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Small Business Invoices (SBI) SBI is an invoice tracking software. Copyright 1992 By: Barker Computer Systems (Curtis A. Barker) SBI Demo version may be freely distributed. To order SBI write or call: Barker Computer Systems Curtis Barker P. O. Box 10684 Midland Texas 79702 (915) 687-6419 INSTALLING SBI To install the program on your hard disk run the INSTALL program from the SBI Install Diskette #1. Insert the SBI install diskette #1 in any DRIVE, change to that DRIVE, and type INSTALL at that DRIVE prompt. Next type the Path (Hard drive letter & directory) to install the program files to and then press Enter. After an answer Y to (Is this correct?), Install will uncompress files to your hard drive. Example: ┌─────────┬──────────┬───┐ ┌────┐ │[] ┌┬┐│=======~==│ A │ Place diskette │ O--│ >in drive A │ C│││├──────────┤ │ └────┘ │ └┴┘│ ======~ │ B │ Type A: and press Enter └─────────┴──────────┴───┘ Type INSTALL and press Enter Screen will say C:\SBI <- (Edit if you like) Press Enter twice and screen says: Is this correct? (Y/N) Y Type Y and Install will begin. SBI makes no changes to your AUTOEXEC.BAT or CONFIG.SYS files BUT, you must have a files=30 or more statement in your config.sys file. AFTER INSTALLATION Type SBI to start program. You will be prompted for a Company name and number. You Must Enter a Company Name and Company Number. A sub-directory will be created with the company number you select. If your company has no number, just choose a number such as "1" and enter it. The company name is used on reports and invoices to describe who you are. The company number is used to place data so the program can find it. Valid company numbers are: A thu Z, 0 thu 9 or _. Eight characters or less. (no spaces). COMPANY SELECT SCREEN The first screen when entering the program is the Company Select Screen and has a menu at the bottom of the screen: ┌─────────────────────────────────────────────────────────────────────────────┐ │Jul 22, 1993 (Thursday) 4:09 PM 01 COMPANY SELECT SCREEN (+) REINDEX│ │░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│ │╔══ Company(s) ═══════════════╗░░╔═════════════════════════════════════════╗│ │║BARKER COMPUTER SYSTEMS ║░░║ Company : BARKER COMPUTER SYSTEMS ║│ │║ ║░░║ Company #: 1 ║│ │║ ║░░║ Address : ║│ │║ ║░░║ P.O. BOX 10684 ║│ │║ ║░░║ MIDLAND, TEXAS 79702 ║│ │║ ║░░║ ║│ │║ ║░░║ Zip: - Phone:(915)687-6419 ║│ │║ ║░░║ Print this on invoice? (Y/N) Y ║│ │║ ║░░╚═════════════════════════════════════════╝│ │║ ║░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│ │║ ║░░░ Press Insert For Options. ░░░░░░░░░░░░░░░│ │║ ║░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│ │║ ║░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│ │║ ║░░╔═════════════════════════════════════════╗│ │║ ║░░║>CURTIS │ FULL ACCESS║│ │╚══════════════════════════════╝░░╚═════════════════════════════════════════╝│ │░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│ │░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│ │╔═══════════════════════════════════════════════════════════════════════════╗│ │║ F1 help F2 add F3 edit F4 delete F6 company setup F7 password ║│ │║ F9 employee Enter select company F10 exit ║│ │╚═════════════ Alt-Set calendar dates ══════════════════════════════════════╝│ └─────────────────────────────────────────────────────────────────────────────┘ *** Pressing INSERT calls a pop-list of options and the first item on the list is highlighted. You may use your arrow keys to highlight other items. Press return on a highlighted item to choose that item. The pop-list is available at the Company, Customer, Appointment, and Invoice screens. *** Pressing F1 at a screen or data entry box calls help when available: Help is not available when it was deemed not necessary or possibly overlooked and left out but, help is generally available throughout the program and is accessed by pressing F1 at any time except while awaiting program execution. General help window. ┌─────────────────────────────────────────────────────────────────────────────┐ │ Menus are at the bottom of each entry screen and contain Function keys │ │ followed by the action they execute. │ │ You may also use Up or Down arrows, PageUp or PageDown to scroll. │ │ F10 or End keys to return to prevoius screen unless, "Escape to exit" │ │ is on screen. │ │ │ │ Boxes to left of screen contain key data you can search on by typing │ │ A through Z or 0 through 9 followed by as many keystrokes as you like │ │ and then Enter. If your keystrokes exceed the the length of the field │ │ you are searching, search will commence