home
***
CD-ROM
|
disk
|
FTP
|
other
***
search
/
The World of Computer Software
/
World_Of_Computer_Software-02-387-Vol-3of3.iso
/
p
/
pa5_55.zip
/
MANUAL-C.COM
/
MANUAL-C.TXT
Wrap
Text File
|
1991-07-03
|
207KB
|
4,322 lines
Painless Accounting Version 5.0
PAINLESS ACCOUNTING TABLE OF CONTENTS
DEFINITION OF SHAREWARE................................ 1
DISCLAIMER-AGREEMENT................................... 2
ORDERING............................................... 2
SUPPORT................................................ 3
SYSTEM REQUIREMENTS.................................... 3
INSTALLATION........................................... 3
OPERATIONAL PROCEDURES................................. 4
THINGS YOU SHOULD KNOW................................. 5
MULTIPLE COMPANIES..................................... 5
I. FILES
Accounts File.................................. 6
Client File.................................... 6
Service File................................... 7
Message File................................... 8
Vendor File.................................... 8
Product File................................... 9
Salesman File.................................. 10
Records - Client
Add/Edit Client Records................ 10
Print Client Records................... 10
Delete Client Records.................. 11
Reminder Labels........................ 11
Appointment Schedule........................... 11
General/ID File................................ 12
Job File....................................... 14
II. PURCHASES
Enter/Edit Purchase Order...................... 14
Enter/Edit Received P.O........................ 16
Inventory Adjustments.......................... 18
Print P.O./Received P.O.
Print Purchase Order................... 19
Print Received P.O..................... 19
Print Adjustments.............................. 19
Print Purchase Journal......................... 19
Post Received P.O.............................. 19
Post Adjustments............................... 20
Bill of Materials
Print Bill of Material................. 20
Generate Bill of Materials............. 20
III. BILLING
Enter/Edit Invoices............................ 21
Invoices - Print............................... 24
Revenue Journal................................ 24
Commission Report.............................. 24
Sales Analysis................................. 24
Posting Process................................ 25
Recurring Entries
Enter/Edit Invoices.................... 25
Print Recurring Entries................ 26
Generate Entries....................... 26
IV. RECEIVABLES
Enter/Edit Transactions........................ 26
Cash Receipts.................................. 28
Journals - Print
Invoices/Transactions.................. 29
Cash Receipts Journal.................. 30
Posting Process................................ 30
Recurring Entries
Enter/Edit Transactions................ 30
Print Recurring Entries................ 31
Generate Entries....................... 31
Generate Finance Charges....................... 31
V. PAYABLES
Enter/Edit Transactions........................ 31
Cash Payments.................................. 33
Direct Check Writing........................... 34
Journals - Print
Invoices/Transactions.................. 35
Payments Journal....................... 35
Direct Check Journal................... 36
Disbursements Journal.......................... 36
Print Checks................................... 36
Posting Process................................ 36
Recurring Entries
Enter/Edit Transactions................ 37
Print Recurring Entries................ 37
Generate Entries....................... 37
VI. LEDGER
Enter/Edit Transactions........................ 37
Account Activity Report........................ 39
Journal Report................................. 39
Check Reconciliation
Check Reconciliation................... 39
Print Check Register................... 41
Sales Tax Report............................... 41
Posting Process................................ 41
Recurring Entries
Enter/Edit Transactions................ 42
Print Recurring Entries................ 42
Generate Entries....................... 42
VII. REPORTS
General Ledger Reports
Trial Balance.......................... 42
Income Statement....................... 43
Balance Sheet.......................... 43
Chart of Account Listing............... 43
Job Costing Statement.................. 43
Receivable Reports
Client Statements...................... 44
Client Aging Report.................... 44
Client Directory....................... 45
Client Labels.......................... 45
Client Historical Invoices............. 45
Payable Reports
Vendor Aging Report.................... 45
Vendor Directory....................... 46
Vendor Labels.......................... 46
Service/Product Reports
Service Listing........................ 46
Product Listing........................ 46
Message Listing........................ 46
Job Listing.................................... 46
Historical Reports
Client Historical...................... 47
Vendor Historical...................... 47
Product Historical..................... 47
Service Historical..................... 47
Salesman Report................................ 47
VIII. CLOSING
General Ledger - End of Month.................. 48
Receivables - End of Month..................... 48
Payables - End of Month........................ 49
Inventory - End of Month....................... 49
Commission - End of Month...................... 49
End of Year - General Ledger................... 49
Roll Historical Ytd Figures.................... 50
Historical Invoice Purge....................... 50
Historical Tax Purge........................... 50
Budgeting
Enter/Edit Budget...................... 51
Print Budget Report.................... 51
Print Actual Report.................... 51
Print Variance Report.................. 51
Fixed Assets
Enter/Edit Fixed Assets................ 52
Print Fixed Assets..................... 53
Generate Asset Entries................. 53
Job Costing Purge.............................. 53
IX. UTILITIES
Color Parameters............................... 54
File Sizes..................................... 54
Reindex Files.................................. 56
Sales Tax Table................................ 56
Calculator..................................... 56
Notepad........................................ 56
Statement Text................................. 57
Backup/Restore Files
Backup Files........................... 57
Restore Files.......................... 57
Customized Printouts
Client Invoice......................... 57
Client Statement....................... 58
Purchase Order......................... 59
Received P.O........................... 60
Check Alignment........................ 61
Video Parameters............................... 62
Printer Setup.................................. 62
Default Descriptions........................... 62
Country Setup.................................. 63
DOS Functions
Format Floppy Disk..................... 63
Check Disk............................. 63
Rename File............................ 63
Copy File.............................. 63
Delete File............................ 63
Move File.............................. 63
Backup to Floppy Disk.................. 63
Restore from Floppy.................... 64
DOS Window (Alt+X).................... 64
Tree Directory......................... 64
Configuration Setup............................ 64
Run Program Setup.............................. 65
APPENDIX
Entering Beginning Balances.................... 65
Installing A Company........................... 66
Converting to 5.0.............................. 67
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 must accept this disclaimer of
warranty: "Painless Accounting 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."
Painless Accounting 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 and continue to use Painless
Accounting after a reasonable trial period, you must make a
registration payment of $125.00 to Painless Accounting. The
$125.00 registration fee will license one copy for use on
PAGE 1
any one computer at any one time, and you 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 must register and
pay for their copies of Painless Accounting within 30 days
of first use or their license is withdrawn. Site-License
arrangements may be made by contacting Painless Accounting.
Anyone distributing Painless Accounting for any kind of
remuneration must first contact Painless Accounting 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 immediately (However Painless Accounting
must still be advised so that the distributor can be kept
up-to-date with the latest version of Painless Accounting.).
You are encouraged to pass a copy of Painless Accounting
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 system, and a printed
manual.
Painless Accounting
4401 Birdsong
Plano, TX 75075
ORDERING
If you wish to register Painless Accounting simply print the
file REGISTER.TXT and fill in the requested information, or
call (214)596-9164 anytime. We can send your program COD
and we also accept American Express.
As soon as your registration is received you will be sent
the latest copy of Painless Accounting, and a printed
manual. You will also be notified of any future releases of
Painless Accounting, and any new products.
PAGE 2
SUPPORT
Telephone Support:
We provide full technical support for all of our products,
at 1-900-88-HELP-8. The cost of this support is $2.00 per
minute with the first 24 seconds free.
BBS Support:
You can also leave a message on our support BBS, RBBS-PC
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, you must address your message to KENDALL
PIERCE. Kendall Pierce can also be reached on CompuServe at
ID: 70337,3337, GEnie at ID: K.PIERCE7 and DELPHI at ID: PIERCEK.
SYSTEM REQUIREMENTS
This program requires an IBM PC or IBM compatible computer
with 640K RAM and a hard disk.
INSTALLATION
This program and installation routine are contained on three
disks. The first disk is labeled Installation Disk, and
contains the install program. The other two disks contain
the program files.
The first thing you need to do is make a copy of each
original disk. Once this is done, use the working copies
that you made. Store the original disks in a safe place.
To install Painless Accounting, simply place the disk
labeled 'Installation Disk' in A:drive and type 'A:CINSTALL'
at your DOS prompt. The installation routine will walk you
through the process step by step, so just follow the
instructions on the screen.
Once this is done you are ready to use Painless Accounting.
To start the program you must change into the subdirectory
you created through the install process, the default is
PAC5. The command to change to this default subdirectory is
CD\PAC5. Once you are in the subdirectory type PAC5, and it
PAGE 3
will bring you up to the Multiple Company menu. Select the
company you wish to setup by pressing enter or the number
associated with the company. Once at the main menu use the
arrow keys to move across and down the menu or type in the
first letter or number of your selection.
OPERATIONAL PROCEDURES
The following are some of the keys available throughout
Painless Accounting. These keys are available only when you
need that particular information. The keys available will
usually be displayed on the status line.
ESCape - Allows you to exit. Available almost everywhere.
F1 - Help. This will provide you with on-line help. This
feature is available anywhere in the program.
F2 - Chart of Accounts. This will give you a listing of all
of your chart of accounts on the screen.
F3 - Clients. This will allow you to display your clients
on the screen, sorted either by code or by company name.
F4 - Vendors. This provides a listing of all your vendors
sorted by code.
F5 - Services. This provides a listing of all services
sorted by code.
F6 - Messages. This provides a listing of all messages
sorted by code. This may also be used to list jobs or sales
people.
F7 - AR open invoices. This will list a particular clients
invoices.
F8 - AP open invoices. This will list a particular vendors
invoices.
F9 - Utilities. This will bring up a menu to select color
parameters, file sizes, reindex files, tax table, check
alignment, calculator, notepad, or statement text. This
option is only available at the main menu.
F10 - Products. This provides a listing of all products
sorted by code.
CTRL+W - Wipeout. This feature allows you to wipeout a line
item entered or to delete a transaction.
ALT+X - Exit to DOS. This allows you to exit to DOS.
PgUp - Page Up. This allows you to go up to a previous line
item entered. Also allows paging through listings displayed
on the screen.
PAGE 4
PgDn - Page Down. This allow you to go down to the next
line item. Also allows paging through listings displayed on
the screen.
To select options off the main menu, use the arrow keys.
You may also press the first letter or the number of the
option, whichever case it may be.
OTHER THINGS YOU SHOULD KNOW
When listing information on the screen using the function
keys, more information is available by using the arrow keys.
For example, if you press F2 to list the chart of accounts,
you will see the account number and description on the
screen. By using the right and left arrow keys you will see
more information such as account balances. This works for
just about all listings on the screen and for reports
displayed to the screen.
Also when doing a list on the screen with a function key,
you are able to press the first character of the code, and
the highlight will take you to the first code that begins
with the letter pressed. For example, if you list vendors
on the screen and you know the code begins with the letter
'V'. You can press the letter 'V' and you will be taken to
the first code that begins with the letter 'V'. Beware that
this search is case sensitive and this search works on just
about all listings to the screen.
If you are in a field requiring you to input a code and you
do a listing to the screen, you are able to paste the code
into the field automatically. For example, if you are in a
field that requires a client number, press F3 to list the
clients and highlight the client you need and press enter.
This will paste the client number into the field for you.
This should work in almost all fields that require input
that you are able to list valid entries.
MULTIPLE COMPANIES
Press the number of the company to access or highlight the
proper company by using the arrow keys and press enter. If
you need to change a company, select the Modify Company
Information option.
Up to ten companies may be entered. Enter in up to 40
characters to identify each company and enter in the proper
drive and directory where the data files are stored for each
company. Press enter to save the line and ESCape to exit.
If you try to access a company and receive the error message
that the company is not installed, you must run the install
process to create the data files for the company. You could
also receive this message if an invalid path is entered and
the data files are not found.
PAGE 5
I. FILES
A. Accounts File
All chart of accounts can be entered through this routine.
To enter in the budget amounts, select closing from the main
menu and then select budget. When entering an account you
must first enter an account number. If an account is on
file it will be displayed for editing purposes. If you are
unsure of an account number, press F2 and the chart of
accounts will be listed on the screen. If adding a new
account, after the account number is entered, you can enter
in a description of the account. Next, the account type
must be entered. The different types of accounts available
will be displayed on the screen. Enter in the type of
account you are entering and then save it.
By choosing Quit the account just entered, or any changes
made to an existing account, will not be saved and you will
be taken back to the Files Menu. If you select Delete the
account will be deleted, only if it has a zero balance.
Remember account balances are only updated when the posting
process is done in the Ledger. Pressing ESCape while in the
account number field will take you back to the Files Menu.
B. Client File
All client information will be entered through this routine.
First, you must assign each client a Code. This code can be
numeric, alphabetic, or both. If a client exists for the
code entered, it will be displayed on the screen for editing
purposes. Pressing F3 will allow you to display clients on
the screen, sorted either by code, name or company name. If
you sort by client name enter in the client name or any part
of the client name. For example, if you entered in 'Doe'
for the client name, any client name found that starts with
'Doe' will be displayed. The same goes when searching by
company.
The company field is the client's company name. You also
have a field for the name of your contact. Enter in the
address, city, state, zip, and country. Then you can enter
in two phone numbers and the client's Tax number.
The balance field will be updated when any invoices or
payments for the client are posted. You may also enter a
sales person code if you will be tracking commissions. When
making out an invoice the sales person will default to this
code entered, if the commissions are activated. Last
payment and last purchase will be updated after the posting
process is run. Last payment is updated when any payments
are made and posted. Last purchase is updated when any
invoices are posted. Due days are the amount of days they
have to pay the invoice. There is also a field for a
license number.
PAGE 6
Then you must indicate if they client is to be charged
interest for an over due balance. You can generate a
finance charge for over due balances for open invoice
customers only, through the generate finance charge option
in Receivables.
Next a price level may be entered. When setting up your
products you may have different price levels for different
types of clients. Enter the appropriate level code that
this client will be charged. If this is left blank the
normal sales price will be the default charge to this
client. When issuing an invoice to the client the
appropriate price level will be displayed in the invoice but
may be overwritten.
A reminder date can also be entered. Next enter in the Tax
Code for the amount of tax charged to the client. The tax
amounts are entered in through F9 (Utilities) from the main
menu. When you get to the tax field, a box will display
showing all the tax amounts you have entered. Just enter in
the appropriate code number. When making invoices for the
client, this tax percent will be added to all merchandise
sold, only if the product or service sold is taxable.
You also have the option to indicate if the client is a
balance forward client. If the client is balance forward,
after the end of month process is run for accounts
receivable all unpaid invoices will be lumped together as
one invoice. Otherwise, each individual invoice will remain
on file. A finance charge will not be generated for a
balance forward client.
There are also fields for additional information on the
client. For instance, their main office information could
be put here. The historical sales figures may be edited at
any time. They will be updated continuously when a posting
process is run that affects the client sales. After all
this information is entered a screen will appear to put in a
comment about the client. This comment will be printed out
on the client directory.
C. Service File
All Services will be entered through this option. First
enter in the service code. If the service already exists it
will be displayed for editing purposes.
Otherwise, you will enter in the service description and the
charge for the service. When making an invoice for the
service, the price may be edited at that time if necessary.
There is also a field for a sales account number. It will
default to the sales account in the general file. Enter in
the appropriate sales account for each service. All revenue
made from that service will be added to this particular
sales account. This way you can get sales for different
departments. You also have the option to add the sales
account if it is not on file.
PAGE 7
Next indicate if the service is taxable. If it is not
taxable no sales tax will be charged when making out an
invoice. If you indicate it is taxable, sales tax will only
be charged if the client has a tax rate other than zero.
You may also enter in a department and class for each
service. The historical figures may be edited at any time,
but are updated continuously when a posting process is run
that affects the service. If you need to edit a service and
do not know the service code, just press F5 and a list of
all the services will be displayed on the screen. Pressing
ESCape will take you back to the Files Menu.
D. Message File
All messages will be entered through this routine. First
enter in the message code. If the message already exists it
will be displayed for editing purposes. Otherwise, you will
enter in the message description.
