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1991-11-27
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SBAS
ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
Version 3.13
Copyright (c)1989-91 Millrose Corporation
All rights reserved
THIS PROGRAM REQUIRES 512k RAM
A HARD DISK IS REQUIRED
DISCLAIMER
Millrose Corporation has taken due care in the
preparation of this program and the related
documentation, including but not limited to development
and testing. Millrose makes no expressed or implied
warranty of any kind in regard o the programs or the
documentation. In no event shall Millrose be liable for
incidental or consequential damages in connection with
or arising from furnishing, performance or use of any of
these programs. Further Millrose reserve the right to
revise the programs and/or the related documentation
from time to time without any obligation to notify any
persons or organizations of such revisions or changes.
Millrose Corporation
7210 Jordan Ave., B-22
Canoga Park, Calif., 91303
(818) 594-5908
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
OVERVIEW:
The program is designed to provide the Small
Business with a easy to use program which will:
1. Enter Customer Orders
2. Check orders against inventory
3. Adjust price on individual items
4. Print "picking slips"
(showing ship & back orders)
5. Allow you to edit sales orders
(for price and/or quantity)
6. Print Customer invoices
7. Maintain accounts receivable
8. Print Customer statements
9. Print Accounts receivable aging
10. Maintain product inventory
11. Print inventory on hand
12. Print inventory list at cost
13. Print list for taking physical inventory
14. Compare book and physical inventory
15. Update book inventory for physical
16. Print inventory with back orders
17. Print inventory below minimum stock
At first glance it may appear that the program may
be complicated to operate. On the contrary, we have
attempted to make the overall operation as simple as
possible. Of course, it is helpful if you have a basic
knowledge of bookkeeping and maintaining a perpetual
inventory and an accounts receivable operation.
page -1-
GETTING STARTED
This disk contains INVR.EXE a self-extracting compressed
program. This program may be installed on your hard disk
drive C by using the INSTALL program supplied with the
disk. The install program will create a new sub-
directory (INVR), copy INVR.EXE to the new sub
directory, extract the files and then erase INVR.EXE.
If you do not wish to use the INSTALL program you must
do the following: Make a new sub directory on your hard
disk. Copy the file INVR.EXE to the new sub directory.
Change to the new sub directory. At the prompt type
INVR and press return. This will start the extraction
routine. To reduce files on your hard disk you may then
erase the file INVR. EXE
The return to the C> and change directory to C:\invr
To start the program at the C:\invr>
Type OE then press the return(enter)key.
The first screen you will see when you first start
the program is:
ENTER YOUR COMPANY INFORMATION
--------------------------------------------------------------------
GENERAL INFORMATION
1. YOUR NAME:
2. ADDRESS:
3. CITY: 4. STATE: 5. ZIP:
6. FISCAL YEAR END: 7. CURRENT MONTH END:
8. SALES TAX RATE: % (ENTER AS 6.5;3.25;4.75,6.00 etc)
9. LAST INVOICE NUMBER: 10 LAST SALES ORDER NUMBER:
11. LAST CREDIT MEMO NUMBER:
--------------------------------------------------------------------
ENTER ITEM NUMBER TO CHANGE, 0 TO ACCEPT
Items 1-7 should be self evident as to the information.
Item 8 will be the Sales Tax charged on your sales(if
any). This may be entered as a whole number and two
decimal points. Item 9 will be the last invoice number
you have used. Should you wish to start numbering
invoices with this system the number will be 0 (zero).
Items 10 and 11 will be the last sales order
number(picking slip) and the last credit memo number.
As with the invoices, should you wish to start numbering
with this system the number will be 0 (zero). When the
information is entered and accepted you will proceed to
the main menu.
After the information has been completed, enter 0 (zero)
and press return to accept. The next screen will allow
you to change transaction dates, and request you
indicate on which Drive your data is located.
page -2-
The first step in setting up the program is to
enter all of your customers. Each customer will be
assigned a sequential number by the computer. You will
enter the basic information about your customer, such
as Bill To: Name, Address, Phone Number, Buyer, Credit
Limit and the Ship To: Name, address, and phone number.
When you have finished entering all of your
customers use SELECTION 2 ACCOUNTS RECEIVABLE of the
main menu to access a sub menu. From the Sub menu use
SELECTION 6 LIST CUSTOMER NAME/ADDRESS to prepare a
listing of your customers. The listing may be prepare
either in Customer number sequence or alphabetically.
