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═════════════════════════════════════════════════════════════
Painless Accounting for Windows 3.0 Table of Contents
═════════════════════════════════════════════════════════════
Definition of Shareware.....................................1
Disclaimer-Agreement........................................1
Ordering....................................................2
Support.....................................................2
System Requirements.........................................3
Installation................................................3
I. Files.................................................4
A) Account............................................4
B) Client.............................................4
C) Vendor.............................................5
D) Product............................................5
E) Service............................................6
F) Message............................................6
G) Identification.....................................7
II. Ledger................................................7
A) Enter/Edit Transactions............................8
B) Account Activity Report............................8
C) Journal Report.....................................8
D) Ledger Posting Process.............................8
III. Checks................................................9
A) Enter/Edit Checks..................................9
B) Print Unposted Checks..............................9
C) Print Checks.......................................9
D) Check Reconciliation...............................9
E) Print Check Register..............................10
F) Check Posting Process.............................10
IV. Invoices.............................................10
A) Enter/Edit Invoices...............................11
B) Enter/Edit Cash Receipts..........................11
C) Invoices - Print..................................12
D) Revenue Journal...................................12
E) Receipts Journal..................................12
F) Invoice Posting Process...........................12
V. Reports..............................................13
A) Trial Balance.....................................13
B) Balance Sheet.....................................13
C) Income Statement..................................13
D) Client Aging......................................13
E) Client Statements.................................13
F) Client Labels.....................................13
G) Client Directory..................................14
H) Historic Invoice..................................14
I) Product Listing...................................14
J) Service Listing...................................14
K) Message Listing...................................14
L) Chart of Account Listing..........................14
M) Vendor Listing....................................14
i
VI. Budget...............................................14
A) Enter/Edit Budget.................................14
B) Budget Report.....................................15
C) Actual Report.....................................15
D) Variance Report...................................15
VII. Utilities............................................15
A) Reindex Files.....................................15
B) File Sizes........................................15
C) Backup Files......................................15
D) Restore Files.....................................15
E) Printer Setup.....................................16
F) Statement Text....................................16
VIII. Closing..............................................16
A) Ledger End of Month...............................16
B) Invoice End of Month..............................16
C) Ledger End of Year................................16
IX. Appendix
A) Convert Painless Accounting 2.5-5.0 Data Files....17
ii
DEFINITION OF SHAREWARE
Shareware distribution gives users a chance to try software
before buying it. If you try a Shareware program and
continue using it, you are expected to register. Individual
programs differ on details. Some request registration while
others require it, some specify a maximum trial period. With
registration, you get anything from the simple right to
continue using the software to an updated program with
printed manual.
Copyright laws apply to both Shareware and commercial
software, and the copyright holder retains all rights, with a
few specific exceptions as stated below. Shareware authors
are accomplished programmers, just like commercial authors,
and the programs are of comparable quality. (In both cases,
there are good programs and bad ones!) The main difference
is in the method of distribution. The author specifically
grants the right to copy and distribute the software, either
to all and sundry or to a specific group. For example, some
authors require written permission before a commercial disk
vendor may copy their Shareware.
Shareware is a distribution method, not a type of software.
You should find software that suits your needs and
pocketbook, whether it's commercial or Shareware. The
Shareware system makes fitting your needs easier, because you
can try before you buy. And because the overhead is low,
prices are low also. Shareware has the ultimate money-back
guarantee -- if you don't use the product, you don't pay for
it.
DISCLAIMER - AGREEMENT
Users of Painless Accounting for Windows must accept this
disclaimer of warranty: "Painless Accounting for Windows is
supplied as is. The author disclaims all warranties,
expressed or implied, including, without limitation, the
warranties of merchantability and of fitness for any purpose.
The author assumes no liability for damages, direct or
consequential, which may result from the use of Painless
Accounting for Windows."
Painless Accounting for Windows is a "shareware program" and
is provided at no charge to the user for evaluation. Feel
free to share it with your friends, but please do not give it
away altered or as part of another system. The essence of
"user-supported" software is to provide personal computer
users with quality software without high prices, and yet to
provide incentive for programmers to continue to develop new
products.
If you find this program useful and find that you are using
Painless Accounting for Windows and continue to use Painless
Accounting for Windows for a reasonable trial period, you
must make a registration payment of $99.00 to Painless
Accounting, Inc. The $99.00 registration fee will license on
copy for use on any one computer at any one time, and you
PAGE 1
will receive a printed manual.
