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PC ACCOUNTING II Copyright 1986 PPE Inc. Table of Contents Introduction.........................2 List of Files........................3 Program Summary......................3 How To Start the Programs............4 Accounts.............................5 Account File.........................5 Basics of Accounting.................6 Account Design.......................8 Disk Management......................8 Products.............................8 Accounts Receivable Accounts Payable...................10 Transaction Format...................11 Entering Transactions................12 Entry Options........................14 Exit.................................15 Options..............................15 Change Options.......................16 Posting Totals.......................17 Print Journal........................18 Summary Program......................19 Print Accounts, Ledger...............19 Statements...........................19 Transferring to New Year.............20 End of Year Inventory................21 End of Year Transactions.............23 End of Year Accounts.................23 Clear All Transactions and Repost....24 Comparing Bank Statement.............25 1099 Forms...........................26 Multipurpose Forms...................26 Numbering of Forms...................28 Credit and Debit Memos...............28 Printing the Forms...................28 Condensed Format for Products........29 Condensed Format for Account Receivable and Payable.............29 Backup Copies........................30 Printing Checks......................30 Program Accuracies...................31 Double Checking Sums.................32 Starting Your Own Files..............32 Errors ..............................34 How to Stop Printing ................35 Prompts .............................35 Printing AR/AP Labels................36 Directory of AR/AP...................36 Computer Crashes.....................36 Miscellaneous Notes..................37 Checking For Low Inventory...........37 Inventory Check Sheets...............37 Balance Sheet and Income Statement...39 Monitoring Accounts Receivables......39 Finance Charges......................40 Returns..............................40 Payments Received....................40 Payments Made........................41 Inventory Shipped....................41 Inventory Received...................41 License Agreement....................41 Disclaimer of Warranties.............42 Update and Service Policy............42 User Supported Software..............44 Registration Order Form..............45 Other Software form PPE..............46 Business Forms ......................47 Introduction PC Accounting II is an integrated General Ledger, Inventory, Accounts Receivable, Accounts Payable, and Payroll Program. PC Accounting II is an extension of our previous program PC Accounting (now Renamed PC Accounting I). Yes, there really is a PC Accounting I. We did not just start at number II as some companies do. You do not have to use every option of the program. For example, you can use Accounts Receivable without using the Accounting Journal. You do not have to use the Inventory if you do not keep an Inventory. You do not have to use the Payroll if you have an outside service processing your payroll. You can use PC Accounting II with PC Accounting I. For example, if you are a dentist and have a lot of accounts receivables but do not need to keep a double entry accounting system you can use PC Accounting II for your receivables and keep your accounting records on PC Accounting I. PC Accounting I is a single entry accounting system suitable for very small business that do not need a double entry accounting system. PC Accounting I and its manual should be on the first disk of the two you received. The Payroll Program and the Secondary Program are the same for both PC Accounting I and PC Accounting II. Information on how to use the Secondary Program and Payroll Program is in the manual for PC Accounting I. If you are using PC Accounting II, you also need to print the manual for PC Accounting I. PC Accounting II is a very simple Accounting Program. There are other programs that have a lot more features. Our program was designed for small companies that need an easy to use accounting program. You can purchase more complicated accounting programs that will do everything from forecasting to showing your data for the past seven years. But do you really need all the information these programs provide? Are you willing to spend hours required each week to run the programs? If you have an intelligent full time bookkeeper who can handle the full time task of running one of the other, more complicated programs maybe you should consider them. However if you or a secretary are keeping your books, then our program is clearly the easiest program. If this program does everything you need, why bother with a much more complicated program? List of Files You should have received two disks. The first disk is the PC Accounting I disk. The Secondary Program and The Payroll Program are on the first disk and are used by both PC Accounting I and II. The Second Disk is the PC Accounting II disk. The following files should be on the PC Accounting II Disk: INITIAL.EXE - The Initial Program START.EXE - The Start Program SUMMARY.EXE - The Summary Program ENTRY.EXE - The Entry Program TRANS - Sample Transactions ARAP - Accounts Receivable Accounts Payable file ACCOUNTS - Contains the Accounting Accounts (Assets, Liabilities, Equity, Revenue, Expense) PRODUCTS - All your products for inventory. COMPANY - Contains information about your company. INVENT - Inventory, Entry for each inventory change DBCR - DeBits CRedits, Entry for each account change EMPLOYEE - All your employees TAXTBL - Tax Table for Payroll Program CONTRACT - All your Contractors CLASS - Only used in PC Accounting I BANK - Only used in PC Accounting I SCREEN - Only used in PC Accounting I BASRUN.EXE - Basic Runtime module MAN - Manual PRINTMAN.BAS - Short Basic Program that prints the manual OF - Order Forms for Multipurpose Forms The Programs The Start Program is a very simple program that provides a menu and description of the other programs you can use. You can run all of the programs directly from DOS. Using the START program is not necessary to run any of the other programs. The start program also has an option that prints the Journal out on paper. The Initial program is used to enter the names of your accounts, products, and accounts receivables. The initial program is also used to check the current balance of the accounts, the current number and value of products in stock, and the current and late accounts payable and accounts due. The initial program also prints inventory check sheets, balance sheet, and income statement. The Secondary Program is used to enter company information, your employees, tax tables, and contractors. The secondary program has a depreciation calculation subroutine and a simple end of year inventory you can use if you are not using the inventory in PC Accounting II. Information on the Secondary program is in the manual for PC Accounting I which is on the first disk. The secondary program is used to change the sales tax, your ship to address, printed forms option, terms, and shipping. The entry program is used to enter each transaction. The entry program is used to view and change transactions already entered. The entry program prints purchase orders, invoices, debit memos, credit memos, packing lists and checks for each transaction. The Summary program is used to summarize and report the the transactions. The summary program also has the end of year