Then you must enter all of your products with
descriptions, make, model, inventory on hand, minimum
stock, regular price and two discount prices. In
addition you may enter two comments lines (45
characters each) with special information about the
product. You may wish to enter comments regarding the
lead time to purchase and/or manufacture the product.
If you wish to do a practice session first see
Appendix A for details on preserving you Data files.
There are two screen you will be seeing very
frequently in the operation of the program. One of the
screens is the information about your customer. The
screen will be similar to the following:
--------------------------------------------------------
| CUSTOMER MASTER FILE |
--------------------------------------------------------
| BILL TO SHIP TO |
| 1. NAME: 9. NAME: |
| |
| 2. ADDR: 10. ADDR: |
| |
| 3. CITY: 11. CITY: |
| |
| 4. STATE 5. ZIP 12. STATE: 13.ZIP: |
| |
| 6. PHONE: 14. PHONE: |
| |
| 7. BUYER: 15. CONTACT: |
| |
| 8. CREDIT LIMIT: 16. UPS ZONE: |
| |
| BALANCE DUE: DATE OF BALANCE PURCH: |
--------------------------------------------------------
In most instance items 1-16 may be changed on certain
Customer Screens. In addition if the customer does not
have a balance due the file may be deleted from the
records. The balance due will be the current balance
owed by the customer, in the case of an advance and/or
overpayment the balance will be a minus amount. The
Date of Balance will be the date of the last transaction
for the customer's accounts receivable. The Purch: will
indicate the amount the customer has purchased in the
current fiscal year.
page -3-
The second screen you will see frequently is the
inventory screen. It will be similar to the following:
-------------------------------------------------------
| INVENTORY RECORD |
-------------------------------------------------------
| 1. STOCK NUMBER |
-------------------------------------------------------
| 2. DESCRIPTION: |
| |
| 3. MAKE 4. MODEL |
| |
| 5. OUR COST 6. REG. PRICE |
| |
| 7. PRICE 1 8. PRICE 2 |
| |
| 9. STOCK ON HAND 10. ON ORDER |
| |
| 11. SOLD THIS MO. 12. SOLD THIS YR. |
| |
| 13. MIN.STOCK 14. BACK ORDERS |
| |
| 15. COMMENTS: |
| 16. COMMENTS: |
-------------------------------------------------------
On certain inventory screens items 1-16 may be
changed to reflect the current situation. The stock
number, description, make and model describe your
product. Item 5 is your total cost of the product.
This cost includes the cost of material, labor,special
packaging and/or any other cost incurred to make the
product ready for market. If this is accurately updated
you will be able to print a cost of goods sold for the
current month and/or year-to-date. The retail price is
the price you normally charge for the product. Price 1
and Price 2 may be used for two different discount
prices. When you enter an order the computer will
default to the retail price, however, you have the
option to adjust the selling price of each item. Stock
on hand is the computer calculation of your inventory
available for shipment. As each order is entered the
amount will be decreased. The on order is the quantity
of the product YOU have on order to replenish you
inventory. Sold this month and Sold this year are
maintained by the computer as information as to the
amount of movement of the given stock item. The minimum
stock is the quantity you designate as the minimum stock
to be on hand when you order replacements. The back
order is the quantity of customer orders that could not
be filled when the original order was entered into the
system.
PAGE - 4 -
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
The Main Menu of the program will be similar to the
following:
ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
=======================================================
Current date: Transaction date:
MAIN MENU
=======================================================
1. ORDER ENTRY, INVOICES, CREDITS
2. ACCOUNTS RECEIVABLE
3. INVENTORY
4. YOUR COMPANY INFORMATION
5. VIEW HISTORICAL SALES
6. UTILITY PROGRAMS
7. END OF PERIOD PROCESSING
8. EXIT PROGRAM
=======================================================
ENTER CHOICE:
Near the top of the screen are two date: Current Date
and Transaction Date. We skipped another screen which
allows you to accept the computer date as the
transaction date or enter a new date of your choice.
The purpose of the transaction date is to give the
proper date to the date you enter orders (suppose you
are three days late in processing orders and wish to
date them according to the date they were received).
The transaction date is also used in giving a date to
the date of sales orders, invoices, inventory updates,
customer statements, accounts receivable aging, etc.
Should you wish to change this date you may access
the program from item 6 UTILITY PROGRAMS.
