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. I. LEDGER A. Enter/Edit Transactions B. Account Activity Report C. Journal Report D. Check Reconciliation 1. Check Reconciliation 2. Print Check Register E. Posting Process F. Reoccurring Entries 1. Enter/Edit Transactions 2. Print Reoccurring Entries 3. Generate Entries II. BILLING A. Enter/Edit Invoices B. Print Invoices C. Revenue Journal D. Posting Process E. Reoccurring Entries 1. Enter/Edit Transactions 2. Print Reoccurring Entries 3. Generate Entries III. RECEIVABLES A. Enter/Edit Transactions B. Cash Receipts C. Print Journals 1. Invoices/Transactions 2. Cash Receipts Journal D. Posting Process E. Reoccurring Entries 1. Enter/Edit Transactions 2. Print Reoccurring Entries 3. Generate Entries IV. PAYABLES A. Enter/Edit Transactions B. Cash Payments C. Print Journals 1. Invoices/Transactions 2. Payments Journal D. Disbursements Journal E. Print Checks PAGE 1 F. Posting Process G. Reoccurring Entries 1. Enter/Edit Transactions 2. Print Reoccurring Entries 3. Generate Entries V. REPORTS A. General Ledger Reports 1. Trial Balance 2. Income Statement 3. Balance Sheet 4. Chart of Accounts Listing B. Receivable Reports 1. Client Statements 2. Client Aging Report 3. Client Directory 4. Client Labels 5. Client Historical Information C. Payables Reports 1. Vendor Statements 2. Vendor Aging Report 3. Vendor Directory 4. Vendor Labels D. Service/Product Reports 1. Service Report 2. Product Report 3. Message Report VI. 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 1. Add/Edit Appointments 2. Print Appointments 3. Delete Appointments I. General/ID File VII. PURCHASES A. Enter/Edit Purchase Order B. Enter/Edit Received Purchase Order 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 VIII. CLOSING PAGE 2 A. General Ledger-End of Month B. Receivables-End of Month C. Payables-End of Month D. General Ledger-End of Year E. Historical Invoice Purge F. Budgeting 1. Enter/Edit Budget 2. Print Budget Report 3. Print Actual Report 4. Print Variance Report G. 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. Check Alignment F. Calculator G. Notepad H. Statement Text I. Backup/Restore Files I. LEDGER A. Ledger-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., and Inventory Adjustments, and Fixed Assets summary transactions are sent to the Ledger with these journal codes. These 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 billing module on March 14, the journal would be BI and the transaction number would be 03/14. 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. PAGE 3 If the account number is not found on file it will ask if you want 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 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. PAGE 4 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. It will also display any receipts you have received through the receivables and billing modules and also any payments made through the Purchase modules. Remember these checks and deposits are only 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, enter a 'Y' to indicate they have cleared. Otherwise, enter a 'N' if they have not cleared. Next a screen will appear to enter any other transactions that have affected your checking account. The PREV. CHKS is the total of all outstanding checks. These were indicated by putting a 'N' for outstanding. You need to enter any checks not entered through the payables module. The PREV. DEPS is the total of any outstanding deposits that were entered through the receivables and billing modules. You need to enter any deposits that were not entered through the receivables and billing modules. Next enter any miscellaneous charges, this might be, for example, a service charge. If this was entered through the ledger and posted, then you do not enter it here. Otherwise, PAGE 5 go ahead and enter it. You will still have to enter it through the ledger later. Remember this has no affect on your actual checking account balance. The miscellaneous amount will be subtracted out, so if you earned any interest it will have to be entered as a negative number. 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. 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 paper. E. 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 and 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. F. Ledger-Reoccurring Entries PAGE 6 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. 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. II. BILLING 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 PAGE 7 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. You may add as many as necessary at this time. 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. 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 will be calculated by taking units times price. The sales will be updated once you get to 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 you enter an amount in the amount paid field, this PAGE 8 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 reconcilation 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. 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. 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. 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 will be displayed and any amount that was paid at the time of the invoice. Also the net due on the invoice will be displayed. It will also give totals for each of these columns. D. Billing-Posting Process Be sure and print out all invoices and the sales journal and PAGE 9 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 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 file, if you answer 'Y' all services, messages, and products entered will be kept in a file for each client. This file can be printed out or displayed on the screen. If you need to keep your clients history on file then answer 'Y'. That way you will be able to look at clients history at any time. 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 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 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. This will print just like a regular invoice does. PAGE 10 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. III. RECEIVABLES A. Receivables-Enter/Edit Transactions 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. PAGE 11 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. If you are unsure of an account number, pressing F2 will display a listing of all the chart of accounts. Pressing Page Down will allow you to advance to the next 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 PAGE 12 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 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 and 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. PAGE 13 E. Receivables-Reoccurring Entries 1. Receivables-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 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. IV. 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 14 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. When debits and credits are equal 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 vendor statements and 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 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. PAGE 15 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. 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. D. 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 PAGE 16 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. E. Print Checks This option will allow you to print out your computer checks. 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. F. Payables-Posting Process Be sure and 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. G. 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. PAGE 17 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. V. 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 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 PAGE 18 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 may display the statements to the screen or print them out on plain paper. 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 the payments the client has made on the 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 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 PAGE 19 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 code press F3 to list by code, or search by name or company name. C. Payables Reports 1. Statements-Vendors This option prints out the statements for each vendor. You are able to print statements for one vendor, all vendors, or a range of vendors. Next it will ask if you are sure you want to print the statements. You may print or display this report. The statements contain any invoices or payments made for a vendor. Then it will display the amount that you currently owe each 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 statement. 