without perssing Enter. │ │ │ │ Boxes to right of screen contain data pertaining to the highlighted │ │ item in the box left of screen. This data can usually be added to by │ │ pressing F2, edited by pressing F3, deleted by pressing F4, printed │ │ by pressing F8, with other options listed at bottom of screen. │ │ │ │ Memory > 100320 <-Current ram memory unused. │ └─────────────────────────────────────────────────────────────────────────────┘ The software uses function keys F1 thu F10 and Alt+letter combinations shown at the bottom of the screens to select what you want to do. *** Pressing F2 ADD NEW COMPANY Do this if you have more than one Company or need a practice field. This prompt also appears upon 1st time program entry. ┌───────────────────────────────────────────┐ │ COMPANY ______________________________ │ │ COMPANY # ________ │ └───────────────────────────────────────────┘ You will be prompted for a Company name and number. F1 for help. *** Pressing F3 EDIT COMPANY NAME AND ADDRESS ┌───────────────────────────────────────────┐ │ Company : BARKER COMPUTER SYSTEMS_______ │ │ Company #: 1_______ │ │ Address : │ │ P.O. BOX 10684________________ │ │ MIDLAND, TX___________________ < (put zip│here if you like) │ │ │ Zip : 79702-_______ Phone :(915)687-6419 │ │ Print this on invoice? (Y/N) Y │ └───────────────────────────────────────────┘ You may edit Company name, address, zip and phone #. F1 for help. *** Pressing F4 DELETE COMPANY Delete this Company? (Y/N) N Company DATA in sub-directory: C:\SBI\1\ will remain until YOU remove it. *** Pressing F6 COMPANY SETUP.......SETTING COMPANY DEFAULTS ┌─────────────────────────────────────────┐ │ Printer 1=Dot Matrix Modem Initiate │ │ Port LPT1 2=Laser 1 COM3 +++ATL3DT │ │ │ │ Invoice Line Item Tax Tax │ │ Number Columns Default Rate │ │ 1000 Y Y 0.07750 │ │ │ │ Fiscal Year Sound Cursor Screen Saver│ │ Starts 01/01 On Y Fast Y Delay 300 │ │ Expanding window speed (1.02-6.00) 1.05 │ └─────────────────────────────────────────┘ To set or change default options such as printer, tax rate, fiscal year, next invoice number, and mode press the F6 key at the company screen and select yourself at the employee screen. You will then be prompted for printer, tax rate, etc. Press F1 for help at any entry box. Note :Line item refers to invoice line item entries. Normal is: PART # DESCRIPTION TAX AMOUNT Column is: PART # QUANTITY PRICE DESCRIPTION CODE TAX AMOUNT When done you may want to select one of the 50 color schemes or 8 border colors. The top of the screen prompts: USE UpDn ARROWS TO CHANGE COLORS, B TO CHANGE BORDER, D FOR DEFAULT, C EDIT PRINT CODES (for more experienced users) PRESS RETURN TO ACCEPT. *** Pressing F7 SETTING A PASSWORD DO NOT SET AND FORGET A PASSWORD. IF YOU DO THIS CALL BARKER COMPUTER SYSTEMS TO DECODE. PASSWORDS ARE NOT EASY TO DECODE EVEN WHEN YOU KNOW THE PASSWORD. BARKER COMPUTER SYSTEMS will need a current backup of your data to decode a forgotten password. There are two levels of passwords MAIN and EMPLOYEE and they are optional. Passwords are hidden and coded through the data files and not likely to be decoded. *** Pressing ENTER OR RETURN (Select Highlighted Company) (prompts for password if one exists) and goes to: Employee screen. Highlight employee, press enter, (type password if one exists) and goes to: Customer screen. Highlight a customer, press enter and goes to: if any invoices for selected customer, Invoice screen for review. if not, prompts user "No Invoices this Customer. " "Would you like to add one? (Y/N) Y " if Y yes begins invoice input process. if N no returns to Customer screen. NOTE If only one employee is entered at the employee screen and no password is set the employee screen is bypassed and that employee is automatically logged in. *** Pressing F9 EMPLOYEE SCREEN Add, Edit, or Select Employees and or employee passwords here. *** Pressing F10 QUIT At most screens the F10 or END keys returns to the calling screen. If you are at a screen with a prompt awaiting data input, Escape key will normally let you exit this type of screen. At Company screen: F10 Quits program and Returns to system Ie... (DOS, WINDOWS, MENU, ?) EMPLOYEE SELECT SCREEN Features add, edit, delete, print, employee log, password, select. *** Press Enter to log in under the highlighted employee. *** Pressing F6 LOG Displays the employee log file with the last entry at the bottom of the screen. You may use up or down arrows to scroll or F8 to print the file. *** Pressing F8 PRINT Employee commissions: Prints a report showing employee commissions. By now you should have Entered the