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┌──────────────────────────────────┐
│ Service Billing Program Tutorial │
└──────────────────────────────────┘
As You proceed step by step through this tutorial you will perform all of
the functions provided by the program. You will begin by creating three new
customers and manipulating them during your cruise down the river of
knowledge.
During the tutorial you will need to Enter data. The data that you will
type will be enclosed in curly brackets, e.i. {DATA}. Do not type the {}.
┌────────────────┐
│ Tutorial Setup │
└────────────────┘
Set the date to January 20. Type {DATE 1/20/Current Year} press Enter.
Later on at the end of the tutorial you will be reminded to set it back to
todays date.
To help you see the name of the directory you are currently in, type
{PROMPT $T $D$_$P$G} and press Enter.
Move to the root directory of the C: drive by typing {C:} and pressing the
Enter key. Then type {CD\} and press Enter.
You should now see the time and date on the first line followed by the root
directory prompt that looks like C:\> .
Now enter the commands to move to the subdirectory where the Service Billing
program is located. Assuming that you installed the program in a
subdirectory called SERVICE, you would type {CD\SERVICE} and press Enter.
The prompt then should look like "C:\SERVICE>".
In order to start the program, Type {SERVICEP} or {SERVIH30} depending on
which version of the program you are attempting to evaluate, and press
Enter.
The first screen presented, when you start the Service Billing program, is
the Keyboard Usage screen. Read each screen carefully using the Enter key
to loop through the screens. Press the Esc(ape) key when you are satisfied
that you understand how to use the keyboard. The Main Menu is now
dispalyed.
┌──────────────────┐
│ Build Customer 0 │
└──────────────────┘
From the Main Menu type {c} for Customers. (Have you noticed that a
selection can be made by using the first letter of the desired function?
Type {a} to add a customer. Enter data using the upper and lower Case as
indicated.
Type {Allied Construction} and press Enter.
Type {allied 2345 pinetree lane 213} and press Enter.
Type {y} and press Enter
Type {5408 Business Road} and press Enter TWICE.
Type {Mytown} and press Enter.
Type {State} and press Enter.
Type {12345-6789} and press Enter.
Type {USA} and press Enter.
Type {(704) 555 1212} and press Enter.
Type {james mason} and press Enter.
Type {3450} and press Enter.
Type {Pool located at 2345 Pinetree Lane} and press Enter.
Type {Lot number 213}
If something needs changing, change it now using the up and down cursor
movement keys to select the desired field and entering the correct data.
If everything looks Ok then press Esc(ape).
As a precaution you are provided the choice of not updating the file, just
in case you decide against it. You will see the prompt "Should the data
base be updated with this record ?".
To update the customer file press Enter.
You will then be prompted "Do you want to continue adding customer
records ?". Press the Esc(ape) key to continue adding records.
┌──────────────────┐
│ Build Customer 1 │
└──────────────────┘
Type {Allied Construction} and press Enter.
Type {allied 2685 pinetree lane 345} and press Enter.
Type {y} and press Enter
Type {5408 Business Road} and press Enter TWICE.
Type {Mytown} and press Enter.
Type {State} and press Enter.
Type {12345-6789} and press Enter.
Type {USA} and press Enter.
Type {(704) 555 1212} and press Enter.
Type {james mason} and press Enter.
Type {3450} and press Enter.
Type {Pool located at 2685 Pinetree Lane} and press Enter.
Type {Lot number 345}
If something needs changing, change it now using the up and down cursor
movement keys to select the desired field and entering the correct data.
If everything looks Ok then press Esc(ape).
To update the customer file press Enter.
To continue adding records press the Esc(ape) key.
┌──────────────────┐
│ Build Customer 2 │
└──────────────────┘
Type {Joseph Doaks} and press Enter.
Type {doaks joseph} and press Enter.
Type {y} and press Enter
Type {2745 Jasmine Lane} and press Enter.
Type {Suite 785} and press Enter.
Type {Mytown} and press Enter.
Type {State} and press Enter.
Type {77777-7777} and press Enter.
Type {USA} and press Enter.
Type {(674) 523 1907} and press Enter.
Type {gerry bloom} and press Enter.
Type {2400} and press Enter.
If something needs changing, change it now using the up and down cursor
movement keys to select the desired field and entering the correct data.
If everything looks Ok then press Esc(ape).
To update the customer file press Enter.
You are finished adding customer record so press Enter to continue.
The program now displays an information screen stating that "it is necessary
to build the customer index file. Let's build the index so that we can
proceed. Press the space bar to return to the Customer Menu.
┌───────────────────┐
│ Building the Index│
└───────────────────┘
Type {q} for "Quit" to return to the Main Menu.
Type {s} for "Special program menu".
Type {i} for "Index build for customer file".
Wait until index build is done, then type {q} for "Quit" to return to the
Main menu.
┌───────────────────┐
│ Check What We Did │
└───────────────────┘
Type {c} for "Customer Activities"
At the Customer Menu, type {d} to display customers.
To use the index to find customer records using the first letter of the sort
handle, press Enter.