If you have not yet set up your customers and your
inventory you may set up customers by accessing
Selection 2 ACCOUNTS RECEIVABLE, and the inventory may
be set up by accessing SELECTION 3 INVENTORY.
page -5-
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
ORDER ENTRY, INVOICES, CREDITS
Once you have made the initial set ups ORDER ENTRY
probably will be the first program you use. To do so
use SELECTION 1 ORDER ENTRY, INVOICES, CREDITS. This
will take you to a sub menu which will look like:
=============================================
TRANSACTION DATE: XX/XX/XX
=============================================
ORDER ENTRY - INVOICING MENU
1. ENTER NEW ORDERS
2. ENTER BACK ORDERS
3. INVOICE EXISTING ORDERS
4. PREPARE CREDIT MEMOS
5. EDIT/VIEW SALES ORDERS
6. CHANGE TRANSACTION DATE
7. RETURN TO PRIOR MENU
=============================================
ENTER SELECTION X
SELECTION 1 - ENTER NEW ORDERS
To enter New Orders it requires you answer a series of
questions. First Customer number, or Name you are then
given an opportunity to verify you have the correct
customer. In addition, to indicating the customer name
and address the screen display will also indicate the
customer's credit limit and the present Account
Receivable balance. When you verify it is the correct
customer you will be asked for the Customer Order number
and Date of Customer order date. The Customer Order
Date is a required field and must be completed. The
program will not pass this point until you enter the
Customer Order Date.
Then you will be asked for the Part number, the
full Inventory Record will be displayed and you will
have the opportunity to verify you have selected the
correct part. When you verify it is the correct part,
you will be asked to enter the quantity ordered. At the
bottom of the screen will appear the quantity available
for shipment, the quantity back ordered and the REGULAR
PRICE will be displayed. Should you be in the wholesale
page -6-
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
or the retail business REG. PRICE is the highest price
at which you normally sell the part. Should you wish to
sell the part at Discount Price 1 or Discount Price 2,
or in fact for any other price you may over right the
displayed price.
The above may appear difficult to follow, however
as you work thru the process we believe the procedures
will be easy to use.
In the event any portion of the ordered quantity
is back ordered, the back orders (item 14) will be
increased to reflect the new back order. The Stock on
Hand (item 9) will be reduced by the quantity available
for shipment.
When you have completed entering all of the new
orders, TURN ON your printer, as the program will then
print the Sales Orders (picking slips) for all the
orders you entered. The program will assign a Sales
Order number to each order. This is used later in Edit/
View Sales orders or to Invoice Existing Orders.
SELECTION 2 - ENTER BACK ORDERS
It is necessary you manually re enter any back
orders. The procedures are exactly the same as
explained above for ENTERING NEW ORDERS. The only
difference is when you enter a back order Item 14 Back
Orders will be reduced by the amount of the back order
now available for shipment.
The program will assign a new Sales Order number
to each back order you enter. This will be used later
in Edit/View Sales order or to Invoice Existing Orders.
SELECTION 3 - EDIT/VIEW SALES ORDERS
The purpose of the selection is to allow you to
either view or edit a sales order before the customer
invoice is prepared. When a Sales Order (picking slip)
is returned for invoicing you should review the document
for any changes in quantity shipped and/or back ordered
as well as any change in price. To edit a sales order
you will be asked for the sales order number, then one
item of the order at a time will be displayed on the
screen. At this point you may change the quantity
shipped, quantity back ordered or the selling price.
Please note that when you change either the shipped or
back order quantity the original order quantity is
changed. Therefore should the Sales order document
indicate:
Orig order 5 Shipped 3 Back order 2
Should you change the shipped to 5 the screen would then
display:
Orig order 7 Shipped 5 Back order 2
This means you must then change the back order to 0
(zero). Then you screen will display:
Orig order 5 Shipped 5 Back order 0
Whenever you make any changed in the quantity
shipped and/or the quantity back ordered the book
inventory for the item will be updated.
page - 7 -
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
SELECTION 4 - INVOICE EXISTING ORDERS
This selection is used to prepare your customer's
invoices. When you enter this selection you will be
requested to enter the sales order you wish to invoice.