transactions and prints statements. The Payroll program is used to calculate the deductions for your employees and prints the paychecks. Information on the Payroll program is in the PC Accounting I Manual which is on the first disk. How To Start The Programs The programs are menu driven and relatively easy to use. You should jump right in and try running the programs. All files must be on the default disk drive. It will only take about a hour to try every option of all the programs. This is not a large printed manual with hundreds of printed screens. We had to limit the length of this manual so that it would fit on disk. If you are using a hard disk, just copy all of the files to your hard disk. If you are running the program from the floppy disk, make a working copy by deleting the manual file (after you made a backup copy) and copy the PAY.EXE, SECOND.EXE, GROSSPAY, EMPLOYEE and TAXTBL from the first disk to the working disk. Before you can start using this program, you need to know how to use your computer and disk operating system. You should know : 1. How to turn on your computer and load DOS 2. How to backup a disk or file using DISKCOPY or COPY 3. How to see what is on your diskettes using DIR 4. How to delete a file using DEL 5. Which disk drive is drive A, which disk drive is drive B, and which one is the default disk drive at any time (the letter before the > prompt). 6. How to use your hard disk, make directories, change directories and copy files between directories. If you do not know how to do any of the above, read your Disk Operating System manual. IBM also encloses with some of its computers a manual titled Guide to Operations which explains in simple terms how to use DOS. You could also get a friend to show you how to use your computer. Accounts This program is set up so you can have up to 255 accounts. The number of the account determines whether it is an asset, liability, stockholders equity, revenue or expense. Stockholders equity is also known in accounting terminology as net worth, equity, or capital. Account # Type of Account 1 - 49 Assets 50 - 99 Liabilities 100- 124 Stockholders Equity 125- 149 Revenue 150- 255 Expense As you can see from the above table, you can have up to 49 assets accounts, 50 liability accounts, 25 stockholders equity accounts, 25 Revenue accounts, and 105 Expense accounts. Each individual accounts payable and accounts receivable is kept separately in the ARAP file, so you only need one account for accounts payable and one account for accounts receivable. Other programs allow you to have thousands of accounts, but for most businesses 255 is more then sufficient. If you want to keep data for two departments, you can set up a different account for each department. For example, you can have account 125 as Sales Dept A and account 126 as Sales Dept B. You can have a similar breakdown for expenses, assets, and liabilities. However, adding a separate account for each department may push the number of accounts you need over the 255 limit. If your company is large and has several departments you may want to consider using a more advanced multiuser accounting system. A basic knowledge of bookkeeping is required to use the accounting features of this program. Any double entry accounting program requires that you have a basic knowledge of bookkeeping. A single entry accounting system such as PC Accounting I does not require any knowledge of accounting. Account File For each account from 1 to 255, the following information is stored in the fields: Account Name - Enter Debit Total - Computer adds all transactions involving this account with a debit entry Credit Total - Computer adds all transactions involving this account with a credit entry Start Of Year Balance - Enter the starting balance First Transaction Number - Not currently used; for future use The account Name is a 12 character or less name of the account. We had to limit the account name to twelve characters in order to fit it on the screen. The debit total is the total debits for this account in the current year. The credit total is the total dollar credits for the account this year. The start of the year balance is the balance of that account at the start of the year. The start of the year balance is positive if it has a debit balance. The start of the year balance is negative if it has a credit balance. The current balance is also calculated and shown. Current Balance = Start of Year Balance + Debits - Credits Because our program posts each entry right after it is entered the balance is always up to date. This is especially useful for accounts such as checking and bank accounts. Do not change accounts in the middle of the year. You can add new accounts in the middle of the year. For example, do not change account #1 from Citizens Bank Account to Hanover Bank Account. Make the Hanover Bank account account number 22 or another UNUSED asset account. At the start of the year, you can change account numbers IF the balance is ZERO; this is standard accounting practice. You should not change account numbers in the middle of the year with any accounting system. Basics of Accounting Each account must be either an asset, liability, stockholders equity, revenue, or expense account. Assets = Liabilities + Stockholders Equity + Revenue - Expenses Each transaction must affect at least two accounts (that is why they call it double entry), and each transaction must be balanced (the total debits and total credits must be equal). For example, the following transaction affects two accounts and is balanced: Account Debits Credits Cash in Bank $335.00 Sales $335.00 Debits are normally entered in the left of the two columns and Credits are entered in the right column. However, in our program to save screen space we have used the alternative method of using one column for both debits and credits with debits being positive and credits being negative. For example, the above transaction is shown as : Account Cash in Bank $335.00 Sales -$335.00 0.00 The 0.00 is the transaction balance which should be zero for all transactions. Debits and Credits either increase or decrease the account depending on whether it is an asset, liability, stockholders equity, revenue, or expense. Debits Credits Increase Assets Decrease Assets Decrease Liabilities Increase Liabilities Decrease Stockholders Equity Increase Stockholders Equity Decrease Revenue Increase Revenue Increase Expenses Decreases Expenses When you enter an account number, the computer will tell you whether the account is an asset, liability, stockholders equity, revenues or expense. The computer will also tell whether a debit will increase or decrease the account and whether a credit will increase or decrease the account. Ninety Eight per cent of your transactions are routine. The most common transactions are : Sale of Merchandise for Cash Sale of Merchandise on Credit Received Payment for Sale of Merchandise on Credit Pay for Expenses in Cash Purchase Inventory in Cash Purchase Inventory on Credit Pay for Inventory Purchased on Credit Employee Expenses and Payroll Tax Liability Sales Tax Collected Petty Cash Expenses Note: "Cash" refers to a checking account or cash. Once you have decided how to handle these routine transactions, 98% of your transactions are taken care of. If you are already in business, just use your current books as a guide on how to handle these routine transactions. If you are just starting in business, you need to decide how to handle these routine transactions. You may want to make a short list of which account number to debit and which to credit for your routine transactions until you have used them so often you have them memorized. The remaining 2% of