bottom of the Inventory screen. You are prompted to verify that you wish to delete the inventory item. Click [Yes] to remove the item from the disk. Employees The Employee records are used only to store the data together with the other business records. They are not used by the invoicing function. They will be used by our Payroll and Work in Progress modules in future releases. From the Records Menu, choose Employees (ALT+R, E or CTRL+E). Below are descriptions of each field and the information you must provide for the Employee record to be complete. Social Insurance # The employeeÆs social insurance number. First Name, Last Name Title The employeeÆs marital status i.e.áMr., Ms., Miss, Mrs. Birth Date The employeeÆs birth date. Address, City, State/Province, Zip/Postal Job Title The employeeÆs job title or position. Extension The employeeÆs business phone extension. Salary The employeeÆs yearly salary. Rate/hour The employeeÆs hourly wage if not on salary. Tax Code The employeeÆs tax claim code. Home Phone The employee's home phone number. Suggested format #-###-###-#### Car Phone The employee's mobile phone number. Suggested format #-###-###-#### Tron Invoice Manager v1.0 PAGE 13 ----------------------------------------------------------- Notes Comments or reminders about the employee. Available Functions The following functions are available in the employee screen: Note: When entering or changing information in any screen with multiple fields, use the TAB key to move to the next field and SHIFT+TAB to go to the previous field. Use the ENTER key only to save the changes that you have made to disk (same as Clicking Ok). ESC cancels any changes before they are saved (same as Clicking Cancel). Adding an Employee Click the [Add] button at the bottom of the Employee screen. Enter the information for each of the fields. Verify the information is correct and Click [OK]. Editing an Employee Click the [Change] button at the bottom of the Employee screen. The information for the current supplier remains on the screen. After editing the information Click the [Ok] button to commit the changes to disk. Deleting an Employee Click the [Delete] button at the bottom of the Employee screen. You are prompted to verify that you wish to delete the employee. Click [Yes] to remove the employee from the disk. Bank Branches From the Records Menu, choose Bank branches (ALT+R, K or CTRL+ K). Below are descriptions of each field and the information you must provide for the Bank Branch Record to be complete. Bank Name The Bank name that appears on your cheques. Bank Code The bank code is used access the bank branch thought the program. You must assign each bank branch a unique 6 digit alpha-numeric code. Personal, Commer. Specify the bank entry as a personal or commercial account through this radio button. Address, City, State/Province, Zip/Postal Tron Invoice Manager v1.0 PAGE 14 ----------------------------------------------------------- Phone The phone number of the branch. Suggested format #-###-###-####. Fax The fax number of the branch. Suggested format #-###-###-####. Account # The account number of your bank account at that branch. Balance The current balance in this account. Credit Limit Enter the amount of credit you have with the bank. Manager The branch manager at the bank. Notes Comments or reminders about the bank branch record. Available Functions The following functions are available in the bank branch screen: Note: When entering or changing information in any screen with multiple fields, use the TAB key to move to the next field and SHIFT+TAB to go to the previous field. Use the ENTER key only to save the changes that you have made to disk (same as Clicking Ok). ESC cancels any changes before they are saved (same as Clicking Cancel). Adding a Bank Branch Click the [Add] button at the bottom of the Bank branch screen. Enter the information for each of the fields. Verify that the information is correct and Click [Ok]. Editing a Bank Branch Click the [Change] button at the bottom of the Bank branch screen. The information for the current bank branch remains on the screen. After editing the information Click the [Ok] button to save the changes to disk. Deleting a Bank Branch Click the [Delete] button at the bottom of the Bank branch screen. You are prompted to verify that you wish to delete the Bank branch. Click [Yes] to remove the Bank branch from the disk. Sales Orders From the Transactions Menu, choose Sales Order (ALT+R, O or Tron Invoice Manager v1.0 PAGE 15 ----------------------------------------------------------- CTRL+ O). Below are descriptions of each field and the information you must provide for Sales Order entry to be complete. Entry # This field displays the current sales order number. Status This field displays the condition of the current entry i.e., Order, Invoice. Bill To The alpha numeric code for the customer you wish to invoice. Once the code is entered correctly, the Name and Address of the customer appear. Entering partial customer codes will cause a