If the computer cannot locate an open sales order for
the requested number there will be a screen display
"CANNOT LOCATE SALES ORDER...". If the sales order has
already been invoiced there will be a screen display
"SALES ORDER ALREADY INVOICED...". When the sales order
is located as an open order there will be a screen
display indicating the BILL TO and SHIP TO information of
the customer. You will be asked to confirm this is the
correct customer. If you indicate it is not the correct
customer you will be returned to the screen to enter a
new sales order number. If you indicate it is the
correct customer, you will again be asked if the order
is subject to Sales Tax (This was asked when you
originally entered the order). When you have answered
the tax question, each item of the sales order will be
displayed on the screen. Each line item will indicate
the quantity shipped, back ordered and the prices. If
the sales is taxable the Sales Tax will be calculated
according to the tax rate you entered under your Company
Information. Next you will be allowed to entered the
amount of shipping charges, if any, for this given sales
order. The total amount of the sale will be calculated,
displayed, then you will be returned to the screen to
enter the next sales order to be invoiced.
After you have finished entering all of the sales
orders to be invoiced, the program will do some
housekeeping in preparation for printing the Customer
invoices. At such time all of the Customer Invoices
will be printed. During the processing procedures the
Customer Accounts Receivable will have been updated to
reflect the charges incurred by these invoices.
SELECTION 6 - CHANGE TRANSACTION DATE
This may be listed as the last item on this sub menu,
but it is important that you be sure the transaction
date is the date you wish to appear on your Customer
Invoices.
SELECTION 7 - RETURN TO PRIOR MENU
This selection will return you to the MAIN MENU of the
program.
page - 8 -
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
----------------------------------
ACCOUNTS RECEIVABLE
This is the second selection of the SBAS ORDER ENTRY,
INVOICING, INVENTORY, ACCOUNTS RECEIVABLE program. When
selection Accounts receivable you will be taken to a sub
menu similar to the following:
-------------------------------------------------------
ACCOUNTS RECEIVABLE MENU
--------------------------------------------------------
1. ENTER CASH RECEIPTS
2. ENTER NEW CUSTOMERS
3. VIEW/EDIT ACCT. REC DETAIL
4. VIEW/EDIT SALES ORDERS
5. VIEW/EDIT CUSTOMER FILE
6. REPORTS
7. RETURN TO PRIOR MENU
--------------------------------------------------------
TRANSACTION DATE : XX/XX/XX
-------------------------------------------------------
ENTER CHOICE _____
PLEASE NOTE: THE TRANSACTION DATE IS DISPLAYED ON THE
BOTTOM OF THIS MENU. The date indicated will be the
date used to ENTER CASH RECEIPTS and will be the date
appearing on the reports available on the REPORT sub
menu. Should you wish to use a date different than the
date indicated you must return to the MAIN MENU to
change the Transaction date.
SELECTION 1 - ENTER CASH RECEIPTS
This selection does exactly what the title indicated.
Enter Customer Cash Receipts. These receipts may be
either a pre payment or a payment on an open account.
If the customer has an open balance the monies will
first be applied to the oldest amount due (90 days +)
then applied the each more current aging classification.
If the monies exceed the amount due from the customer
the amount will be reflected as a negative balance on
the customer accounts receivable. When the computer
locates the customer whose number matches the customer
number you entered you will be given the opportunity to
confirm it is the correct customer. Should the computer
be unable to locate the requested customer number there
will be a screen display "CANNOT LOCATE CUSTOMER".
page - 9 -
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
In entering the Cash you will be requested to enter
four items of information. Amount received, check
number, date of check, and bank ABA number. These may
be an arbitrary choice of information, but the location
which did the beta test of the program found this most
helpful for their operation.
SELECTION 2 - ENTER NEW CUSTOMER
Upon entering this selection you will have a full screen
display for all of the information necessary to put a
new customer on your files. You simply fill in the
blanks as the cursor moves down the screen. In the
event, the 'Ship To' information is the same as the sold
to you simply press the return (enter) key and the sold
to name, address, etc will be transferred to the Ship To
information.
SELECTION 3 - VIEW/EDIT ACCT. REC DETAIL
This selection will allow you to view and/or edit cash
receipts information in the current month accounts
receivable file. Any item except the amount of cash may
be corrected at this point. In the event the amount of
cash is incorrect you must correct this on you cash
receipts. An understatement of cash received will be
entered as a positive number, and an overstatement of
cash must be entered as a negative amount.
SELECTION 4 - VIEW/EDIT SALES ORDERS
This selection allows you to view and/or edit open sales
orders. This program is also accessible from Selection
1 of the MAIN MENU - Order Entry, Invoices, Credits.