If you need to edit a message and do not know the message
code, just press F6 and a list of all the messages will be
displayed on the screen. Pressing the ESCape key will take
you back to the Files Menu.
E. Vendor File
All vendor information will be entered through this option.
First enter a vendor code. Pressing F4 will list all
vendors on file. If the vendor already exists it will be
displayed for editing purposes. Enter the vendor name and
the person you have contact with at that company. Next
enter the address, country, and phone numbers for the
vendor.
The discount percent is any discount offered by the vendor
if paid within the number of discount days. This is for
your reference only. Due days is the number of days from
the invoice date that the invoice is due. Enter in your
credit limit next. The credit limit is for your reference
only. The current balance is updated when any invoice or
payment is posted in the Payables module.
Enter in the appropriate Sales Tax Rate code. A window will
pop up showing the tax rates you have entered through the F9
(Utilities) option. Enter in the appropriate code for the
tax rate you are charged by the vendor for all products
ordered. This rate will be calculated for you when making
out Purchase Orders and Received Purchase Orders. The tax
will only be calculated on taxable products.
Last purchase date and last payment date are updated when
any purchase or payment is posted in the Payables module.
The historical figures may be edited at any time, but are
updated continuously when a posting process is run that
affects the vendors purchases.
PAGE 8
F. Product File
All products will be entered through this option. First you
will enter in the product code. If the product is already
on file it will be displayed for editing purposes. If you
do not know the product code press F10 and a listing of all
products on file will be displayed.
Next enter in the description of the product, your selling
price, and your cost of the product. The on hand units, on
hand dollars, units on order, and committed units will be
updated automatically.
On hand units and dollars are updated when you post the
Received Purchase orders or the Inventory adjustments.
Units on order is affected when you make out a purchase
order. Committed units is affected when you make out an
invoice for the product.
Next you have the sales account and the cost of goods sold
account. These accounts will default to the sales and cost
of goods sold account in the general id file. You can enter
in different accounts if you want to track your sales and
costs by department. All sales from this product will be
totaled in the sales account that you entered here. All
costs for this product will be totaled in the cost of goods
sold account entered also. These accounts may be added at
this time if necessary.
Next indicate if the product is taxable. If it is taxable,
tax will be charged when the product is sold or purchased.
If the product is taxable, the tax will be generated when
the product is purchased only if the vendor has a tax rate
other than zero. Also if the product is taxable, tax will
be generated when the product is sold only if the client has
a tax rate other than zero.
If you are a manufacturer, you can specify the product as
being manufactured. If you indicated the product is
manufactured, a screen will appear so you may input the raw
materials that make up the manufactured good. To add the
raw materials press the F3 key. The products must already
exist on file. Enter a product number and the description
will be displayed. You must then indicate the number of
units it takes to make the finished good. If you need to
delete an item, position the highlight on the item to delete
and press the F4 key. To edit a raw material, highlight the
item and press the F5 key. When generating the finished
good, the raw material items will be decreased by the
quantity entered.
You may also enter a department, class, price levels, and a
vendor code for each product.
If you need different price levels for each product, input
'Y' to enter multiple price levels. The price levels may be
PAGE 9
a flat rate or a percentage amount. To enter a new price
level press F3. Then you may enter a level code and
indicate if it is to be Fixed or a Percentage amount. If a
fixed level is chosen you must enter the fixed price to
charge for this particular level code. If percentage is
chosen you must enter the percentage of the selling price to
charge. If it is 90%, enter .9. If it is 110%, enter 1.1.
To delete a level, highlight it and press F4. To edit a
level, highlight it and press F5. When setting up your
clients you can specify the price level that they will be
charged for the product.
The historical figures may be edited at any time, but are
updated continuously when a posting process is run that
affects the number of products sold or purchased.
G. Salesman File
All sales people will be entered through this option. First
enter a sales persons' code. Pressing F6 will list all
sales people on file. If the sales person already exists it
will be displayed for editing purposes. Enter the persons
name and commission percentage. If it is 10%, enter is as
.1.
The historical figures may be edited at any time, but are
updated continuously when a posting process is run that
affects the units and dollars sold by the sales person.
Also month to date, year to date, and last year commission
amounts are kept and are updated automatically.
H. Records-Client
1. Add/Edit Client Records
In this option you will be able to write notes of clients'
visits or any other information you might want to keep on
the client. First, you will enter the client code. If you
are unsure of the code, press F3 and you can list all
clients or search by name or company name.
Enter in the code and press enter and the client's name will
be displayed. Enter the date the information is entered.
If information has already been entered with this code and
date, it will be displayed for editing. By entering in a
different date more information may be added for the client.
For each new date entered there are ten lines to enter
information about the client. This screen is like a word
processor: just start typing in the information, and once
the enter key is pressed that line is saved. By pressing
the ESCape key after pressing enter to save the line, you
will be taken out of the entry screen. The editing keys
available will be displayed on screen at all times.
2. Print Client Records
This file grows rapidly in size as more information is
entered. It is a good idea to print out the Client Records
PAGE 10
for a hard copy and then put them in a client file for
future reference.
When printing this information you have the option to print
all clients' information or a range of clients. You may
also specify certain dates to print. This may be displayed
on the screen, printed out on paper for your files, or sent
to a file.
3. Delete Client Records
This option allows you to delete client records. This will
reduce the size of the file and give you more disk space.
It will prompt you for a date, and everything entered before
this date will be deleted. It will ask you to verify your
actions before it deletes out the records. After deleting
these from the file, you should ALWAYS go to the utilities
and reindex your files.
4. Reminder Labels
You can print client reminder labels through this option.
These mailing labels can be used to send clients reminders
that it's time for their next meeting or just to keep in
contact with them. When printing these you have the option
to print for a range of clients or just for one client.
Enter in the date, and it will print the labels for the
clients specified by the range, and only for the client with
a reminder date on or before the date specified. The
reminder date it looks at is the date entered in when making
out an invoice for the client through the billing module.
This is also shown in the client file.
It will prompt you to indicate if your labels have 9 lines
or if they have 6 lines. Enter the appropriate number of
lines. These reminder labels may be displayed on the screen
or printed out on paper. Once the reminder labels are
printed, the reminder date is blanked out. This means once
you print out your reminder labels they may not be printed
out again, unless you enter in a invoice with a new reminder
date, or edit the client file and enter in a new reminder
date.
I. Appointment Schedule
This option allows you to prepare an appointment schedule.
All the appointments will be displayed on the screen by
date. If you need to go to a specific date, press F10 and
enter the date you need to go to. The F8 key allows you to
print the daily appointments, add more days to the schedule,
or delete out previous days.
When printing out the appointments you will be asked to
enter the first date and last date you want the report to
cover. This report may be printed, displayed on the screen,
or sent to a file. Each day will be printed on a separate
sheet of paper, with the time, client's name, and any
comments made. If you need to add days it will prompt you
for the starting date, which will default to the day after
PAGE 11
the last date on file. Then you must enter in the number of
days to add.
If you need to delete days out of the scheduler, press F8
and select delete appointment days. This will reduce the
size of the file and free up more disk space. It will
prompt you for a range of dates to delete, everything
entered between and on these dates will be deleted.
Pressing F10 will display a monthly calender. Pressing the
left and right arrow keys will change the month and the up
and down arrows change the year.
This schedule starts at 7:00am and goes until 6:45pm in 15
minute increments. To enter an appointment arrow to the
proper time of the appointment and press Enter. You will
now be at the comment line on the bottom of the screen. You
may then type in the client name and any comment you wish.
The first character typed in will be displayed in the
schedule at the time indicated. If you arrow to an
appointment already entered the information concerning that
appointment will be displayed on the comment line at the
bottom of the screen. Escape takes you out of the scheduler
and saves all entries. You may want to set up different
codes for different types of appointments and type the codes
in as the first character.
J. General/ID File
This is where your company name and address will be entered.
There are also fields for a phone number and an emergency
phone number. You may also enter a social security number
and your tax id number.
General Information: The general information contains ten
chart of accounts. These fields may not be left blank.
These accounts are what control the integration of the
different modules of this package when posting to the
ledger.
If you enter in an account number not found in the chart of
account file, you can add it at this time. It will notify
you that the account you entered is not in the file and ask
if you want to add the account at this time. If you answer
'Y', it will take you to the Account Files where you can add
the information for this account. If you are unsure of the
account number, press F2 and all your chart of accounts will
be displayed on the screen.
For example, the cash account or CHECKING account entered
will receive all receipts entered in the cash receipts
option of the receivables module. When receivables are
posted all receipts will be added to the cash or checking
account in the Ledger. It will also receive any payment
made at the time an invoice is entered. Any payment made to
a vendor in the cash payments or Received Purchase Order
will be taken out of this account. You have the option to
override this account when making out the cash receipt or
PAGE 12
payment, amount paid on a received purchase order or amount
received on an invoice.
The RECEIVABLE account will receive information of any
invoice entered for clients. The total of this account in
the Ledger will be all the outstanding balances due to you.
The SALES account is used for the default account when
entering in Services and Products. The total of all
products sold and services rendered, when making out an
invoice, will be sent to the sales account entered for each
particular service and product.
The PAYABLE account will keep a total of all bills which you
owe. When making an invoice for any purchase, this account
will track the total amount you owe.
The INVENTORY account will be updated when merchandise is
received and the Received Purchase Orders are posted. It
will also be updated when the billing is posted for products
sold.
The COST OF GOODS SOLD is the default account used when
entering a product. If you have different departments the
appropriate account will be updated when the billing module
is posted.
The SALES TAX account will keep track of all tax charged to
the client when making out an invoice.
The SALES TAX EXPENSE account will keep track of all tax you
are charged when making a Purchase Order or Received
Purchase Order.
The FREIGHT INCOME is all freight you charge to the clients'
when selling them products.
The FREIGHT EXPENSE is all freight you are charged for your
purchases.
Remember transactions for these accounts are only created in
the general ledger after posting the Billing, Receivables,
Payables, and Received Purchase Orders. The chart of
accounts balances are only updated after posting the general
ledger.
Last Invoice Number: The invoice number entered in this
field will be the last invoice number used. When making out
an invoice the next number in sequence will appear as the
invoice number used, but may be changed to any number.
Last Purchase Number: The purchase number entered in this
field will be the last purchase order number used. When
making out a purchase order the next number in sequence will
appear as the purchase order number used, but may be changed
to any number.
PAGE 13
Next indicate if you are interfacing with Painless Payroll.
If you answer 'Y' a box will appear for you to enter in the
drive and directory of your Painless Payroll files.
Password: For security reasons a place to enter passwords
has been provided. The next screen asks if you want to edit
your password. If you answer 'Y', it will prompt you for
the master password. If this is the first time to edit the
passwords press enter, otherwise enter in your master
password. You will now have the ability to enter in four
levels of passwords or change passwords already on file.
After loading Painless Accounting and selecting the company
you will be entering information for, it will prompt you for
your password. Your access will be limited to the following
depending on the level of the password entered.
Level 4 password only allows access to enter Invoices and to
enter Purchase Orders and Received Purchase Orders.
Level 3 password allows access to Level 4 entries and
General Ledger, Accounts Receivable, and Accounts Payable
entries. Level 3 also has access to Check reconciliation,
Appointment Scheduler, and Records-Client.
Level 2 password allows access to Level 3 and 4 entries
along with all Reports, Inventory Adjustments, Printing
Checks, and File Maintenance (Accounts, Client, Service,
Message, Vendor, Product, and General ID files).
Level 1 password allows access to Level 2, 3, and 4 entries
along with Posting, End of Period routines, and Customized
Printing set up.
The Master password has access to everything. Also it is
the only password that will allow you to change the
passwords.
K. Job File
All jobs can be entered through this option. First enter a
job number and then a job description. Pressing F6 will
list all jobs on file. If the sales person already exists
it will be displayed for editing purposes.
II. PURCHASES
A. Enter/Edit Purchase Order
This module is used to enter a purchase order for any
inventory items ordered. The next purchase number will be
displayed in the purchase number field. If you need to edit
a previous purchase order just enter in that purchase
number, and it will be displayed on the screen, providing it
has not been posted. Pressing ESCape in the purchase number
field will take you back to the purchase menu.
PAGE 14
Next enter in the vendor code. Pressing F4 will list all
your vendors, sorted by code, on the screen for you. If the
vendor code entered is not found, you may add it at this
time. You will be prompted to verify this is the correct
vendor. If you answer Yes you may proceed with the purchase
order. If you answer No you may enter in the vendor number
again. Also, if any comments have been entered for the
vendor you may view them at this time. The comments can be
entered in the vendor file under the Files option. You may
also edit the vendor address information and tax rate at
this time to make any changes.
Next enter the date of the purchase order. This will
default to the DOS date but may be changed. Due date is
calculated by the due days entered in the vendor file. The
vendor balance and last payment fields are updated when any
invoices or payments for the vendor are posted.
Next you will be prompted to enter in all products ordered
and any messages. You may press F10 for a listing of the
products and F6 for a message listing. Services may NOT be
entered in for a purchase order.
If you enter in a product or message not on file, you can
add it at this time. If you add it at this time it will
prompt you to indicate if it is a product or message. Then
it will bring up the proper screen to enter in the product
or message. You will not be able to enter the sales and
cost of goods sold account number. They will default to the
account numbers set up in the General ID file. They may be
changed by editing the product through the product file
option.
After a product or message is entered that is on file, the
description will be displayed for each line item entered,
but may be modified. You can enter up to as many line items
as necessary. If you fill up one screen you can page up and
page down through all the line items.
If a product is entered, the description will be displayed,
but may be changed. Next enter in the number of units
ordered. The cost will default to the cost entered in the
product file but may also be changed. The extended amount
will be calculated automatically.
The Rec'd field and the first cost field will have zero's in
them until you enter a Received Purchase Order and enter in
the number of units received. If you edit a Purchase Order
without entering a Received Purchase Order the first cost
field will default to the cost in the product file.
If a message is entered the description will be displayed,
but it may be changed. If the message does not exist in the
message file, it may be added at this time.
Pressing Page Up while in the product field will move you up
to the previous line item. Pressing Page Down takes you to
PAGE 15
the next line item.
Leaving the product field blank and pressing return or just
pressing ESCape will take you out of the purchase order
entry. The sales tax will then be calculated and added to
the total amount due.
A description of the purchase order to be printed on
statements and the aging report will be entered in next.
You have the option to print the purchase order now if you
wish, or you may print it out later. You may select from a
custom form that you have setup in (F9) Utilities under
Customized printouts.
To edit a previous purchase order just enter in that
purchase number, and it will be displayed, providing it has
not been posted. Pressing Ctrl+W while in the client code
will delete the invoice. You will be prompted to verify
your actions before the invoice is deleted. If you need to
delete a line item just press Ctrl+W in the product code
field. This will delete that line item only. When editing
Page Down takes you to the next line item and Page Up takes
you to the previous line item.
After a Purchase Order is entered, the on order field in the
product file will be updated by the number of units ordered.
B. Enter/Edit Received P.O.
This module is used to enter a Received Purchase
Order showing any amount of products received from a vendor.
The next Received Purchase Order number will be displayed in
the Purchase Number field. If you need to edit a previous
Received Purchase Order just enter in that Received number,
and it will be displayed on the screen, providing it has not
been posted. If you have already entered a Purchase Order
and now want to enter the number of units received, enter in
the Purchase Order number. You can then move to the line
items and enter in the appropriate number of units received
for each product. If you do not use Purchase Orders you can
just enter in a Received Purchase Order for the products
received. Pressing ESCape in the Purchase number field will
take you back to the Purchase menu.
Next enter in the vendor code, unless you are editing a
Received Purchase Order or are entering in received units
for a Purchase Order. Pressing F3 will allow you to display
the vendors on the screen. If the vendor code entered is
not found, you may add it at this time. You will be
prompted to verify this is the correct vendor. If you
answer Yes you may proceed with the Received Purchase order.
If you answer No you may enter in the vendor number again.
Also, if any comments have been entered for the vendor you
may view them at this time. The comments can be entered in
the vendor file under the Files option. You may also edit
the vendor address information and tax rate at this time to
make any changes.
