Media Share 9

home *** CD-ROM | disk | FTP | other *** search

/ Media Share 9 / MEDIASHARE_09.ISO / business / ezbill21.zip / EZ21.EXE / INSTRUCT.DOC < prev next >

Wrap

Text File | 1992-04-29 | 23KB | 991 lines

EZ-Biller(tm) V2.1 (C)1992 Blue Chips Incorporated All Rights Reserved EZ-Biller V2.1 Documentation ============================ These are the instructions to the EZ-Biller Program. You May Print out This Documentation NOW File Pressing <CTRL> P This Document is aproximately 15 Pages. Legal Largo No part of this document or program may be copied in any way shape or form without prior written consent from Blue Chips Incorporated. With respect to this documentation, no warranties are either stated or implied. Disclaimer Although every effort went into keeping this program accurate, we will assume no responsibility whatsoever for any loss or damages that may or may not be incurred while using this software. * Please Note, You must register in order to receive FREE TECHNICAL SUPPORT Please fill out and mail your registration card today! Blue Chips Incorporated Technical Support (201)943-3715 Trademarks IBM and PCDOS are trademarks of International Business Machines Corporation. MSDOS is a trademark of Microsoft Corporation Thank you for your purchase, and may your business Excel with our EZ Products. SETTING UP EZ-Biller V2.1 (tm) (c)1992 Blue Chips Incorporated The first thing that you must do after the program is installed and loaded is : Enter Your Company Information. This is done by selecting COMPANY UPDATE from the MAINTENANCE MENU. In order to select the maintenance menu press the right arrow key 3 times, then press the [ENTER] key. Enter your company name on the first line. Enter your company address on the 2nd & 3rd line. Enter you City, State and Zip on the 4th line. Enter the Phone # on the 5th line. Enter the FAX # on the 6th line. On the 7th line you are asked for "Starting Invoice Number" Enter the number that you would like EZ Biller to start from. On the 8th line you are asked if the forms that you are using are preprinted with your companies Name & Address. If the forms ARE NOT preprinted press the right arrow key once to select "NO" and press the [ENTER] key. On the 7th line you are asked for the type of invoice EZ-Biller will be printed on. Please Select the appropriate forms that you will be using by pressing the left or right arrow keys. * Please Note, When you order your forms through NEBS please use the BLUE CHIPS INCORPORATED MAIL CODE 95539. This will provide you with faster service. * Please Note if you would like to use your stationary as your invoices, make sure that you select the invoices as PREPRINTED with your company name & address and you have selected the PLAIN PAPER option as the type of invoice that you will be using. You will then be asked for the last line to be printed on the invoice. This will be phrases like : "Special This Week on ALL stock Items." "Please include Invoice # on all remittances" "50 % off on all Widgets until January 5th" Next you will be asked for the last line of the customer catalog. You will have the option of printing out all the items you carry in the form of a catalog. This is what you will give your customers so they can order your products more efficiently. The last line should say phrases like: "God Bless our Troops" "Call for Qty Discounts" "We are always trying to serve you better" After you press the enter key to accept all the information that you have just entered a window will show you your company's name & address. You may press the ESCAPE key to close the window, or you may press the [ENTER] key to go back into the company maintenance screen and edit your parameters again. That is all you have to do to customize EZ-Biller for your business. You now may now start entering invoices, or you may Setup all your products, customers, salesmen, & Tax Rates. If you start entering invoices, everything you need will be added as you go along. This feature eliminates the setup process and allows you to start immediately using EZ-Biller for invoicing purposes. EZ-Biller is really a very simple program to use. We wanted to create software that uses no manual, and no training. If you find that you are running into difficulties please feel free to call our Technical Support. We are glad to help in anyway possible. | | | | EZ-Biller (tm) V2.1 | ------------------ | (C)1992 by Blue Chips Inc. | 570 Grand Avenue | Ridgefield, NJ 07657 | (201)943-3715 | | | | | SSSSSSSS | SSSSSSSSS | SS | SSSSSSSSS OOOOOOO OOOOOOO | SSSSSSSSS OOOOOOOOO OOOOOOOOO | SS OO OO OO OO | SSSSSSSSS OOOOOOOOO OOOOOOOOO | SSSSSSSS OOOOOOO OOOOOOO | | | | | | EEEEEEEEE