For a complete discussion of the selection please refer
to page 7.
SELECTION 5 - VIEW/EDIT CUSTOMER FILE
This selection allows you to view and/or edit
information in the customer master file. Any item,
except those relative to Accounts Receivable balance,
date of balance and year-to-date purchases may be
changed with this procedure.
page - 10 -
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
SELECTION 6 - REPORTS
This selection takes you to a sub menu which lists the
various Accounts Receivable Reports available with this
program. The menu will be similar to the following:
--------------------------------------------------------
ACCOUNTS RECEIVABLE REPORTS
--------------------------------------------------------
1. CUSTOMER STATEMENTS
2. RECEIVABLE AGING REPORT
3. CASH RECEIPTS REPORT
4. SALES REPORT
5. CUSTOMER LABLES
6. LIST CUSTOMER NAME/ADDRESS
7. RETURN TO PRIOR MENU
--------------------------------------------------------
ENTER CHOICE ___
ACCOUNTS RECEIVABLE REPORTS
SELECTION 1 - CUSTOMER STATEMENTS
This selection allows you to prepare the end of
month statements to all of your customers. In the event
the customer had a zero balance at the beginning of the
period and at the end of the period a statement will not
be prepared. If the customer had or has a balance at
either the beginning or end of the period a customer
statement will be printed. The statement will show the
balance at the beginning of the period and all detail
activity for the month, and ending balance. In
addition, at the bottom of the statement will be an
aging of the customer's receivable indicating the
balances due for current period and certain past due
periods.
page - 11-
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
SELECTION 2 - RECEIVABLE AGING REPORT
This selection will list any customer with an open
balance and indicating the current period balance, 30
day balance, 60 day balance and 90+ day balance, as well
as the total amount due from the customer. In addition
to the aging information the report will indicate the
date of the last transaction with this customer.
SELECTION 3 - CASH RECEIPTS REPORT
This selection will list in date order all of the
cash receipts you have entered into this system during
the current month.
SELECTION 4 - SALES REPORT
This selection will list in invoice sequence all
of the sales you have invoiced during the current
period.
SELECTION 5 - CUSTOMER LABELS
This selection allows you to prepare mailing
labels for you customers. The program allows to you to
prepare labels:
1. For the entire customer file
2. For selected zip codes
3. For selected states
The zip code selection allows you to prepare labels for
a given zip code or for continuous zip codes. To print
labels for a given zip code the beginning and ending zip
code will be the same number. The state selection
allows you to select one state at a time for label
preparation. The state is entered by its two character
designation.
SELECTION 6 - LIST CUSTOMER NAME/ADDRESS
This selection allows you to view on the screen or
to print a listing of all of you customers. The listing
may be prepared either in alphabetical order or in
customer number sequence.
SELECTION 7 - RETURN TO PRIOR MENU
This selection will return you to the ACCOUNTS
RECEIVABLE MAIN MENU.
page -12-
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
INVENTORY
This is the third selection on the MAIN MENU. This
selection will display a sub menu similar to the
following:
----------------
| INVENTORY MENU |
-------------------------------------
1. ENTER RECEIPT OF INVENTORY
2. ENTER NEW INVENTORY ITEM
3. ADJUST INVENTORY
4. REPORTS
5. PHYSICAL INVENTORY
6. RETURN TO PRIOR MENU
-------------------------------------
-----------------------------------------------------
| TRANSACTION DATE: XX/XX/XX |
-----------------------------------------------------
ENTER CHOICE 6
SELECTION 1 Enter Receipt of Inventory
This selection is used to record to receipt of
additional inventory. This selection will record the
additions to you inventory either from purchases of from
in house manufacture.
SELECTION 2 Enter New Inventory Item
When you are establishing your inventory for the
first time all items will be entered with this
selection. Receipt of Inventory and/or Adjust inventory
cannot be used until you have established an inventory
item
SELECTION 3 Adjust inventory
This selection will allow you to adjust most of
the information regarding an inventory item. It may be
used to correct inventory information and/or any of the
other items on the screen.