scrollable list to appear with all the customer codes beginning with that search criteria. You can use the mouse to scroll through the list, or the keyboard by typing the first letter of the item you wish to select. Adding Customers on the fly. If the requested customer does not exist or you are dealing with a new customer. Enter the alpha-numeric code you wish to assign to that customer. The program will inform you that the customer does not exist and asks you if you wish to add one. Answer Yes and the Customer Screen will appear. Here you fill in the new customer information. Click [OK] to save the changes to disk. The customer screen disappears and you are returned to the Sales Order screen. Ship To The alpha-numeric code for the customer you wish to deliver the products to. Once the code is entered correctly, the Name and Address of the customer appear. Order Date The date the order was entered. Ship Via The shipping method for the item i.e. Pick-Up, UPS, Canpar, Purolator. Freight On Board The location from which the item(s) will be shipped. Terms The number in days that payment for this order is due. Purchase Order Number The customerÆs purchase order number. Sales Person The name of the sales person who entered the order. Product Code The alpha-numeric code for the product you wish to include on the invoice. Once the code is entered Tron Invoice Manager v1.0 PAGE 16 ----------------------------------------------------------- correctly, the description of the product appears. Entering partial product codes will cause a scrollable list to appear with all the product codes beginning with that search criteria. You can use the mouse to scroll through the list, or the keyboard by typing the first letter of the item you wish to select. Adding Products on the fly. If the requested item does not exist or you are dealing with a new item. Enter the alpha-numberic code you wish to assign to the item. The program will inform you that the item does not exist and ask you if you wish to add one. Answer Yes and the Inventory Screen will appear. Here you fill in the new product or service item information. Click [OK] to save the changes to disk. The Inventory screen disappears and you are returned to the Sales Order screen. Description The products description entered in the inventory screen. Qty Req The amount of products requested for sale. Qty Shp The amount of products available for shipment. Unit Price The unit price per item. The program automatically reverts to the default price level for the current customer depending on their grouping. Extended Price The total price calculated for one invoice line. This value is the number of items shipped multiplied by the unit price for that item. Back ordered items are not included in the extended price. This field can be edited when entered, at which point the unit price for each item is recalculated. Shipping The shipping amount for the Sales Order. GST Rate The rate of the Goods and Services Tax. PST Rate The rate of the Provincial Sales Tax. Comment Comments or notes about this Sales Order. Available Functions The following functions are available in the Sales Order screen: Note: When entering or changing information in any screen Tron Invoice Manager v1.0 PAGE 17 ----------------------------------------------------------- with multiple fields, use the TAB key to move to the next field and SHIFT+TAB to go to the previous field. Use the ENTER key only to save the changes that you have made to disk (same as clicking Ok). ESC cancels any changes before they are saved (same as clicking Cancel). Adding a Sales Order A sales order allocates inventory and prepares to bill the customer. Actual billing does not occur until the sales order is converted to an invoice. Click the [Add] button at the bottom of the Sales Order screen. Enter the information for each of the fields. Verify the information is correct and Click [Ok]. Printing The Sales Order Click the [Print] button at the bottom of the Sales Order screen. You are prompted for the print destination, followed by the number of copies to print. See the "Printing" section on page 9 for more information on print options. Deleting a Sales Order Deleting a Sales Order deallocate the inventory items listed for that order. Click the [Delete] button at the bottom of the Sales Order screen. You are prompted to verify that you wish to delete the Sales Order. Click [YES] to remove the Sales Order from the disk. Invoicing The Customer Click the [Invoice] button at the bottom of the Sales Order screen. You are will be prompted to verify that you wish to invoice this customer. Click [Yes] to proceed. The accounts receivable balance for this customer will been increased by the sales order amount. An entry will be made in the accounts receivable. The physical on hand inventory will be reduced. You will be prompted for the print destination, followed by the number of copies to print. See the "Printing" section on page 9 for more information on print options. Creating Shipping Labels. Click the [Labels] button at the bottom of the Sales Order screen. You are prompted for the label size. Select the print destination, followed by the number of copies to print. See the "Printing" section on page 9 for more information on print options. Tron Invoice Manager v1.0 PAGE 18 ----------------------------------------------------------- Invoices The Invoice screen allows you to browse through Invoices. You may find, print or credit Invoices, but you cannot change or delete them. From the Transaction Menu, choose Invoices (ALT+R, N or CTRL+ N). Below are descriptions of each field in the Invoice Screen. Entry # This field displays the current invoice number. Status This field displays condition of the current entry i.e., Invoice, Credit. Bill To The alpha-numeric code for the customer that was invoiced. Ship To The alpha-numeric code for the customer that received the order. Date The date the order was invoiced. Ship Via The shipping method for the item i.e. Pick-Up, UPS, Canpar, Purolator. Freight On Board The location from which the item(s) were shipped. Terms The number in days that payment for this order is due. Purchase Order Number The customerÆs purchase order number. Order Date The date the order was placed. Sales Person The name of the sales person who entered the order. Our Order Number The sales order number. Product Code The alpha-numeric code for the inventory item. Description The products description entered in the inventory screen. Qty Req The amount of products requested for sale. Qty Shp The amount of products available for shipment. Tron Invoice Manager v1.0 PAGE 19 ----------------------------------------------------------- Unit Price The unit price per item. The program automatically reverts to the default price level for the current customer depending on their grouping. Extended Price The total price calculated for one invoice line. Shipping The shipping amount for the order. GST Rate The rate of the Goods and Services Tax. PST Rate The rate of the Provincial Sales Tax. Invoice Total The total amount for the entire Invoice. Comment Comments or notes about this Invoice. Available Functions The following functions are available in the Invoice screen: Crediting An Invoice Click the [Credit] button at the bottom of the Invoice screen. You are prompted to verify that you wish to reverse the Invoice. Click [Yes] to proceed. Back Orders Back orders are used when placing an order for products not in stock. You must convert the Back Order to a Sales Order once the products are in stock. From the Transactions Menu, choose Sales Order (ALT+R, O or CTRL+ O). The Back Order screen shares the same information as the Sales Order screen. Available Functions The following functions are available in the Back Order screen: Note: When entering or changing information in any screen with multiple fields, use the TAB key to move to the next field and SHIFT+TAB to go to the previous field. Use the ENTER key only to save the changes you have made to disk (same as Clicking Ok). ESC cancels any changes before they are saved (same as Clicking Cancel). Adding a Back Order Click the [Add] button at the bottom of the Back Order screen. Enter the information for each of the fields. Tron Invoice Manager v1.0 PAGE 20 ----------------------------------------------------------- Verify the information is correct and Click [Ok]. Deleting a Back Order Click the [Delete] button at the bottom of the Back Order screen. You are prompted to verify that you wish to delete the Back Order. Click [Yes] to remove the Back Order from the disk. Converting a Back Order to a Sales Order Click the [->Order] button at the bottom of the Back Order screen. You are prompted to verify that you wish to convert the Back Order. Click [Yes] to convert the order. Purchase Orders From the Transactions Menu, choose Purchase Orders (ALT+T, U or CTRL+U). Below are descriptions of each field and the information you must provide for the Purchase Order to be complete. Entry # This display field holds the current purchase order number. Status This display field holds the condition of the current entry. i.e., Order, Receiving. Supplier The alpha-numeric code for the supplier. Once the code is entered correctly, the Name and Address of the supplier appear. Entering partial supplier codes will cause a scrollable list to appear with all the supplier codes beginning with that search criteria. You can use the mouse to scroll through the list, or the keyboard by type the first letter of the item you wish to select Adding Suppliers on the fly. If the requested supplier does not exist or you dealing with a new supplier, enter the alpha-numeric code you wish to assign to that supplier. The program will inform you that the supplier does not exist and ask you if you wish to add one. Answer Yes and the Supplier screen will appear. Here you fill in the new supplier information. Click [OK] to save the changes to disk. The supplier screen disappears and you are returned to the sales order screen. Ship To The alpha-numeric code for the