You must treat this software just like a book. An example is
that this software may be used by any number of people and
may be freely moved from one computer location to another, so
long as there is no possibility of it being used at one
location while it's being used at another. Just as a book
cannot be read by two different persons at the same time.
Commercial users of Painless Accounting for Windows must
register and pay for their copies of Painless Accounting for
Windows within 30 days of first use or their license is
withdrawn. Site-License arrangements may be made by
contacting Painless Accountng, Inc.
Anyone distributing Painless Accounting for Windows for any
kind of remuneration must first contact Painless Accounting,
Inc. at the address below for authorization. This
authorization will be automatically granted to distributors
recognized by the (ASP) as adhering to its guidelines for
shareware distributors, and such distributors may begin
offering Painless Accounting for Windows immediately (However
Painless Accounting, Inc. must still be advised so that the
distributor can be kept up-to-date with the latest version of
Painless Accounting for Windows).
You are encouraged to pass a copy of Painless Accounting for
Windows along to your friends for evaluation. Please
encourage them to register their copy if they find that they
can use it. All registered users will receive a copy of the
latest version of the Painless Accounting for Windows system,
and a printed manual.
Painless Accounting, Inc.
4401 Birdsong
Plano, TX 75093
ORDERING
If you wish to register Painless Accounting for Windows
simply print the file REGISTER.TXT and fill in the requested
information, or call (800)521-9905 anytime. We can send your
program COD and we also accept Credit Cards.
As soon as your registration is received you will be sent the
latest copy of Painless Accounting for Windows, and a printed
manual. You will also be notified of any future releases of
Painless Accounting for Windows, and any new products.
SUPPORT
Telephone Support:
We provide full technical support for all of our products.
You may call us Monday thru Friday at (900)88-HELP-8 from
8am to 5pm CST. The cost of this support is free for the
first 24 seconds and $2.00 for each additional minute.
BBS Support:
You can also leave a message on our support BBS, RBBS-PC
PAGE 2
Rbase-5000, operating 24 hours, 7 days a week at
(214)881-0313. Minimum baud is 2400. maximum is 38,400 (USR
Dual Standard 9600 HST). When you call you will
automcatically have full access, and there is no charge for
this system. This BBS also has a forum for interaction
between our users. Please note if you wish to leave a
message to be answered by Painless Accounting, Inc. you must
address your message to KENDALL PIERCE. Kendall Pierce can
also be reached on CompuServe at User ID: 70337,3337, GEnie
at User ID: K.PIERCE7, and Delphi at ID: PIERCEK.
SYSTEM REQUIREMENTS
This program requires an IBM PC or IBM compatible computer
with Windows 3.0.
INSTALLATION
To install Painless Accounting for Windows, put the
'Setup/Program Disk #1' disk into a floppy drive. If windows
is not currently running load it by typing 'WIN'.
From the windows Program Manager select the 'File' option
(Alt+F), then select 'Run' (R). Next type 'X:WINSETUP' (X=the
floppy drive where you inserted the 'Setup/Program Disk #1,
either A or B), and press Return. Simply follow the
directions on the screen. The program will be automatically
added to your Program Manager.
PAGE 3
I. Files
Under this menu option you have the ability to enter and edit
your file information. This includes:
1) Chart of Accounts
2) Clients
3) Vendors
4) Products
5) Services
6) Messages
7) Identification (Your companies information)
A) Account File
Use this option to enter all of your Chart of Accounts. You
will first be prompted for an account number. This is any
unique code used to identify a given account. If you want to
look at all the accounts on file simply select the
'Browse...' button. A list of all the accounts on file will
be displayed in a window on the bottom left-hand part of the
screen. Use the scroll bars to page through the accounts. You
can paste an account number into the Account File screen by
first highlighting the desired account number, then double
clicking on the 'Control Menu Box' of the Account File.
After the account number has been entered, all the
information associated with this account will be displayed.
If this is a new account a blank record will be displayed.
The account balances will also be displayed as these balances
are only updated when the 'Ledger Posting Process' is run.
You will be able to enter or edit the account name and if
this is a new account you will be asked to designate the
account type. You will then be prompted to confirm that you
want to save the information. Select 'OK' to save the record,
or 'Cancel' to cancel your editing.