page -13-
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
SELECTION 4 Reports
This selection will take you to a sub menu which
lists the various reports which may be displayed or
printed with this program. Each item on this sub menu
will be discussed later
SELECTION 5 Physical Inventory
This selection will take you to a sub menu which
lists the various reports and/or procedures connected
with the physical inventory of you materials. Each item
on this sub menu will be discussed later
SELECTION 6 Return to prior menu
This selection will return you to the main menu of
the program
INVENTORY REPORTS
The sub menu for Inventory reports will be similar to
the following:
-------------------------------------------------------
INVENTORY REPORTS
-------------------------------------------------------
1. INVENTORY ON HAND
2. BACK ORDERS
3. INVENTORY BELOW MINIMUM
4. COST OF SALES
5. PRICE LIST
6. PHYSICAL INVENTORY LIST
7. RETURN TO PRIOR MENU
-------------------------------------------------------
MAKE SELECTION -
SELECTION 1 Inventory on hand
This selection will allow you to either display on
the screen or print a list of the Inventory you have on
hand. The quantities will be as of the exact time that
you display or print the list.
SELECTION 2. BACK ORDERS
This selection will allow you to view and or print
a list of inventory items which are on back order. This
list is by Product number. A listing of back orders by
customer is not available.
PAGE 14
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
SELECTION 3 INVENTORY BELOW MINIMUM
This selection will allow you to view and/or
print a list of inventory items which are below the
minimum quantities you have entered for each inventory
item.
SELECTION 4 Cost of Sales
If you have accurately entered you cost of each
item on the inventory input this selection will give you
a list by item of your Cost of Goods Sold for the
Current Period and for Year-to-date. In the event you
change your costs during the fiscal year, only those
items sold after the change in costs will be calculated
at the new cost. Cost for prior periods will remain at
the cost you had entered at the time of the sale.
SELECTION 5 Price List
This selection will print a listing of all of the
resale prices you have entered for each of your
inventory items. It may be used for monitoring you
costs and/or updating your cost information
SELECTION 6 Physical Inventory List
This selection will print a list which may be used
to take your periodic physical inventory. In addition
to this selection being on this menu you will also find
it on the PHYSICAL INVENTORY menu.
SELECTION 7 Return to prior menu
This selection will return you to the Inventory
menu.
PAGE 15
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PHYSICAL INVENTORY
The Physical Inventory sub menu will be similar to the
following:
-------------------------------------------------------
PHYSICAL INVENTORY
--------------------------------------------------------
1. PHYSICAL INVENTORY LIST
2. SAVE BOOK INVENTORY
3. ENTER PHYSICAL INVENTORY
4. EDIT PHYSICAL INVENTORY
5. COMPARE BOOK/PHYSICAL
6. INVENTORY AT COST
7. POST PHYSICAL INVENTORY
8. RETURN TO PRIOR MENU
-------------------------------------------------------
ENTER CHOICE 8
SELECTION 1 Physical Inventory List
This selection will print a list of all of your
items. The list may be used to take your periodic
physical inventory.
SELECTION 2 Save Book Inventory
This selection will save to a new data base the
book inventory of all of your items as of the time that
you run this procedure. It is absolutely critical that
you watch the timing on doing this procedure. If you
are using it for an annual inventory the procedure must
be run after you have processed all of your orders for
the current physical year and before you enter any
orders for the new year. The data saved by this
procedure will later be used to provide a report which
will reflect the difference between your book inventory
and your actual physical inventory.
SELECTION 3 Enter Physical Inventory
This selection will create a new data file for
your actual Physical Inventory. By using the next
selection (4) you may edit the physical counts after you
have completed this procedure.
SELECTION 4 Edit Physical Inventory
This selection allows you to edit the physical
counts you may have entered by Selection 3 (above).
PAGE 16
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
SELECTION 5 Compare Book/physical
This selection will display and/or print a report
which will indicate the differences between your book
inventory and your physical inventory. The book and
physical inventories will be priced at the costs you
currently reflect for each item in your inventory.
SELECTION 6 Inventory at Cost
This selection will provide a report of your
physical inventory priced at the cost for each item in
your inventory.
SELECTION 7 Post Physical to Books
This selection will adjust your book inventory for
the differences between the book inventory you saved by
Selection 2 (above) and the Physical Inventory you
entered and/or adjusted by Selections 3 and 4 (above).
This procedure may be run at any time after you are
satisfied you end of period physical inventory is
accurate. Remember the adjustment to your books will be
only for the difference, however, it will not reduce any
item to a negative amount. For example, suppose your
saved book inventory was 25 and your physical inventory
was 10. However, between the time of the saved book and
physical you sold 20 items your current book inventory
would reflect a count of 5. The difference between the
end of period saved book (25) and physical inventory(10)
would be 15. If the computer were to reduce the current
book by 15 your records would reflect a negative balance
of 10. A safety check in this procedure prevents your
book inventory being reduced to a negative amount.