the transactions will become more complicated and might have tax implications. For example, purchasing expensive equipment involves depreciation and other tax considerations. Your accountant can help you with tax and end of year closing transactions. There are hundreds of books on accounting you can read if you need to learn more about accounting. This manual is not intended to be a book on accounting. Account Design And Journal Traditional accounting systems use both journals and ledgers. In traditional accounting systems, transactions are first entered into a Journal then posted to the General Ledger. A Journal is a sequential entry of all the transactions. A Ledger contains the same information as the journal except that it is stored under each account rater then sequentially. PC Accounting II is not a traditional accounting system. PC Accounting II was designed to take advantage of the hard disk technology and the fast speeds of today's personal computers to eliminate the need for both a journal and ledger. PC Accounting II keeps only a journal of all the transactions. PC Accounting II does not store transactions in a general ledger. Only the total debits and credits for each account are kept. PC Accounting II can print a Ledger for each account or all the accounts, but the entries are still stored sequentially in the Journal. This set up eliminates the possibility of posting errors, the problems of keeping two redundant files, and makes the program easier to understand and more reliable then the traditional design. This program does not use any special Journals such as a Cash Disbursements Journal. This program only has a General Journal. Special journal are useful in handwritten accounting systems. However, they would have no advantage in this system. Disk Management All of the programs in PC Accounting II require all of the data to be in the default disk drive. This program will run with a single disk drive. However,a hard disk is required for data storage for more then a few thousand entries. Since this program uses a lot of disk reads and writes, using a floppy disk slows down this program. You can try this program out on a floppy disk-based system, but a hard disk is virtually required to run this program effectively. This program was designed to take advantage of the hard disk technology. Using a hard disk is a lot easier then wasting hours swapping floppy disks. Products The product file contains your products you want to keep track of. Your products must be numbered sequentially. You can have up to 7,000 different products. Products one to five are used for : Product# 1 General Merchandise 2 Individually Tracked Items 3 Sales Tax 4 Shipping 5 Trade Discounts General Merchandise are small items you do not want to keep track of. For example, you may not want to keep track of disk mailers because they are so inexpensive. Individually tracked items are large, expensive items you want to keep individual track of. For example, if you are an automobile dealer you would keep track of each car you purchase, not just a running total of the cars you have in stock. Sales Tax is sales tax you collect or pay. Sales tax you pay on purchases will be posted to the total dollar cost field. Sales tax you collect on sales will be posted to the total dollar sales field. Shipping is the shipping you charge your customers or the shipping amount you pay your suppliers. Shipping you pay on purchases will be posted to the total dollar cost field. Shipping you charge customers will be posted to the total dollar sales field. Trade Discounts are either the trade discounts you give your customers or the trade discounts you get from your suppliers. Trade discount you earn on purchases will be posted to the total dollar cost field. Trade discounts you give on sales will be posted to the total dollar sales field. Each Record in the Product File contains : Description of the Product - Description and suppliers product# Measure - How the product is counted (units, box, dozen, Hundred) Reorder Amount - Reorder point Standard Cost of the Product - How much it should cost you to purchase or make this product Product Location - Where the product is stored Total Quantity Ordered - Total Quantity Received - Total Quantity Sold - Total Dollar Cost - How much it cost you to buy all the products Total Dollar Sold - Price One - Price at lowest quantity Minimum order quantity - Price Two - Price Break Two - The quantity at which the customer get price two Price Three - Price Break Three - The quantity at which the customer gets price three. Three different prices can be used when you have reduced prices for customers who purchase items at higher quantities. You do not have to use prices two and three if you only have a single price. In fact, you don't even have to use price one if you don't want to, but then you would have to enter the price manually every time someone orders the product. If you have four or more prices for a product, you can enter three prices and enter the fourth or fifth price whenever the product is sold at the fourth of fifth price. The Quantity Ordered, Received, Sold, Dollar Cost and Dollar Sold are the sums of all the transactions involving the product; the computer automatically calculates them. When you are first entering the products, just enter zero for these fields. The description of the product is 25 characters long. The first 15 characters are a short description of the product. The last 10 characters are your suppliers' product number. You do not have to use the last 10 characters for your suppliers' product number; you can leave the last 10 characters blank. The last 10 characters containing your suppliers product number are only printed on purchase orders. For each product the following are calculated: Number in Stock = Total Quantity Received - Total Quantity Sold Average Cost = Total Dollar Cost / Total Quantity Ordered Average Price = Total Dollar Sold / Total Quantity Sold Average Margin = Average Price - Average Cost Total Margin = Average Margin * Total Quantity Sold The Total Margin is the gross amount of money you made selling the product. For the first five "products" such as sales tax, the costs and margins are meaningless. If sales for a product are zero, the margin may be negative which is meaningless because you did not actually sell any of the product. If you did sell some products and the margin is negative, you lost money on every one you sold (something you don't want to do!). You can use the margin and total margin to determine which products are the most profitable. If the margin and total margin are low, you may want to discontinue the product. Products Can Be Services Products do not have to be physical products. You can enter services as products. We defined shipping, tax and discounts as products. Of course, the quantity in stock and costs for services is meaningless. Accounts Receivables Accounts Payable File (ARAP) The ARAP (Accounts Receivable Accounts Payable) File is used for both accounts receivable and accounts payable. From now on, we will use the abbreviation AR for accounts receivable and AP for accounts payable. We have used the same file for both Accounts Receivable and Accounts Payable because the information needed for them is the same. The AR/AP Flag is used to determine if the entry is an AP or an AR account. You can have up to 7,000 Accounts Receivables/ Payables. Each record in the ARAP file contains the following: AR/AP Flag - Whether this record contains AR or AP Bill To Name - Street Number - Street Name - City State Zip Code - Ship To Name - Ship To Address - Ship To City State Zip Code - Phone Number - Credit Limit - Total Borrowed - Total