Type {a} then press Esc(ape).
You are now Presented with a list of all customers whose last name Begins
with an "A". NOTE: You can see now, why we created sort handles by using
Allied followed by the address of the property where the pool was physically
located. Think about servicing 100 pools for Allied Construction. This way
helps you to select the desired pool.
You want to start with the first one so press Enter.
The information for customer 0 is now displayed. Whenever you are through
checking the data press Esc(ape).
Scroll through the customer records by pressing the Esc(ape) key.
At the end of the file, pressing the Esc(ape) key returns to the Customer
Menu.
┌────────────────────────┐
│ Summary to this Point ║│
└────────────────────────┘
You began by establishing a TEST subdirectory for temporary storage of our
tutorial data. You then added three new customers and checked the results.
You have learned how to move the cursor both on selection screens as well as
data entry screens.
┌─────────────┐
│ Print Bills │
└─────────────┘
You should be located at the Customer Menu.
Type {q} for Quit and you will be returned to the Main Menu.
Type {p} to move to the Print Menu.
Type {b} to begin printing the monthly bills.
To the Question of do you want to add a message this month, press Enter.
Type {For the month of February ONLY!} and press Enter.
Type { 50% off on all Pool Covers} and press Enter.
Press Enter TWICE and the Billing Data screen is presented.
Press the Enter key to select "Select ALL Customers for this function".
Now align the paper in the printer so that the paper is at the top edge.
When finished aligning the paper, press Esc(ape).
Three bills will be printed, one for each customer you created.
After the printing stops review the bills. If your company name and address
is less that 40 columns wide it prints out in large characters at the top of
the bill, otherwise it will print in normal size. The line of ======'s
indicates where the bill should be folded in order to use a window envelope
which allows the Customer name and address to show through.
Notice that the bill has an invoice number. You could use two part paper
and file your copy of the bill by invoice number within each customer's
folder. The invoice number really has no meaning in that it is merely a
sequential number and is not stored anywhere except on the bill itself.
The first line after the invoice number displays comment number 1, 2, 3, or
4, those comments that are blank are not printed.
You should see that the previous balance on all bills is $00.00.
When you customized the system you Entered a Service Message. You now see
it followed by the month with the amount of money billed monthly. Later we
shall see that this line was added to the current account file for each
customer.
A line then appears that states "The total payment of" $xx.xx "is DUE on"
followed by the month, the day you Entered as being the due date, and finally
the year. The month printed will be determined by whether you bill Before or
After your service is performed.
Notice your sales message for this month. After printing the bills, a
message is displayed reminding you to "Check the invoices now". If everything
looks correct, then you would run the month end program. In this case we want
to make a correction. Press the Esc(ape) key.
Now lets assume that Joe Doaks has been billed too little. We should have
Entered $34.00 not $24.00. Lets fix that bill and reprint it.
┌─────────────────────────┐
│ Change Doaks $24 to $34 │
└─────────────────────────┘
You are at the Print Menu so type {q} and the system moves back to the Main
Menu.
Now type {a} for "Accounting Programs".
Type {c} (Current) and the customer select screen is presented.
Type {2} (Joe Doaks customer number) and press Esc(ape).
The screen now displays the current account records for Joseph Doaks. Using
the down cursor key move the cursor to the Billed field for the monthly charge
of $24.00. Using the backspace key remove the 2400. Type {3400}.
Press Esc(ape), then press Enter twice.
Press Esc(ape).
Press Enter. This brings us back to the Accounts menu.
Type {q} to Bring us back to the Main menu.
Now we have to update Joe's customer record so that next month it will be
correct.
Type {c} for the "Customer Activities".
Type {u} for update which brings you to the customer selection screen.
Type {2} then press Esc(ape).
Move cursor to the Monthly Service Charge entry.
Press the backspace key FOUR times.
Type {3400} to change the value to $34.00.
Now press Esc(ape).
Press Enter to update the Customer File with this updated record.
Press Enter then press the space bar.
Type {q} to get back to the Main Menu.
Type {p} to print Joe's Bill.
Type {b} for bills.
Press Enter. Create the sales messages just as you did before. Press Enter
repeatedly until you are presented with the customer selection screen. Move
the highlight bar to "Select ONLY ONE customer with a given customer number.
Press Enter.
Type {2} then press Esc(ape).
Align the printer paper and press Esc(ape).
Review the bill to insure that the billed amount has changed to $34.00.
Press the space bar.
Before we run Month End lets check the current accounts. Press Esc(ape).
Type {q} to return to the Main Menu.
Type {a} for the "Accounting Programs".
Type {c} for Current months files.
Press Esc(ape) to look at the Current Account for customer 0.
Press Esc(ape) twice to see customer 1.
Press Esc(ape) twice to see customer 2.
Press Esc(ape) twice.
Type {q} to return to the Main Menu.
┌───────────┐
│ Month End │
└───────────┘
If this were the real world you would mail out the bills you just created.
Next you would run the month end program. It will move all of the current
account information into the history accounts.
Type {m} to go to the Month End Menu.
Type {e} for End of month update.
