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SHAREWARE NOTICE! This is a Shareware Program, which means the author has placed it for distribution through Shareware Dealers or a BBS. The Shareware concept of "try before you buy" applies to this program. If you like and use this program, please register with the author. If you do not use it then discard it or give it to a friend. If you purchased this program on a disk from a Shareware Dealer, you have not purchased the program itself but paid the dealer a fee for the copying and distribution of this program. This Shareware version is a 100% workable program and will produce invoices, statements and purchase orders. When you register with the author you will receive the most current version available without these shareware notices. Complete Manual, and notice of future updates. The registered version also has a Report section that could not be included with this shareware version because of the size of the program. The Report section keeps a record of the Date, Invoice Number, Total Taxable Sales and Total Sales Tax collected. This data can be printed out for Sales Tax purposes. The registered version will save Invoices to a Ascii file on disk for later viewing, printing, or sending to a customer with a computer Fax. See customizing at the end of this manual. At the beginning of the program you have a option to print out a registration form. Thank you! PROGRAM FEATURES: SHAREWARE VERSION: 1. For Dot Matrix or Laser Jet Printers. 2. Prints on plain paper. Seventeen description lines. 3. Automatic numbering. Option to change numbers at any time. 4. Prints copies using same invoice number. Numbers pages. 5. Prints Invoices, Statements and Purchase Orders. 6. 5000 Customer Address database. 7. Saves 17 Descriptions/Unit Price you commonly use in invoicing. 8. Calculates Unit Price by Quantity automatically. 9. Automatic Sales Tax calculation. Change Tax Rate quickly. 10.Prints Multipage Invoices, Statements and Purchase Orders. 11.Special Printer Command section. 12.Customer Address Maintenance section. 13.Easy to use. True WYSIWYG. 14.Twenty five Characters to a line when saving addresses. REGISTERED VERSION: 15.Registered Version prints out a Sales Tax Report. 16.Will save Invoices/Statements to a Ascii file on disk. 17.Thirty characters to a line when saving addresses. 18.Customize the heading of the invoices/statements and purchase orders so you can use your own preprinted letterheads and company logo. THIS MANUAL IS TEN PAGES LONG WHEN PRINTED OUT! ==================================== THE BILLIT INVOICE/STATEMENT PROGRAM ==================================== Copyright 1992 By Westcoast Software INSTALLING THE BILLIT PROGRAM ON HARD DISK! Insert Disk in Drive A or B. To install on Drive C from Drive A type <INSTALAC> and press the <ENTER> key. From Drive B type <INSTALBC> and press the <ENTER> key. To install on Drive D from Drive A type <INSTALAD> and press the <ENTER> key. From Drive B type <INSTALBD> and press the <ENTER> key. A Directory called BILL will be created on your hard disk and all the files will be copied to the BILL Directory. LOADING THE BILLIT PROGRAM! From the BILL Directory on Hard Disk or from Drives A or B type <BILLIT> and press the <ENTER> key to load and run the program. BEST PROCEDURE FOR USING THIS MANUAL. START WITH THE SET UP SECTION THEN SELECT THE FOLLOWING: INVOICE, DATE/TERMS, DESCRIPTION, DISCOUNT, SHIPPING, AMT PAID, SHIP TO, MESSAGE, AND MANL/RECD. ======== SET UP ======== To enter your Return Address, Sales Tax and Printing Adjustments, Select <SET UP> number 4 on the Main Menu. The Set Up section will look like the following: *** ENTER RETURN ADDRESS/PRINTING ADJUSTMENTS 1. Name : 2. Street : 3. City/State/Zip : 4. Optional 4th Line : 5. Sales Tax - Use Decimal Number : 6. Print Return Address Y/N : 7. Line Feeds between Addresses : 8. Line Feeds between State/Invoice : 9. Adjust left margin for addresses : 10. Choose Home Record File 1,2,3,4,5: 11. Print with Laser Printer? Y/N : 1. Save Data 2. Start Over 3. Main Menu What Number ? *** Note! Throughout this manual we use < > to emphasize. Do not type in these brackets. <ENTER> means press Enter Key. *** Lines 1,2,3,4: Enter your company name and address, up to 4 lines. Line 5: Enter Sales Tax Rate here, using a decimal number as .06 etc. Line 6: Option to print name and address you entered on first 4 lines. Line 7: Option to increase space between addresses. May be needed to adjust for use in window envelopes. 