SELECTION 8 Return to prior menu
This selection will return you to the Inventory
Menu.
PAGE 17
The next item on your Main Menu is 6. UTILITY PROGRAMS.
The menu for this selection is similar to the following:
-------------------------------------------------------
UTILITY PROGRAMS
-------------------------------------------------------
1. REINDEX DATA FILES
2. CHANGE TRANSACTION DATE
3. CHANGE DATE FORMAT
4. ENTER A/R OPENING BALANCES
5. ENTER HISTORICAL SALES
6. RETURN TO PRIOR MENU
-------------------------------------------------------
ENTER CHOICE 6
SELECTION 1 Reindex Data Files
It may not be necessary that you ever use this
selection. However, sometimes in the course of computer
operations some index files may become corrupted. You
will know this if you know you have certain information
in your files, but you cannot either get the screen
display and/or a printed report. Should this happen try
to correct the problem by running this procedure. If
this does not correct the problem it will be necessary
that you restore your files from your last back-up and
the reinput any data since the time of the Back-up. It
is therefore absolutely necessary that you make a back
up of your files at the end of each day that you use
this program. Refer to you DOS manual for the proper
procedure to back-up and/or restore files.
SELECTION 2 Change transaction date
The transaction date is the date recorded during
order entry process, printing invoices and various other
operations. Therefore in order to have the correct
transaction date appear on you order, invoices, etc you
may change the date. This option is offered on various
other menus.
SELECTION 3 Change Date Format
This allows you to change to American or
European date formats. The American format is
mm/dd/yy. The European format is dd/mm/yy.
SELECTION 4 Enter A/R Opening balances
This allows you to enter your customers accounts
receivable balances when you start using this program.
You are required to enter you opening balances by aging
class, therefore it is necessary you have a accurate
listing of your aged accounts receivable from you
present system. After you have entered all of your
opening balances you MUST run an aging report to be
sure that you have properly entered the correct
balances for all of your customers.
PAGE 18
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
SELECTION 5 Enter Historical Sales
When you complete the End of Period processing for
the current period (Selection 7 Main Menu) the current
period sales information is transferred to a History
file. You can view this file by Selection 5 of the Main
Menu. Should you wish to include sales prior to the
time you start using this program, you may enter such
sales through this procedure. The information entered
will only go into the History file.
SELECTION 4 Return to prior menu
This selection will return you to the Main Menu.
END OF PERIOD PROCESSING
This is selection 7 on the Main Menu. This selection
will display a sub menu similar to the following:
--------------------------------------------------------
END OF PERIOD PROCESSING
--------------------------------------------------------
1. END OF ACCOUNTING MONTH
2. END OF PHYSICAL YEAR
3. RETURN TO PRIOR MENU
--------------------------------------------------------
ENTER SELECTION 3
SELECTION 1 End of Accounting Month.
This procedure will update you books at the end of
each account period. There are several procedures which
will be completed. They are:
a. Ask you to verify certain reports have been
run. If you have not run all of the reports
listed you must exit this procedure and complete
the necessary reports. These reports can not
be run after you do the End of Month process.
b. END OF MONTH PROCESS CONSISTS OF:
1. Update Inventory files - transfer
current month sales quantity to
current year and reset current month
to zero.
2. Update Customer Master file
This updates the summary aging carried
in this record and adjusts the end of
month accounts receivable balance
3. Transfer all current period accounts
receivable detail (sales & payments)
to the history file and clears the
current month detail file
page -19-
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
AS INDICATED ABOVE IT IS ABSOLUTELY NECESSARY THAT
YOU COMPLETE THE REPORTS REFERRED TO IN ITEM A (ABOVE)
BEFORE YOU COMPLETE THIS PROCEDURE.
SELECTION 2 End of Year
This selection will first ask you to verify that
you have completed the End of Month processing. Then it
will ask you a second time to verify the first answer.
This procedure will update the Inventory records
by transferring all current year sales quantities to
prior year and reset current year sales quantities to
zero. It also will update the Customer Master file to
reflect the purchases for the prior year.
SELECTION 3 Return to prior menu
This selection will return you to the Main Menu of
the program.