location you wish to deliver the products to. Once the code is entered correctly the Name and Address of the receiver appear. Date The date the purchase order was entered. Tron Invoice Manager v1.0 PAGE 21 ----------------------------------------------------------- Ship Via The shipping method for the item i.e., Pick-Up, UPS, Canpar, Purolator. Freight On Board The location from which the item(s) will be shipped. Terms The number in days that payment for this order is due. Buyer The name of the person who placed the order. Requested Date The preferred date for delivery of the items. Product Code The alpha-numeric code for the product you wish to include on the invoice. Once the code is entered correctly, the description of the customer appears. Entering partial inventory codes will cause a scrollable list to appear with all the product codes beginning with that search criteria. You can use the mouse to scroll through the list, or the keyboard by typing the first letter of the item you wish to select. Adding Products on the fly. If the requested item does not exist or you are dealing with a new inventory item, enter the alph-numeric code you wish to assign to that item. The program will inform you that the item does not exist and ask you if you wish to add one. Answer Yes and the Inventory screen will appear. Here you fill in the new product or service item information. Click [OK] to save the changes to disk. The Inventory screen disappears and you are returned to the Purchase Order screen. Description This products description entered in the inventory screen. Qty Req The amount of products requested from the supplier. Unit Price The unit price per item. The program automatically reverts to the default price level for the current supplier depending on their grouping. Extended Price The total price calculated for one invoice line. This value is calculated as the number of items shipped multiplied by the unit price for that item. Back ordered items are not included in the extended price. This field can be edited, at which time the unit price for each item is recalculated. Tron Invoice Manager v1.0 PAGE 22 ----------------------------------------------------------- Shipping The shipping amout for the order. GST Rate The rate of the Goods and Services Tax. PST Rate The rate of the Provincial Sales Tax. Available Functions The following functions are available in the Purchase Order screen: Note: When entering or changing information in any screen with multiple fields, use the TAB key to move to the next field and SHIFT+TAB to go to the previous field. Use the ENTER key only to save the changes that you have made to disk (same as Clicking Ok). ESC cancels any changes before they are saved (same as Clicking Cancel). Adding a Purchase Order Click the [Add] button at the bottom of the Purchase Order screen. Enter the information for each of the fields. Verify that the information is correct and Click [Ok]. Deleting a Purchase Order Deleting a Purchase Order deallocates the inventory items listed for that order. Click the [Delete] button at the bottom of the Purchase Order screen. You are prompted to verify that you wish to delete the Purchase Order. Click [Yes] to remove the Purchase Order from the disk. Receiving The Items Click the [->Rec] button at the bottom of the Sales Order screen. You are prompted to verify that you wish to receive these items. Click [Yes] to procceed. The accounts payable for this supplier will be increased by the sales order amount. An entry will be made in the accounts payable. The physical on hand inventory will be increased. You are prompted for the print destination, followed by the number of copies to print. See the "Printing" section on page 9 for more information on print options. Receiving The Receiving screen allows you to browse through past Receiving entries. You may find, print or credit entries, but you cannot change or delete them. Tron Invoice Manager v1.0 PAGE 23 ----------------------------------------------------------- From the Transaction Menu, choose Invoices (ALT+T, VR or (CTRL+ R). The Receiving screen shares the same information as the Purchase Order screen. Available Functions The following functions are available in the Receiving screen: Note: When entering or changing information in any screen with multiple fields, use the TAB key to move to the next field and SHIFT+TAB to go to the previous field. Use the ENTER key only to save the changes you have made to disk (same as Clicking Ok). ESC cancels any changes before they are saved (same as Clicking Cancel). Accounts Receivable From the Transactions Menu, choose Accounts Receivable (ALT+T, A or CTRL+ A). Below are descriptions of each field and the information you must provide for an entry to be complete. Customer Code The alpha-numeric customer code you wish to debit or credit. Name The customer or business name for the entered customer code. Current Balance Display the current accounts receivable balance owed by the customer. Date The date the transaction took place. Inv # The invoice number that the entry refers to (optional). If the correct number is entered, double clicking on the line in the list will cause the Invoice screen to appear with the invoice that is in reference. Description Describe the reason for the transaction. Debit The debit amount of the transaction entry. Credit The credit amount of the transaction entry. Balance Displays the historical balance of the customer after the transaction took place. Available Functions Tron Invoice Manager v1.0 PAGE 24 ----------------------------------------------------------- The following functions are available in the Account Receivable screen: Note: When entering or changing information in any screen with multiple fields, use the TAB key to move to the next field and SHIFT+TAB to go to the previous field. Use the ENTER key only to save the changes that you have made to disk (same as Clicking Ok). ESC cancels any changes before they are saved (same as Clicking Cancel). Debiting an Account Click the [Debit] button at the bottom of the Accounts Receivable screen. Enter the information for each of the fields. The Credit field is inactive during the data entry. Verify that the information is correct and Click [Ok]. Crediting an Account Click the [Credit] button at the bottom of the Accounts Receivable screen. Enter the information for each of the fields. The Debit field is inactive during the data entry. Verify that the information is correct and Click [Ok]. Printing The Account History Click the [Print] button at the bottom of the Accounts Receivable screen. You are prompted for the print destination. See the "Printing" section on page 9 for more information on print options. Accounts Payable From the Transactions Menu, choose Accounts Receivable (ALT+T, P or CTRL+P). Below are descriptions of each field and the information you must provide for an entry to be complete. Supplier Code The alpha-numeric supplier code you wish to debit or credit. Name The supplier or business name for the entered supplier code. Current Balance Display the current accounts payable balance owed to the supplier. Date The date the transaction took place. Inv # The invoice number that the entry refers to (optional). Tron Invoice Manager v1.0 PAGE 25 ----------------------------------------------------------- Description Describe the reason for the transaction. Debit The debit amount of the transaction entry. Credit The credit amount of the transaction entry. Balance Displays the historical balance of the supplier after the transaction took place. Available Functions The following functions are available in the Accounts Payable screen: Note: When entering or changing information in any screen with multiple fields, use the TAB key to move to the next field and SHIFT+TAB to go to the previous field. Use the ENTER key only to save the changes that you have made to disk (same as Clicking Ok). ESC cancels any changes before they are saved (same as Clicking Cancel). Debiting an Account Click the [Debit] button at the bottom of the Accounts Payable screen. Enter the information for each of the fields. The Credit field is inactive during data entry. Verify the information is correct and Click [Ok]. Crediting an Account Click the [Credit] button at the bottom of the Accounts Payable screen. Enter the information for each of the fields. The Debit field is inactive during data entry. Verify the information is correct and Click [Ok]. Printing The Account History Click the [Print] button on the bottom of the Accounts Payable screen. You are prompted for the print destination. See the "Printing" section on page 9 for more information on print options. Bank Transactions From the Transactions Menu, choose Bank Transaction (ALT+T, T or CTRL+ T). Below are descriptions of each field and the information you must provide for the entry to be complete. Branch Code The alpha-numeric code for the bank branch. Branch Name The bank branch name. Current Balance The current bank balance in that account. Tron Invoice Manager v1.0 PAGE 26 ----------------------------------------------------------- Date The date of the transaction entry. Debit The debit amount of the transaction entry. Credit The credit amount of the transaction entry. Balance Displays the historical balance of the account after the transaction took place. Available Functions The following functions are available in the Banking Transaction screen: Note: When entering or changing information in any screen with multiple fields, use the TAB key to move to the next field and SHIFT+TAB to go to the previous field. Use the ENTER key only to save the changes that you have made to disk (same as Clicking Ok). ESC cancels any changes before they are saved (same as Clicking Cancel). Debiting a Bank Account Click the [Debit] button at the bottom of the Banking Transaction screen. Enter the information for each of the fields. The Credit field is inactive during the data entry. Verify the information is correct and Click [Ok]. Crediting a Bank Account Click the [Credit] button at the