At this stage you will see messages appearing on the left and then the right
side of the screen. The program is reading each of the current months account
files and transferring the data to the history account files. At the same
time, since the data is transferred to the history files, the current files
are being deleted.
After the history account files are updated, the "Special Month End
Checkpoint" help screen is displayed. Read it carefully. It explains the
month end as well as the year end functions. Press Esc(ape) to continue.
Step by step instructions now appear on your monitor. If you are not
familiar with the DOS backup command, you might want to print this screen bt
pressing ths Print Screen key. Press Esc(ape) to continue.
The program stops to allow you to backup the Service Billing data files
Restart the Service Billing program by typing {SERVICEP} or {SERVIH30}
depending on which version of the program you are attempting to evaluate,
and press Enter.
At the main menu type {a}, then {c}, look at all customer current accountt
records. Notice that the only thing in the current account is the balance
from last month.
┌──────────────────────────┐
│ Look at History Accounts │
└──────────────────────────┘
Return to the Accounts Menu and type {h}. You are now asked if you want to
look the YY history accounts. The answer is yes. This really becomes
important next year when you may want to look at last years history account.
Press Enter to continue. Look at customer 0, 1, and 2, noting the balance
of each account.
Return to the Main Menu. If you have trouble doing this review the previous
pages.
┌─────────────┐
│ Post checks │
└─────────────┘
From the Main Menu exit the Service Billing program back to the DOS prompt.
We want to run year end programs so type {DATE 12-21-92} and press Enter.
Assume now that each customer mailed in a check for their out standing debt.
Type BILLING and press Enter. You should be at the Main Menu.
Type {a}, then {c}, and press Esc(ape).
Type {12-10-92} and press Enter.
Type {Check number 2854 dated 12-05-92} and press Enter THREE times.
Type the same amount as the balance amount. In the case of customer 0 the
amount is $34.50, so type {3450} then press Esc(ape).
Do the same for customer 1, varying the date and check number. On customer
2 type {10000} for the Paid value.
When finished return to the Main Menu.
┌─────────────┐
│ Print Bills │
└─────────────┘
From the Main Menu type {p} to move to the Print Menu.
Type {b} to begin Printing the monthly Bills.
Examine the bills. We politely thank the customer for any payment made
during this month. Notice that customer 2 has a credit of $32.00.
Return to the Main Menu.
┌───────────────────────────────────┐
│ End of month update (at year end) │
└───────────────────────────────────┘
Type {m}, then {e} again we see the current files rolling into the history
files. The "Special Month End Checkpoint" help screen is presented as a
rminder. Press the Esc(ape) key to continue.
Step by step instructions now appear on your monitor. NOTE: You are asked
to wait until December 31 to perform the month end backup for the end of the
year. This allows you to continue posting bills and checks until the
accounting year is complete. Press Esc(ape) to continue.
The program does not stop at this point.
Return to the Main Menu
┌───────────────┐
│ Other Reports │
└───────────────┘
Type {p} to go to the Print Menu.
Type {m}, align paper, press Esc(ape). This is the Maintainer reports, one
for each employee, showing the customers that she or he services.
Type {c}. This reports list all customers.
You select one of the three options. Type {a} for All customers. Type {o}
for Only Active customers. Type {o} again for Only Inactive customers.
Lets select All customers by typing {a}.
Type {a} for the accounting report. Follow prompts to complete the report.
Now for mailing labels, type {L}, type {o} to select ONLY ACTIVE CUSTOMERS
and press Enter. Align the 1 X 3 1/2 inch LABELS, then press Esc(ape).
After printing the LABELS the program tells you to once again align the
PAPER. Press Esc(ape).
┌─────────┐
│ The End │
└─────────┘
Now that you are finished with the tutorial you need to reset the system.
Return to the MAIN MENU, type {s} for the "Special Program Menu".
Type {c} for "Customize the system".
Press Esc(ape).
Change the "Data Files:" entry back to the name of the subdirectory you want
to store your Service Billing data in.
If you want to use your A or B diskette drive for backups you should change
the "Diskette Drive ID:" entry to the desired drive ID.
When finished press Esc(ape) this returns you to the "Special programs
menu".
Type {q} TWICE to Quit the program.
Press Enter, then press Esc(ape) repeatedly, until you return to the DOS
prompt.
Change the date back to todays date by typing {DATE} and pressing Enter.
AT the date prompt type in todays date and press Enter.
If you want to keep the files that you created during this tutorial then you
are finished and can quit.
If you want to delete the files you created during this tutorial Type {C:}
and press Enter (It is suggested that you do not erase the test files, they
should be used to test future releases of the Service Billing program).
Type {CD\TEST} and press Enter. This will place the system in the TEST
subdirectory.
Make sure the prompt C:\TEST>. If it DOES NOT then quit now before you
delete something important from your hard drive.
Type {DEL *.*} and press Enter. Type {y} if you want to delete the Test
files you created during this tutorial.
Now type {cd..} and press Enter. Now type {rd test} and press Enter to
remove the TEST subdirectory from your hard drive.
END OF TUTORIAL.DOC