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STARTUP.DOC
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* STARTUP.DOC - Business Accounting System
Assuming you've been testing this software with sample data and are
satisfied with its performance, and you wish to begin creating
live data, here's a few tips which may not be readily apparent to you:
//START WITH FRESH FILES//
Since this is a relational database system, it's quite important that
all the data files and index files be in sync with each other. The
simplest thing to do is just to recopy every file from the distribution
set (your ZIP files) so that you overwrite all existing files. If you
don't wish to do this, utilize the below guidelines:
(1) You will need to destroy or overwrite ALL of the sample data you
may have created. The data files are those files which have the
extensions DBF and DBT. Just copy these files from the
distribution set so that they overwrite any existing files you may
have updated. Since this is a relational database system, failure
to overwrite all DBF and DBT files will yield unpredictable
results when utilizing the software.
(2) You will need to recreate all file indices. These are those files
with the extensions NTX. These index files are used in conjunction
with the data files. If you don't copy files from the distribution set,
it's important that you set up fresh data files PRIOR to updating the
index files. Choose one of the below methods to update your index
files:
(a) If they have been provided with your distribution set, copy these
files from the distribution set so they overwrite the existing
files of the same name. If these files are not present in your
distribution set, don't be alarmed, and use one of the other methods
below.
(b) From the operating system level, DOS, delete all files with the
extension NTX (del *.NTX). Any missing index files will
automatically be recreated each time you enter the system.
(c) Immediately upon entering the system, choose the "Reindex Files"
option from the Utilities submenu. This will recreate each of the
necessary index files.
//SETTING THE REPORTING PERIOD//
When you first install the system, the Reporting Period will
automatically default to Period 01. The Reporting Period may be
incremented by performing the "Period Closing" option from the File
Updates submenu. Just run the closing repeatedly until you have reached
the period you wish to start in.
//SETTING UP CLIENT BALANCES//
You'll probably have to set up invoices for each of your clients which
presently have open invoice balances, either debit or credit. You
may create the invoices individually (as Detailed or Manual invoices),
or you may create just one summary Manual invoice. For credits,
create either a credit memo via "Create Invoices" , or as an
unapplied credit via "Enter Payments" from the Accounting Menu.
NOTE: If any of the invoices/credits you wish to set up were
actually created in the prior fiscal year, you may want to first
increment the Reporting Period to period 12. Next you can create any
and all invoices and credits. Once you are satisfied they have been
entered correctly, perform a closing once again and indicate that you
are closing the Year in addition to the current period. Then peform the
period closing repeatedly until you reach your current reporting
period. This method will prevent those invoices from being reported
with the current year's information.
//ONE LAST WORD//
Please don't let any of this intimidate you as it's really rather
straight-forward commen sense. Setting up and configuring any kind
of software is usually the most difficult part. Once it's done
properly, everything else is downhill.
* end of file