bottom of the Banking Transaction screen. Enter the information for each of the fields. The Debit field is inactive during the data entry. Verify the information is correct and Click [Ok]. Printing The Account History Click the [Print] button on the bottom of the Banking Transaction screen. You are prompted for the print destination. See the "Printing" section on page 9 for more information on print options. Reports Choose the Reports Menu [Alt, R] or [Alt+R]. From here, you may select the following reports. Customers Customer list Customer labels Suppliers Tron Invoice Manager v1.0 PAGE 27 ----------------------------------------------------------- Inventory Prince list Inventroy Valuation Employees Outstanding orders Outstanding back Orders Accounts Receivables Accounts Payables Sales by Products Daily, Weeky, Monthly, Yearly Sales by Customers Daily, Weeky, Monthly, Yearly Invoices Purchasing by Products Daily, Weeky, Monthly, Yearly Purchasing by Suppliers Daily, Weeky, Monthly, Yearly Commission Detailed Commission Summary Commission Customer reports From the Reports Menu, choose Customers (ALT+P, C). There are two customer reports available, Customer list, and Customer labels. Either report can be printed in full or with a search criteria. The use of the search option will bring up the Customer Screen. Entering information in any field will allow only records that contain or begin with the search criteria to be printed. Customer Labels TIM gives you the ability to print continuous form or laser printer type labels for your customers. The Contact name, Company name, Address, City, Province, Postal Code print on the label. Customer List Below is a sample of the Customer List report. Supplier reports From the Reports Menu, choose Suppliers (ALT+P, S). The Supplier report shares the same format as the customer list report. Inventory reports From the Reports Menu, choose Inventory (ALT+P, I). Two inventory reports are available, Price list and Inventory Tron Invoice Manager v1.0 PAGE 28 ----------------------------------------------------------- Valuation. Either report can be printed in full or with a search criteria. The use of a search option will bring up the inventory screen. Entering information in any field will allow only records that contain or begin with the search criteria to be printed. Price List Below is a sample of the Price List report. Inventory Valuation Below is a sample of the Inventory Valuation report. Employee report From the Reports Menu, choose Employees (ALT+P, E). The Employee report lists the information found on the employee screen. Outstanding Orders From the Reports Menu, choose Outstanding Orders (ALT+R, O). Below is a sample of the Outstanding Orders report. Outstanding Back Orders From the Reports Menu, choose Outstanding Back Orders(ALT+P, B). The Outstanding Back Orders report shares the same format as the Outstanding Orders report Accounts Receivable From the Reports Menu, choose Accounts Receivable (ALT+P, A). Below is a sample of the Accounts Receivable report. Accounts Payable From the Reports Menu, choose Accounts Payable (ALT+R, C). The Accounts Payable report shares the same format as the Accounts Receivable Report. Sales Reports From the Reports Menu, choose Sales (ALT+P, S). Two sales reports are available, Sales by Product, or Sales by Customer. Start and finish dates are needed to determine the period of the report. Daily, weekly, monthly, and Tron Invoice Manager v1.0 PAGE 29 ----------------------------------------------------------- yearly periods are available. Either report can be printed in full or with a search criteria. Sales by Customer with the use search option will bring up the Customer screen. Sales by Product with the use search option will bring up the Inventory screen. Entering information in any field causes only records that contain or begin with the search criteria to be printed. Sales by Products Below is a sample of the Sales by Product(s) report. Sales by Customer(s) Below are descriptions of each column displayed in the sales by customer(s) report. Invoices The Invoices report will reprint all the invoices for a specified period of dates. From the Reports Menu, choose Invoices (ALT+P, N). Start and finish dates are needed to determine the period for which to reprint all the invoices. Purchasing From the Reports Menu, choose Sales (ALT+P, U). Two purchasing reports are available: Receiving by product, or Receiving by customer. Start and finish dates are needed to determine the period of the report. Daily, weekly, monthly, and yearly periods are available. Either report can be printed in full or with a search criteria. Sales by Supplier with the use search option will bring up the supplier screen. Sales by Product with the use search option will bring up the inventory screen. Entering information in any field allows only records that contain or begin with the search criteria to be printed. Purchasing by Products The Purchasing by Products Report shares the same format as the Sales by products