PAGE 16
Next you will be prompted to enter in the date of the
received p.o. and due date. The date of received p.o.
defaults to the DOS date, unless you are editing a previous
entry or entering in received products for a purchase order.
The due date will be entered in automatically, but may be
changed. Due date is calculated by the due days entered in
the vendor file. The vendor balance and last payment fields
are updated when any invoices or payments are made to the
vendor and posted.
Next you will be prompted to enter in all products received
and any messages. You may press F10 for a listing of the
products or F6 for a message listing. If you are entering
received merchandise for a purchase order, the products from
the purchase order will be displayed.
If you enter in a product or message not on file, you can
add it at this time. If you add it at this time it will
prompt you to indicate if it is a product or message. Then
it will bring up the proper screen to enter in the product
or message. If you add a product you will not be able to
enter the sales or cost of goods sold account number. They
will default to the accounts set up in the General ID file.
These account numbers may be changed by editing the product
through the product file option.
After a product or message is entered that is on file the
description will be displayed for each line item entered,
but may be modified. You can enter as many line items as
necessary consisting of products and messages.
If a product is entered, the description will be displayed,
but may be changed. The cost will default to the cost
entered in the product file but may also be changed. Next
you will enter in the number of units received and you can
enter in a new cost if it is different than what is in the
product file. The extended amount will be calculated for
you. The on hand units in the product file will be update
once you post the Received Purchase Orders.
If you are entering a Received Merchandise for a purchase
order the number of units ordered and cost will be
displayed. Otherwise the units order and cost will be zero.
If a message is entered the description will be displayed,
but it may be changed. If the message does not exist in the
message file, it may be added at this time.
Leaving the product field blank and pressing return or just
pressing ESCape will take you to the freight field. You may
enter any freight charged, which will be updated to your
freight expense account setup in the general ID file. Once
in the freight field the sales tax will be calculated. If
the vendor was setup with a zero tax rate, no tax will be
calculated. Otherwise, tax will be calculated only on the
products that were setup as taxable.
PAGE 17
Next you may enter any cash payment made at this time. The
invoice generated will only be for the remaining amount due,
if any.
The Total is the total of all products received plus the
freight and sales tax minus any amount paid. If you enter
an amount in the amount paid field, this amount will be
posted to your default checking account, setup in the
General ID File. This amount will also be posted to the
check reconciliation under the default checking account.
Pressing Page Up while in the freight field will take you
back to the line items. Pressing Page Up while in the
Product field will move you up to the previous line item.
Pressing Page Down takes you to the next line item.
A description of the purchase to be printed on statements
and the aging report will be entered in next. You have the
option to print the Received Purchase Order now if you wish,
or you may print it out later.
To edit a previous Received Purchase Order just enter in
that Received number, and it will be displayed, providing it
has not been posted. Pressing Ctrl+W while in the vendor
code will delete the invoice. You will be prompted to
verify your actions before the invoice is deleted. If you
need to delete a line item just press Ctrl+W in the Product
field. This will delete that line item only. When editing
Page Down takes you to the next line item and Page Up takes
you to the previous line item. Also Page Up will take you
from the amount paid field to the last line item entered.
C. Inventory Adjustments
This option allows you make adjustments to your products
after taking an inventory. You will only be allowed to make
adjustments to products already on file. First you will
enter in the product code. Pressing F10 will display all
the products on the screen. After the code is entered the
description and the current on hand units will be displayed.
If there has already been an adjustment entered for the
product, and not posted, the New on Hand Units will be
displayed. Pressing CTRL+W while in the New on Hand Units
field, will delete the adjustment.
You may now enter in the New on Hand Units. If you enter in
more units than currently on hand, after posting this will
increase your inventory and update the current on hand units
in the product file. Also, your Cost of Goods Sold will be
decreased. If you enter in less units than currently on
hand, after posting this will decrease your inventory and
update the current on hand units in the product file. Also,
your Cost of Goods Sold will be increased.
D. Print P.O./Received P.O.
PAGE 18
1. Print Purchase Order
Through this option you can print, display, or send to a
file a range of purchase orders. If you answer 'Y' to
reprint purchase orders, it will print out all purchase
orders that have already been printed. If you answer 'N',
it will only print purchase orders that have not been
printed. You also have a range of which purchase orders to
print out. Select the form that you want the Purchase
orders to print out on.
2. Print Received P.O.
Through this option you will be able to print, display, or
send received purchase orders to a file. If you answer 'Y'
to reprint received purchase orders, it will print out all
received purchase orders that have already been printed. If
you answer 'N', it will only print received purchase orders
that have not been printed. You also have a range of which
received purchase orders to print out. Select the form that
you want the Received P.O.'s to print out on.
E. Print Adjustments
This option will allow you to print out the inventory
adjustments entered. You may display this report, send it
to the printer, or send it to a file. This will display the
Product code and description and the current on hand units
and the new on hand units entered.
F. Print Purchase Journal
This report will show all Purchase Order and Received
Purchase Order amounts and amount due. You have the option
to display the report on the screen, send it to the printer,
or send it to a file. This will show the Purchase Order or
Received Purchase Order number, vendor code, vendor company,
and date. It will also show the total of the invoice and
any amount paid at the time of the invoice. Also the amount
now owed on the invoice will be displayed. It will also
give you totals for each of these columns.
G. Post Received P.O.
Be sure and print out all purchase orders, received purchase
orders, and the purchase journal and make a backup before
running this process. This process will update all vendor
balances and put all received purchase orders in the open
invoice file. Also the on hand units and the on order units
in the product file will be updated.
When posting you will be prompted for a posting date. This
is the date used for the summary sent to the ledger. You
also have the option to post Unprinted Received Purchase
Orders. If you answer 'N' the unprinted Received Purchase
Orders will stay in the file. If you answer 'Y' all
Received Purchase Orders will be posted.
You will no longer be able to edit any purchase orders or
PAGE 19
received purchase orders that had units received or any
partial units received. The only thing that will be left in
the file will be Purchase Orders that did not have any units
received. Any units not received will have to be reentered
as a Purchase Order.
A summary of all debits and credits will be sent to the
ledger with the posting date entered. Total debits and
credits posted will be displayed on the screen and they
should always be equal.
This summary may be looked at in the ledger, but it cannot
be edited. To look at this summary, enter in PO for the
journal and the date as the transaction number. For
example, if you posted on March 14, enter in 03/14 as the
transaction number and PO as the journal. This will display
the summary on the screen.
H. Post Adjustments
Be sure and print out the Adjustments and make a backup
before running this process. This process will update the
product file with the new on hand units. It will take the
new on hand units times the standard cost to get the new on
hand dollar value. If the adjustment is made to decrease
the inventory a credit will be made to inventory and the
offsetting entry will be made to the cost of goods sold for
each product.
A summary of all debits and credits will be sent to the
ledger. Total debits and credits posted will be displayed
on the screen and they should always be equal.
This summary may be looked at in the ledger, but it cannot
be edited. To look at this summary, enter in IV for the
journal and the date as the transaction number. For
example, if you posted on March 14, enter in 03/14 as the
transaction number and IV as the journal. This will display
the summary on the screen.
I. Bill of Materials
1. Print Bill of Materials
This report will show all products that are manufactured.
It will show the finished product and the description.
Below the finished good, all products that make up that
product will be displayed. It will show the product code,
description, and the number of units it takes to make up the
finished good. This report may be displayed on screen, sent
to the printer, or sent to a file.
2. Generate Bill of Materials
This option will allow you to generate your manufactured
products. All manufactured products will be displayed on
the screen by code and show the description. You must now
enter the number of units to generate for each product. Use
the arrow keys to highlight the proper product and then
PAGE 20
press the F2 key to enter in the number of units to
generate. When you are ready to generate the units press
the F10 key.
This process will increase the number of units on hand for
the manufactured product by the number input. The on hand
dollars will also be increased by the standard cost times
the number of units generated. The on hand units for the
raw materials, that make up the finished product, will be
decreased by the number of units setup in the product file.
Also the on hand dollars will be decreased. This process
does not check to see that the raw materials have enough
units on hand to generate the finished good. So it is
possible to get a negative on hand units and dollar value
for the products that make up the manufactured good.
III. BILLING
A. Billing-Enter/Edit Invoices
This module is used to enter client invoices that can be
printed out showing each service rendered or product sold.
The next invoice number will be displayed in the invoice
number field. This invoice number may be changed to any
number, this will help if your invoices are not entered in
consecutive order. If you need to edit a previous invoice
just enter in that invoice number, and it will be displayed
on the screen, providing it has not been posted. Pressing
ESCape in the invoice number field will take you back to the
billing menu.
Next enter in the client code. Pressing F3 will allow you
to display the clients on the screen, by code or allow you
to search by company name or name. If the client code
entered is not found, you may add it at this time. If a
client code of CASH is entered, you will be able to enter in
a name, address, city, state, and zip information. This is
helpful if you are a point of sale business and have
numerous one time cash customers per day that you do not
need to keep on file.
You will be prompted to verify this is the correct client.
If you answer Yes you may proceed with the invoice entry.
If you answer No you may enter in the client number again.
Also, if any comments have been entered for the client you
may view them at this time. The comments can be entered in
the client file under the Files option. You may also edit
the client address information and tax rate at this time to
make any changes.
Next you will be prompted to enter in the client's reminder
date. This will be the date of the clients next visit. You
will also be able to print out reminder labels for this date
in the Records-Client option of the Files module.
Date of visit and due date will be entered in automatically,
but it may be changed. Due date is calculated by the due
PAGE 21
days entered in the client file. The client balance and
last payment fields are updated when any invoices or
payments are made for the client and posted. You also have
15 characters to enter in a PO number or use this field for
another type of reference.
If you have the ship to information activated, you will be
able to enter in four lines of ship to information. Also,
if the Job Costing and/or Commissions are activated, you
will be able to enter in a job number and/or a sales person.
You may press F6 to list each of the jobs and sales people,
when prompted to enter in the job number or sales person.
If the job costing is activated, you will be required to
enter in a job number for each invoice. The same goes for
entering a sales person. The sales person will default to
the sales person entered in the client file. If you will
have a case where there might not be a job number or sales
person, and the options are activated, setup a dummy job
and/or a dummy sales person.
Next you will be prompted to enter in all services
performed, products ordered, and any messages. You may
press F5 for a listing of the services, F6 for a message
listing, or F10 for a product listing.
If you enter in a service, product, or message not on file,
you can add it at this time. If you add it at this time it
will prompt you to indicate if it is a service, message, or
product. Then it will bring up the proper screen to enter
the service, message, or product. If you add a product you
will not be able to enter the sales and cost of goods sold
account numbers. They will default to the accounts set up
in the General ID file. You may change these by editing the
product through the product file option.
After a service is entered, the description will be
displayed but may be modified. The amount of the service
will be also be displayed, but you may change the amount if
necessary. If a message is entered the description will be
displayed, but you can modify it if necessary.
If a message is entered the description will be displayed,
but it may be changed. If the message does not exist in the
message file, it may be added at this time.
If a product is entered the description and price will be
displayed, but can be modified. The price will default to
the clients price level if used. Otherwise the selling
price setup in the product file will be displayed. Next
enter in the number of units ordered. You can then change
the price if necessary. You have the option to let the
system indicated if you have negative on hand units or not.
This may be setup in the Utilities menu. If it is set on
then, if the number of units ordered is greater than the
number of units on hand, a message will appear indicating
that this entry will give you a negative on hand units. You
then have the option to continue or reenter a smaller number
PAGE 22
of units ordered. Thus, if you continue you are able to
sell un its that you currently do not have.
The extended amount is calculated by taking units times
price. The sales tax will be updated once in the amount
paid field. So will the GST tax if it is activated.
Leaving the service field blank and pressing return or just
pressing ESCape will take you to the commission field at the
bottom of the screen, providing you have the commissions
activated. Otherwise, you will be taken to the freight
field.
The commission amount will be displayed but may be
overwritten at this time. The commission is the commission
percent times the total amount of the line items. This does
not include any tax or freight. You can then enter in any
freight amount and any cash received. The invoice generated
will only be for the remaining amount due, if any. The
Total is the total of services rendered and products
ordered, plus any sales tax, GST tax, if activated, and
freight minus the amount paid. If the client is set up with
a zero tax rate, no tax will be generated. If the client
has a tax rate, tax will be calculated only on services and
products that are taxable. If GST tax is activated and the
rate is not 0, the GST tax will be calculated on the total
of the invoice line items plus the sales tax.
If you enter an amount in the amount paid field, this amount
will be posted to your default checking account, that is
setup in the General ID File. This amount will also be
posted to the check reconciliation under the default
checking account. The sales tax will be posted to the sales
tax account in the general ID file, and the freight will get
posted to the freight income account in the general ID file.
Pressing Page Up while in the amount paid field will take
you back to the line items. Pressing Page Up while in the
service/message/product field will move you up to the
previous line item. Pressing Page Down takes you to the
next line item.
Next, if you have the hold invoice activated, you will be
able to make this a hold invoice. A hold invoice will not
be posted when going through the posting process. Also when
printing out invoices through the invoice-print option, a
hold invoice will not be printed. This way you will be able
to edit this invoice later. It will no longer be a hold
invoice once a payment is entered and posted.
A description of the invoice to be printed on statements and
the aging report will be entered in next. You have the
option to print the invoice now if you wish, or you may
print it out later. You may also select a customized form
to print the invoice by.
To edit a previous invoice just enter in that invoice
PAGE 23
number, and it will be displayed, providing it has not been
posted. Pressing Ctrl+W while in the client code will
delete the invoice. You will be prompted to verify your
actions before the invoice is deleted. If you need to
delete a line item just press Ctrl+W in the service code.
This will delete that line item only. When editing Page
Down takes you to the next line item and Page Up takes you
to the previous line item. Page Up will also take you from
the commission or freight field, depending if the
commissions are activated, to the last line item entered.
B. Invoices-Print
This option allows you to print, display, or send invoices
to a file. You may select any of your customized formats at
this time. If you answer 'Y' to reprint invoices, it will
print all invoices that have already been printed. If you
answer 'N', it will only print invoices that have not been
printed. Any hold invoice will not be printed through this
option. You also have a range of which invoice numbers to
print out and you have the option to print invoices with a
zero balance.
C. Revenue Journal-Print
This option will generate a sales journal which may be
displayed on the screen, printed, or sent to a file. You
have the option activate hold invoices on this report
through the utilities menu. If not activated, any hold
invoices will not be printed on this report. Otherwise,
hold invoices will be included. This report will display
the invoice number, client code and name, and the date of
the invoice. The revenue journal also includes a total of
the invoice and any tax charged along with any amount that
was paid at the time of the invoice. Also the net due on
the invoice will be displayed and each column will be
totaled.
D. Commission Report
This option will give you a commission report for your sales
people. The report will show the sales persons name,
invoice number, client number, amount of the invoice, and
the commission made by the sales person. Also, a total of
the invoice amounts and commission to be paid will be
displayed. This report may be displayed on the screen,
printed, or sent to a file.
E. Sales Analysis
This option will generate a sales analysis report which may
be displayed on the screen, printed, or sent to a file.
This report will generate a total for each product or
service sold. The information is pulled from the invoice
file and will include all invoices enter through the Billing
module that have not been posted. This report will show the
type(Service or Product), code, description, number of units
PAGE 24
sold, and the total dollar value, for each invoice the
product or service is on. There will be a total for each
product or service and a grand total at the end.
F. Billing-Posting Process
Be sure and print out all invoices and the sales journal and
make a backup before running this process. This process
will update all client balances, client historical figures,
product file, product historical figures, commission
information if activated, job costing information, if
activated, and put all invoices in the open invoice file.
This will NOT post any hold invoices. You will no longer be
able to edit any invoices that were not hold invoices after
this process is run.
You will be prompted for the posting date. The summary sent
to the ledger will use this as the date. You will be asked
to update the historical invoice/tax file, if you answer 'Y'
all services, messages, and products sold will be kept in a
file, which can be printed out later. If you need to keep
your clients history on file, then answer 'Y'. That way you
will be able to look at a clients history at any time. This
will also update the historical tax file. Then you will be
able to print a sales tax report for any range of clients
who are charged tax. You may also print it out for a given
date range to get a tax report for the month.