You can select the 'Delete...' button anytime it is
highlighted if you wish to delete the account. Selecting the
'OK' button will take you directly to the 'Confirm' window,
without having to press return through each field. When you
are finished editing the Chart of Accounts simply press the
'Cancel' button.
B) Client File
Use this option to enter all of your clients. You will first
be prompted for a client number. This is any unique code used
to identify a given client. This could be phone, last name,
etc. If you want to look at all the clients on file simply
select the 'Browse...' button. A list of all the clients on
file will be displayed in a window on the bottom left-hand
part of the screen. Use the scroll bars to page through the
clients. You can paste a client number into the Client File
screen by first highlighting the desired client number, then
double clicking on the 'Control Menu Box' of the Client
File.
PAGE 4
After the client number has been entered, all the information
associated with this client will be displayed. If this is a
new client a blank record will be displayed. The client
balance will also be displayed. This balance is only updated
when the 'Invoice Posting Process' is run. You will be able
to enter or edit the client company name , address, phone
numbers, etc.. You will then be prompted to confirm that you
want to save the information. Select 'OK' to save the record,
or 'Cancel' to cancel your editing.
You can select the 'Delete...' button anytime it is
highlighted if you wish to delete the client. Selecting the
'OK' button will take you directly to the 'Confirm' window,
without having to press return through each field. When you
are finished editing the Client File simply press the
'Cancel' button.
C) Vendor File
Use this option to enter all of your vendors. You will first
be prompted for a vendor number. This is any unique code used
to identify a given vendor. This could be phone, last name,
etc. If you want to look at all the vendors on file simply
select the 'Browse...' button. A list of all the vendors on
file will be displayed in a window on the bottom left-hand
part of the screen. Use the scroll bars to page through the
vendors. You can paste a vendor number into the Vendor File
screen by first highlighting the desired vendor number, then
double clicking on the 'Control Menu Box' of the Vendor
File.
After the vendor number has been entered, all the information
associated with this vendor will be displayed. If this is a
new vendor a blank record will be displayed. You will be able
to enter or edit the vendor company name , address, etc..
You will then be prompted to confirm that you want to save
the information. Select 'OK' to save the record, or 'Cancel'
to cancel your editing.
You can select the 'Delete...' button anytime it is
highlighted if you wish to delete the vendor. Selecting the
'OK' button will take you directly to the 'Confirm' window,
without having to press return through each field. When you
are finished editing the Vendor File simply press the
'Cancel' button.
D) Product File
Use this option to enter all of your products. You will first
be prompted for a product number. This is any unique code
used to identify a given product. If you want to look at all
the products on file simply select the 'Browse...' button. A
list of all the products on file will be displayed in a
window on the bottom left-hand part of the screen. Use the
PAGE 5
scroll bars to page through the products. You can paste a
product number into the Product File screen by first
highlighting the desired product number, then double clicking
on the 'Control Menu Box' of the Product File.
After the product number has been entered, all the
information associated with this product will be displayed.
If this is a new product a blank record will be displayed.
You will be able to enter or edit the product description,
selling price, and onhand units. The onhand units will be
updated after the 'Invoice Posting Process'. You will then be
prompted to confirm that you want to save the information.
Select 'OK' to save the record, or 'Cancel' to cancel your
editing.
You can select the 'Delete...' button anytime it is
highlighted if you wish to delete the product. Selecting the
'OK' button will take you directly to the 'Confirm' window,
without having to press return through each field. When you
are finished editing the Product File simply press the
'Cancel' button.
E) Service File
Use this option to enter all of your services. You will first
be prompted for a service number. This is any unique code
used to identify a given service. If you want to look at all
the services on file simply select the 'Browse...' button. A
list of all the services on file will be displayed in a
window on the bottom left-hand part of the screen. Use the
scroll bars to page through the services. You can paste a
service number into the Service File screen by first
highlighting the desired service number, then double
clicking on the 'Control Menu Box' of the Service File.
After the service number has been entered, all the
information associated with this service will be displayed.
If this is a new service a blank record will be displayed.
You will be able to enter or edit the service description,
and selling price. You will then be prompted to confirm you
want to save the information. Select 'OK' to save the record,
or 'Cancel' to cancel your editing.
You can select the 'Delete...' button anytime it is
highlighted if you wish to delete the service. Selecting the
'OK' button will take you directly to the 'Confirm' window,
without having to press return through each field. When you
are finished editing the Service File simply press the
'Cancel' button.