report. Purchasing by Suppliers The Purchasing by Suppliers Report shares the same format as the Sales by Suppliers report. Commissions From the Reports Menu, choose Commission (ALT+P, M). Two Tron Invoice Manager v1.0 PAGE 30 ----------------------------------------------------------- commission reports are available: Detailed or Summary. Start and finish dates are needed to determine the period of the report. Daily, weekly, monthly, and yearly periods are available. Either report can be printed in full or with a search criteria. Entering information in any field allows only records that contain or begin with the search criteria to be printed. Detailed Commission Below is a sample of the Detailed Commission report. The report is sorted and subtotaled by sales representative. Summary Commission Below is a sample of the Summary Commission report. Tools The Tools Menu provides options for changing company information, cleaning up the data file by deleting invoices and account histories, changing screen fonts and colours, and printer font options. Changing Company Information and Options From the Tools Menu, choose Customize (ALT+T, Z) or (CTRL+ Z). Below are descriptions of each field and the information you must provide for Company information to be complete. Company Name The business name that is to appear on all reports and invoices. Address, City, State/Province, Zip/Postal Phone Your phone number. Suggested format #-###-###-####. Fax Your fax number. Suggested format #-###-###-####. Company # Your limited company number. GST # (Goods and Services Tax Number) Your Goods and Services Tax number. PST # (Provincial Sales Tax Number) Your provincial sales tax number. Available Functions The following Options are available in the customize screen: Tron Invoice Manager v1.0 PAGE 31 ----------------------------------------------------------- Note: When entering or changing information in any screen with multiple fields, use the TAB key to move to the next field and SHIFT+TAB to go to the previous field. Use the ENTER key only to save the changes that you have made to disk (same as Clicking Ok). ESC cancels any changes before they are saved (same as Clicking Cancel). Form Options Below are descriptions of each field and the information you must provide for the form options information to be complete. Include company address on... Specify the forms that will print the company address. Preprinted forms include... Specify the forms that are preprinted. Default invoice comment The default comment at the bottom of the Sales Order. Rates Options Below are descriptions of each field and the information you must provide for the rates options to be complete. Default GST rate (%) The default Goods and Service Tax rate. Default PST rate (%) The default Provincial Sales Tax rate. GST on shipping Specify if GST is to be added on shipping. PST on shipping Specify if PST is to be added on shipping. PST on GST Specify if PST is to be added on GST. Aging Options Below are descriptions of each field and the information you must provide for Aging options to be complete. Customer aging Interval 1, 2, 3 The number in days to categorize accounts receivable into. etc., 15, 30, 90 days. Supplier aging Interval 1, 2, 3 The number in days to categorize accounts payables into. etc., 15, 30, 90 days. Tron Invoice Manager v1.0 PAGE 32 ----------------------------------------------------------- Check for credit limit Specify if you would like the program to check if customers have reached their credit limit. Last Numbers Below are descriptions of each field and the information you must provide for the last number information to be complete. Last Invoice Number The number of your last invoice. Deleting Histories Note: the following function should only be performed after a backup of the data has been made. The Accounts Payable, Accounts Receivable, Invoice, and Receiving histories can all be deleted. Deleting histories reduces the size of the data file and speeds record access in the system. From the Tools Menu, choose Delete histories (ALT+T, D). Deleting Accounts Payable Histories Note: Deleting Accounts Payable histories will also delete any way of retrieving supplier statements. Choose Deleting Accounts Payable histories. Upon confirmation, all Accounts Payable records will be deleted. This function will not remove the current owed balance to those supplier(s) however. Deleting Accounts Receivable Histories Note: Deleting Accounts Receivable histories will also delete any way of retrieving customer statements. Choose Deleting Accounts Receivable histories. Upon confirmation, all receiving records will be deleted. This function will not remove the current owing balance of the customers however. Deleting Invoices Note: Deleting Invoices histories will also delete any way of reprinting past Sales by Product reports. Choose Delete Invoices histories. Upon confirmation, all invoice records will be deleted. This function will not remove the current owing balances of those customer(s), however. Tron Invoice