Paid - Contact Person - Current 0-30 days - Invoices 31-60 days - Invoices 61-90 days - Invoices over 90 days - Trade Discount - Sales Person Number - Informational Only Balance = Current 0-30 days + Invoices 31-60 + Invoices 61-90 + Invoices over 90 days The computer calculates the invoices, the amount paid and the amount borrowed from the transactions. When you are first entering a company in the ARAP file, just enter zero for the amount paid, amount borrowed, and all the invoices outstanding. The street number is entered separately from the street name because this program uses the street number to search for the correct ARAP record. A different name and address is used for billing and shipping because many firms use a Post Office box or have a different address for billing and shipping. The total borrowed and total paid are provided so that you can see who your best customers are. The balance due is calculated using the above formula, not from total borrowed and total paid. The total borrowed and total paid also serve as a check for the balance due. You must assign your Accounts Receivables and Accounts Payable numbers sequentially from one up. Accounts number one and two are used for General Accounts Receivable and General Accounts Payable. These are used for firms that you don't want to enter into your ARAP file. For example, you can use the general Accounts Payable for all the companies you purchase from only once. Every time you print an invoice or purchase order for general account #1 or #2 you will have to enter the customer's/supplier's name and address. You should only use the general accounts Receivables and Accounts Payables for companies you think you will have only one or two transactions with. Transaction Formant Each Transaction Contains : Day - Important for aging AR and AP Month - "" "" "" "" Description of Transaction AR/AP Number Contractor Number Who The Transaction is With - Date Shipped - Transaction Total - Used for AR/AP Amount Paid - "" "" Paid Flag - 0-Not Paid 1-Paid 2-Write Off etc. For Each Inventory Item in the transaction: Product Number - Cost or Price of the Item - Quantity Ordered or Sold - Positive Purchases Ordered Quantity Shipped or Received - Negative Sales Sold Total Cost for this item is Cost or Price times Quantity For each Account in the Transaction: Account Number - The account name is displayed on screen Dollar Amount - Positive for a debit, negative for a credit Entering Transactions Use the entry program to enter transactions. Each transaction is entered in the following steps: 1. The computer assumes the date is today's date. 2. The computer asks you for a description of the transaction. You should include the buyer's purchase order number or the supplier's invoice number if there is one for this transaction. 3. The computer will ask you for the number of the AR or AP account. Enter Zero if no AR or AP is involved. The computer will show the current Invoices Receivable at the bottom of the screen. The bottom line shows, invoices 0-30 days, 31-60 days, 61-90 days, over 90 days, and the Amount of Credit Still Available. The last figure, amount of credit, is the Credit Limit minis Outstanding Invoices. If the credit available for the customer is negative, he has gone over his Credit Limit. Make sure the customer has enough Credit Available for this purchase and does not have many late payments. This program only provides the information on the customer's credit status. You make the decision if you want to continue to extend credit to late payers or extend credit beyond their credit limit. 4. The computer will ask you for the Contractor Number. Most transactions do not involve contractors. Enter 0 if no contractor is involved. The contractor number is used for the 1099 forms. 5. The computer will ask you who the transaction is with. If an AR or AP account is involved, the computer will assume that the transaction is with that account. 6. The computer will ask you for the date shipped. This is informational only; it does not affect any of the quantities shipped. 7. The computer will ask you for the Product Number. Enter zero if there are no inventory products for this transaction. If you enter 0, the computer will advance to the accounts. 8. The computer will ask you for a description of the product. The default value is the name of the product, but you can change it. 9. The computer will ask you for the Price or Cost of the product. The computer will display the three prices and the standard cost of the item. The computer will give you the options of Price One, Price Two, Price Three, Manually enter the Price, Standard Cost, Tax and Trade discount. See the section on sales tax and trade discount for information on sales tax and trade discount. 10. The computer will ask you for the Quantity Ordered. Use one for Sales Tax or Trade Discounts, otherwise enter the Quantity Ordered. After you have entered the products, the computer moves to the accounts: 11. The computer will ask you for the Account Number. Enter 0 if there are no accounts or if you have already entered all the accounts. 12. Enter the Dollar Amount for the account. The computer estimates what it thinks the amount should be. You can press return if the amount is correct or change the amount. After the accounts are entered, the program will advance to the Change Options. The program will tell you if it is a sale or purchase. Remember: a sale has negative quantities for the products ordered. You can change the transaction to a sale using the "R" Sale option. If you have already shipped or received all the items, the you can use the change option "S" Received to change the Quantities Shipped to All Shipped/Received. If an AR/AP account is used, the computer will initially set the transaction total to the Total of the Inventory Items and the Amount Paid to 0. If the order was prepaid or partially paid, change the Amount Paid. The computer will tell you if the accounts for the transaction are balanced. Once in a while, the computer will tell your accounts are not balance when they are because of the round off error. Just ignore the warning if the transaction is balanced. You can have up to 30 products and 15 accounts in each transaction. If you have more then 30 items on a purchase order, you will have to enter two transactions, the first containing the first 30 products, the second containing the rest. Discounts, Sales Tax, and Shipping Discounts, sales tax and shipping are entered as products. In entering a transaction you: 1. Enter all products or services you are selling or purchasing. 