program, selected a company name, number, and address, entered an employee, set your company defaults, and possibly selected a color scheme. If so, the next thing to do is start entering your customers. At the Company Select screen highlight the company to work in and press return. Highlight an employee and press return and you should be at the Customer Screen if you have entered customers, or prompted to do so. Once at the Customer Screen you again have a menu at the bottom of the screen with F2 to add, F3 to edit, and F4 to delete (customers). This screen is really the main screen of the program and it is from this screen that you will select things like add/view/edit/search invoices, view inventory, make payments to invoices, add/view/edit appointments, and most other tasks can be accessed from this screen and are explored further as we go. Like company setup each customer has a setup that is accesed when you add or edit that customer you will be promped for customer discounts specific to the current customer. These discounts are for inventory items and are defaults to be selected, if desired, during invoice creation for inventory line items. Prompts for default prospect and category to use for assigning invoice monies when specific tracking of monies is desired. The default is automatically set to 999999 (Miscellaneous) whenever you add a new customer. You will also be prompted for an over 30,60,90 default. The number you select here will be the number of days before assessing finance charges when printing statements. CUSTOMER INPUT SCREEN Features add, edit, delete, close end of month, view history, setup customer defaults, print invoice/reports menu, view calendar, input invoices, review invoices, review prospects/categories, input quotes, search invoice, view inventory, review payments, list customers, phone list, review appointments, check register. ┌─────────────────────────────────────────────────────────────────────────────┐ │Jul 22, 1993 (Thursday) 4:11 PM 11 BARKER COMPUTER SYSTEMS │ │ 1 Invoice│ │────── C U S T O M E R ────────┬─ ADDRESS ──────────────────────────────────│ │ APPLE OIL & GAS COMPANY │ 123 N WALL ST. │ │ ASTRO OIL & GAS COMPANY │ MIDLAND, TX 79701 │ │ BEVIS COYLE │ ATTN LEE ROBISON │ │ BOBBY DOWDREY │ PHONE EXT TALK TO │ │ BRANDY HOFFMAN │ (915)682-5659 3435 LEE, BRENDA, OR DAVID │ │ BRUCE GURBRIDGE │ FAX COMMENT │ │ BUCKLEY ENERGY INC. │ (915)682-5095 CLEANING CONTRACT EXPIRES │ │ CASH CUSTOMER │ DOB 08/30/95 │ │ CAVETE SPORTSWARE INC. │ SOC SEC TAX ID FINANCE│ │ CHARLES CUST │ 000-00-0000 0-000-00-0000-0 0.00000│ │ CHARLOTTE WEAVER │ Statement Minimum Payment >>>>>: 0.00│ │ COOLEY ENERGY │ Cust. Batch Count: 1 Amount: 23.19│ │ COPELAND ESTATE │ Total Batch : 4 : 1711.08│ │ POSTILLA PETRO │ TO DATE/PAID│ │ DAVID COPER │ 3642.32│ │ DR. FRANK LEE │ 3619.13│ │───────────────────────────────┴──────────────── RECEIVEABLES-> 23.19│ │ Press Insert For Options. Last Pmt> 129.13 07/21/93 ADTP> 28│ │╔══════════════════════════════════════════════════════════════════════════╗ │ │║F1 help F2 add F3 edit F4 delete F5 eom F6 history F7 scan F8 print║ │ │║A-Z or 0-9 to search PgUp/PgDn F9 make invoice <─┘ review F10 exit║ │ │Accts Invoice/expense Pmts inVentory Schedule LisT Calendar Quote pHone list │ └─────────────────────────────────────────────────────────────────────────────┘ *** Pressing F5 END-OF-MONTH (POST INVOICES) This procedure moves current invoices to history where editing is no longer an option. This must be done once a month or program execution speed will suffer when making invoices. Note : Even though you can no longer edit an invoice in history, you can void the invoice and make a new one in current if necessary. *** Pressing F6 HISTORY Displays all posted invoices from previous months and allows you to view, print, or void invoices. You may also delete invoices if you wish. If you choose this option you will be prompted for a date and all invoices older than the selected date that are paid will be removed from your data. *** From the pull down menu, INVENTORY ADD, EDIT MENU INVENTORY SCREEN ┌─────────────────────────────────────────────────────────────────────────────┐ │ 5:16 PM 14 │ │ Inventory Add / Edit Screen │ │┌─────────────┐ │ ││ Part # │ Misc Inventory Desc. Supply#: │ ││HD-170IDE │ 170meg Hard Drive IDE │ ││HD-345IDE │ │ ││HD-405IDE │ Type :(S)ervice, (A)ctivity, or default = (P)roduct P │ ││HD-420IDE │ ┌──Bin #────┐┌─────────Costs────────┐┌─────────Sold──┐ │ ││HD-545IDE │ │ YARD ││ Retail : 176.00 ││ MTD : 4 │ │ ││IC-386DX40-A │ │ On Hand ││ Cost: 160.00 ││ QTD : 6 │ │ ││IC-486DX33-I │ │ 2 ││ MarkUp: 1.1000 ││ YTD : 36 │ │ ││IC-486DX40-A │ │ Minimum ││ Taxable: N (Y/N) ││ TTD : 403 │ │ ││IC-486DX50-A2│ │ 1 ││ Commission Item N ││ │ │ ││IC-486DX66-I2│ └───────────┘└──────────────────────┘└───────────────┘ │ ││IC-PENT-60-I │ ────────────[ Default Discount ]─────────────────── │ ││IC-PENT-90-I │ 1=None 2=New 3=Used 4=Other 5=No Charge │ ││LS-16-E │ │ ││LS-8-E │ │ ││LS-8-16-ARC │ A-Z or 0-9 search │ ││MB-386SX33 │ │ │└─────────────┘ │ │ ╔══════════════════════════════════════════════════════════════════════════╗│ │ ║ F1 help F2 add F3 edit F4 delete F5 F6 on hand receipts ║│ │ ║ F7 set minimum F8 reports F9 stockdate F10 exit PgUp PgDn ║│ │ ╚════════════════ Alt-Imoprt Type View ═══════════════════════════════╝│ └─────────────────────────────────────────────────────────────────────────────┘ If you use inventory or just want to input re-occurring invoice line items the inventory screen is full of help and can accept four types of inventory and custom discounts. Inventory type P is product and is an inventory item that can be in or out of stock. Inventory type R is rental. Inventory type S is service and is something you do for business that hopefully makes money and is legal. Inventory type A is activity and is something you provide for customers. If you sell activity packages with more than one session. List them in inventory as cost per session so that when an invoice is made. Sessions can be tracked by quantity entered as you make the invoice. Example: part number description retail TAN 1 ONE TANNING SESSION 10.00 TAN 5 FIVE TANNING SESSIONS 9.00 TAN 10 TEN TANNING SESSIONS 8.00 Choose a default discount to have SBI select this discount when making an invoice. These discounts are effective only after setting a discount rate for each discount at the customer setup screen. Each customer can have separate discounts. At The Customer Screen *** Alt-A PROSPECT/CATEGORY (ACCOUNT) (Non invoice expenses) Add, Edit, or Select new Prospects and or categories here. Also enter non-invoice expenses. *** Alt-I INVOICE/EXPENSE View an invoice line by line list to search an invoice, add/edit an expense and/or make payments to that invoice. *** EXPENSES From the pull down menu. Add/Edit expenses and sales tax payments. *** Alt-P PAYMENTS Use this option to make payments to invoices when a check comes in. Payments can also be made from the invoice list screen (Alt-I from the Customer Screen) and tab to toggle between current & history invoices. *** Alt-V VIEW INVENTORY List a line by line view of inventory items. Should an inquiry be made, use this option to quick view price, availability, and tax status of inventory items. *** Alt-S SCHEDULE Add, Edit, Search, Print appointments here. The Appointments Screen interfaces back to the Customer List Screen for accuracy and prints several helpful reports to aid in scheduling appointments and one report to track customer time spent. *** Alt-L LIST List a line by line view of customers and allows you the option of inverting the customer names. (BARKER, CURTIS to CURTIS BARKER) *** Alt-T LIST List a line by line view of all invoice line items and at the bottom of the screen, the invoice they belong to. This option is handy for searching for something you did or sold when you can't remember who the recipient was. *** Alt-C CALENDAR Displays a calendar. Press PgDn and then print/screen to print. This option is available while making an invoice by pressing Escape and at other screens by pressing Alt-C. *** Alt-Q Quotes Make/Print quotes for customers who want a price for something. Using this option is smart when someone says "I'll take that price you gave me a couple of months ago." you can just look up the quote and see what price you gave, what he/she wanted, and if it's still a good quote. *** Alt-G Check Register Make or add/edit/reconcile a checking account. The account does not tie back to any part of the invoice software and is totally independent. *** Alt-H PHONE LIST Miscellaneous phone list for other than customer telephone numbers and labels. *** Pressing ENTER <─┘REVIEW Add, edit, or review current month invoices. Goes to the last invoice for the current customer that was added/edited. If no invoices exist you are prompted, add one? (Y/N). If yes, on to the invoice input process. *** RECALCULATE If you suspect that your customer money numbers are wrong or you just want to make sure they're right, at the Customer Screen press Insert to call the option select list and highlight Reindex & calculate and press Enter. This will update all indexes and recalculate all numbers data. When selecting this option be prepared for