END OF DOCUMENTATION
page -20-
PROGRAMS DISTRIBUTED BY MILLROSE
Millrose Corporation distributes several different
programs which are used in various accounting
functions. The programs are:
SBAS GENERAL LEDGER
SBAS WRITE UP GENERAL LEDGER
SBAS ORDER ENTRY, INVENTORY, ACCOUNTS RECEIVABLE
SBAS INVOICER
SBAS ACCOUNTS RECEIVABLE
SBAS GENERAL LEDGER, Ver 2.0+ is an after the fact
general ledger system which will provide you with input
screens and output reports for : Cash Receipts, Cash
Disbursements and Journal Entries. Further it provides
various financial statements: Trial Balance, Income
Statement (current period & YTD), Balance Sheet,
General Ledger-Current Period and General Ledger-YTD.
The Journal reports, Trial Balance, Income Statement
and Balance sheet may be either viewed on the screen or
printed. The system allows you to design your own
chart of accounts and design the layout of the Balance
Sheet and Income Statements. The system will handle
the accounting for several different companies.
SBAS WRITE UP GENERAL LEDGER
The Write Up General Ledger is an expansion of the
above system and was designed for the accountant who
must maintain the accounting for several companies. In
addition to the features of the SBAS GENERAL LEDGER
this system provides for a Sales Journal and after-the-fact
entry of Payroll check (on Disbursement Journal).
Various employee earning reports may be printed to
allow easy preparation of the federal/state quarterly
and annual payroll reports.
Allows for cost of goods sold and gross profit on sales.
SBAS ORDER ENTRY, INVENTORY, ACCOUNTS RECEIVABLE
This system is designed for the small business and
allows for the following:
1. Enter Customer Orders
2. Check orders against inventory
3. Adjust price on individual items
4. Print "picking slips"
(showing ship & back orders)
5. Allow you to edit sales orders
(for price and/or quantity)
6. Print Customer invoices
7. Maintain accounts receivable
8. Print Customer statements
9. Print Accounts receivable aging
10. Maintain product inventory
11. Print inventory on hand
12. Print inventory list at cost
13. Print list for taking physical inventory
14. Compare book and physical inventory
15. Update book inventory for physical
Registered version supports over 240 printers.
Shareware version supports Epson FX,RX & Epson compatible
SBAS INVOICER
This is a small program which will allow you to create
your customer invoices. The invoices may contain items
which are subject to sales tax and items which are not
subject to sales tax. The program will automatically
calculate and add to the Invoice the appropriate tax
for taxable items. The information is retained by the
program so that at a future date you may make
additional copies of the Invoice. Invoice numbers are
assigned by the program, however you have the option of
selecting your starting number.
SBAS ACCOUNTS RECEIVABLE
A stand alone accounts receivable program designed for
the small business organization which requires control
of their accounts without using a cumbersome totally
integrated accounting system. Allows for the entry of
Invoices, Credit Memos, Cash Receipts (with or without
discount). Provides Customer statements, Receivable
aging report, cash receipts report, sales report,
customer labels, customer lists. Supports over 60
different printers. Pop-up calculator.
Registered copies of the programs, which will be the
latest update, may be obtained by completing the form
on the next page. Registered copies will not include
any opening and/or closing solicitation screens.
REGISTRATION/ORDER FORM
DATE _____________
TO: MILLROSE CORPORATION
7210 Jordan Ave., B-22
Canoga Park, Ca., 91303
Please ship the registered version of the following:
___ SBAS ACCOUNTS RECEIVABLE $69.95 _________
(Printed manual)
___ SBAS GENERAL LEDGER,Ver 2.0+ 59.95 ________
(Printed manual)
_____SBAS WRITE UP GENERAL LEDGER 89.95 _________
(Printed manual)
_____SBAS ORDER ENTRY, ACCOUNTS REC.
INVENTORY, 69.95 _________
(Printed manual)
_____ SBAS INVOICER 14.95 _________
(Manual on disk)
Sub total __________
Calif residents (add 8.25% Sales Tax) _________
Shipping/handling (US & Canada) $3.00
Other 6.00 _________
TOTAL (U.S.FUNDS ONLY)(Payable at a US Bank) __________
____ 5 1/4" DISK _____ 3 1/2" DISK
SHIP TO:
COMPANY ________________________________________
NAME ____________________________________________
ADDRESS__________________________________________
CITY,STATE,ZIP __________________________________
PHONE (incl Area Code) __________________________