2. Enter the Trade Discount if any 3. Enter Sales Tax, if any 4. Enter Shipping, if any It is important to enter the Trade Discount before Sales Tax and Shipping because you don't give a Trade Discount on Shipping and you pay Sales Tax on the Price After Discount. It is important to enter Sales Tax before Shipping because you don't pay Sales Tax on Shipping. You enter Trade Discounts just like a regular product but when asked for the Price use option "F" -Dsct (Discount). The computer will calculate the Trade Discount as the Total Cost of all the items entered times the Trade Discount percentage in the ARAP file. The Trade Discount will be negative. You enter Sales Taxes just like a regular product, but when asked for the Price use option "E" - Tax. The computer will calculate the tax using the tax rate. The tax rate may be changed using the Company Option of the secondary program. Entry Options The "<" is used to back up to the last item entered. If you notice that you made a mistake in the last entry pressing "<" will move you back to last entry. You can backup as many times as you want. However, if you made a mistake several items back it is easier to correct it using the change option when you are done with the entry. If you do not know the Contractor Number or an Account Number you can enter a negative number. The computer will then display several contractors or accounts starting with the positive value of the number you entered. For example, suppose you want the Payroll Expense Account but are not sure which account number it is. You know payroll is an expense so you enter -150 which show accounts 150 to 162. The payroll expense is not shown. You type -163 which shows accounts 162-175. The payroll expense is 170, so you type in 170. If you do not know the AR/AP number for a company, you can search the AR/AP file. Enter -1 to use the search option. The computer will then ask you for the Street Number to search for. For example, if you are looking for the Johnson and Sons Company whose address is 3684 Pine Street, you enter 3684 for the street number. The computer will show you every firm that has the street number 3684 and ask you if it is the correct firm. There may be another company that has the same street number, but it is unlikely that more the a few companies have the same street number. Adding Once Extra Account and Product The Entry program adds an extra account and inventory entry in case you decide to change the transaction and add an extra account or inventory items. For example, if you enter a transaction with 5 inventory items and 2 accounts, items the program will store the transaction with 6 inventory items (the sixth one empty) and 3 accounts (the last one account 0). If you made a mistake and forgot to enter a inventory item or account, you can go back and change the empty inventory item or the empty account. If you forgot to enter 2 inventory items or 2 accounts, you you cannot add two more inventory items or two accounts because only one extra space was added. If you forgot to enter two or more accounts or inventory items, you have to enter a new transaction correcting the old transaction. When using the summary program's view/change the product file, you will notice that there is an empty Inventory entry between each transaction. This is caused by the extra inventory space saved as described in the above paragraph. Exit If you have made many mistakes entering a transaction, it may be easier to reenter the entire transaction rather then correcting each wrong item. You can use the "X" option to exit. The transaction will not be saved on disk if you are entering it at the time. If you have previously entered the transaction and are now just viewing it, the transaction is already saved on disk so the Exit option just returns you to the Main Menu. For example, if you are entering a Transaction and you mistakenly entered part of one customers transactions on another customer's transaction, advance to the change options then exit, then correctly reenter the transaction. Be Careful About Being Done with the Accounts Once you enter 0 for no more accounts you can no longer back up to add more accounts. For example, if you press 0 for no more accounts when you had 3 more accounts, you cannot add any more accounts. You have to exit the transaction and reenter the entire transaction. If you pressed 0 for no more accounts and you have just one account left, you can change the empty account to the account you forgot to enter. Options The following options are given after entering a transaction or viewing an already entered transaction: 0 - Main Menu - This returns you to the main menu. A - Next Record - Show you the next transaction B - Back Last Record - Shows you the last transaction C - Changes - Gives you the Change Menu D - P.O. - Prints Purchase Order E - Invoice - Prints Invoice F - Check - Prints Check G - Credit Memo - Prints Credit Memo H - Debit Memo - Prints Debit Memo I - Packing List - Prints Packing List J - P.O. and Invoices to end of File - K - Enter new record L - Show - Shows inventory items 16-30 if there are over 15 inventory items. Does nothing if there are less then 16 items. Option A-Next Record and B-Back are used when scanning the transactions looking for a certain transaction. Option K is used to enter a new record. If you are entering several transactions, use the K option to enter the next transaction. The print P.O. and Invoices to end of file option will print invoices and purchase orders from the transaction you are on to the end of the file. You can type in all your Purchase Orders and Invoices then, print them all at once. The computer prints a Purchase Order for Transactions with your Accounts Payables suppliers and an Invoice for Transactions with your Accounts Receivables customers. The computer will not print anything for transactions with the General Accounts Receivable and payable #1 and #2 or for transactions that do not involve Accounts Payables or Receivables. Because we used negative quantities for sales, the quantities on the invoice will be negative. For example a line on the invoice looks like: Product# Description Price Ordered Shipped BkOrder Cost 24 Diskettes $1.25 -20 -20 0 $25.00 Note the negative sign in front of the quantities. We could have changed them to their positive values but did not to help you catch entry mistakes (Sales entered as Purchases). The quantities on invoices (sales) should be negative. The quantities on purchase orders should be positive (purchases). In real life, quantities sold are always positive (or zero) so chances are none of your customers will ask what the dash (negative sign) is doing on the invoice. If anyone asks, just tell him you are using an accounting system that uses negative numbers for sales. Change Options 0-None - Use when you are done makings changes or if you don't want to make any changes A-Description - Changes Transaction Description B-Pay To - Who the transaction is with C-AR/AP - Used to change the AR/AP Number D-Total - Used to change the Transaction Total E-Paid - Used to change the Amount Paid F-Paid Flag - Used to change paid flag. Changing the paid flag to Paid in Full will change the Amount Paid to the total. G-Contractor - Used to change the Contractor Number H-Date Shipped I-Transaction Date - Used to change the Date of the transaction. J-Product Number - K-Product Name - L-Cost - Used to change Cost/Price of the Product M-Ordered - Used to change the Quantity Ordered N-Shipped - Used to change the Quantity Shipped/Received O-Account - Used to change the Accounts P-Amount - Used to change the debits or credits Q-Purchase - Changes all Quantity Ordered to their positive value. Purchases are positive. R-Sale - Changes all Quantities Ordered to their negative value . Sales are negative. S-Received - Changes all Quantities Shipped/Received to the Quantity Ordered T-Not Received - Changes all quantities shipped/received to 0 U-Show - Show Inventory Items 16-30 if there are more then 15 inventory items. V-New Product - Used to enter a New Product or reenter an already entered product W-Void - Used to Void the transaction. Should only be used in the case of damaged transactions. X-Exit - Returns you to main menu without saving the transaction. If a new transaction was just entered, the transaction will not be saved. (It will be lost). If you were making changes to an old transaction, only the changes will be lost. Changing Transactions Unlike most accounting programs and systems, any of the information including dollar amounts can be changed. This is not the best accounting practice. An entry on a computer disk is like keeping records in pencil. Anyone could erase it. Some computer programs do not let you change the data using the program. We could have easily eliminated the