1 to 4 only. If you change this number then you must change the number in Line 8 when using a dot matrix printer. Line 8: Adjustment for Line Feeds between Invoices or Statements when using Dot Matrix printing on continuous paper. Line 9: Adjusts Left Margin on addresses for use in window envelopes. Line 10:This is where you choose your Home Record File. When the program asks you which record file and you just press the <ENTER> key, the default will be the File you choose here. Line 11:If you are printing with a Laser Printer then enter a <Y> here. Enter a <N> if you are using a Dot Matrix etc. Enter a <1> and Save the Data you entered. ========================= DATE/TERMS/INVOICE NUMBER ========================= Select <INVOICE> number 1 from the Main Menu. The Date, Invoice Number and Terms will appear at the top of the screen and the following menu will appear at the bottom of the screen. ========================================================== Continue Date/Terms Descript Number Cancel Main Menu ========================================================== Select <Date/#/Terms> from the menu. Enter the date as <Feb 11 1992> or <2/11/92> and press <ENTER>. Enter the Invoice Number you want to start with and press <ENTER>. Enter your Terms for payment of the Invoice and press <ENTER>. These entries will be saved to disk and the Date and Terms will not change until you change them. The invoice number will increase each time you print a different invoice, but will stay the same on copies and each page of a multipage invoice. =========== DESCRIPTION =========== Select <Description> from the above menu. The following will appear on the screen: Qty Description Unit Price Tax Extension | | | | | 1. Enter the number of items under Qty and press <ENTER>. Use only numbers, no dollar or cent signs, dashes or commas or decimal pts. If you want to say 3 dozen then enter the 3 under Qty and the dozen under Description. 2. Type in the description of the items and press <ENTER>. If the description will take two lines then finish out the unit price and or extension. Then on the second line just press <ENTER> in Qty, Enter second line of description and press <ENTER>. Keep pressing <ENTER> until you are in Qty on the next line. This program has a Description and Unit Price database. Select <Descriptions> number 6 from the Main Menu. You can save to disk for future use, 17 different descriptions that you can use in the description area. This saves typing a description in each time. Instead of typing in the description, enter the Line Number of the description you want and press <ENTER>. The description on that line number in the database will appear in the description area to be printed. Enter a <D> in Qty to view the descriptions. After viewing you will return back to Qty. The best way is to enter the descriptions, then use the Print Screen option and print out a list of the descriptions for quick viewing. 3. Enter the Unit Price and press <ENTER>. Use numbers, zeroes and decimal point such as 15.00 and do not use dollar or cent signs. If you do not want a Unit Price then just press the <ENTER> key. If you enter a Unit Price the Extension will be calculated and the total will be entered after the Sales Tax option. If you do not enter the Unit Price you can enter the Extension manually. 4. If you are entering a figure in the Unit Price or Extension and want that amount to be Taxable then enter a <Y> in the Tax prompt. If you do not want the amount to be taxable then just press <ENTER> under Tax. 5. If you did not enter anything under Unit Price you now have the option of entering or not entering a amount under Extension. 6. Entering a backslash <\> will erase a previous entry for correcting. Entering a <\> under Qty will erase the whole previous line. 7. When you are finished with the description area, enter a <M> under Qty to return to the menu. 8. If you are back at the Menu and want to go back and correct an item then choose <Description> again. Press the <ENTER> key until you reach the item you want to correct. The old data will be saved. Make the correction and press the <ENTER> key until you reach a blank line and enter <M> in Qty to return to the Menu. Note! If you entered a <Y> under Tax and want to cancel it then you must enter a <C> under Tax to cancel it. This is only if you returned after being at a Menu. 9. The <Number> option can be used to decrease or increase the Invoice number if needed. 