a wait that may take a while depending on the speed of your computer and the amount of data entered. *** RE-INDEX Press the + key at the Company or Customer screens to check all of the index files the program uses to search and alphabetize data. *** LABELS From the pull down menu select labels and a customer pick screen will prompt you to mark the customer(s) to print and press F10. A label screen will prompt you for the type, # of lines, # of spaces between each label, and # of copies. *** MAIL MERGE From the pull doun menu select mail merge and you can create or edit short letters for merging as a mailout to customers. Mail merge letters can also be printed with invoices as part of the invoice or with inventory price lists to state your policies or whatever. *** PACK DATA From the pull down menu select this to remove all data that has been deleted. This speeds up SBI as the deleted data remains in the database unseen until either a pack data or end of month is done. *** DIAL CUSTOMER Press spacebar from the Customer, Phone list, or Appointment screens will dial customers for you if you have a modem on the same line as your phone and the proper com port selected in Company setup. OTHER SCREENS PROSPECT SELECT SCREEN Features add, edit, delete, expenses, print. CATEGORY SELECT SCREEN Features add, edit, delete, print. EXPENSE INPUT SCREEN Features add, edit, delete, print. APPOINTMENT INPUT SCREEN Features add, edit, delete, time spent, print. These screens are all very similar to COMPANY SELECT SCREEN with a menu at the bottom of the screen using Function keys and Alt-letter combinations to view/add/edit data or do work. All of these screens have help windows available by pressing F1, and detailed help available at input boxes during an add or edit at that screen. Search and Scan Searches can be accomplished at these screens by simply typing something to search for. You can be as specific or non-specific as you like. A search commenced at the employ screen would attempt to find an employee, at the customer screen would attempt to find a customer, etc. Press F1 after typing something and before commencing search and the search mode help window appears. Pressing F7 at most screens will prompt you for something to scan for. Scaning does a broader slower search in multiple data fields for a match of the string entered. Using the program is the best way to learn how to get around. The program is designed for quick invoice input and print out. The invoice prints on plain paper and is designed for 10 pitch but you can suppress background printing and have custom invoices pre-printed. The invoice layout is designed to fold into a window envelope so that: ┌────────────────────────────────────────────────────────────────\ │ ┌────────────────────────┐ / │ │ YOUR ADDRESS GOES HERE │ \ │ │ (optional) │ / │ └────────────────────────┘ \ │ / │ ┌────────────────────────┐ ┌──────────────────────┐ \ │ │ MAILING ADDRESS GOES │ │ SHIP TO GOES HERE │ / │ │ HERE │ │ (optional) │ \ │ └────────────────────────┘ └──────────────────────┘ / └────────────────────────────────────────────────────────────────\ A condensed version of the plain paper invoice. ┌────────────────────────────────────────────────────────────────────────────┐ │ INVOICE P.O. # DATE INVOICE NUMBER │ │____________________________________________________________________________│ │PAGE 1 03/17/1993 1100│ │----------------------------------------------------------------------------│ │ BARKER COMPUTER SYSTEMS │ │ P.O. BOX 10684 │ │ MIDLAND, TEXAS 79702 │ │ (915)687-6419 │ │ │ │ TO: │ │ │ │ TOMS SUPPLY │ │ MAX MILLER │ │ 2000 GARDEN VIEW SUITE 3 │ │ MIDLAND, TX 79701 │ │ │ │ TERMS: NET 30 │ │____________________________________________________________________________│ │PART # QUANTITY PRICE DESCRIPTION CODE AMOUNT│ │----------------------------------------------------------------------------│ │03/08/93 2 50.00 CHANGES TO REPAIR REPORT %NCT 0.00│ │03/10/93 8 50.00 GRAPH PROGRAM T 400.00│ │03/12/93 2 50.00 EDIT DAYSRUN & ADD SPACE TO FAIL T 100.00│ │13/13/93 2 50.00 GRAPH PROGRAM T 100.00│ │MD-9600 1 100.00 MODEM T 100.00│ │ │ │ │ │ SUB TOTAL 700.00│ │ TAX 54.25│ │ PAYMENTS │ │----------------------------------------------------------------------------│ │PLEASE PAY THIS AMOUNT -> DUE INVOICE 754.25│ │----------------------------------------------------------------------------│ │ PREVIOUS PAYMENTS CURRENT OVER 30 OVER 60 OVER 90 BALANCE│ │ BALANCE DAYS DAYS DAYS │ │ 161.63 161.63 754.25 0.00 0.00 0.00 754.25│ │ THANK YOU │ └────────────────────────────────────────────────────────────────────────────┘ THE INVOICE