A summary of all debits and credits will be sent to the
ledger. Total debits and credits posted will be displayed
on the screen and they should always be equal.
This summary may be looked at in the ledger, but it cannot
be edited. To look at this summary, enter in BI for the
journal and the date as the transaction number. For
example, if your posting date was March 13, enter in 03/13
as the transaction number and BI as the journal. This will
display the summary on the screen.
G. Billing-Recurring Entries
1. Billing-Enter/Edit Invoices(Recurring)
When making Billing recurring entries, editing and deleting
the entry works the same as entering in a regular Invoice.
The only difference is after the Invoice Number number is
entered you will be prompted for a Recurring Code. You have
codes 1-9 to choose from. Each invoice will be saved with
this recurring code and when you want to generate the
recurring entries you just specify what code to generate
for.
The invoice number in this option is just a reference
number. When the invoices are generated they will not have
this invoice number. It will take the last invoice number
in the general id file and increment it by one and the first
recurring invoice will have this invoice number and so on.
PAGE 25
You are unable to enter in a PO Number, ship to information,
freight, sales person, or job number. Also, you will not be
able to enter in a reminder date. If you need a reminder
date, after generating the entries, edit the invoice in the
Enter/Edit Invoice option. The invoice date will be the
date the recurring invoice is generated. The due date will
be calculated for you.
One thing to be aware of, if you enter in products for a
recurring entry, it will not check to see if you have enough
units on hand. When you edit the recurring invoice in the
Enter/Edit invoice option and you will be able to check to
see if you do have enough units on hand, provided you have
the negative on hand units check activated.
2. Billing-Print Recurring Entries
This option will allow you to print, display on screen, or
send any range of recurring entries to a file. This will
print just like a regular invoice. You can also select a
customized form to print the invoices on.
3. Billing-Generate Entries
This option will generate your recurring entries. It will
prompt you for the recurring code to generate for. Only
entries with this recurring code will be sent to the Billing
invoice file. This process may be run as often as needed.
There will be no indication that the process has already
been run, so if you run it twice in one month and were only
supposed to run it once, you will have to go to the Billing
Enter/Edit Invoice option and delete the invoice.
Remember the invoice numbers used in the recurring invoices
entry will not be the invoice number given once it is sent
to the regular invoice file.
IV. RECEIVABLES
A. Receivables-Enter/Edit Transactions
This option allows you to enter invoices or credits for your
clients or edit any invoices entered but not posted through
this module. The transaction number will be automatically
displayed. If you need to edit a previous transaction, just
enter in that transaction number, and it will be displayed
for you. Pressing ESCape while in the transaction number
will take you back to the receivables menu.
If you are adding an invoice or credit, just enter in the
client code and the client information will be displayed.
By pressing F3 you can list the clients on screen by code or
search by name or company name.
If you need to delete a transaction, just press Ctrl+W in
the client code and that transaction will be deleted. You
will be prompted to verify your actions before the
transaction is deleted.
PAGE 26
If the client code entered does not exist, you may add the
client at this time. You will be prompted to verify this is
the correct client. If you answer Yes you may proceed with
the invoice entry. If you answer No you may enter in the
client number again. Also, if any comments have been
entered for the client you may view them at this time. The
comments can be entered in the client file under the Files
option. You may also edit the client address information
and tax rate at this time to make any cha nges.
The client balance will only reflect any invoices or
payments that have been posted. The last payment date will
be updated automatically after posting.
It will then prompt you to enter an 'I' for invoice or 'C'
for a miscellaneous credit. Most entries will be invoices.
A miscellaneous credit will only be used if the client is to
receive credit or if an entry was made in error and posted.
Next, enter in an invoice number. When editing the
transaction you will not have access to the invoice number
to change it. If the incorrect invoice number was entered
and saved, you will have to delete the transaction and
reenter it with the correct invoice number. When making
adjustments to an invoice that has been posted, use the
invoice number from the posted invoice.
You will then be prompted to enter the Job Number, if the
Job Costing option is activated in Utilities. You may press
F6 to list all jobs on file. If you have a transaction that
does not go to any job, you will have to enter a dummy job
and use that job number for all entries with no jobs.
By pressing F7, a list of all invoices made for this client
will be displayed on the screen. Enter the invoice date,
and the due date will be generated, but may be changed.
Invoice date will default to the DOS date but may be
changed.
Your receivable general ledger account will be displayed and
you may enter in a description of the invoice and the amount
in the debit column. If it is a miscellaneous credit, the
cursor will stop in the credit column and you can enter in
the adjustment amount. On the second line enter in your
income account number and the proper amount. The income
amount may be split up into two or more accounts by entering
in two or more line items. A total of eight line items may
be entered. This may vary depending on what you selected in
video parameters. If you are unsure of an account number,
pressing F2 will display a listing of the chart of accounts.
Pressing Page Down will allow you to advance to the next
line. Pressing Page Up will allow you to move to the
previous line item entered.
If the account number entered does not exist, you have the
option to add this account to your files at this time.
PAGE 27
When the debits equal the credits just press enter, and you
will be prompted to enter in an invoice description which
will be displayed on a client statement and the aging
report.
When editing an invoice, if you need to delete a line item,
just press Ctrl+W in the account number field and that line
item will be deleted. Page Up and Page Down will allow you
to move up and down through each line item.
B. Cash Receipts
When a client makes a payment, you enter it through this
option. The next transaction number will come up for you.
Pressing ESCape while in the transaction number will take
you back to the receivables menu. Enter in the client code
or press F3 to search for the client. Clients may not be
added at this time.
You will be prompted to verify this is the correct client.
If you answer Yes you may proceed with the invoice entry.
If you answer No you may enter in the client number again.
Also, if any comments have been entered for the client you
may view them at this time. The comments can be entered in
the client file under the Files option. You may also edit
the client address information and tax rate at this time to
make any changes.
Enter in the proper transaction date next. It defaults to
the DOS date. You can then enter in the job number,
providing job costing is activated in the Utilities option.
If you are entering the receipt and not editing, you will
then have three options on how to enter cash receipts. The
first option only allows you to enter a cash receipt for a
single invoice. This may be a partial or whole amount. The
second type of receipt allows you to receive payment on
multiple invoices. The amount received be partial or whole
amounts. The last option is to make a mass payment where
you will just mark the invoices and the total amount will be
paid. This option does not allow partial payments.
When you need to pay only one invoice, whether it be a
partial payment or full payment, select (1) single invoice
payment. Next you must enter in the invoice number the
client is paying. If you do not know the invoice number
press F7, and all invoices for that client will be displayed
on the screen.
When listing the invoices the invoice number, invoice date,
due date, balance, and payment will be displayed. Enter in
the proper invoice number and the amount they are paying.
Only existing invoices may be entered.
If the total amount is not paid, you have the option to
write off the remaining balance. If you answer 'N', the
PAGE 28
remaining balance will remain as an outstanding invoice. If
you write off the remaining balance, a screen will appear to
enter in the account you want the write-off amount to go to.
This transaction will appear on your journal report with
type 'W' for write-off. It will also appear on your aging
report with type 'W' for write off. You will then be
prompted to enter a description for the write-off. This
will be displayed when printing the journal and the client
statements and aging reports.
When editing the transaction you will not have access to the
invoice number to change it. If the incorrect invoice
number was entered and saved, you will have to delete the
transaction and reenter it with the correct invoice number.
If the client is paying more than one invoice, whether it be
a partial payment or full payments, select (2) multiple
invoices. All the client invoices will be displayed on the
screen. Highlight the invoice to pay and press F3 to add
the payment. You may enter a partial payment amount or a
full payment amount for any number of invoices. If you need
to delete a payment, highlight the invoice and press F4. To
edit a payment, highlight the invoice and press F5. If you
are not on a payment a message will be displayed. Press
Escape to continue.
If the client is paying one or more invoices in full, then
select (3) mass payment. All the client invoices will be
displayed on the screen. Highlight the invoices they are
paying and press F9 to signify the invoices have been paid.
Press F10 to change the invoice from paid to unpaid. The
payment generated will be for the total of all invoices
marked as paid. No partial payments may be entered through
the mass payment option. Press Escape to continue.
After indicating which invoices were paid, you will be
prompted to enter a checking account, it will default to the
checking account in the General ID file. This is so if you
have multiple checking accounts, you can have the receipts
go into whichever checking account you enter. You will then
be prompted to enter in a description which will be
displayed on the client statement and aging report.
To delete a cash receipt, press Ctrl+W while in the client
code field. You will be prompted to verify your actions
before the entry is deleted.
C. Journal-Print
1. Receivables-Invoices/Transactions
This report will print out all invoice transactions entered
through the Receivables module. This journal may be
displayed on the screen, sent to a printer, or sent to a
file. Type 'I' is for an invoice, type 'C' if for a
miscellaneous credit, and type 'W' is a write-off
transaction. This journal should be printed out on paper
PAGE 29
before posting. After the posting process is run you will
not be able to edit the transactions.
2. Cash Receipts Journal
This report will print out all of the cash receipts. It
will display the transaction number, client code and name,
the invoice number they paid, and the amount the client
paid.
The type will be 'P' for a payment. This report may be
displayed on the screen or printed out on paper. This
journal should be printed out on paper before posting.
After the posting process is run, you will not be able to
edit the transactions.
D. Receivables-Posting Process
Be sure and print out all journals and make a backup before
running this process. This process will update all client
balances, client historical information, product historical
information, any job costing information, if activated, and
put all invoices in the open invoice file. You will no
longer be able to edit any invoices or receipts made through
this module after posting.
You will be prompted to enter a posting date. This date
will used as the date for the summary sent to the ledger.
The summary of all debits and credits will be sent to the
general ledger. This total will be displayed on the screen
when the posting process is finished, and the totals should
always be equal.
This summary may be viewed in the general ledger by entering
in AR as the journal, and the transaction number will be the
date. Example, if you posted on March 14, enter 03/14 as
the transaction number and AR as the journal. The summary
post will be displayed on the screen, but may not be
edited.
E. Receivables-Recurring Entries
1. Receivables-Enter Recurring Entries
When entering recurring entries it will work the same as
entering in regular transaction entries. The transaction
number will be incremented automatically, but is just a
reference number. When the entries are generated, it will
take the last transaction number used in the regular
Enter/Edit transaction option and increment it by one. The
first recurring entry will be given this transaction number
when it is sent to the transaction file and so on. The
recurring entries transaction number will not change.
The first thing you will enter is the recurring code. This
code will be used when generating the recurring entries.
When you generate the entries it will ask for what code.
You will pick the code and it will generate all the
recurring entries that have that particular code.
PAGE 30
Everything else will work the same as when you enter a
regular transaction.
2. Receivables-Print Recurring Entries
When printing the recurring entries you may display them on
screen, print them out, or send them to a file. They will
contain the recurring number, client code and name, and each
line item entered with a total of the debits and credits.
It will also display the recurring code for each entry.
3. Receivables-Generate Entries
This option will allow you to generate the recurring
entries. It will ask you for the recurring code to generate
for. Once you select the code it will generate all entries
that have this recurring code. They will be sent to the
transaction file and you can edit them through the
Enter/Edit transaction option. The transaction numbers will
be assigned automatically with the next numbers in sequence
from the regular Enter/Edit transaction option. If you
print out a Invoice/Transaction listing the recurring
entries generated will be included in this report.
F. Generate Finance Charges
This process should only be run once a month. It will
generate a finance charge for Open Invoice customers that
are setup to receive a finance charge. A report showing all
finance charges will be generated. This report should be
printed out so you can easily make any necessary changes or
remove any charges generated by mistake.
In order to run this process you must first post the Billing
and Receivables modules. You can then enter a finance
charge rate and a generation date. Any open invoice clients
that have invoices past due as of the generation date will
be accessed a finance charge based on the rate entered. You
must also indicate the income account to receive the finance
charge. The entry sent to the general ledger will be a
debit to accounts receivable and a credit to the finance
charge income account.
V. PAYABLES
A. Payables-Enter/Edit Transactions
This option allows you to enter invoices for your vendors or
edit any invoices already entered but not posted. The
transaction number will be automatically displayed.
Pressing ESCape while in the transaction number will take
you back to the payables menu. If you need to edit a
previous transaction, just enter in that particular
transaction number, and it will be displayed on the screen
for you.
When entering an invoice, enter in the vendor code, and the
vendor information will be displayed. By pressing F4 a list
of all the vendors will be displayed on the screen. If you
are editing an invoice and need to delete that invoice, just
PAGE 31
press Ctrl+W in the vendor code and that invoice will be
deleted. You will be asked to verify your actions before
the invoice is deleted from the records.
If the vendor code entered does not exist, you may add it at
this time. You will be prompted to verify this is the
correct client. If you answer Yes you may proceed with the
invoice entry. If you answer No you may enter in the vendor
number again. Also, if any comments have been entered for
the vendor you may view them at this time. The comments can
be entered in the vendor file under the Files option. You
may also edit the vendor address information and tax rate at
this time to make any changes.
The credit limit is the limit you entered in the vendor
file. The balance will only reflect any invoices or
payments that have been posted. The last payment date will
be updated automatically after posting.
It will then prompt you to enter an 'I' for invoice or a 'D'
for a miscellaneous debit. Most entries will be invoices.
A miscellaneous debit will only be used if the vendor issues
you a credit or if an entry was entered in error and posted.
Then enter in an invoice number, pressing F8 will display
all invoices made for this vendor on the screen. This
invoice number cannot be changed when editing the
transaction. If the wrong invoice number was entered, you
will have to delete the transaction. If you are making an
adjustment to a posted invoice, use the same invoice number.
The date of the invoice defaults to the DOS date, but may be
changed. The due date will be generated, but can be
changed. If the job costing is activated you will then be
prompted to enter a job number.
Next, your payables General Ledger account will be
displayed, and you may enter in a description of the invoice
and the amount in the credit column. If it is a
miscellaneous debit the cursor will stop in the debit
column, and you can enter in the amount.
On the second line enter in your offsetting account and the
proper amount. If the account number entered does not
exist, you may add it at this time. Pressing F2 will
display all the chart of accounts on the screen.
You may enter up to eight line items per invoice. This will
varying depending on what you have selected in the video
parameters. When debits equal credits leave the account
number blank and press enter, you will then be prompted to
enter in an invoice description. This description will be
displayed when printing out the vendor aging report.
When editing an invoice, Page Down will allow you to move
down through each line item. Page Up allows you to move up
to the previous line item. Pressing Ctrl+W in the account
PAGE 32
number field will delete that line item.
B. Cash Payments
When you pay a vendor you will enter the payment through
this option. The transaction number will come up
automatically. Pressing ESCape while in the transaction
number will take you back to the payables menu. Enter in a
vendor code or press F4 and all the vendors will be
displayed on the screen. Vendors may not be added at this
time.
To edit a cash payment, enter the proper transaction number
and that transaction will be displayed on the screen. If
you need to delete the payment, press Ctrl+W in the vendor
code field. You will be prompted to verify you actions
before the payment is deleted.
To enter a transaction you must first enter a vendor code.
You will be prompted to verify this is the correct vendor.
If you answer Yes you may proceed with the invoice entry.
If you answer No you may enter in the vendor number again.
Also, if any comments have been entered for the vendor you
may view them at this time. The comments can be entered in
the vendor file under the Files option. You may also edit
the vendor address information and tax rate at this time to
make any changes.
Enter in the proper transaction date next. It will default
to the DOS date. If the job costing is activated you must
then enter a job number.
If you are entering a payment and not editing, you will then
have three options on how to enter cash payments. The first
option only allows you to enter a cash payment for a single
invoice. This may be a partial or whole amount. The second
type of payment allows you to make a payment on multiple
invoices. The amount paid may be partial or whole amounts.
The last option is to make a mass payment where you will
just mark the invoices and the total amount will be paid.
This option does not allow partial payments.