10. Select <Continue> for next section. ======================================================== Cont Disc Tax Ship/Hd Paid Message NoPrint Return ======================================================== 1. If you want to give a Discount then select <Discount> from the Menu. Enter percent only as a decimal number. Example: 10 percent = .10 Example: 2 percent = .02 If you have a mixture of taxable and nontaxable items the taxable items will be calculated separatly. The discount will be taken off before the sales tax is calculated, then the discount will be taken off the nontaxable items. If you have a mixture of taxable and nontaxable items and want to give a discount only on the nontaxable items (such as a discount on labor) then enter (Discount on Labor) in the description area, then enter the total discount in the extension column as a negative figure such as -50.00 and it will be subtracted from the nontaxable items. 2. Tax - Select <Tax> to enter a temporary Sales Tax Rate. 3. Select <Ship/Hd> to enter a dollar and cent amount for shipping and handling. Use numbers, zeroes and decimal point. 3. Select <Paid> to enter the amount already paid for the items on the invoice. Calculates automatically. 4. The Messsage option lets you type in any Message. You can make the invoice more personal by typing in "Thanks John for your order!" etc. If you are printing more than one page then type a message on the last page. 5. A Sub Total will be printed at the bottom of a Purchase Order. If you are printing a Purchase Order and do not want a Sub Total printed then select the NoPrint option and the Sub Total will not be printed on that Purchase Order. 6. Selecting <Return> returns you to the previous menu to correct an item in the description area. 7. Select <Continue> for <Ship> To section. ======= SHIP TO ======= OPTIONS: 1. If you want the <Ship To> section to remain blank then just press the <ENTER> key on all four lines. 2. If you want the <Ship To> section to print out with the same name and address that is in the <Sold To> section then enter a < \ > on the first line and press <ENTER>. 3. If the <Ship To> will be different than the <Sold To> then type in data and press <ENTER> at the end of each line. press the <ENTER> key. If <Ship To> has previous data in it and you want it blank then press the space bar and press <ENTER>. If <Ship To> has previous data in it and you want to enter new data, then enter the new data over the old data and press <ENTER>. Entering a <\> in <Ship To> will cancel all and return you to the Main Menu. ======= SOLD TO ======= The <Sold To> Address Menu looks like the following: ========================================================== Manl/Recd-Srch/Prt-View/Sel-Print Sel-Prt Series-Next-Menu ========================================================== EXPLANATIONS: 1. Manl/Recd - Enter the <Sold To> name and address manually. Line three must have an entry in order to print. Press <ENTER> after each line. If you know the Record Number of a Name and Address you can enter the Record Number on the first line and press <ENTER>. A prompt will ask you what Record File. The Name and Address that has that Record Number will appear on the screen and be printed on the Invoice. You can also use the <View/Sel> option to find a Record Number. 2. Srch/Prt - This option (Search and Print) lets you search for anything on any line of a record and will print out a record that equals what you entered to search for. Make your search criteria unique, otherwise if you search for an <A> the search will pick up only the first record with an <A>. The record found will appear on the screen. If it is not the record you want then use the <Cancel> option. Change your search criteria and search again. 3. View/Sel - (View and Select) This option lets you view the records and select one record for printing. To select just press <S> and enter the record number. If you chose the wrong record then just repeat. The last selection is the only one that will print. 