INPUT PROCESS NOTE: Press F1 at any box for help. After selecting F9 from the Customer screen or F2 from the Invoice screen (add an invoice) you will be prompted to Reset batch counts? (Y/N). Batch Count/Amount Counts are the number of invoices you have entered since last resetting batch. One for each customer total. One for grand total. Amount is the total dollar value of invoices entered since last resetting batch. One for each customer total. One for grand total. This is for tracking total invoiced for a period of invoice input. For now press enter and go on. You will be prompted for an invoice number but, the next logical number is in the entry box and pressing enter will choose this number. Select invoice prospect & category if no defaults are set. You are now at the invoice screen in edit mode. Press enter to jump to the next box if no edit is necessary. Press F1 for help at any box. Invoice screen. ┌─────────────────────────────────────────────────────────────────────────────┐ │GENERAL DESCRIPTION 5:21 PM 11 INVOICE NOTE │ │GRAPH PROGRAM │ │ │ │Prospect:COMPUTER SERVICE 100000 │ │Category:COMPUTER SERVICE 100000 │ │ CURRENT CURTIS │ │ │ │INVOICE # DATE P.O. TERMS │ │1100 03/17/1993 DUE UPON RECEIPT │ │PART # QUANTITY RETAIL DESCRIPTION TAX AMOUNT│ │═════════════════════════════════════════════════════════════════╤═╤═════════╡ │03/08/93 2 @ $ 50.00 CHANGES TO REPAIR REPORT %NC│Y│ 0.00│ │03/10/93 8 @ $ 50.00 GRAPH PROGRAM │Y│ 400.00│ │03/12/93 2 @ $ 50.00 EDIT DAYSRUN & ADD SPACE TO FAIL │Y│ 100.00│ │13/13/93 2 @ $ 50.00 GRAPH PROGRAM │Y│ 100.00│ │MD-9600 1 @ $ 100.00 MODEM │Y│ 100.00│ │ │ │ │ │ │ │ │ │ │ │ │ │═════════════════════════════════════════════════════════════════╧═╧═════════╡ │ Tax Rate: 0.07750 Amt: 7.75 0 SESSIONS │ │╔═════════════════════════════════════════════════════╗ Tax : 54.25│ │║ F1 help F2 add F3 edit F4 void F8 print ║ Total: 754.25│ │║ A thu Z, 1 thu 9 to Search PgUp/PgDn F10 exit ║ Pmts : 0.00│ │╚════ Alt-inVentory ══ Alt-Calendar ══════════════════╝ │ │ │ └─────────────────────────────────────────────────────────────────────────────┘ NOTE: ( General Description is a general ) ( description of the invoice and is ) ( used on statements and reports to ) ( describe the invoice. ) After the General Description box... You will be prompted for INVOICE NUMBER INVOICE DATE P. O. NUMBER TERMS and INVOICE NOTE The cursor will move to line items input with options listed at the top of the screen: Press Escape for a popup menu or Use arrow keys to change item -- (browse) Ctrl-PgUp delete line -- Ctrl-PgDn insert line Enter Part Number or Ctrl-Home for Inventory List! Press Ctrl-End when done The first 12 characters of item description box is where you type a part number if you wish to use an inventory item. If you are not using inventory: The item description box is where you type your invoice detail. Just type your item description and press Enter. The cursor moves to the tax box. If the item is taxable press Y to mark this line item as taxable. If not taxable press N, the cursor moves to the amount box, type in the amount and press enter. NOTE: To automatically calculate the amount, type the '@' symbol between the quantity and price. The program then looks to the left of the '@' symbol for a quantity, and then to the right for price. It then calculates the amount and puts the result in the amount box for you. The last three characters on the line can be used to show a discount. Example: Enter a description of items or services to be invoiced. You may use: BALLS 1 EACH @ $10.00 %10 or BALLS 1 @ $10 or BALLS 1 @ $0.10 BALLS 1 @ 10.00 or BALLS 1 @ 0.10 %10 or BALLS 1 EACH @ A LOW LOW PRICE OF $10.00 Any combination of ??? # ??? @ ??? # ??? ??? ??? %# where # * # *#% =amount number_times_number_times_number percent=amount If so an auto-calculate will occur otherwise type a description and figure the amount yourself. If you do not key in an amount and none is calculated the line item is presumed to be an extended description or a comment and will be printed on the invoice without any amount shown or, just as it was typed. The cursor is now: Commission item? (Y/N) N then... If the first 12 characters are a valid part number, at the quantity box at the bottom of the screen, enter the quantity you wish and an auto-calculate will occur based on quantity times the retail price of the part minus any discount. The result is placed in the amount box. If the first 12 characters are not a valid part number, and you are not using the auto-calculate function, at the amount box, Enter the amount. The cursor is now at SESSIONS IF ANY : 0 