change options for the accounts. However, because anyone with some intelligence can change any file on a PC using any file editor, we are not going to provide you with a false sense of security and limit your ability to change data. Posting Right after each transaction, the Entry program: 1. Updates the AR/AP file to update for the company the transaction was with: Total Amount Borrowed Total Amount Paid Current 0-30 days Invoices 31-60 days Invoices 61-90 days Invoices over 90 days 2. Updates the inventory file for each Inventory item to update: Amount Purchased Amount Sold Total Dollar Cost Total Dollar Sold 3. Updates the accounting accounts to update: Total Debits Total Credits This instant posting of totals means that all your accounts, inventory items, and receivables are always instantly up to date. If you make changes to a transaction the computer will correct the update to reflect the changes. The computer will make the update and save the information on disk right after the transaction is finished being entered. This causes a slight delay after each transaction. We have forced the computer to save the information on disk after each transaction to avoid incorrect data if your computer crashed due to a power failure. We could have saved the information in memory but the changes would be lost if your computer was turned off. Print Journal The Print Journal option on the Start program sequentially prints all the transactions on paper. The options for the printing the journal are: Print Accounts Receivables/Payable? Y/N Print Contractors? Y/N Print Inventory Items? Y/N Print Accounts? Y/N 0- All Transactions 1-Accounts Receivables Only 2-Accounts Payable Only 3-Accounts Only 4-Backorders 5-Purchases Not Received 6-Contractor 7-Transactions Out of Balance 8-AR Not Received 9-A/P Not Paid 10 Only One AR/AP >__< By pressing either "Y" for yes or "N" for no, you can print or not print the accounts receivables, contractors, inventory items, or accounts. The date, description of transaction, and who the transaction is with are always printed. For example, to print a pure accounting journal you would not print the accounts receivables, contractors or inventory. The computer will print "???" for the accounts receivable/ payable company if none is used in the transaction. The number option is used to print selectively only certain types of transactions: Option Zero is used to print all transactions. Option One is used to print transactions that have an Accounts Receivable involved. Option Two is used to print transactions that have an Accounts Payable involved. Option Three is used to print only transactions that have an accounting account involved. This option can be used to produce a pure accounting journal. This option does not print transactions that have only Inventory entries. Option Four is used to print backorders you have not yet shipped. This is useful in making sure you have not forgotten about a customer's order. Option Five is used to print only the transactions that have shipments you have not yet received. This is useful in making sure you receive everything you ordered. Option Six is used to print out only the transactions involving a single Contractor. Option Seven is used to print only transactions out of Balance. This is used if your accounts are out of balance and you what to check and see what transaction(s) is causing it. Option Eight is used to print out only the transactions involving Accounts Receivables not received. This can be used to determine who has not paid you. This option is useful for the general Accounts Receivables for whom you cannot print a statement. Option Nine is used to print out only transactions involving Accounts Payable you have not yet paid. Option Ten is used to print out only a single accounts receivable or accounts payable account. This is useful if a customer has a dispute about his billing or if you have a dispute with one of your accounts payables over your payments. Summary Program The Summary Program has the following options: A - Print Out Checks Not Cashed to Reconcile Bank Statement B - Print Inventory On Paper C - Inventory View Change D - Contractor End Of Year Summary E - Set all Inventory Still In Stock to 0 F - Clear All Transactions and Repost G - End Of Year Accounts H - End of Year Transactions I - Pre Statement J - Statements K - Print Accounts L - Standard Cost or Average Cost End of Year Inventory Update M - LIFO or FIFO End of Year Inventory N - Move End of Year Inventory. Use Before Standard or Average Cost Be Careful in the Summary Program Some of the options in the Summary Program take a long time and cannot be stopped in the middle of the process. The computer will ask you if you want to use the option before starting these long options. Read what the computer is asking before you answer yes. Print Accounts This option is used to print your accounts to produce a General Ledger on paper. You can either print all the accounts on paper or just a single account. Statements It is suggested that you mail statements to your customers once a month. You do not have to use the statement option on a monthly basis. You could mail statements twice a month or only every other month, but once a month is what most businesses use. You do not have to mail statements out every month. If you are busy with your Christmas rush in December and don't have time to print statements in December you can just skip printing statements for the month. Of course, it may take you an extra month to get some of the money owed to you. You do not have to use the Statement option. If most of your customers pay when they get your invoice, you may decide to not to use statements. If you do not mail statements, you will have to make sure all Invoices are paid by using the Print Journal Option of the Start program to print all AR transactions not yet received. You could then mail a second Invoice to late payers. To produce statements for your Accounts Receivables you need to follow 3 steps. 1. Use Option F Clear all Transactions and Repost 2. Use Option I Pre Statement 3. Print the Statements Using Option J The Clear all Transactions and Repost is required to age the accounts. When the accounts are originally posted by the entry program, they are posted to the Current 0 - 30 day invoices. Reposting will post the amount to the current aging period. The Pre Statement Option reads the entire transaction file and marks all transactions that are not yet paid or are in the statement month. All transactions in the statement month are shown on the statement even if they are paid; the paid transactions are shown as paid. The paid transactions are shown so that your customer knows that his payment was received. If the payment due is zero, the computer will still print a statement if there was a transaction in the current month. If a customer has no current outstanding invoices and had no transactions in the current month, no statement will be printed. The print statement option J prints the statement. The computer will ask you what AR Number you want to start printing at. You can press any key to stop printing. If you only want to print a statement for one customer, enter his number, then press any key to stop after the statement starts printing. A statement should not be printed for the General Accounts Receivable ARAP #1 because it is used for more then one company. If you use General Accounts Receivables, you should use the Print Journal Option to print out transactions for the general ARAP #1 and then print another Invoice to mail to late payers. Transferring to New Year At the end of your fiscal year, you use the End of the Year Options to create files for the new