F) Message File
Use this option to enter all of your messages. You will first
be prompted for a message number. This is any unique code
used to identify a given message. If you want to look at all
PAGE 6
the messages on file simply select the 'Browse...' button. A
list of all the messages on file will be displayed in a
window on the bottom left-hand part of the screen. Use the
scroll bars to page through the messages. You can paste a
message number into the Message File screen by first
highlighting the desired message number, then double clicking
on the 'Control Menu Box' of the Message File.
After the message number has been entered, all the
information associated with this message will be displayed.
If this is a new message a blank record will be displayed.
You will be able to enter or edit the message description.
You will then be prompted to confirm you want to save the
information. Select 'OK' to save the record, or 'Cancel' to
cancel your editing.
You can select the 'Delete...' button anytime it is
highlighted if you wish to delete the message. Selecting the
'OK' button will take you directly to the 'Confirm' window,
without having to press return through each field. When you
are finished editing the Message File simply press the
'Cancel' button.
G) Identification File
Use this option to enter your company name, address, phone
numbers and other important information required for Painless
Accounting.
First you will need to enter your company name and address,
along with your phone number, and fax number if applicable.
Next you have to enter your Cash Account, Revenue,
Receivable, Sales Tax, and Freight Income account numbers. If
these account numbers are not on file you will have the
ability to add them. You can then edit the Last Invoice
Number used, and Default Sales Tax Rate. Finally answer
whether you want to enter/edit your Password, and whether
you are interfacing with Painless Payroll.
You will then be prompted to confirm you want to save the
information. Select 'OK' to save the record, or 'Cancel' to
cancel your editing.
II. Ledger
The Ledger is the hub of the Painless Accounting System. All
information entered through other modules passes through the
Ledger. For example when you post the 'Invoice' module. A
Ledger transaction is created with the Code of 'BI', and a
transaction number consisting of the month and day of the
posting. ie, MM/DD. This information is held in the Ledger
until the Ledger is posted, and is then distributed
throughout the Chart of Accounts and Financial Statements.
PAGE 7
A) Enter/Edit Ledger Transactions
Use this option to enter transactions that are not entered in
the Invoice, or Check modules. You might use this option to
enter beginning balances, adjustments, or countless other
transaction types. First you have to enter a Journal Code.
This can be anything other than 'BI', for example you might
use AJ for Adjustments. Select the 'Browse...' button to
display all the Transaction currently on file. You will next
enter a Transaction Code. This is any unique code that
identifies this particular transaction. Lastly you must enter
the date of the transaction.
You will then be able to enter the Chart of Account number
you wish to debit or credit. If you do not know the number
simply select the 'Browse...' button, or if you wish to
delete an existing line item select the 'Delete...' button.
If you enter an account that is not on file you will have the
option to add this account. After an account has been
entered the account name will be displayed and you will be
prompted for a description of this line item, followed by
the debit or credit amount.
Once you have completed the transaction simply select the
'OK' button. A transaction must be in balance, debit equal
credits, before you are able to save a transaction. Use the
'Next' and 'Previous' button to move through the line items.
B) Ledger Account Activity Report
This report will print all the activity for any range of
accounts. This report can be printed for current or
historical data. This report will print each transaction for
the specified accounts along with whether they have been
posted. If the transaction has been posted it will appear on
the Financial Statements. You can print or display the
report.
C) Ledger Journal Report
This report will print all the activity for any range of
journals. This report can be printed for current or
historical data. This report will print each transaction for
the specified journals along with whether they have been
posted. If the transaction has been posted it will appear on
the Financial Statements. You can print or display the
report.
D) Ledger Posting Process
The posting process updates the Ledger account balances. Once
this process has been run, you will not be able to edit the
transactions. This process will update your Financial
Statement balances. You will first be asked to verify that
you wish to run this process, then you will be asked to
select the month you want to post. For example, if you enter
PAGE 8
'January' only transactions with a date of 01/DD/YY will be
posted.
III. Checks
Use this option to enter all your checking information. This
option also allows you to perform a check reconciliation on
all information entered into Painless Accounting.
A) Enter/Edit Checks
This option allows you to enter computer or manual checks.
Computer checks are checks that will be printed by Painless
Accounting and manual checks are hand written checks.