Manager v1.0 PAGE 33 ----------------------------------------------------------- Deleting Receiving Note: Deleting Invoices histories will also delete any way of reprinting past receiving by product reports. Choose Delete Invoices histories. Upon confirmation, all receiving records will be deleted. This function will not remove the current owing balances of those supplier(s) however. Renumber customers Note: the following function should only be activated at the end of fiscal periods, or after a backup of the data has been made. Deleting Accounts Payable histories will also delete any way of retrieving past monthly statements. From the Tools Menu, choose Renumber customers. Upon confirmation, all accounts payable records will be deleted thereby reducing the size of the data file. This will speed up the record access. Renumber suppliers Note: the following function should only be activated at the end of fiscal periods, or after a backup of the data has been made. Deleting accounts payable histories will also delete any way of retrieving past monthly statements. From the Tools Menu, choose Renumber suppliers. Upon confirmation, all accounts payable records will be deleted thereby reducing the size of the data file. This will speed up record access. Defaults Menu The defaults menu is installed on the menu bar by selecting the Show default menu from the Tools menu. It provides options to allow changes to be made to the color and font tables in the program. Change Colors TIM maintains a table of fifteen colors, A to O, which are used to color the objects on windows and reports. The change color option allows the 15 colors to be changed. Click on the selected color. Move the horizontal scroll bar to select a color combination. The chosen color is displayed in the block beside the defaults button. Tron Invoice Manager v1.0 PAGE 34 ----------------------------------------------------------- Change Window / Report font table These are two separate options. One changes the fonts for windows and the other for reports. The dialog box contains two list boxes. The list box on the right lists the different fonts currently available for the currently selected printer. The list box on the left shows the fonts used by the program. To replace a font, click the font name in the table, then click on the new font in the available list. Fonts in general are device specific and the available fonts will depend on the selected printer. Utilities Menu The utilities menu is installed or removed from the menu bar by selecting the Show utilities menu from tools menu. The utilities menu allows you to import/export records with greater control. Also, the Reorganize Data option converts previous TIM versions. Reorganize Data This performs a complete reorganization of the data so that it conforms to the template stored by the program. This function is used only once to update the data from previous versions of the program. Check Data This function works the same as the reorganize data function but allows you to reorganize only those files which require it. Files can also be selectively re-indexed. The File Menu Select the File Menu (Alt+F). From here, you may select the following modules: Open Passwords Import Export Control Panel Calculator Exit About this application Changing Company Files From the File Menu, choose Open (ALT+F, O). This allows you to not only change to different company records, but also to Tron Invoice Manager v1.0 PAGE 35 ----------------------------------------------------------- select multiple accounting periods for the same company. Passwords The passwords option is simply there to familiarize the user with the menu structure of the professional version of this program and serves no purpose in the current version. Importing records Import allows data from other program formats to be read into TIM. From the File Menu, choose Import (ALT+F, I). You are prompted for the section you wish to import records to, the import file type and the import file name. The import file formats available are: Dif Sylk dBASE Lotus Delimited commas Delimited tabs One field per line TIM data transfer Exporting records Export allows the data from TIM to be exported to standard file formats used by other programs. From the File Menu, choose Export (ALT+F, E). At this point you are prompted for the section you wish to export records from. The export file type and the export file name. The export file formats are the same as the import file formats. Running The Control Panel From the File Menu, choose Control Panel (ALT+F, C). At this point refer to your Microsoft Windows manuals for guidance on setting printer resolution, printer ports, and screen colors. Running The Calculator From the File Menu, choose Calculator (ALT+F, R). At this point refer to your Microsoft Windows manuals for guidance on how using the Calculator in standard and scientific modes. Exiting From the File Menu, choose Exit (ALT+F, X). This saves all data, terminates the program, and returns you to the Microsoft Windows system.