year. The new files should be moved to a different subdirectory on your hard disk. After a few months when you are confident you no longer need last year's records on disk, you can just delete them. You should make a backup copy and print both the journal and general ledger on paper for the last year before you delete the files. At the end of the year, you need to do the following: 1. Update the Inventory (if you are using the inventory) 2. Update the Transactions which takes care of the Accounts Payable and Receivable (if you are using AR/AP) 3. Update the Accounts. (if you are using the accounts) 4. Transfer the New Files to a different Subdirectory (Including the Program Files) 5. Run the Clear All Transactions and Repost Option You still need to keep the old files on disk for a few more months to keep track of checks not cashed and inventory items not shipped/received. The checks not cleared are not transferred to the new year so in January you may need run the checks cleared option for both the new year and the old year. When transferring inventory to the new year, the program assumes all inventory items have been received and all orders have been shipped. In January (or the start of the fiscal year), you need to use last year's records to make sure you eventually receive and ship everything you are supposed to. If you ordered inventory last year and transferred the inventory to the new year but never received the inventory, you can change the inventory using the View Change Inventory Option in the Summary Program. You would decrease the starting number in stock of the product not received. If you sold inventory last year and transferred the inventory to the new year but were unable to deliver or the order was canceled, you can change the inventory using the View Change Inventory Option in the Summary Program. You would increase the number of the starting product in stock. End Of Year Inventory This Program will support First In First Out (FIFO), Last In First Out (LIFO), Average Cost, and Standard Cost. You can manually change the Cost of Items to the lower of cost or market. If you are a retailer, you can manually calculate your Cost of Goods Sold using the gross margin method. The inventory file contains the following fields: Description - Cost or Price - Quantity Ordered - Positive if a purchase, Negative if a Sale Positive adds to your stock; negative decreases your stock Quantity Shipped or Received - Positive if a purchase Negative if a sale Number Still In Stock - Transaction Number - The transaction number the entry is from $Value = Cost or Price times Number Still in Stock The Number Still in Stock is not the total Number of this Product Still In Stock. The Number Still in Stock is the quantity of THIS ORDER still in stock. This is only significant if you are using FIFO or LIFO and for Individually Tracked Items. General merchandise and individually tracked items require manual calculations at the end of the year. General Merchandise are small items you do not want to keep track of so at the end of the year, you have to inventory and somehow determine the value of the general merchandise you have in stock. Retailers usually use the Gross Margin to determine the value of the General Merchandise. Retailers add up the retail price of all the General Merchandise, then reduce it by their markup to get the value of their inventory. If you are using FIFO or LIFO, run option M - LIFO or FIFO End of Year Inventory. You should make sure the number of Trade Discount, Sales Tax, Shipping are zero using the Initial program before running the LIFO or FIFO option. If you have individually tracked items in stock at the end of the year, you have to change their Number in Stock to the Number Still in Stock. You do this using the C, Inventory View Change Option. For example, if you are a computer dealer and at the end of the year you have 12 computers still in stock, make sure the 12 computers each have one for the Number Still in stock. All the other computers that were already sold should have zero for the Number Still in Stock. You should then run the N option Move End of Year Inventory. This option moves all inventory items still in stock to a new file NINVENT (New INVENTory). If you are using the Standard Cost or Average Cost Option, then run this option. This will add a record to the NINVET file for all the products with a cost of the standard cost (or average cost depending on the option used) and a quantity of the total number still in stock. You can then copy the NINVENT to a different subdirectory where you are setting up your files for the new year. Rename the NINVENT to INVENT. You can then printout the inventory for the new year which will show its value. Reviewing the steps for the end of the year inventory: 1. Make Sure Sales Tax, General Merchandise and Discounts have 0 units in stock using the Initial Program. 2. Run Set all inventory Still in stock to 0. (Not Necessary if you are using LIFO or FIFO) 3. Run Lifo or FIFO Option, if you are using LIFO or FIFO 4. Make sure all individually tracked items Number Still in Stock are correct. 5. Use option M - Move Inventory. 6. If you are using Standard or Average Cost use Standard or Average Cost Option. 7. Copy NINVENT File to the subdirectory for the new year. 8. Rename the NIVENT File INVENT 9. Check the INVENT file on the new directory. Printing out the files will show the current total dollar value of inventory in stock. This is only a valid total if the number in stock for each product is correct. In the middle of the year, you can get a printout of the average or standard value of the inventory in stock using the Print Products option of the Initial program. End of Year Transactions The end of year transaction option transaction is used to transfer transactions that have outstanding Accounts Receivables or outstanding Accounts Payable to the new year. This option transfers all transactions that are NOT flagged "PAID IF FULL" or "WRITE OFF." None of the inventory items or accounting accounts are transferred with the transaction. At the end of the year, you should print out all of your Accounts Receivables Due and Accounts Payable Due. You can write off the transactions you decide are uncollectible by changing the paid flag to "write off" using the entry program. You write off all Accounts Payable you are not going to pay (if the supplier did not deliver) in the same way by changing the paid flag to "write off". Then use the end of year transaction option of the summary program. This option creates a new file named "NEWTRANS" containing only the outstanding AR/AP transactions. Copy the NEWTRANS file to the subdirectory for the new year. Rename the NEWTRANS file to TRANS. Check out the new TRANS file with the entry program or print the new file using the Print Journal option. End of Year Accounts This option transfers the current balance for each account to the starting balance. Before you use this option, you have to take care of all the closing and end of year accounting entries. You have to close all the Expense and Revenue accounts with Closing Entries. You have to enter Depreciation, Loan Amortization, and other end of year accounting transactions. Your accountant or an accounting textbook will help you with the closing accounting entries. Once you have completed all the end of year transactions, use the End of Year Transaction option in the Summary program. This transfers the Current Balance to the Starting Balance. You should print the Balance Sheet before and after using this option to check the option. Make a backup copy of the Account File before using this option. Do not use this option twice on the same file or the