4. Print Sel - (Print Selection) This option prints the record you selected in the View/Sel option. 5. Prt Series - (Print Series) You can print from any record number to any record number with this option. If you have zip codes on the CODE LINE in the address records, you can print by zip codes in ascending order. Enter record number to record number. Then enter zip code to zip code. If you have a mixture of 5 and 9 digit zip codes then you must make the last zip code a nine digit code. You can add 9999 to the five digit code, such as 91711 would be 917119999. If you do not want to use the Zip Code option then just enter the beginning and ending record numbers and press the <ENTER> key in the rest. Note! With the Print Series option you can print as many copies of each invoice/statement/PO that you want but only one page. 6. Next - Can be used to cancel what you have done and start a new invoice. 7. Menu - Returns you to the Main Menu. After selecting a search or manual operation you will have option to continue or cancel. If you select Cancel you can select another Search or Manual option. If you select Continue then you will be asked the amount of copies and pages you need. If you select one page then <THANK YOU!> will be printed at the bottom of the page and Total Due. If you select more than one page then <THANK YOU!> and Total Due will be printed only on the last page. Sub Total will be printed on the other pages. After printing the following Menu will appear: =========================================================== Continue Prt Same One New Address Change Desc Main Menu =========================================================== 1. Select <Continue> to enter data on another page or invoice. 2. Selecting <Prt Same One> will print another copy of the invoice just printed. 3. Selecting <New Address> allows you to use the same descriptions and just change the Message and Address. 4. <Change Desc> allows you to return to the description area. Use this option only on single page invoices or the last page of a multipage invoice. 5. Main Menu - Returns you to the Main Menu. We recommend at least two copies of an invoice, one for the customer and one for your files or three copies, two for the customer if he has a balance owing, and one for your files. If you are using a dot matrix printer, you may consider NCR paper with three parts. ======================= ADDRESS RECORDS SECTION ======================= Select <5. Address Records> from the Main Menu. The Address Records menu will look like the following: *** 1. VIEW NAMES 2. SEARCH/VIEW/CHANGE/DELETE 3. ENTER DATA IN A RECORD 4. PRINT RECORD#/NAME LIST 5. DELETE RECORDS 6. CREATE FILES 7. FILE STATISTICS 8. MAIN MENU WHAT NUMBER *** 1. VIEW NAMES - This option lets you view any or all records in a file. Useful to find blank records that you can use. 2. SEARCH/VIEW/CHANGE/DELETE - You can search for records, view each one, change the data in the record or delete the record. 3. ENTER DATA IN A RECORD - To enter a name and address in a record, enter the Record Number you want to use. This program sorts by the CODE LINE only. You can enter names or zip codes on the CODE LINE. The next four lines can be used for the name and address. If the address is a USA address then enter the zip code only on the Zip Code line. For foreign addresses do not enter anything on the Zip Code line, just press <ENTER>. Press <ENTER> after each line. Note! If you by mistake save a blank record then you must use the DELETE RECORD option number five and delete that record or the blank record will print out. If you do not enter anything on the CODE LINE, the program will automatically enter "NoCode" on the Code Line. Use the File Statistics option to see which blank records are available for use. 4. PRINT RECORD#/NAME LIST - This option will print out a list of names with the record number. 5. DELETE RECORDS - This option will delete one or a thousand records. 6. CREATE FILES - You received this program with File Number 1 (CUST1) already created. If you have room on disk you can create four more files, 2,3,4 and 5 each with a capacity of 1000 records each. 7. FILE STATISTICS - Will show total Blank and total Active records in a customer file. Also prints first 10 available Blank records at top of screen. Do not use this option on a File number not yet created as it will show 1000 Active Records and may create a false file. 8. MAIN MENU - Takes you back to the Main Menu. ========== STATEMENTS ========== Statements are the same as the Invoices with the following exceptions: 1. The name "STATEMENT" is printed. 