or EXPIRES : 01/01/93 edit these boxes if you like or press enter twice to continue. NOTE: SESSIONS and/or EXPIRES are used at the appointment screen to determine if a selected customer has been billed for events or services and determine if they are currently valid. Warning the user (YOU) if sessions are zero or paid time if any, has expired. If your item is an inventory item you will be prompted for a discount. If you set your discount amounts at the customer setup screen for this customer the discount will be figured into the cost of the item. The cursor is now at the beginning of the next item description box. You can enter as many items per invoice as you like. The line items scroll up one ready for more when you reach the first menu line near the bottom of the screen. Use your arrow keys to browse line items. Press Ctrl-End to save invoice and you will be prompted TENDERED: Enter the amount tendered and CHANGE $value will appear or just press enter. You may pay the invoice at any time. The screen prompts: PRINT INVOICE? (Y/N) N ( Y if default is set to yes ) You may answer Y and print, or continue to enter more invoices and print all at once when done. SBI now returns to the customer screen ready for more. NOTE: This all may sound difficult when you read it or say it but it's not. In fact it's easy and fast. Compared to other invoice software it's a walk in the park. Once you know the path after walking it, you won't get lost, and if you do: press F1 for help. RECEIVABLES Whenever you enter a customer and if you have full access, the total invoice amounts for the Customer are displayed at Customer screen. MTD month to date INVOICED LAST MONTH " YTD year to date " TO DATE " PAID & RECEIVABLES PRINTING YOUR INVOICES When it's time to print invoices go to the Print menu by pressing the F8 key from the customer or invoice screen. The first menu item is "Print invoices" and is highlighted. Press the Enter key and edit the print options. You may choose to have an over 30,60,90 statement printed on the bottom of each invoice. This statement shows the total amount due from customer. WHEN YOU RECEIVE A PAYMENT Press Alt-I to list invoices and then Alt-P after highlighting the invoice involved. (the TAB key toggles between current & history invoices) or At the customer screen press Alt-P and type C for current or H for history. The cursor is now in the invoice box. Press enter or use arrow keys to scroll invoice numbers or type the invoice number you want to search for that invoice. Enter the amount you've received, check number, and date. You can continue selecting invoices & entering payments or press Esc to return to the customer screen. VIEWING INVOICES LINE BY LINE. View a list of invoices by pressing Alt-I at the customer screen. Each invoice is listed line by line. The purpose of this feature is to give you a more comprehensive account of your invoices and what is paid, void, and how many days unpaid. Press Tab to toggle between current and history invoice listings. Press Enter to choose this invoice for a detailed review. FINDING AN INVOICE At the customer screen and press Alt-I. Type the invoice number to search for. If an invoice is found the screen moves to the found invoice. Press Tab to toggle between current and history invoice listings. Press Enter to choose this invoice for a detailed review. NOTE: Current or month means invoices entered this month. History means invoice entered before the last end-of-month. End-of-month is selected at the customer screen by pressing F5. This procedure moves current invoices to history where editing is no longer an option. This helps to speed up SBI. REVIEW UNPAID INVOICES To display unpaid invoices press F8 at the customer screen and highlight Unpaid invoices by using arrow keys and press enter. choose month or start/stop dates. The screen lists only unpaid invoices. Use the menu at the bottom of the screen. PRINTING REPORTS To print a report press the F8 key at the customer or inventory screens and the report screen will appear. Use the menu bottom of screen to choose a report. Net year : Prints a report of totals for a selected year. Invoice ledger: Prints a report of Invoice payments, and expenses. Customer list with totals: Prints customers and their totals. View/Print unpaid invoices by using arrow keys and press enter at "Unpaid invoices". Choose month or start/stop dates. The screen lists only unpaid invoices. Use the menu at the bottom of the screen. paYments : Prints a list of paid invoices for a selected time period showing amounts and tax. (good for finding sales tax due) Daily tickets or