2. Aging Report-Vendors PAGE 20 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. 3. 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. 4. 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 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 PAGE 21 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. VI. 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. First enter in 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 company name enter in the company name or any part of the company name. For example, if you entered in 'Tar' for the company name, any company name found that starts with 'Tar' will be displayed. The same goes when searching by name. The company field is the client's company name. You also have a field for the name of your contact. Enter in the PAGE 22 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. 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 out Purchase Orders and Received Purchase Orders this tax amount will be charged on all merchandised order. 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 for that service will be added to the particular sales account. This way you can get sales for different departments. 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 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. PAGE 23 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 are in 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 will charge the client for all services or products billed. This rate will be calculated for you when making out the clients invoices. 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. 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 you 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. G. Records - Client 1. Add/Edit Client Records In this option you will be able to write notes of clients' PAGE 24 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 word processor. The editing keys available will be displayed on screen at all times. 2. Print Client Records 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 put 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. 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. PAGE 25 H. Appointment Schedule 1. Add/Edit Appointments In this option you are able to add or edit your appointment schedule. First you will be asked to enter the date to which you wish to add or edit appointments. Next all the appointments entered for that day will be displayed for viewing or editing purposes. The schedule allows you to enter the client's name with which you have an appointment, and any comments you might have concerning this appointment. If you are not sure of the client's name press F3 to search for the client by code, name or company name. This schedule starts at 7:00am and goes until 6:45pm in 15 minute increments. 2. Print Appointments This option allows you to have a printed copy of your appointment schedule. When printing this information you are asked to enter the first and last date you want this report to cover. Each day will be printed on a separate sheet of paper, with the time, client's name, and any comments made. 3. Delete Appointments This option allows you to delete days of appointments. 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 these dates will be deleted. It will ask you to verify your actions before it deletes the records. 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 PAGE 26 this account. You have the option to override this account 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. Printer Parameters: The printer parameters are decimal codes the program sends to your printer when printing out reports. These control the condensed and normal printing of reports. Most printers use the standard IBM mode, which is 18 for normal and 15 for condensed. Consult your printer manual or computer dealer if you have difficulty with your parameters. 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 PAGE 27 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 which you wish to start. Password: For security reasons a place to enter a password has been provided. The next screen asks if you want to edit your password. If you answer 'Y', it will prompt you for your current password. If this is the first time to edit the password press enter, otherwise enter in your current password. You will now have the ability to enter the password you wish to use. If you enter a password, the next time you run the program you must enter the proper password before the program will run. VII. 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. Next you will be prompted to enter in the date of the purchase order. It defaults to the DOS date but it 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 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 can add as many as necessary at this time. 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 PAGE 28 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, or you may print it out later. 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 PAGE 29 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. 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 can add as many as necessary at this time. 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. 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, that is setup in the General ID File. This amount will also be posted to the check reconcilation under the default PAGE 30 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 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. 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 PAGE 31 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 received purchase orders to print out. 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 and 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. H. Post Adjustments PAGE 32 Be sure and 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. VIII. CLOSING A. General Ledger-End of the Month Before running any of the end of the period routines, be sure and 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 and 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 and make a backup of your data files. This routine will match up all POSTED cash receipts and invoices. If they have 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 PAGE 33 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 and 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 and 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 and 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 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 PAGE 34 Before running any of the end of the period routines, be sure and 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. 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 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. G. Fixed Assets PAGE 35 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 and 3) Sum-of-the years-digit. Finally, you must enter 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 esitmated 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 follows: (16,000cost - 1000residual)/5years = 3,000annual depreciation Declining-Balance Method The declining-balance method gives a declining periodic depreciation charge over the esitmated 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 esitmated 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 PAGE 36 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. 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 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 PAGE 37 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 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. 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 PAGE 38 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 posting the billing. 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. 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. 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. PAGE 39 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. 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. F. 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. G. Notepad Enter the desired text and press enter to save the line. The notepad text is automatically saved to disk. H. 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. I. 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 the A:drive. It will only use one disk, so if the disk fills up you should backup 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 ask if you want to 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.