When you need to pay only one invoice, whether it be a
partial payment or full payment, select (1) single invoice
payment. Next you must enter in the invoice number you are
paying. If you do not know the invoice number press F7, and
all invoices for that vendor will be displayed on the
screen.
When listing the invoices the invoice number, invoice date,
due date, balance, and payment will be displayed. Enter in
the proper invoice number and the amount they are paying.
Only existing invoices may be entered.
When editing the transaction you will not have access to the
invoice number to change it. If the incorrect invoice
number was entered and saved, you will have to delete the
PAGE 33
transaction and reenter it with the correct invoice number.
If you are paying more than one invoice, whether it be a
partial payment or full payments, select (2) multiple
invoices. All the vendor invoices will be displayed on the
screen. Highlight the invoice to pay and press F3 to add
the payment. You may enter a partial payment amount or a
full payment amount for any number of invoices. If you need
to delete a payment, highlight the invoice and press F4. To
edit a payment, highlight the invoice and press F5. If you
are not on a payment a message will be displayed. Press
Escape to continue.
If you are paying one or more invoices in full, then select
(3) mass payment. All the vendor invoices will be displayed
on the screen. Highlight the invoices you are paying and
press F9 to signify the invoices have been paid. Press F10
to change the invoice from paid to unpaid. The payment
generated will be for the total of all invoices marked as
paid. No partial payments may be entered through the mass
payment option. Press Escape to continue.
After making the payments you will need to indicated if this
is a Computer printed check or a manual check. If you
answer 'C' for a computer check, you will not have to enter
a check number. We track the computer checks for you.
Also, the computer checks must be printed out through the
Print Checks option before posting.
If you answer 'M' for a manual check, you must enter in a
check number. Next it will prompt you for the checking
account number. This will default to the checking account
number in the General ID file. If you have multiple
checking accounts you can enter the proper account you want
the payment to be taken from. You will then be prompted to
enter in a payment description which will be displayed on
the vendor aging report and statements. You can also enter
a check reference number which can be printed on the checks.
C. Direct Check Writing
This option will allow you to write checks with or without
setting up the vendor file. When writing direct checks you
do not need to pay a particular invoice. These checks will
also be sent to the check reconciliation file.
The number will increment automatically. If you need to
edit a previous check, just enter the number and it will be
displayed for editing. If you need to delete a check press
enter until you are in the Pay to the Order field, then
press CTRL+W. Next enter the date of the check, it will
default to the current DOS date.
You may then specify a vendor code. If a vendor code is
specified the company name and address will be filled in for
you, but may be edited. You may set up the people you write
checks to frequently, as vendors, so you do not have to type
PAGE 34
in their name and address each time a check is made out to
them. You may also press F4 to display the vendors on the
screen. If no vendor is specified you will need to enter in
who you are making the check out to and the address, if
necessary. Now you will need to enter in the amount of the
check. You may specify a memo that will print on the check.
Remember customize your computer printed checks, select F9
(Utilities) from the main menu and then customized
printouts.
A screen will appear for the disbursement of the check. You
may enter up to four disbursements. Enter in the account
number of the disbursement and the amount. You may press F2
for an account listing on the screen. The total of the
disbursements must equal the amount of the check in order to
exit. Press the Page Down key to exit. In order to delete
a disbursement, you must highlight the account number and
then press CTRL+W.
Now you must indicate if the check is a manual or computer
check. Computer checks must be printed out through the
print checks option. The check number of a computer check
will be generated automatically when printing. If you
indicate the check is a manual check it will then prompt you
for the check number.
You can also enter a check reference which can be printed
out on checks. A job number must be entered if job costing
is activated.
D. Journal-Print
1. Payables-Invoices/Transactions
This report will print out all invoice transactions entered
through the Payables module. This journal may be printed to
the printer, displayed on the screen, or sent to a file.
This journal should be printed out on paper before posting,
because after posting you will not be able to edit the
transactions.
The report includes the transaction number, vendor code and
name, invoice number, date of the transaction, due date and
type of transaction. Type 'I' is for an invoice and type
'D' is for a miscellaneous debit.
Also the account numbers and account names along with the
description will be shown. The amount debited and credited
for each account will also be displayed and totaled.
2. Payments Journal
This report will print out all payments made. It will
display the transaction number, vendor number and name,
invoice number, date, check number, check type, and the
amount paid toward the invoice. The check types are 'M' for
a manual check and 'C' for a computer check. This report
may be displayed on the screen, printed, or sent to a file.
This journal should be printed out on paper before posting
PAGE 35
because after posting you will not be able to edit the
transactions.
3. Direct Check Journal
This option will print a journal of all the direct checks.
The report may be displayed on screen, sent to the printer,
or to a file. It will show the check number and who each
check was made out to. The type of check will also be
displayed, either M for manual or C for a computer check.
Next, all the disbursements will be shown. It will display
the account numbers and the amount of each disbursement.
The total of all checks will be displayed at the end of the
journal.
E. Disbursements Journal
This option will print out your cash disbursements journal.
It is a breakdown of your cash spent for each account. It
will display each account number and name with a description
of what the cash was spent on. The amount made for each
entry, either debit or credit, and a running total of each
account. This report may be displayed on the screen,
printed out on paper, or sent to a file.
F. Print Checks
This option will allow you to print out your computer checks
from the cash payments and direct check writing option. It
will first ask if you want to reprint checks. If you answer
'N' it will print the checks that have not been printed. It
will first ask if the printer is on-line and if the checks
are aligned. Then it will prompt you for the starting check
number. This will default to one more than the last check
number in the Check Alignment option, but may be changed.
If you answer 'Y' to reprint checks it will reprint any
checks that have already been printed out. First it will
ask if your printer is on-line and if the checks are
aligned. Then it will ask which checks to reprint. Enter
in the check numbers to reprint in the From and To fields.
Then it will prompt you for the starting check number. This
will default to one more than the last check number in the
Check Alignment option, but may be changed.
Remember to customize the way the check prints out, use the
check alignment option in F9(Utilities) from the main menu.
G. Payables-Posting Process
Be sure and print out all journals and make a backup before
running this process. This process will update all vendor
balances, vendor and product historical information, job
costing information, if activated, and put all invoices in
the open invoice file. You will no longer be able to edit
any invoices or payments made through this module after
posting. Before you can post you must print out all
computer checks.
PAGE 36
You will be prompted to enter a posting date. This is the
date on the summary sent to the ledger. A summary of all
debits and credits will be sent to the ledger. The total
debits and credits will be displayed on the screen after the
posting process is finished, this total should always be
equal.
This summary may be viewed in the ledger by entering in AP
as the journal, and the transaction number will be the date.
Example, if you posted on March 14, enter 03/14 as the
transaction number and AP as the journal. The summary post
will be displayed on the screen, but may not be edited.
H. Payables-Recurring Entries
1. Payables-Enter Recurring Entries
When entering recurring entries it will work the same as
entering in regular transaction entries. The transaction
number will be incremented automatically but is used as a
reference number only. Once the entries are generated and
sent to the regular transaction file they will be given a
new transaction number. It will be the next number in
sequence in the transaction file.
The first thing you will enter is a recurring code. This
code will be used when generating the recurring entries.
When you generate the entries it will ask for what code.
You will pick the code and it will generate all the
recurring entries that have that particular code.
Everything else will work the same as when you enter a
regular transaction.
2. Payables-Print Recurring Entries
When printing the recurring entries you may display the
report on the screen, send it to the printer, or send it to
a file. It will show the recurring number, vendor code and
name, and each line item entered with a total of the debits
and credits. It will also display the recurring code for
each entry.
3. Payables-Generate Entries
This option will allow you to generate the recurring
entries. It will ask you for the recurring code to generate
for. Once you select the code it will generate all entries
that have this recurring code. They will be sent to the
transaction file and you can edit them through the
Enter/Edit transaction option. The transaction numbers will
be assigned automatically with the next numbers in sequence.
If you print out a Invoice/Transaction listing the recurring
entries generated will be included in this report.
VI. LEDGER
A. Enter/Edit Transactions
When making entries in the Ledger you first have to enter in
PAGE 37
a Journal code. There are five protected journals. These
journals are BI, AR, AP, PO, and IV. After posting in the
Billing, Receivables, Payables, Received P.O., and Inventory
Adjustments, and Fixed Assets summary transactions are sent
to the Ledger with these journal codes. These summary
transactions may be looked at through the Ledger, but they
may not be edited.
To view the summary transactions in the Ledger, enter in the
journal code and the date as the transaction number. For
example, if you posted the purchases module on April 12, the
journal would be PO and the transaction number would be
04/12.
You may use whatever journal codes you like when entering
Ledger transactions. For example, you may use GJ for
General Journal. Once a journal code is entered you can
enter the Transaction Number, which may be any alphanumeric
character. If a transaction has already been entered with
the Journal Code and Transaction Number, it will be
displayed on the screen and you may edit or delete the line
items, providing it has not been posted. Posted
transactions may be viewed but not edited. The Date field
defaults to the DOS date.
Next, you must enter the Chart of Account number which you
are going to debit or credit. If you do not know the
number, press F2 and the Chart of Accounts will be displayed
on the screen.
If the account number is not found on file, you have the
option to add the account at this time. After the number is
entered the Account Name will be displayed. Then enter in a
description in the description field. Next, enter in the
amount in the proper debit or credit column. The total of
the debits and credits will be totaled at the bottom.
A transaction has to be in balance, debits equal credits,
before you are able to process the transaction. Once debits
equal credits, leave the Account Number field blank and
press enter and the transaction will be saved. You may
enter as many line items as needed, consisting of debits and
credits. If you fill up the screen, the screen will clear
and you will be at the top of the next screen. Page Up and
Page Down will allow you to move through all line items
entered.
To edit a transaction, put in the proper Journal and
Transaction number and the transaction will be displayed on
the screen. To delete a line press CTRL+W in the Account
Number field, and the line item will be deleted.
When editing, Page Down takes you to the next line item and
Page Up takes you to the previous line item. Pressing
ESCape while in the Journal Code takes you back to the
Ledger Menu.
PAGE 38
B. Account Activity Report
This report will print out either current or historical
activity for one account, all accounts, or a range of
accounts in the ledger. Just specify the account range in
the FROM and TO fields. You will be prompted for a current
activity report or a historical activity report. The
current report will print the current months entries that
have not been closed out by the General Ledger end of month
routine.
If you specify to update the Ledger historical file when
doing the end of month routine, the historical report will
print these entries. Thus, you may get an activity report
for the whole year. You have the option to send the
activity report to the printer, display to the screen, or
send it to a file. The column heading 'P' tells if the
transactions were posted in the Ledger. A 'Y' indicates it
has been posted and a 'N' indicates it has not been posted.
Only posted transactions will be reflected in the trial
balance and financial statements. Remember all posted
information will be cleared out when the end of month is
run.
C. Journal Report
This report will print out the current or historical
transactions for one Journal, all Journals, or a range of
Journals in the general ledger. Just specify the Journal
range in the FROM and TO fields. You will be prompted for a
current activity report or a historical activity report.
The current report will print the current months entries
that have not been closed out by the General Ledger end of
month routine.
If you specify to update the Ledger historical file when
doing the end of month routine, the historical report will
print these entries. Thus, you may get a journal report for
the whole year. You may also display the report on the
screen, print it out on the printer, or send it to a file.
The column heading 'P' tells if the transactions were posted
in the General Ledger. A 'Y' indicates it has been posted,
and a 'N' indicates it has not been posted. Only posted
transactions will be reflected in the trial balance and
financial statements.
Remember all posted information will be cleared out when the
end of month is run. The TOTALS of debits and credits
should always be equal.
D. Check Reconciliation
1. Check Reconciliation
Through this option you can reconcile your check book. This
has no affect on your actual checking account balance.
First you will be prompted to enter in the checking account
PAGE 39
number. You will only reconcile for the checking account
entered. If you have multiple checking accounts you have to
reconcile for each individual checking account.
Then you will be prompted to enter in the bank balance.
This will be the balance from your statement you receive
from the bank. The checkbook balance will be taken from
your checking account balance in the general ledger. This
will only include transactions that have been posted to this
checking account in the general ledger.
Any checks written through the payables and posted will be
displayed on the screen, including direct checks. It will
also display any receipts you have received through the
receivables and billing modules and also any payments made
through the Purchase module. Remember the deposits and
checks are displayed if they have been posted. Any unposted
checks or deposits will not be displayed. You must then
indicate if they have cleared with your bank. If they
appear on your bank statement, highlight the check and Press
F2 to indicate they have cleared. Press F3 and it will
change it back to outstanding.
If you need to add a check, Press F5 and then enter the
check number, vendor, and amount of the check. To add a
deposit press F6 and enter a reference, vendor, and amount.
Press escape if you decide not to add a check or deposit
with the enter check or deposit screen displayed. Press F7
to add miscellaneous charges such as interest or service
charges that have affected your checking account. The
charge will be subtracted, so if it is interest earned enter
it as a negative amount. If the charges have been entered
in the ledger and posted, then you do not enter it here.
Otherwise, enter it here and you will also have to enter it
in the ledger. Remember this has no affect on your actual
checking account balance. The total of each category will
be shown on the bottom of the screen.
You will then be given a reconciliation report. It will
show your bank balance plus any outstanding deposits and
minus any outstanding checks. The total of your checking
account in the general ledger will be displayed minus any
miscellaneous charges. The totals will be given, and it
will show you the difference between the totals. You then
have the option to print this report out on paper.
You will then be prompted to purge the check file.
Answering 'Y' will delete all checks that were marked as
cleared. Otherwise, the checks will be left in the check
file. Be sure and print out a check register before purging
the check file. If purging the check file, you will be
prompted to update the historical check file. This will
allow you to save the checks that you have written
throughout the year, and when printing out the check
register you can specify to print the historical check
register file.
PAGE 40
Any checks entered, that were not entered through the
billing and receivable modules will stay in the check file.
These checks will now show up on the checks and deposits
screen and you will not have to reenter them. If they have
cleared you will have to go through and mark them as
cleared.
2. Print Check Register
This option will print out a current or historical check
register journal. It will display the check number, vendor,
amount of the check, and if the check has cleared. It will
also give you a total of all the outstanding checks. The
report may be displayed on the screen, sent to a file, or
sent to the printer.
You must first indicate if you want a current or historical
check register. Then it will prompt you to enter in the
checking account number. This will default to the checking
account number setup in the general/id file. If you have
multiple checking accounts enter the proper account number.
E. Sales Tax Report
This option will allow you to print a sales tax report for a
range of clients with a given date range. The report may be
displayed on the screen, sent to a file, or sent to the
printer. The report will show the client number, name, and
phone number. Beneath this the invoice numbers, date of
invoice, description, and sales tax amounts will be shown
for each clients invoice. The information for this report
comes from the historical client file, which you can update
when posting the Billing module.
F. Ledger-Posting Process
The posting process updates the general ledger account
balances. Once this process is run, you will not be able to
edit the transactions entered. If an error in input was
made, you will have to make a reversing entry to correct it.
Account balances will not be updated on the financial
statements or trial balance until the posting process is
run. Always be sure and make backups before doing any
posting process. The 'N' in the column heading 'P' in the
account activity journal report will now be set to 'Y',
indicating the transactions have been posted.
After answering 'Y', to start posting, you will be prompted
to enter in the month to post. If you enter in month 3, it
will only post transactions that have a March date. Any
entries entered for another month will not be posted.
After the posting process is complete, a screen will appear
indicating the process is complete. If any errors occurred
during the process they will be indicated on the screen.
The total debits and credits posted will also be displayed.
The total debits should always equal the total credits.
PAGE 41
G. Ledger-Recurring Entries
1.Ledger-Enter/Edit Transactions(Recurring)
When making Ledger recurring entries, editing and deleting
the entry works the same as entering in a regular Ledger
transaction. The only difference is after the Journal code
and transaction number are entered you will be prompted for
a Recurring Code. You have codes 1-9 to choose from. Each
transaction will be saved with this recurring code and when
you want to generate the recurring entries you just specify
what code to generate for.