You will first be asked to enter a transaction number. This
is any unique number that identifies a given check. If you
wish to edit a previously entered check and are not sure of
the transaction number you can select the 'Browse...'
button. You will then be able to enter the check number,
check date, check amount, vendor code, check type, and check
memo. If the vendor code is found on file the vendor address
will automatically be displayed, if the code is not on file
or if the code is left blank you can enter any address you
wish. If you are unsure of a vendor code you can select the
'Browse...' button and all vendors currently on file will be
displayed. You must then distribute the check. You can
distribute the amount into a maximum of four accounts. Simply
enter the Chart of Account number and the description will
automatically be displayed. You must then enter the amount
that is to be distributed to the account. After you have
completed the distribution (the distribution must equal the
check amount) you can select the 'OK' button.
When you have entered all your check information simply
select the 'Cancel' button.
B) Print Unposted Checks
This option will print all checks entered since your last
'Check Posting'. This is a one line summary report showing
the check amount and the payto for each check. You may
display or print this report.
C) Print Checks
This option allows you to print all your 'Computer' checks.
You will first be asked if you wish to re-print your checks.
If you answer 'Yes' you will be prompted to enter the
starting and ending check numbers to re-print. You will then
be prompted to enter the starting check number to print.
D) Check Reconciliation
This option allows you to reconcile your checkbook. This has
PAGE 9
no effect on your actual checking account balance. First you
will be prompted to enter the bank balance. This is the
balance from the bank statement you receive from your bank.
The checkbook balance displayed on the screen will be taken
from your checking account balance in the Ledger. This will
only include transactions that have been posted to this
checking account. After your bank balance has been entered,
all checks written through the checks option that have been
posted will be displayed on the screen. It will also display
any receipts you have received through the cash receipts and
invoice options. Remember these checks and deposits are only
displayed if they have been posted. You can now select the
appropriate button at the bottom of the screen for each
transaction listed. Select 'Cleared' if the check has cleared
your bank.
You also have the option to enter other deposits and
miscellaneous charges. After you have completed the
reconciliation, select the 'OK' button and a reconciliation
report will be displayed on the screen. You can then will
have the option to print a detailed reconciliation report,
and purge the check file. If you purge the check file all
'Cleared' checks will be deleted from the file. These deleted
checks will be moved to the Historical Check file.
E) Check Register
This option allows you to print a current or historical check
register journal. It will print the check number, payto name,
and check amount. and whether the check has cleared. It will
also give you a total of all outstanding checks. This report
can be displayed or printed.
F) Check Posting Process
This process will post all check information entered through
the 'Check' module. Be sure to make a backup of your data
files before running this process. This process will erase
all the check detail information and put it in the posted
check file. It will stay in the posted check file until you
reconcile and purge the check file. This process can only be
run if all computer checks have been printed.
A summary of all debits and credits will be sent to the
ledger. This summary may be viewed and edited in the Ledger,
by entering 'CK' for the journal codes and the date as the
transaction number. For example, if you posted on January 1,
enter 01/01 as the transaction number.
IV. Invoices
This option allows you to enter invoices and cash receipts
for clients. You can also print reports from this
information.
PAGE 10
A) Enter/Edit Invoices
This option allows you to enter and edit invoices to clients.
First you will be prompted for an invoice number. The next
available invoice number will be defaulted. If you wish to
enter a different number simply type over the displayed
invoice number. To see list of all invoices currently on file
simply select the 'Browse...' button. To close the browse
window double click on the Control Menu Box.
If the invoice number entered is already on file the invoice
will be displayed for editing (otherwise a blank invoice will
be display). Next you will be asked to enter the client code.
If you are unsure of a client's code, simply select the
'Browse...' button and all the clients currently on file will
be displayed. To close the browse window, double click on the
Control Menu Box. After the client code has been entered the
client's address will be displayed. If the client is not on
file you will have the option of adding the client.
You will then be prompted for the invoice date, invoice due
date and po/reference number. Simply enter the desired
information. After this information is entered you will be in
the body of the invoice. You will be prompted for a product,
service, or message code. Simply enter the desired code, (if
you are unsure of a code, select the 'Browse...' button). If
the code is not on file you will have the option of adding
the code. The codes description, etc will be displayed. You
can accept the description by pressing return or you may edit
the description. If the code is a service or product you must
enter whether it is taxable, the quantity, and the selling
price. The extended price will automatically be calculated.