2. The SHIP TO is not printed. 3. The invoice number will not be printed on a Statement. *** =============== PURCHASE ORDERS =============== When printing a Purchase Order the automatic Discount, Sales Tax Shipping and Amount Paid options are not used. 1. Select <Purchase Order> number 3 on the Main Menu and press the <ENTER> key. 2. Select the <Date/#/Terms> option and press <ENTER> key. 3. Follow the instructions in the Help section at bottom of screen. 4. In Terms enter how you will pay, such as C.O.D., Check Enclosed, or others. Also enter Routing such as Ship UPS, or Ship FIRST CLASS MAIL or what you choose. You can also use Mess/Desc option. 5. Select <Description> from the menu and press <ENTER> key. 6. Enter quantity of items you want and press <ENTER>. 7. Enter Description of items you want. Enter also in description Dozen, pounds etc. When finished in description press <ENTER>. 8. Enter Unit Price using numbers, decimal point and zeroes, but no dollar or cent signs and press <ENTER>. If you do not enter anything in the Unit Price you can enter a total in Extension or skip Extension. 9. Note that after entering the Unit Price, the Sales Tax area was skipped over. This is because the rate of Tax you entered in the Set Up section may be different from the Area you are purchasing from. After you have finished with the description of the items you want you can enter the name Sales Tax in the description area and the Total Tax Due in Extension. You can do the same with Shipping if you know how much the Shipping will be. You can also enter Amount Paid in the Description area and enter a negative number in Extension if you wish, so the Sub Total will show zero. 10.Only a Sub Total will be printed on a Purchase Order. If you do not want the Sub Total printed on the Purchase Order then select the <NoPrint> option and press <ENTER>. The Sub Total will not be printed. 11.If you have not selected <Continue> then do so now and press the <ENTER> key. 12.Enter Data or SAME in Ship To and press <ENTER> or just press <ENTER> on each line to leave blank. 13.Select a option to enter the Vendor's Name and Address. Follow the prompts and print out. 14.If you need another page or another Purchase Order then select <Continue> and press <ENTER>. "Authorized By:................." will also be printed in the lower left area of a Purchase Order. *** MANY HELP SCREENS WILL APPEAR AT THE BOTTOM OF THE SCREEN HELPING YOU WITH MOST OPTIONS. *** THE FOLLOWING FILES SHOULD BE WITH THIS PROGRAM: BILLIT.EXE - Main Program. ADDRCD.TBC - Address Record Program. SETUP2.DAT - Set Up data file. PRTC2.DAT - Printer Command file. DESC.DAT - Description file. UNIT.DAT - Unit Price file. MANUAL2.DAT - Manual you are reading now. INSTALAC.BAT - Installs Billit from drive A to drive C. INSTALAD.BAT - Installs Billit from drive B to drive C. INSTALBC.BAT - Installs Billit from drive A to drive D. INSTALBD.BAT - Installs Billit from drive B to drive D. CUST1 - Address Record file. ORDER2 - Registration form. *** THE LABELS PLUS! PROGRAM The Labels Plus Program is a companion to the Billit Invoice Statement Program. Labels Plus and Billit read each others files and work together. Labels Plus prints Envelopes, Shipping Labels and Address Labels. A very easy to use program. Labels Plus is available from Westcoast Software. Registration Fee for the Labels Plus Program is $20.00. If you order the COMBINATION BILLIT and LABELS PLUS programs, the Registration fee is $30. See Order Form. Labels Plus is for Dot Matrix or Laser printers. Labels Plus will print envelopes, 4x3 1/3, 6 to a sheet shipping labels and 1x4, 20 to a sheet address labels on laser printers. *** CUSTOMIZING INVOICES - The registered version allows you to adjust the invoice, statement and purchase order headings so you can combine your own preprinted letterheads or business logo. COMBINING THE SHAREWARE VERSIONS OF BILLIT AND LABELS PLUS! Install LABELS PLUS on Hard Disk or a High Density Disk and copy the the following files from Billit to Labels Plus: BILLIT.EXE - ADDRCD.TBC - SETUP2.DAT - PRTC2.DAT - DESC.DAT MANUAL2.DAT - ORDER2 - UNIT.DAT END