You will not enter a transaction date. This date will be
generated when you generate the recurring entries. For
example, if you generate entries with code 1 on March 31,
all entries that have a recurring code of 1 will be sent to
the Ledger with a transaction date of March 31. If you have
an entry already in the Ledger with the same Journal and
transaction number, the new entry will be appended to the
entry already in the Ledger.
One thing to be aware of, if you generate a recurring entry
and you happen to have a posted entry already in the ledger
with the same journal and transaction number you will not be
able to edit the unposted recurring entry. You will have to
close out the Ledger to clear out the part that is posted
and the recurring entry will stay in the Ledger. If you do
not need to edit it you can post for that month.
2. Ledger-Print Recurring Entries
This option will allow you to print, display, or send your
recurring entries to a file. This report will show the
Journal code, transaction number, account number and
description, description of the transaction, debit and
credit entries with totals, and the recurring code number.
3. Ledger-Generate Recurring Entries
This option will generate your recurring entries. It will
prompt you for the recurring code to generate for. Only
entries with this recurring code will be sent to the Ledger.
This process may be run as often as needed. There will be
no indication that the process has already been run, so if
you run it twice in one month and were only supposed to run
it once, you will have to go to the ledger and delete out
extra line items.
VII. REPORTS
A. General Ledger Reports
1. Trial Balance
This report will give a listing of all accounts in the
general ledger and their balances. You may also specify to
print for only active accounts. The account balances are
updated when the posting process, is run in the General
Ledger. It will display the accounts beginning balance,
PAGE 42
this month's balance, and the current balance. The current
balance is the beginning balance plus this month's balance.
After the end of the month is run, this month balance resets
to zero and is added to the beginning balance. The totals
of all debits and credits are shown at the end of the report
and should always be equal. This report can be displayed on
the screen, printed out to keep for your records, or sent to
a file.
2. Income Statement
This report displays all Revenue and Expense accounts in the
general ledger and their balances. But you may include only
active accounts if you wish. The balances of these accounts
are updated when the posting process is run in the General
Ledger. Like the Trial Balance it shows the beginning
balance, this month's balance, and the current balance. It
will give you a total of all your revenues and the total of
all your expenses. The net income displayed is the total
revenues minus the total expenses.
After the end of the month is run, this month balance resets
to zero and is added to the beginning balance. This report
can be displayed on screen, printed out, or sent to a file.
3. Balance Sheet
This report displays all Assets, Liabilities, and Equity
accounts in the General Ledger and their balances. You may
choose to include only active accounts for this report. The
balances of these accounts are updated when the posting
process is run in the General Ledger. Like the Trial
Balance it shows the beginning balance, this month's
balance, and the current balance. It will give you a total
of all your Assets and the total of all Liabilities plus
Equity. Liabilities plus Equity should equal the total
Assets.
After the end of the month is run, this month's balance
resets to zero and is added to the beginning balance. This
report can be displayed on the screen, sent to a printer, or
sent to a file.
4. Chart of Accounts
This report will print a listing of all your Chart of
Accounts. It will print Account Number, Account Name, and
the type of Account. This report can be displayed on the
screen, sent to a printer, or sent to a file.
5. Job Costing Statement
This report will show information pertaining to a particular
job. Enter the job number for which you want to print a
statement. Only posted information will show on this
statement.
The report will list all posted revenue pertaining to this
job. They will be broken down by account number. The
breakdown of expenses will also be shown, along with a
PAGE 43
total. Then a net income amount will be shown, which is the
total revenue minus the expenses. This report can be
displayed on the screen, sent to a printer, or sent to a
file.
B. Receivable Reports
1. Statements-Clients
This option prints out the statements for each client. You
are able to print statements for one client, all clients, or
a range of clients. You can also specify an invoice date
range. The statements may be display to the screen, printed
out on one of your customized formats, or sent to a file.
It will prompt you to select the customized form to print
out on. The statements contain any invoices or payments
made for a client. This reminder can be sent to a client to
show how much the client was charged and show all payments
the client has made on their invoices. Then it will display
the amount that the client currently owes. It will also
print out a line of text reminding the client that their
invoice is past due or any message you have set up in the
statement text in the Utilities menu.
This report should be printed out once a month before the
end of the month is run. When the end of the month is run,
all invoices are matched up with payments, and if the net
balance is zero, the invoice and payments will be deleted
from the file. This means they will not appear on next
month's statement.
2. Aging Report-Clients
This report is designed to print out all invoices and
payments made for all clients. It will display the client
code, and client name and phone number. Then it will list
all invoices, the date of the invoice, and when it is due.
The column heading 'C' will tell where each invoice or
payment was made. An 'I' stands for an invoice made through
the receivables module. The letter 'P' is for any payment
made through the cash receipts option of the receivables
module. A 'B' is for an invoice made through the billing
module.
If a payment was recorded in the billing module at the time
the invoice was made, only the remaining amount will be
displayed on this report. If the invoice has not yet come
due, it will fall under the column heading 'Future Due'.
For invoices that are zero to thirty days past due, they
will be displayed under the column '0/-30'. Payments are
recorded with a negative sign in front of the amount paid.
The client totals give a total of how much the client owes
for each column heading. This way you will know how much
the client owes and if any of that amount is past due. You
also have the option to display this report on the screen to
look at the clients billing information, send it to a
printer, or send it to a file.
PAGE 44
This report should be printed out once a month before the
end of the month is run. When the end of the month is run,
all invoices are matched up with payments, and if the net
balance is zero, the invoice and payments will be deleted
from the file. This means they will not appear on next
month's aging report.
3. Client-Directory
This report will print out all information entered for each
client in the client file. You may print out a directory
for any range of clients by entering the range in the From
and To option when printing this report. This report may be
displayed on the screen before actually printing, sent to
the printer, or sent to a file.
4. Client-Labels
This option will print out labels for any range of clients.
The client's name, company, and address will be printed on
the label. Enter the range desired to print out in the From
and To option. These may be used for mailing purposes.
5. Client-Historical Invoices
This option will print out all the services, products, and
messages for each client that were made throughout the year.
You may print this report to paper, display it on the
screen, or send it to a file. This report can be printed
for one client, a range of clients, or all clients.
C. Payables Reports
1. Aging Report-Vendors
This report is designed to print out all invoices and
payments made for all vendors. It will display the vendor
code, and the vendor name and phone number. Then it will
list all invoices, the date of the invoice, and when it is
due. The column heading 'C' will tell if it is an invoice
or a payment. An 'I' stands for an invoice entered through
the payables module. The letter 'P' is for any payment made
through the cash payments option of the payables module.
The 'R' is for any Received Purchase Orders entered through
the Purchases Module.
If a payment was recorded in the purchases module at the
time the invoice was made, only the remaining amount will be
displayed on this report. If the invoice has not yet come
due, it will fall under the column heading 'Future Due'.
Invoices that are zero to thirty days past due will be
displayed under the column '0/-30'. Payments are recorded
with a negative sign in front of the amount paid.
The vendor totals give a total of how much you owe the
vendor for each column heading. This way you will know how
many outstanding debts you have and if any are past due.
You also have the option to display this report on the
screen to look at your status with a vendor, send it to the
printer, or send it to a file.
PAGE 45
This report should be printed out once a month before the
end of the month is run. When the end of the month is run,
all invoices are matched up with payments, and if the net
balance is zero, the invoice and payments will be deleted
from the file. This means they will not appear on next
month's aging report.
2. Vendor-Directory
This report will print out all information entered for each
vendor in the vendor file. You may print out a directory
for any range of vendors by entering the range in the From
and To option when printing this report. This report may be
displayed on the screen, sent to a printer, or sent to a
file.
3. Vendor-Labels
This option will print out labels for any range of vendors.
Your contact, vendor company, and address will be printed on
the label. Enter the range to be printed in the From and To
option. These may be used for mailing purposes.
D. Service/Product Reports
1. Service Listing
Through this option you can print a listing of your services
file. These may be printed out on paper, displayed on the
screen, or sent to a file. You have the option of printing
any range of services, departments, and classes. Enter in
the range to be printed in the appropriate From and To
options. This listing may be used for quick reference. It
will show the code, description, and cost for each service,
along with the department and class.
2. Product Listing
Through this option you can print a listing of your products
file. These may be printed out on paper, displayed on the
screen, or sent to a file. You have the option of printing
any range of products, departments, and classes. Enter the
range to be printed in the appropriate From and To options.
This listing may be used for quick reference. It will show
the product code, description, price, cost, on order units,
committed units, on hand units, on hand dollar value, and
the associated Cost of Goods sold and Sales account number
along with the department and class. Also a total of all on
hand dollars will be displayed.
3. Message Listing
Through this option you can print a listing of your message
file. These may be printed out on paper, displayed on the
screen, or sent to a file. You also have the option of
printing any range of messages. Enter in the range to be
printed in the From and To option. This listing may be used
for quick reference.
4. Job Listing
Through this option you can print a listing of all jobs on
file. These may be printed out on paper, displayed on the
PAGE 46
screen, or sent to a file. You have the option of printing
any range of jobs. Enter in the range to be printed in the
From and To option. This listing may be used for quick
reference. It will display the job number, description, and
the number of jobs listed.
E. Historical Reports
1. Client Historical
This option will print out the historical sales units and
sales dollars for each client. You may print this report to
paper, display it on the screen, or send it to a file. This
report can be printed for one client, a range of clients, or
all clients. It will display the client number, company,
month to date units sold and dollar value, year to date
units sold and dollar value, and last year units sold and
dollar value. Each periods units and dollars will have a
total at the end of the report.
2. Vendor Historical
This option will print out the historical purchase units and
purchase dollars for each vendor. You may print this report
to paper, display it on the screen, or send it to a file.
This report can be printed for one vendor, a range of
vendors, or all vendors. It will display the vendor number,
company, month to date units purchased and dollar value,
year to date units purchased and dollar value, and last year
units purchased and dollar value. Each periods units and
dollars will have a total at the end of the report.
3. Product Historical
This option will print out the historical purchase and sales
units and dollars for each product. You may print this
report to paper, display it on the screen, or send it to a
file. This report can be printed for one product, a range
of products, or all products. Plus you may indicate a range
of department and classes to include. It will display the
product number, description, department, class, month to
date units purchased and dollar value, month to date units
sold and dollar value, year to date units purchased and
dollar value, year to date units sold and dollar value, last
year units purchased and dollar value, and last year units
sold and dollar value.
4. Service Historical
This option will print out the historical sales units and
dollars for each service. You may print this report to
paper, display it on the screen, or send it to a file. This
report can be printed for one service, a range of services,
or all services. Plus you may indicate a range of
department and classes to include. It will display the
service number, description, department, class, month to
date units sold and dollar value, year to date units sold
and dollar value, and last year units sold and dollar value.
F. Salesman Report
Through this option you can print a listing of all sales
PAGE 47
people on file. These may be printed out on paper,
displayed on the screen, or sent to a file. You have the
option of printing any range of sales people. Enter in the
range to be printed in the From and To option. This listing
may be used for quick reference. It will display the sales
persons code, name, month to date commission, year to date
commission, and last year commission. Totals will also be
displayed for each commission column.
VIII. CLOSING
A. General Ledger-End of the Month
Before running any of the end of the period routines, be
sure and make a backup of your data files. This routine
will remove all POSTED transactions in the General Ledger
file. This month's balance will be added to the beginning
balance, and then this month's balance will reset to zero.
Be sure and print out all General Ledger reports before this
process is run. If a report was not printed, you can always
restore your backup and print out the report and rerun the
process.
You will be prompted to Update the General Ledger Historical
File, if you answer 'Y' all entries will be saved to the
historical file. This will allow you to print out
historical journal and account activity reports throughout
the year. If you answer 'N' the entries will just be
cleared out and not saved for historical reports.
After the closing process is complete, a screen will appear
indicating that the process is complete. If any errors
occurred during the process, they will be indicated on the
screen.
B. Receivables-End of the Month
Before running any of the end of the period routines, be
sure and make a backup of your data files. This routine
will match up all POSTED cash receipts and invoices. If
they have a net balance of zero, they will be deleted from
the file, unless it is a hold invoice. Be sure and print
out all receivable reports before this process is run. You
must POST the receivables module and the billing module
before you can run this process. It will notify you if
there are any unposted transactions in the receivables and
billing modules. Also the month to date historical sales
units and dollars will be zeroed out.
After the closing process is complete, a screen will appear
indicating that the process is complete. If any errors
occurred during the process, they will be indicated on the
screen.
Any invoices which have a balance of zero will no longer
appear on the aging report or the client statements. The
cash receipts will also be deleted from the file. You can
PAGE 48
restore your backup if you need to print any reports not
printed out and rerun this process.
C. Payables-End of the Month
Before running any of the end of the period routines, be
sure and make a backup of your data files. This routine
will remove all open invoices with a net balance of zero
from the payables file. Be sure and print out all payable
reports before this process is run. You MUST post the
payables module before this process can be run. It will
notify you if there are any unposted transactions in the
payables module. Also the month to date historical purchase
units and dollars will be zeroed out.
After the closing process is complete, a screen will appear
indicating that the process is complete. If any errors
occurred during the process, they will be indicated on the
screen.
Any invoices which have a balance of zero will no longer
appear on the aging report or on vendor statements. The
payments made on these invoices will also be deleted from
the file. You can restore your backup if you need to print
any reports not printed out and rerun this process.
D. Inventory End of Month
Before running any of the end of the period routines, be
sure and make a backup of your data files. This routine
will zero out the historical month to date units sold and
dollar value and the month to date units purchased and
dollar value.
After the closing process is complete, a screen will appear
indicating that the process is complete. If any errors
occurred during the process, they will be indicated on the
screen.
E. Commission End of Month
Before running any of the end of the period routines, be
sure and make a backup of your data files. This routine
will zero out the historical month to date commission units
sold and dollar value, along with the month to date
commission earned.
After the closing process is complete, a screen will appear
indicating that the process is complete. If any errors
occurred during the process, they will be indicated on the
screen.
F. End of Year-General Ledger
Before running any of the end of the period routines, be
sure and make a backup of your data files. It will clear
out all revenue and expenses to your profit-and-loss
account. The balance of all the revenues minus the expenses
will now be contained in the profit/loss account. The
PAGE 49
expense and revenue accounts will now have balances of zero.
At this time it will prompt you to Purge the General Ledger
Historical file. If you answer 'Y' all previous historical
information for the Ledger will be deleted. If you answer
'N' the information will remain on file. It will also ask
if you want to Purge the Check Historical File. If you
answer 'Y' all previous historical information in the check
file will be deleted. If you answer 'N' the information
will remain on file. Also it will prompt you to Zero your
Budget Balances. If you answer 'Y' all your budget amounts
will be set to zero. If you answer 'N' your budget balances
will remain in the account file.
It will prompt you to verify that you have entered in your
proper profit/loss account. If you are unsure of your
profit-and-loss account, just press F2 and a listing of all
your chart of accounts will be displayed on the screen.
Then it will prompt you to verify that you want to run this
process.
G. Roll Historical Ytd Figures
Before running any of the end of the period routines, be
sure and make a backup of your data files. This routine
will zero out the historical year to date figures and put
them in the last year totals. When running this process you
can indicate which historical figures to reset. You can
reset all or any combination of the following historical
information: vendor file, client file, product service
file, or sales person file.
After the closing process is complete, a screen will appear
indicating that the process is complete. If any errors
occurred during the process, they will be indicated on the
screen.
H. Historical Invoice Purge
Before running any of the end of the period routines, be
sure and make a backup of your data files. You will be
prompted for a date range, all historical invoice
information entered between these dates will be deleted.
You will be asked to verify your actions before the records
are deleted.
I. Historical Tax Purge
Before running any of the end of the period routines, be
sure and make a backup of your data files. You will be
prompted for a date range, all historical sales tax
information entered between these dates will be deleted.
You will be asked to verify your actions before the records
are deleted.