You can use the 'Delete' button to delete a line item and the
'Next' and 'Previous' buttons to move from one line item to
another.
When you have entered all the line items select the button
'OK'. You will then be able to edit the sales tax, freight
amount, and the amount paid. A window will then appear asking
for the invoice description. This is the description that
will appear on the clients statement.
Finally, you will have the option to print the invoice. If
you choose to print the invoice you can print it on plain
paper or preprinted forms. Preprinted invoice forms are
available from Painless Accounting, Inc.. Select the 'Cancel'
button when you have completed entering your invoices.
B) Enter/Edit Cash Receipts
This option allows you to enter and edit cash receipts from
clients. Use this option when you receive payment from a
client for an invoice entered through 'Enter/Edit Invoices'.
You will first be asked for a transaction number. This is a
unique number used to identify a given transaction. The next
PAGE 11
available transaction number will be defaulted. If you wish
to enter a different number simply type over the displayed
transaction number. To see a list of all transactions
currently on file simply select the 'Browse...' button. To
close the browse window, double click on the Control Menu
Box.
If the transaction number entered is already on file the
transaction will be displayed for editing, otherwise a blank
transaction will be displayed. Next you will be asked to
enter the client code, (if you are unsure of a client's code,
simply select the 'Browse...' button and all the clients
currently on file will be displayed). To close the browse
window double click on the Control Menu Box. After the client
code has been entered the client's address will be displayed.
You will then be prompted for the transaction date, and
invoice number. The invoice number is the number of the
invoice entered in 'Enter/Edit Invoices' which the client is
paying. If you are unsure of the invoice number you can
select the 'Browse...' button. You will then be asked to
enter the amount paid and the payment description. The
description is the description that will appear on the
client's statement.
C) Invoice - Print
This option allows you to print or reprint a range of
invoices. You will first be asked if you want to reprint
invoices. If you answer 'Yes', only invoices that have been
printed will be printed. You will then have the option of
specifying the range of invoices you wish to print. You will
then be asked whether you wish to print on plain paper or
preprinted forms. Preprinted forms are available from
Painless Accounting, Inc. You can display or print the
invoices you have selected.
D) Revenue Journal
This option will print a revenue journal showing all the
invoices entered since your last 'Invoice Posting', along
with the amount paid and the balance owed on each invoice.
E) Receipts Journal
This option will print a cash receipts journal showing all
the cash receipts entered since your last 'Invoice Posting'.
F) Invoice Posting
This process will post all your invoice and cash receipt
information to the Ledger, and it will also update the client
balances. Be sure to print all invoices and journals and make
a backup before running this process. Once this process is
run you will not be able to edit any invoices that were
posted. You have the option of not posting unprinted
PAGE 12
invoices. A summary of all debits and credits will be sent to
the ledger. This summary may be viewed in the Ledger, by
entering 'BI' for the journal codes and the date as the
transaction number. For example, if you posted on January 1,
enter 01/01 as the transaction number
V. Reports
This option contains many reports ranging from Financial
Statements, Clients Statements, to Product Listings. All
reports can be displayed or printed.
A) Trial Balance
This report will print all the accounts currently in your
Chart of Accounts. It will print the accounts beginning
balance, this month's balance, and the current balance. These
balances are updated only during Ledger Posting and Ledger
End of Month processes.
B) Balance Sheet
This report will print all assets , liabilities, and
equity/capital accounts, along with their balances. It will
print the accounts beginning balance, this month's balance,
and the current balance. These balances are updated only
during Ledger Posting and Ledger End of Month processes.
C) Income Statement
This report will print all revenue and expense accounts;
along with their balances. It will print the accounts
beginning balance, this month's balance, and the current
balance. These balances are updated only during Ledger
Posting and Ledger End of Month processes.
D) Client Aging
This report will print all the open invoices and payments to
all clients. The items will be aged by date and printed in
the appropriate columns. Totals for each client and a grand
total will also be printed.
E) Client Statements
This option will print statements for a range of clients.
These statements are reminders that can be send to clients
showing their current account balance. Statements can be
printed to plain paper or to pre-printed forms available
from Painless Accounting, Inc..
F) Client Labels
This option will print mailing labels for a range of clients.
These labels can be printed on standard 6 line or 9 line
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labels.
G) Client Directory
This option will print all information entered for each
client on file. This information includes, name, address,
phone, comments, etc.