ZZZZZZZZZZZZZ | EEEEEEEEE ZZZZZZZZZZZZ | EEE ZZZZ | EEEEEEEEE ZZZZZ | EEEEEEEEE ZZZZZ | EEE ZZZZZ | EEEEEEEEE ZZZZZZZZZZZZ | EEEEEEEEE ZZZZZZZZZZZZZ | | | | | | | | | | | | | | | | | | | An Overview of The EZ-Biller Menus I would now like to take the time to briefly describe all of EZ-Biller's menu selections. They are pretty much self-explanatory, but we shall discuss them anyway. There are 5 functions on the main menu. They Are : Invoicing Reports Receivables Maintenance Quit Invoicing : This is where you will be doing all of your invoicing functions. Here you will be able to Create Invoices, or Modify Invoices. You will also be able to print a range of invoices or a range of packing lists. Reports : This is the section that will take all the information you have entered and compile it into Valuable Reports. You will be able to print various reports on your Sales, Taxes, Inventory, Customers, Salesman, and Customer Catalogs. You will also be able to print all your customer labels here. We will get into the detail of each report a little later. Receivables : Receivables is the heart beat of most business This is where you will be able to enter all the payments as they come in. You will also know who owes you what at a push of a button. You may print customer statements and accounts receivable reports here. Maintenance : Any software system is virtually useless without the proper file maintenance utilities. This feature is where you may add all of your Inventory, Customers, Tax Rates, and Salesman. You will also have access to making new data files and resorting the ones you currently have. Quit : Here is where you exit the program. A Detailed Description of Each Menu Item Invoicing : 1)..CREATE/MODIFY PRODUCT INVOICE As we discussed earlier, this is where you would Create or Modify a Product invoice. To choose this option simply press the [ENTER] key while the highlighted bar is on this option. When you press the enter key, a screen will show you the last invoice that you had entered. You now have five options to choose from. INSERT If you press the Insert key, you will go into a feature that will begin the process of creating a new invoice. DELETE If you press the delete key, the invoice that is currently in the window will be prompted for deletion. To execute the deletion simply press the [ENTER] key to confirm the deletion. If you do not want to delete the Invoice, simply press the [ESCAPE] key. ENTER If you press the enter key, you will go into a mode of editing the invoice that was currently in the last window. This is useful if you have any changes that need to be made on an existing invoice. TYPING AN INVOICE NUMBER If you type an invoice number, EZ-Biller will search through all of the invoices and put that invoice number in the window. You then may press the enter key to modify the invoice currently in the window. Or you may press the Delete key to remove the invoice currently in the window. UP & DOWN ARROW KEYS If you press the Up or Down arrow keys, the Invoice number in the window will go up or down respectively. 2)..PRODUCT INVOICE RANGE You may print a range of Product Invoices here. This is a useful option if you would like to reprint all invoices within a given time period. To exercise this option, highlight option 2 from the invoicing menu. EZ-Biller will then ask you for the Beginning and Ending invoice numbers. Enter the invoice that you would like to start printing at in the beginning invoice field, and the invoice that you would like to stop printing at in the ending invoice field. 3)..PACKING LIST RANGE Same as option 2 above except this feature prints out packing lists. 4)..CREATE/MODIFY SERVICE INVOICE As we discussed earlier, this is where you would Create or Modify a Service invoice. To choose this option simply press the [ENTER] key while the highlighted bar is on this option. When you press the enter key, a screen will show you the last invoice that you had entered. You now have five options to choose from. INSERT If you press the Insert key, you will go into a feature that will begin the process of creating a new invoice. DELETE If you press the delete key, the invoice that is currently in the window will be prompted for deletion. To execute the deletion simply press the [ENTER] key to confirm the deletion. If you do not want to delete the Invoice, simply press the [ESCAPE] key. ENTER If you press the enter key, you will go into a mode of editing the invoice that was currently in the last window. This is useful if you have any changes that need to be made on an existing invoice. TYPING AN INVOICE NUMBER If you type an invoice number, EZ Biller will search through all of the invoices and put that invoice number in the window. You then may press the enter key to modify the invoice currently in the window. Or you may press the Delete key to remove the invoice currently in the window. UP & DOWN ARROW KEYS If you press the Up or Down arrow Keys, the Invoice number in the window will go up or down respectively. 