PAGE 50
J. Budgeting
1. Enter/Edit Budget
This option allows you to enter in your budget for all your
expense and revenue accounts. The arrow keys allow you to
move up, down, and across the screen. You can also Page Up
and Page Down through the accounts. Home will take you to
the first field on the screen of the line you are on and End
will take you to the last field on the screen of the current
line. CTRL+Home will take you to the Account number of the
current line and CTRL+End will take you to the December
budget field of the current line. CTRL+Page Up will take
you to the first Revenue account and CTRL+Page Down will
take you to the last Expense account and keep you in the
same field.
When you are on the field you want to enter in the budget
figure for, you must press Enter before you can enter an
amount. After you enter the amount you must press enter
again to save the entry. Then arrow to the next entry and
press enter and then enter in the budget amount and then
press enter to save it and so on. Press Escape to exit the
budget.
2. Print Budget Report
This report will print out all the budget figures for your
expense and revenue accounts. It may be displayed on the
screen, printed out to your printer, or sent to a file. It
will show each account name with the budget figures for each
month along with totals for each type of account and total
Revenue and Expense and your Net Income. You have the
option to include inactive accounts.
3. Print Actual Report
This report will print out all the actual balances for your
expense and revenue accounts. It may be displayed on the
screen, printed out to your printer, or sent to a file. It
will show each account name with the actual balances for
each month along with totals for each type of account and
total Revenue and Expense and your Net Income. You have the
option to include inactive accounts.
4. Print Variance Report
This report will print out all the actual balances and your
budget figures for your expense and revenue accounts. It
may be displayed on the screen, printed out to your printer,
or sent to a file. It will show each account name with the
actual balances and the budget amount along with the
difference between the two figures and totals for each type
of account. Also totals for revenue and expense actual,
budgeted, and the difference amounts will be displayed. The
final total will show the Actual Net Income and Budgeted Net
Income and the difference. You have the option to include
inactive accounts.
PAGE 51
K. Fixed Assets
1. Enter/Edit Fixed Assets
Here is where you can enter in all your fixed assets and we
will calculate the depreciation for you. First you must
enter the Asset Code. This will be used to identify the
asset. Next the description should be entered, and the
Asset value. The residual value is the expected value of
the asset after complete depreciation. The depreciation
taken, is the total amount of depreciation that has been
taken on the asset to-date. The current value will be
calculated, this is the asset value less the depreciation
taken. The asset life is the expected life of the asset,
and the age of the asset is the number of years that the
asset has been in use.
You will have a choice of three types of depreciation:
1) Straight-Line
2) Declining-Balance
3) Sum-of-the years-digit.
Finally, you must enter in the account for the Asset
Depreciation, and the Asset Expense account. These accounts
will be debited and credited when the Generate Fixed Assets
option is run.
Straight-Line Depreciation
The straight-line depreciation method provides for equal
periodic charges to expense over the estimated life of the
asset. For example, assume that a computer was purchased
for $16,000 with a residual value of $1,000, and its
estimated life is 5 years. The annual depreciation would be
computed as follows:
(16,000 cost - 1000 residual) / 5years = 3,000 annual depreciation
Declining-Balance Method
The declining-balance method gives a declining periodic
depreciation charge over the estimated life of the asset.
In this method you apply double the straight-line
depreciation rate computed without regard to residual value.
For example, assume that a computer was purchased for
$16,000, and its estimated life is 5 years. The annual
depreciation would be computed as follows:
New
Yr Cost Acc. Dep. Book Value Rate Dep.Yr Book Value
1 16,000 ____ 16,000 40% 6,400 9,600
2 16,000 6,400 9,600 40% 3,840 5,760
3 16,000 10,240 5,760 40% 2,304 3,456
4 16,000 12,544 3,456 40% 1,382 2,073
5 16,000 13,926 2,073 40% 829 1,244
PAGE 52
Sum-of-the-Years-Digits Method
The sum-of-the-years-digits methods gives results similar to
those derived by using the declining-balance method. The
periodic charge for depreciation declines steadily over the
estimated life of the asset because a successively smaller
percentage is applied each year. The denominator of the
fractions is the sum of the digits representing the years of
life. For, example, assume that a computer was purchased
for $16,000, with a residual value of $1,000, and its
estimated life is 5 years. The annual depreciation would be
computed as follows:
The denominator is 5+4+3+2+1 or 15.
Yr Cost-Residual Rate Dep. Accum Dep Book Value
1 15,000 5/15 5,000 5,000 11,000
2 15,000 4/15 4,000 9,000 7,000
3 15,000 3/15 3,000 12,000 4,000
4 15,000 2/15 2,000 14,000 2,000
5 15,000 1/15 1,000 15,000 1,000
2. Print Fixed Assets
This will allow you to print out all fixed assets entered
through the Fixed Asset module. You may display the report
on the screen, print it out on paper, or send it to a file.
The report will show the asset code and description along
with the depreciation asset account number and expense
account number. It will also show the Life of the asset,
original value, depreciation taken, residual value, age of
the asset, depreciation method code, and the current value.
3. Generate Asset Entries
This will generate the depreciation for your fixed assets.
The entry will be sent to the Ledger with a transaction code
of FA and the current date as the transaction number. All
the proper fields for the fixed assets will be updated.
This should only be run once a year. If it is run more than
once a year by accident, you will have to go in and reenter
the fields with their proper numbers.
If the life is zero or if the Age is equal to or greater
than the life, no depreciation will be calculated for that
particular fixed asset.
This entry may be viewed in the ledger by entering in FA as
the journal, and the transaction number will be the date.
Example, if you generated on March 14, enter 03/14 as the
transaction number and FA as the journal.
L. Job Costing Purge
Before running any of the end of the period routines, be
sure and make a backup of your data files. This process
will allow you delete out information kept for a job or any
range of jobs. Enter the range of jobs to delete in the
from and to option. All information kept for jobs that fall
PAGE 53
between this range will be deleted.
IX. UTILITIES
A. Color Parameters
This option allows you to customize your screen color
attributes. All possible color combinations will be
displayed with a corresponding number. Just enter this
number in the option you wish to change.
Following is a brief description of each option available
for change.
Standard: This is the color of all menus and data entry
routines.
Enhanced: This will be the color of the fields currently
available for input.
Active: This is the color to the current field, i.e.,
where the cursor is located.
Calc/Npad: This is the color of the pop-up calculator and
notepad.
Status: This will be the color of the status line
displayed at the top of the screen at all times.
Window: This is the windows that pop up for various input
options.
View: This will be the color of the screen when
displaying lists of clients, vendors, etc. on
the screen.
Help: This is the color of all help panels.
It will then ask if you want to set the intensity off. If
you set the intensity off, the blocked cursor will no longer
be in a blocked form. It will display the colors you chose
and ask if these are the colors you wish to use. If you
answer yes it will save these as your colors. If you do not
like the colors you have chosen answer no and it will take
you back to the color options and you may change them.
B. File Sizes
This option will display how many records are used for each
file. The Accounts file contains your chart of accounts.
The Client file contains your clients. Service, Message,
and Product file are one file that contain all the services,
messages, and Products. Vendor file contains all the
vendors entered.
The invoice file contains the invoice information entered
through the Billing module. The invoice lines are each line
item entered for each invoice.
The AR Open Invoice file contains all the open invoices
entered. The Receivable file contains all receivable
invoice information. The Receivable Lines are each line
item entered. This will reset to zero after posting.
PAGE 54
The GL transactions file is the number of transaction lines.
This file takes up one space for each line item entered in
the Ledger and for each summary transaction sent to the
Ledger. The GL Recurring file is the number of Recurring
transaction lines. It also takes one space for each line
item.
The AR Recurring contains the Receivable Recurring entries
header information for each transaction. The AR Recurring
Lines contain the line items for each Receivable Recurring
entry. The BI Recurring contains the Billing Recurring
invoice header information for each invoice. The BI
Recurring lines contains the line items for each Recurring
invoice.
The direct check contains any check made through the Direct
Check Writing option. The job file contains the jobs. The
salesman file contains all the sales people. The check file
contains any check made to a vendor through the Payables
module.
The Purchase file contains the Purchase orders and Received
Purchase Orders header information. The purchase lines
contain the line items for each Purchase Order and Received
Purchase Order.
The AP Open Invoice file contains all the open invoices
entered. The Payables file contains all payable invoice
information. The Payable Lines are each line item entered.
This will reset to zero after the posting process is run.
The physical inventory contains each line item entered
through the Adjustments option.
The Client Records contain information entered through the
Maintenance-Client option. This is where you have ten lines
to enter any information on each client.
The Historical Invoices contains all line items for each
client if answer yes to update the historical file when
posting the billing. This also contains the historical
sales tax information. The Historical checks contains all
the checks that were saved when you purge the check file by
answering yes to update the historical file. Historical
Ledger contains all the ledger transactions that were saved
when you answer yes to update the historical ledger during
the closing out of the ledger.
The AP Recurring contains the Payable Recurring entries
header information for each transaction. The AP Recurring
Lines contain the line items for each Payable Recurring
entry.
The fixed assets contains each fixed asset entry. The
appointment schedule contains all appointments entered. The
Build materials contains the products that make up the
manufactured goods.
PAGE 55
The job log file contains all information for all jobs.
Price levels contain the different price levels for each
product.
C. Reindex Files
This will go through all your files and reindex them and
give you more disk space. For example, when you delete out
information or post, this information is actually still in
the file but it is marked as deleted. The program will not
access this information but it is still there. Reindexing
will get rid of all records marked as deleted and pack the
other records together giving you more disk space.
D. Sales Tax Table
This is where you enter in your sales tax rates and GST tax
rate. If the tax rate or GST rate is 8% enter it as .08 and
press enter to save the rate. If the tax rate is 7.125%
enter it as .07125 and press enter to save the rate. You
can enter in up to five different rates. In the client and
vendor file enter in the corresponding number for their
particular tax rate in the tax rate field. If they are not
charged tax or do not charge you tax, enter in zero for no
tax. You may also enter the tax rate f or your CASH
customers, if you will be using Painless Accounting as a
Point of Sale system. Also, you can enter a GST rate if it
is applicable to you. You will also have to activate the
GST tax in the Configuration setup option.
E. Calculator
First enter the beginning number and press enter, followed
by the math operation and enter, then the second number and
enter. Repeat this process as many times as needed. The
total number will be saved, while in Painless Accounting.
F. Notepad
This option will allow you to edit a text file. Enter in
the name of the file, you may also specify a path name. F3
will delete the line your on and F4 will insert a line
before the line you are on. F5 will wrap words when you get
to column 69. F6 turns scroll lock on and off, when off the
text will scroll when arrowing up and down. Press Escape to
exit and you will have the option to save the changes. Some
others keys are as follows:
Page Up and Down - moves up and down a screen
CTRL+Left and Right arrow - moves to the previous and next
word
CTRL+Page Up and Page Down - takes you to the top and bottom
of the file
End and Home takes you to the be end and beginning of a line
CTRL+Home and End takes you to the top and bottom of a screen.
PAGE 56
G. Statement Text
This is where you can enter in messages that will show up on
client statements depending on their status. When printing
out a client statement, one of the messages will appear at
the bottom of the statement depending on if they have past
due invoices or not. If they do not have any past due
invoices the message associated with Current Due will be
printed on the statement. If they have an invoice that is
one to thirty days over due the message associated with 1-30
Days Over Due will appear on the statement and so on.
H. Backup/Restore Files
1. Backup Files
This option allows you to backup your data(dbf) files
without leaving the program. It will copy your files into
another subdirectory on the hard disk. It will prompt you
to enter in the Backup Drive and Directory. If you enter
d:\backup as the backup drive and directory it will copy the
data files to the backup directory on the D:drive. If an
invalid drive\directory is entered no action will be taken.
2. Restore Files
This option will allow you to restore your data(dbf) files
without leaving the program. It will prompt you to enter in
the drive and directory to restore from. Once the files are
restored it will reindex the files. You should always
reindex the files once they have been restored. If you do
not reindex the files the data may not be processed
properly. If an invalid drive\directory is entered no
action will be taken.
I. Customized Printouts
1. Client Invoice
This option will allow you create customized Invoices. You
must first select the format to modify or press F2 to create
a new format. Once in the format, F3 will delete the line
you are on and F4 inserts a line above the line you are on.
Press F5 for the setup options. This first one allows you
to indicate the number of lines per page. If you enter 66
lines and only fill out the format for 40 lines, the last 26
lines will just be blank. The print type lets you select
condensed or normal print. If you select normal you have 79
columns to use. Condensed will give you 131 columns. The
draw box will let you draw double or single line boxes.
Printer fonts will let you set up different fonts that your
printer supports. To edit a font press F4, the F3 key will
delete the font the cursor is on. If you want to add a font
press F2. Then you can enter a description and the decimal
codes for the font. The decimal codes can be found in your
printer manual.
In creating a form you may type anything you want to appear
on the form. If you want it to be bold, position the cursor
PAGE 57
prior to what you want to be bold then select printer fonts.
Highlight the bold font and press enter. This will write
over the next 15 or so positions and you might have to
retype some information. The next time you edit the form,
the 15 or so positions will only display up to 3 positions.
These are the ASCII characters sent to the printer to tell
it to print in bold. If you do not want everything in bold
you will have to select the cancel bold font and put it
where you want the bold to stop. This works the same for
all the printer fonts.
Information can be pulled from the client, invoice, and
company files. Press F10 to display all the fields that are
available. Highlight the desired field and press enter and
it will then be put in the format surrounded by upside down
exclamation points. The fields that have a 1,2, and 3 are
the state fields. Any text without upside exclamation
points surrounding it will be printed as text. Otherwise,
it will pull the information from the data files. When
entering the line items for the invoice you MUST put the
field 'Skip To Next Line Item' at the end of the line. This
is so it will skip to the next line item in the data file.
If this is not in your format, all the information for the
invoice may not be printed on the invoice. You will have to
create a line in the format, for the number of line items
that you want to appear on your invoice.
Press Escape to exit. You will then have the option to save
your changes. If no changes were made, this option will not
appear. You may create as many formats as you wish. You
will always have the option to select from any one of the
formats when printing invoices or editing the formats.
2. Client Statement
This option will allow you create customized Statements.
You must first select the format to modify or press F2 to
create a new format. Once in the format, F3 will delete the
line you are on and F4 inserts a line above the line you are
on.
Press F5 for the setup options. This first one allows you
to indicate the number of lines per page. If you enter 66
lines and only fill out the format for 40 lines, the last 26
lines will just be blank. The print type lets you select
condensed or normal print. If you select normal you have
79 columns to use. Condensed will give you 131 columns.
The draw box will let you draw double or single line boxes.
Printer fonts will let you set up different fonts that your
printer supports. To edit a font press F4, the F3 key will
delete the font the cursor is on. If you want to add a font
press F2. Then you can enter a description and the decimal
codes for the font. The decimal codes can be found in your
printer manual.
In creating a form you may type anything you want to appear
on the form. If you want it to be bold, position the cursor
prior to what you want to be bold then select printer fonts.
PAGE 58
Highlight the bold font and press enter. This will write
over the next 15 or so positions and you might have to
retype some information. The next time you edit the form,
the 15 or so positions will only display up to 3 positions.
These are the ASCII characters sent to the printer to tell
it to print in bold. If you do not want everything in bold
you will have to select the cancel bold font and put it
where you want the bold to stop. This works the same for
all the printer fonts.
Information can be pulled from the client, invoice, and
company files. Press F10 to display all the fields that are
available. Highlight the desired field and press enter and
it will then be put in the format surrounded by upside down
exclamation points. The fields that have a 1,2, and 3 are
the state fields. Any text without upside exclamation
points surrounding it will be printed as text. Otherwise,
it will pull the information from the data files. When
entering the line items for the statement you MUST put the
field 'Skip To Next Line Item' at the end of the line. This
is so it will skip to the next line item in the data file.
If this is not in your format, all the information for the
statement may not be printed. You will have to create a
line in the format, for the number of line items that you
want on your statement.
Press Escape to exit. You will then have the option to save
your changes. If no changes were made, this option will not
appear. You may create as many formats as you wish. You
will always have the option to select from any one of the
formats when printing statements or editing the formats.