H) Historical Invoice
This option will print each line item entered under the
'Invoice' module for a range of clients. This report is
updated when you answer 'Yes' to Update Historical Invoice
File during the Invoice Posting Process.
I) Product Listing
This option will print a range of products currently on file,
along with the description selling price.
J) Service Listing
This option will print a range of services currently on file,
along with the description and selling price.
K) Message Listing
This option will print a range of messages currently on file,
along with the description.
L) Chart of Accounts Listing
This option will print all the accounts current on file,
along with the description, and account type
M) Vendor Listing
This option will print a range of vendors currently on file,
along with their address, and phone numbers.
VI. Budget
This option allows you to enter and edit your budget figures
and print actual and variance reports from this information
A) Enter/Edit Budget
This option allows you to enter and edit your budget figures.
Simply highlight the desired period and account and type in
the desired budget amount. Use the Control Menu Box to close
the budget window when you are finished.
B) Budget Report
This option will print all the budget figures you have
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entered for your revenue and expense accounts. You may
display or print this report
C) Actual Report
This option will print all the actual balances for your
expense and revenue accounts. You may display or print this
report
D) Variance Report
This report will print all the budget and actual balance for
your expense and revenue accounts, along with a variance
between the two. You may display or print this report.
VII. Utilities
This option allows you to perform several miscellaneous
utility functions. The options found under this option are:
1) Reindex Files
2) File Sizes
3) Backup Files
4) Restore Files
5) Printer Setup
6) Statement Text
A) Reindex Files
This option will reindex and pack all your data files. This
option will recreate all your index files, and possibly free
disk space. For example, if you delete an invoice, the
invoice record is not physically removed from the file, it is
simply marked for deletion. Reindexing will remove this
record from the file and free up the disk space used by this
record.
B) File Sizes
This option will display the amount of records contained in
each of your data files.
C) Backup Files
This option allows you to backup all your .DBF files to
either a floppy or to your hard disk. You will be prompted to
select the drive. All data will be backed up to the root
directory of the drive selected.
D) Restore Files
This option allows you to restore your DBF files that were
backed up using the 'Backup Files' option. Simply select the
drive that contains the data files. The data will be
automatically restored into your Painless Accounting
directory.
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E) Printer Setup
This option allows you to select the type of printer you are
using. Simply highlight the type of printer that is connected
to your computer and then select the 'Select' button. If you
wish to exit the process simply select the 'Cancel' button.
F) Statement Text
This option allows you to enter text that will appear at the
bottom of your client statements. For example if your clients
statement is 31-60 days overdue, the text found in '31-60
days' will automatically be printed at the bottom of the
clients statement.
VIII. Closing
This routine contains option that are to be run at the end of
the accounting period. You can run these options at any time
and as often as you wish. You can be on a calendar or a
physical accounting cycle
A) Ledger End of Month
This option will remove all items in the Ledger that have
been posted, (have a 'P' next to them on the Ledger reports).
These amounts will be added to the beginning balances in the
chart of accounts and this months balances will be reset to
zero. You will be prompted to confirm that you want to run
this process. Next, you have the option to have the data
placed into historical files. If you place the data into the
historical files, you can print reports from this data at a
later time.
B) Invoice End of Month
This option will simply match up invoices and payments. If
the balance of a given invoice is zero, then all the
transactions for that invoice will be removed from the file.
For example, if you have invoice 208 for $250.00 and a
payment to invoice 208 for $250.00, both transactions will be
removed from the file. Once these items are removed from the
file they will no longer appear on the Client Aging and
Client Statements
C) Ledger End of Year
This option will clear all revenue and expense accounts and
place the balance into your profit -and-loss account. You
will be prompted if you wish to purge the Ledger Historical
File, Check Historical File, Invoice Historical Files, and
if you would like to zero your budget figures. You will then
be asked for your profit-and-loss account. This must be a
capital account.
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IX. Appendix
A) Converting Painless Accounting 2.5-50 Data Files.
To convert data in previous versions of Painless Accounting
to Painless Accounting for Windows, simply press (Alt+U)
from the Main Menu of Painless Accounting for Windows.
You will be prompted for the drive and directory of your
old Painless Accounting data files. These are the files
you wish to convert into Painless Accounting for Windows.
You must post all your Invoices, Receivables, and Payables
from the old data files before running this routine.
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