5)..SERIVCE INVOICE RANGE You may print a range of Service Invoices here. This is a useful option if you would like to reprint all invoices within a given time period. To exercise this option, highlight option 2 from the invoicing menu. EZ-Biller will then ask you for the Beginning and Ending invoice numbers. Enter the invoice that you would like to start printing at in the beginning invoice field, and the invoice that you would like to stop printing at in the ending invoice field. Reports : 1)..SALES REPORT When you choose this feature from the Reports Menu, a screen will come up asking you for the Date Ranges to be included in this report. For Example, if you would like to print February of 1992 you would enter 02/01/91 in the first date field and 02/28/91 in the second date field. When the report is printed, it will only include sales within the two date ranges. The Same applies if you would like to print this report quarterly, semi yearly, yearly, etc... 2)..TAX LIABILITY REPORT Based on the Tax Rates that you enter, EZ Biller will go through every invoice and total the sales tax for each and every state that you do business with. You will be asked for the date ranges to be included in this report. For Example, If you wanted to know your sales tax liability for the 3rd quarter of 1992 you would enter 07/01/91 in the first date field and 09/30/91 in the second date field. 3)..BACK ORDER REPORTS Let's say a customer ordered 10 widgets, but we were only able to ship our customer 5 widgets. After a few days pass by we probably will forget about the items that we owe our customers. We have to have some way of keeping track of all the products that we owe our customers. This is where the Back Order Report Comes in. The Back order report will print the invoice number, the customer, and the product we owe that particular customer. When we finally get around to shipping the 5 widgets that we owe our customer, the line on the invoice showing the five widgets will disappear. 4)..CUSTOMER LABELS Customer Labels print on labels that are 2.5" x 15/16" (1 Label across). When you choose Customer Labels from the Reports Menu, a second menu will appear. This menu will have 3 items on it: 1)..PRINT INDIVIDUAL CUSTOMER LABEL When You Select this item you will be prompted to type the customer code that you would like to print a label for. If you do not remember the code, press the [F5] key, and a list of all your customers will be displayed. You may then use the Up or Down arrow keys to select the customer to be printed. 2)..PRINT ROLODEX LABELS This feature will print ALL the customers in your data base on the same size label as listed above. The only difference between a mailing label and a Rolodex label is that the phone number will be included on the Rolodex Label. 3)..PRINT CUSTOMERS BY ZIP CODE This option is pretty self explanatory. Type the zip code that you would like to start printing labels at. Then type the ending zip code that you would like to stop print labels at. This feature is useful when you are doing Bulk Mailings. 5)..CUSTOMER LISTING This feature simply prints out a list of all your customers names, addresses, phone numbers, and credit terms. This report is for in house use only. 6)..SALESMAN LISTING This feature prints out all you salesman's name, address, phone number, and social security number. This report is for in house use only. 7)..INVENTORY LISTING This feature will allow you to print all your inventory items. Included in the list is the product code, description, our price, qty on hand, and qty on order. This report is for in house use only. 8)..CUSTOMER CATALOG This is the catalog that you might want to give to your customers. It includes the product code, description, and all the various price breaks. Receivables: 1)..ENTER PAYMENTS Any time a customer pays you, the entry should be made here. You will be prompted for the customer code. If the code exists a screen showing all the customers payments (if any) will be shown. You will then be able to Press INSERT to ADD a Payment or DELETE to REMOVE a payment. When adding a payment you will be shown an entry screen. Enter weather the payment is cash or a check number, Enter the Date, And enter the amount of the payment in the respective fields. 