take: Prints a report from current month showing the detail of invoice amounts, payments, and tax for a selected time period. Expenses : Prints an invoiced and non-invoice expense report. Backup data : choose this to backup your data to floppy. If you do not choose to do this or some other kind of backup and you have a hard drive crash, your data may be lost. It only takes one bad place on your hard drive to corrupt data. It only takes one crash to lose it all so it is wise to alternate backup diskettes: One set for every day of the week is best. One set for every other day is OK. One set for every other week is dangerous. Not backing up means you don't need the data! Other reports from the Prospect / Category screen: Invoice list by Account: Prints a report showing the detail of invoice amounts, payments, and tax for each invoice Prospect.(Account) NOTE:(This report is printed from the prospect screen) Invoice list by Category: Prints a report showing the detail of invoice amounts, payments, and tax for each invoice Category. NOTE:(This report is printed from the category screen) PROSPECT The prospect/category screens are accessed from the customer screen by pressing (Alt-A) (Accounts) or from the pull doun menu. Prospect or Account name of items or services invoiced. (Prospect=Account) Examples: Prospect: CITY REALTORS (MIDLAND TX.) Category: RENT HOUSE #39 PLUMBING Prospect: JOB #1001 Category: JB 1001 ELECTRICAL FIXTURES Prospect: OIL WELL #1 Category: OIL WELL #1 5" DRILL PIPE If this does not apply to you, you may use the prospect MISC and set prospect # 999999 as the default by selecting F7 (SETUP) from the customer screen. Prospect or Account number is used to match a Prospect or Account to invoices entered. When entering invoices you must choose a prospect and the invoice totals, Paid amounts, unpaid amounts will be dispersed to that Prospect or Account. The Account MISC is created when any new company is created and 999999 is assigned as the Account #. If no new Accounts are desired all invoices will go to MISC except Finance Charges if assessed when printing Statements. CATEGORY Category number is used to match a category to invoices entered. When entering invoices you must choose a category and the invoice totals, paid amounts, unpaid amounts will be dispersed to that category. The category MISC is created when any new company is created and 999999 is assigned as the category #. If no new categories are desired, all invoices will go to MISC except Finance Charges if assessed, when printing Statements. SEE PROSPECT FOR MORE INFO ON CATEGORY. FINANCE CHARGES Enter a number at the finance charge box on the customer screen and customers with an over 30, over 60, over 90, can have a finance charge in the form of an invoice automatically added. The invoice amount is calculated: Past due * FINANCE% Finance charges start at the over 30,60, or 90 entered from the setup option at the customer screen. When printing statements you will be asked: Calculate finance charges? (Y/N) Y OVER 30,60,90 Enter an OVER: 30,60, or 90 at the customer by pressing F7, and all assessed finance charges to this customer will be assigned after selected 30,60, or 90 days. When printing unpaid invoices, the order is determined by over 30, 60, 90 days old. COMMENTS Pre-Enter all your known customer names and addresses at the Customer screen. Invoice input is much quicker when your customer information is already there. Remember customer numbers can be alpha or numeric. Its easier to associate (BARKER COM) with BARKER COMPUTER SYSTEMS than any number assigned. This makes easier to read reports. Remember to backup your data. Remember to close end-of-month. You cannot edit an invoice in history but you can void the problem invoice and create a new one. Use invoice numbers in numerical succession and file them in this order. TECHNICAL SPECIFICATIONS Minimum System Requirements: IBM or Compatible Computer (IBM is a trademark of International Business Machines Corporation) FILES=30 or more statement in config.sys file. DOS 3.3 or higher 512K Ram. Hard disk drive. HARD DRIVE SIZE BUFFERS (Not a Requirement) Less than 40 MB 20 40 through 79 MB 30 80 through 119 MB 40 More than 119 MB 50 In your CONFIG.SYS file: BUFFERS=20 ------------------------------------------------------------------------------ CAREFULLY REVIEW ALL PRINTED INVOICES AND REPORTS FOR ACCURACY. CURTIS A. BARKER AND/OR BARKER COMPUTER SYSTEMS ASSUMES NO RESPONSIBILITY FOR ANY LOSS OF DATA OR DAMAGE TO MAN OR EQUIPMENT AS A RESULT OF USE OF THIS PRODUCT. (c) 1992 By : CURTIS A. BARKER BARKER COMPUTER SYSTEMS