3. Purchase Order
This option will allow you create customized Purchase
Orders. You must first select the format to modify or press
F2 to create a new format. Once in the format, F3 will
delete the current line and F4 inserts a line above the line
you are on.
Press F5 for the setup options. This first one allows you
to indicate the number of lines per page. If you enter 66
lines and only fill out the format for 40 lines, the last 26
lines will just be blank. The print type lets you select
condensed or normal print. If you select normal you have 79
columns to use. Condensed will give you 131 columns. The
draw box will let you draw double or single line boxes.
Printer fonts will let you set up different fonts that your
printer supports. To edit a font press F4, the F3 key will
delete the font the cursor is on. If you want to add a font
press F2. Then you can enter a description and the decimal
codes for the font. The decimal codes can be found in your
printer manual.
In creating a form you may type anything you want to appear
on the form. If you want it to be bold, position the cursor
prior to what you want to be bold then select printer fonts.
Highlight the bold font and press enter. This will write
PAGE 59
over the next 15 or so positions and you might have to
retype some information. The next time you edit the form,
the 15 or so positions will only display up to 3 positions.
These are the ASCII characters sent to the printer to tell
it to print in bold. If you do not want everything in bold
you will have to select the cancel bold font and put it
where you want the bold to stop. This works the same for
all the printer fonts.
Information can be pulled from the vendor, purchase order,
and company files. Press F10 to display all the fields that
are available. Highlight the desired field and press enter
and it will then be put in the format surrounded by upside
down exclamation points. The fields that have a 1,2, and 3
are the state fields. Any text without upside exclamation
points surrounding it will be printed as text. Otherwise,
it will pull the information from the data files. When
entering the line items for the purchase order you MUST put
the field 'Skip To Next Line Item' at the end of the line.
This is so it will skip to the next line item in the data
file. If this is not in your format, all the information
for the purchase order may not be printed. You will have to
create a line in the format, for the number of line items
that you want to appear on your statement.
Press Escape to exit. You will then have the option to save
your changes. If no changes were made, this option will not
appear. You may create as many formats as you wish. You
will always have the option to select from any one of the
formats when printing invoices or editing the formats.
4. Received P.O.
This option will allow you create customized Received
Purchase Orders. You must first select the format to modify
or press F2 to create a new format. Once in the format, F3
will delete the line you are on and F4 will insert a line
above the line you are on.
Press F5 for the setup options. This first one allows you
to indicate the number of lines per page. If you enter 66
lines and only fill out the format for 40 lines, the last 26
lines will just be blank. The print type lets you select
condensed or normal print. If you select normal you have 79
columns to use. Condensed will give you 131 columns. The
draw box will let you draw double or single line boxes.
Printer fonts will let you set up different fonts that your
printer supports. To edit a font press F4, the F3 key will
delete the font the cursor is on. If you want to add a font
press F2. Then you can enter a description and the decimal
codes for the font. The decimal codes can be found in your
printer manual.
In creating a form you may type anything you want to appear
on the form. If you want it to be bold, position the cursor
prior to what you want to be bold then select printer fonts.
Highlight the bold font and press enter. This will write
over the next 15 or so positions and you might have to
PAGE 60
retype some information. The next time you edit the form,
the 15 or so positions will only display up to 3 positions.
These are the ASCII characters sent to the printer to tell
it to print in bold. If you do not want everything in bold
you will have to select the cancel bold font and put it
where you want the bold to stop. This works the same for
all the printer fonts.
Information can be pulled from the vendor, purchase order,
and company files. Press F10 to display all the fields that
are available. Highlight the desired field and press enter
and it will then be put in the format surrounded by upside
down exclamation points. The fields that have a 1,2, and 3
are the state fields. Any text without upside exclamation
points surrounding it will be printed as text. Otherwise,
it will pull the information from the data files. When
entering the line items for the received purchase order you
MUST put the field 'Skip To Next Line Item' at the end of
the line. This is so it will skip to the next line item in
the data file. If this is not in your format, all the
information for the received purchase order may not be
printed. You will have to create a line in the format, for
the number of line items that will fit on your received
purchase order.
Press Escape to exit. You will then have the option to save
your changes. If no changes were made, this option will not
appear. You may create as many formats as you wish. You
will always have the option to select from any one of the
formats when printing invoices or editing the formats.
5. Check Alignment
This option will allow you create customized checks. You
must first select the format to modify or press F2 to create
a new format. Once in the format, F3 will delete the line
you are on and F4 inserts a line above the line you are on.
Press F5 for the setup options. This first one allows you
to indicate the number of lines per check. If you enter 45
lines and only fill out the format for 40 lines, the last 5
lines will just be blank. The print type lets you select
condensed or normal print. If you select normal you have 79
columns to use. Condensed will give you 131 columns. The
draw box will let you draw double or single line boxes.
Printer fonts will let you set up different fonts that your
printer supports. To edit a font press F4, the F3 key will
delete the font the cursor is on. If you want to add a font
press F2. Then you can enter a description and the decimal
codes for the font. The decimal codes can be found in your
printer manual.
In creating a form you may type anything you want to appear
on the form. If you want it to be bold, position the cursor
prior to what you want to be bold then select printer fonts.
Highlight the bold font and press enter. This will write
over the next 15 or so positions and you might have to
retype some information. The next time you edit the form,
PAGE 61
the 15 or so positions will only display up to 3 positions.
These are the ASCII characters sent to the printer to tell
it to print in bold. If you do not want everything in bold
you will have to select the cancel bold font and put it
where you want the bold to stop. This works the same for
all the printer fonts.
Information can be pulled from the cash payments or direct
check files. Press F10 to display all the fields that are
available. Highlight the desired field and press enter and
it will then be put in the format surrounded by upside down
exclamation points. Any text without upside exclamation
points surrounding it will be printed as text. Otherwise,
it will pull the information from the data files. When
entering the invoices to be paid you MUST put the field
'Skip To Next Line Item' at the end of the line. This is so
it will skip to the next invoice for this particular vendor
in the data file. If this is not in your format, all the
invoices to be paid not be printed on the check. You will
have to create a line in the format, for the number of
invoices you want each check to pay. If you want to pay up
to 10 invoices per check and only have 3 invoices for a
vendor, the last 7 lines will be blank. You can also enter
the check amount field on the stub portion, as a total of
all invoices paid.
Press Escape to exit. You will then have the option to save
your changes. If no changes were made, this option will not
appear. You may create as many formats as you wish. You
will always have the option to select from any one of the
formats when printing the checks or editing the formats.
J. Video Parameters
This option allows you to indicate the type of video adapter
card you have. If you select a type you do not have an
error message will be displayed. If you select EGA or VGA,
when entering invoices or transactions, you will have more
lines displayed on the screen to make line item entries.
K. Printer Setup
Select the type of printer you have. If your printer is not
on the list select a printer compatible to yours. Your
printer manual will indicate the type of printers yours will
emulate. If you are unable to find a printer compatible
with yours highlight OTHER and press enter. This will allow
you to enter in the proper normal and condensed decimal
codes for your printer. These codes may be found in your
printer manual.
L. Default Descriptions
This option will allow you to put in your own descriptions
that will appear on statements and aging reports. When
making invoices, P.O.'s, Received P.O.'s, AR and AP
transactions, Cash Payments and Receipts, and AR write offs
you are prompted to enter in a description that will appear
PAGE 62
on statements and aging reports. This option allows you to
let it default to what you want, but may also be changed.
M. Country Setup
This option will allow you select various date formats. It
also allows for Canadian Providences and Zip Codes. If you
select American it will use State. If you select Canadian
it will use Providence and allow for a Canadian Zip Code.
You may also select a date format which will display the
date in the format displayed on the screen.
N. DOS Functions
1. Format Floppy Disk
This option will allow you to format a floppy disk. You can
select either A or B drive only. If the disk you put in the
drive contains any files, they will be lost!
2. Check Disk
This option will run the DOS utility program CHKDSK. See
your DOS manual for more information.
3. Rename File
This option will allow you to rename a file. Enter the file
name to rename in the File Name field. You can specify a
path name along with the file name. Enter the new file name
in the Rename To field. You can specify a path name along
with the file name. If a file already exists with the name
and path specified in the Rename To field, the file will not
be renamed.
4. Copy File
This option will allow you to copy a file. Enter the file
name to copy in the File Name field. You can specify a path
name along with the file name. Enter the name of the file
to copy it to in the Copy To field. You can specify a path
name along with the file name. If the file specified in the
Copy To field already exists, it will be overwritten!
5. Delete File
This option will delete a file. Enter in the file name to
delete. You can specify a path name along with the file
name. The file entered will then be deleted!
6. Move File
This option will allow you to move a file. Enter the name
of the file you want to move in the File Name field. You
may specify a path name along with the file name. Enter the
file name you want to move the file to in the Move To field.
You may specify a path name along with the file name. If a
file already exists with the path and name specified in the
Move To field, it will be overwritten! If you try to move a
file to the same file, the file will be deleted!
7. Backup to Floppy Disk
This option will allow you backup files to a specified disk
PAGE 63
drive. Enter the parameters in the Backup Parameters field.
The parameters work just like the DOS backup parameters.
For more information see your DOS manual.
8. Restore from Floppy Disk
This option will allow you restore files from a specified
disk drive. Enter your parameters in the Restore Parameters
field. The parameters work just like the DOS restore
parameters. For more information see your DOS manual.
9. DOS Window
This option will allow you to exit to DOS. To return to
Painless Accounting type in 'EXIT'.
10. Tree Directory
This option will display your directories in a tree like
format. When you highlight a directory and press enter, the
files in that directory will be displayed. If you highlight
an ASCII file the text will be displayed on the screen.
O. Configuration Setup
This option will allow you to activate or deactivate certain
parts of Painless Accounting and select some default
options.
Painless Accounting allows you to set the length of your
product codes from 10 to 30 characters. The longer the
product code gets, the smaller the description will be. The
two lengths together have to equal 40 characters. You may
also set the default on how you want your reports to be
generated.
You have the option of activating job costing to track all
expenses for jobs to be performed. If you do not use hold
invoices in the billing module you may turn it off, so it
will not ask if the invoice is a hold invoice. If you do
not care that you might get negative units on hand for your
products, you can turn off the message that warns you of
negative units. You can also specify if you want to enter
in a ship to address in the billing module.
When receiving a partial payment for an invoice you have the
option to write off the remainder as a bad debt at that
time. This can be turned off so it will not prompt you for
this. If you have a slower computer you can turn off the
exploding windows to speed up the processing. If you need
to track commissions you have the ability to turn on the
commission portion of Painless Accounting.
You may also indicate if you want hold invoices to be
included on the revenue journal, providing you have the hold
invoice option activated. You can also specify to generate
the GST tax on invoices.
PAGE 64
P. Run Program Setup
This option allows you to setup other programs you have and
be able to run them from within Painless Accounting by
simply pressing two keys.
You may enter a program name to remind you which program you
are going to run. You must also specify the full path.
This will include the drive and directory. You must also
specify the name of the file that runs your other program
and the memory requirements. You may leave the memory at 0
to utilize all memory available. For example, to set
Painless Payroll as the program to run when ALT+1 is
pressed, you can enter PA Payroll as the program name.
C:\PAP as the full path and PAP as the program command that
runs the payroll program and leave the memory at zero to
utilize all memory. Now at any time within Painless
Accounting you can press ALT+1 to run Painless Payroll.
Once you exit out of the Payroll package you will return to
the point you left off at in Painless Accounting.
ENTER BEGINNING BALANCES
To enter beginning balances for your accounts, clients,
vendors, or products, simply press F10 from the main menu.
Then select the beginning balances you need to enter. This
will automatically update the balance and also offset the
amount to an 'X' account in your chart of accounts. If the
'X' account does not exist one will be created
automatically. Be careful to only setup beginning balances
through this option so you will not end up with a balance in
the 'X' account.
1. Accounts
Select this option to enter beginning balances in your chart
of accounts. All the chart of accounts will be displayed on
the screen. Simply highlight the account and press enter
and enter in the amount to add to the current balance. You
should not enter beginning balances for Accounts Receivable,
Accounts Payable, and Inventory through this option. These
will be updated when beginning balances are enter for your
clients, vendors, and products. Remember this will be
offset to the 'X' account.
2. Clients
Select this option to enter beginning balances for your
clients. All the clients will be displayed on the screen.
Simply highlight the client and press enter to enter in an
invoice for the beginning balance. You will first enter an
invoice number, date of the invoice, due date, description,
and amount of the invoice. The amount of the invoice will
be added to the current balance of the client. This amount
will be added to the accounts receivable total. Remember
this will also be offset to the 'X' ac count.
3. Vendors
Select this option to enter beginning balances for your
vendors. All the vendors will be displayed on the screen.
Simply highlight the vendor and press enter to enter in an
PAGE 65
invoice for the beginning balance. You will first enter an
invoice number, date of the invoice, due date, description,
and amount of the invoice. The amount of the invoice will
be added to the current balance of the vendor and will be
added to the Accounts payable account. Remember this will
also be offset to the 'X' account.
4. Products
Select this option to enter beginning balances for your
products. All the products will be displayed on the screen.
Simply highlight the product and press enter to enter in
units and dollars on hand. You will then enter the number
of units to add to the current units on hand. The inventory
account will be updated by the number of units added times
the standard cost. Remember this will also be offset to the
'X' account.
INSTALLING A COMPANY
Place the disk label Installation Disk in Drive A. Type in
'A:CINSTALL'. This will start the installation process.
Enter 'Y' to continue with the installation. You will then
be prompted to enter in the drive and directory to install
Painless Accounting. If you are unsure just press Enter.
In order for Painless Accounting to function properly you
must have 20 files and 16 buffers in your config.sys file.
If you want your config.sys file to be updated answer 'Y'.
If you answer 'N' you must update your config.sys file
yourself.
It will then begin to create your data files.
You then have the option to use the sample chart of
accounts. If you answer 'Y' it will ask for the
installation disk, which should already be in Drive A. If
you answer 'N' it will begin to index your files.
It will then begin to create the help file.
You will then be prompted to insert Disk #1 in Drive A. This
will copy the program EXE file. If you are installing a
second company the next steps will be skipped.
When prompted insert Disk #2 in drive A and it will copy the
program OVL file.
If your config.sys file had to be updated, it will beep and
then a screen will appear indicating that you must reboot
the computer before using Painless Accounting. Press any
key to continue and then reboot. To reboot, press the reset
button or press CTRL ALT DELete simultaneously. You also have
the option of printing the manual at this time.
PAGE 66
CONVERTING FROM 2.5, 3.0, 4.0 TO 5.0
Place the disk label Installation Disk in Drive A. Type in
'A:CINSTALL'. This will start the installation process.
Press F2 to convert your 2.5, 3.0, or 4.0 data files to 5.0.
You will then be prompted to enter in the drive and
directory to install Painless Accounting. If you are unsure
just press Enter through each option.
It will then prompt you to enter in the drive and directory
in which your 2.5, 3.0, or 4.0 data files are located.
It will then start creating the new data file structures and
then begin converting the files. After the files are
converted, it will begin reindexing.
Once the reindexing is complete you will have to enter in
the account numbers for your Products, Cost of Good Sold,
Sales Tax, and Sales Tax Expense accounts. Freight Income
and Freigth expense accounts will also need to be added.
If these accounts are not on file you may add them at this
time.
The INVENTORY account will be updated when merchandise is
received and the Received Purchase Orders are posted. It
will also be updated when the billing is posted for products
sold.
The COST OF GOODS SOLD is the default account used when
entering a product. If you have different departments the
appropriate account will be updated when the billing module
is posted.
The SALES TAX account will keep track of all tax charged to
the client when making out an invoice.
The SALES TAX EXPENSE account will keep track of all tax you
are charged when making a Purchase Order or Received
Purchase Order.
The Freight income tracks all freight charged on invoices and
the freight expense tracks all freight you were charged by
vendors. The help file will then be created for you.
You will then be prompted to insert Disk #1 in Drive A. This
will copy the program EXE file.
When prompted insert Disk #2 in drive A and it will copy the
program OVL file.
PAGE 67