2)..CUSTOMER STATEMENTS You will be able to print all your customers Debits and Credits here. The statement will show exactly how much this customer owes you. You would then send this out as a reminder to your customer. You will have 2 choices when you select Customer Statements. They Are: 1)..INDIVIDUAL CUSTOMER STATEMENT Use this report if you would like to remind only a few customers of the balance they owe you. 2)..ALL CUSTOMER STATEMENTS This report will print the balance of all the customers in your database. This report is usually a monthly print out, but it may be printed at any time. At the end of this report run, an Accounts receivable report is added for your convenience. 3)..ACCOUNTS RECEIVABLE REPORT This report is a summary of what all the customers owe you. You may print this report at any time to find out how much you are owed as of now. Maintenance: 1)..COMPANY UPDATE Here is where you tell EZ-Biller Your Companies name & address. You will also set up information such as : Beginning invoice number, The type of form you will be using, and the last line that will be printed on an invoice. 2)..CUSTOMER UPDATE By selecting this option, you will be allowed to edit any customer that is currently in your database. You will also be allowed to ADD NEW CUSTOMERS HERE, or DELETE OLD CUSTOMERS. 3)..SALESMAN UPDATE By selecting this option, you will be allowed to edit any salesman that is currently in your database. You will also be allowed to ADD NEW SALESMAN HERE, or DELETE OLD SALESMAN. 4)..PRODUCT UPDATE By selecting this option, you will be allowed to edit any PRODUCT that is currently in your database. You will also be allowed to ADD NEW PRODUCTS HERE, or DELETE OLD PRODUCTS. 5)..TAX-RATE UPDATE By selecting this option, you will be allowed to edit any TAX-RATE that is currently in your database. You will also be allowed to ADD NEW TAX-RATES, or DELETE OLD TAX-RATES. 6)..REINDEX FILES This feature should be done at least once a week. This feature makes sure that your data files are sorted correctly and allows you to use your data files to their optimum performance. 7)..MAKE NEW DATA FILES Please use care when using this option. You will be able to totally erase all your existing data. You will be prompted with a menu showing you : 1)..ERASE CUSTOMER FILE This allows you to completely erase ALL CUSTOMERS 2)..ERASE SALESMAN FILE This allows you to completely erase ALL SALESMAN 3)..ERASE PRODUCT FILE This allows you to completely erase ALL PRODUCTS 4)..ERASE TAX-RATE FILE This allows you to completely erase ALL TAX-RATES 5)..ERASE INVOICE FILE This allows you to completely erase ALL INVOICES 6)..ERASE PAYMENTS FILE This allows you to completely erase ALL PAYMENTS 7)..ERASE MASTER FILE This option will clear out your COMPANIES information X)..ERASE ALL FILES This feature will start EZ-Biller over from scratch Please use care with this one. * Please Note, With the above options, You will be warned before you continue with your selection. If you would like to cancel your selection, just press the escape key. QUIT: This simply exits EZ-Biller. By choosing QUIT, all your data files will be closed, and you will be brought back to either, DOS, or the calling menu. Some EZ-Biller Tips If You are editing an invoice, and you do not want to continually press the enter key to get to a particular screen, just press the CONTROL & ENTER KEYS simultaneously [CNTRL ENTER]. This will allow you to jump from screen to screen instead of line by line. If you are editing a particular line, you may press the [END] key to jump to the end of that line. You may use the [INSERT] key while editing a line. By pressing the insert key, you will be allowed to insert characters beginning where the cursor is on that data field. Just Like a word processor, EZ-Biller allows you to edit the data fields that you have entered. Likewise, you are allowed to use the [DELETE] key to delete characters from the field that you are editing. Characters will be deleted from where the cursor lies on that particular field. As always, Thank you for purchasing EZ-Biller And may your business excel with our EZ products Please Make Sure you Send in your Registration card so you may receive Update information! | | | | | | | EZ-Biller (tm) V2.1 | ------------------ | (C)1992 by Blue Chips Inc. | 570 Grand Avenue | Ridgefield, NJ 07657 | (201)943-3715 | | | | | SSSSSSSS | SSSSSSSSS | SS | SSSSSSSSS OOOOOOO OOOOOOO | SSSSSSSSS OOOOOOOOO OOOOOOOOO | SS OO OO OO OO | SSSSSSSSS OOOOOOOOO OOOOOOOOO | SSSSSSSS OOOOOOO OOOOOOO | | | | | | EEEEEEEEE ZZZZZZZZZZZZZ | EEEEEEEEE ZZZZZZZZZZZZ | EEE ZZZZ | EEEEEEEEE ZZZZZ | EEEEEEEEE ZZZZZ | EEE ZZZZZ | EEEEEEEEE ZZZZZZZZZZZZ | EEEEEEEEE ZZZZZZZZZZZZZ | | | | | |