starting balance will be added to itself the second time. Copy the Account File to the subdirectory containing the files for the new year. Using the Clear and Post All Transactions option will set the Debit Totals and Credit Totals to zero since there are no accounting entries at the start of the year. Be careful about using this option. If you use it in the middle of the year, you will have to reenter manually the Starting Balance for each account. Clear All Transactions and Repost The Entry program automatically posts the totals to the accounts, AR/AP, and products. The Clear All Transactions and Repost Option does the following: Clears everything already posted. Sets the Total Debits and Total Credits for each account in the accounts file to zero Sets the Total Quantity Ordered, Received, Sold, Dollar Cost, Dollar Sold for each product in the Product file to zero Sets the Total Borrowed, Total Paid, and all Invoices Due for each AR and AP to zero Reposts the totals for all the Transactions Updates the Accounts Updates the Products Updates the Account Receivables and Accounts Payables. The Clear and Repost option can be used for 3 reasons: 1. To correct errors (after damaged files) 2 At the start of the New Year to reset the Products, AR/AP and the Accounts for the new year. 3. If you are using statements, before printing the statements to age the AR/AP file. Depending on how may records you have, this option will take a long time. This option cannot be stopped because doing so would leave you with incorrect unposted data. So make sure you have sufficient time where you don't need to use your computer before you use this option. If your computer crashes in the middle of this option just start the option over again. The time required for this option grows throughout the year as you add more records. For example in January when you only have 1,000 transactions to post, the program might take 15 minutes to post all the transactions. By December when you have 12,000 transactions, it may take 3 hours to repost. The exact amount of time required to post the records will vary depending on your computer's speed, the hard disk's speed, the hard disk controller, and the number of Inventory items and Accounts you have in each transaction. This option does not require any entries, so you could run this option right before you leave work and leave your computer on overnight. If leave your computer on overnight, turn the brightness or contrast on your monitor down as low as it will go to save wear and tear on your screen. Comparing Your Bank Statement Your Bank Balances could be off for several reasons: 1. You could have written a check, then forgotten to enter it into the computer. 2. You could have entered the wrong amount into the computer. 3. You could have entered a check as paid on bank one instead of bank two or vice versa. 4. This program could have made a mistake. If you think this program made a mistake, see the section Double-Checking Sums. 5. The bank's program could have made a mistake. This is very unlikely because when banks make a mistake in the customer's favor the customer may or may not give the money back so, banks have a very strong incentive to make sure their programs work. 6. A bank clerk could have entered the wrong amount of the check. The bank clerks who type in the dollar amounts of each check are only human and they make a mistakes on one of every several thousand checks. When your bank makes adjustments to your account such as when a customer's check bounces, it is important to enter the transaction right away as a transaction so that your bank balances are up to date. Your bank will usually send you a computer generated "debit charge" and the bad check the same day. You must have your printer turned on to balance your checkbook. The computer will run through all the checks, that have not cleared in the previous months. For each check the computer will ask you if the check has cleared. If the check has not cleared, the computer will print the check description on paper. If the bank account is used for payroll, the program will do the same for the payroll checks. If you get your checks back from your bank, you can put the checks in one pile. When the computer asks you if the check has cleared physically, move the cleared check to a second cleared pile. When the computer is done asking you if each check has cleared, all the checks should be in the cleared pile. If you have a check that the computer did not ask you about, you probably forgot to enter that check in the computer system. If you have a check the computer did not ask you about go back and look at the Account Ledger to see if you entered the check in the computer or if you entered it as a debit not a credit. Checks must be credits since they decrease an Asset Account. Remember credits are negative. You should also make sure that the dollar amount of the check and the dollar amount on the computer are the same. If you enter Y for "yes the check has cleared," the computer will change the check cleared flag in the transaction file; or if the check is a payroll check, it will change its check number to the negative of the check number. Bank Statement Balance + Deposits Made after Statement Date - All Uncashed checks, Payroll and Transactions --------------------------------------------------- Correct Bank Balance (Should equal current balance on computer.) 1099 TAX FORMS The 1099 tax forms are printed using the Summary Program Contractors Option. First you must use option A - Total the Contractors. This reads each record in the transaction file, and if a contractor is stated it adds it up and stores the result in the Contractor File. Then use option B - Print 1099 forms. Multipurpose Forms In running any accounting system, you may need to use: 1. Purchase Orders 2. Invoices 3. Debit Memos 4. Credit Memos 5. Packing Lists 6. Statements In order to save you money and a lot of trouble, we have used a multipurpose form that can be used for all of the above forms. The computer will print "PURCHASE ORDER", "INVOICE", "DEBIT MEMO", "CREDIT MEMO", "PACKING LIST" or "STATEMENT" on the top of the form. The advantages to using a multipurpose form are: 1. You only have to purchase one type of forms enabling you to purchase a larger quantity at a lower unit price. Five thousand multipurpose forms cost about two hundred dollars less then purchasing 1,000 Purchase Orders, 1,000 Invoices, 1,000 Packing Lists, 1,000 statements, 500 debit memo and 500 credit memos. 2. You do not have to worry about running out of one type of form. If you use different forms for purchase orders and invoices and ran out of purchase order forms, you could not use your excess invoices for purchase orders. If you purchase multipurpose forms, you can use them for anything. 3. Multipurpose are easier to use and do not waste forms because you are not constantly swapping different forms in and out of your printer. If you use separate forms you have to put the invoice forms in your printer, align the forms, print the invoices, put the purchase order forms in you printer, align the purchase order forms, print the purchase, and do the same with packing lists, statements, etc. This takes a lot of time, one or two forms are wasted in aligning the forms, and the first form is wasted because it has to go through the printer's tractor. Even worse, the trouble of separate forms usually makes your bookkeeper start processing forms in batch process, slowing down your business. You know how it is in big organizations, "Sorry we are doing invoices today we cannot do your purchase order until Wednesday, which is the day we do purchase orders. You don't expect us to stop printing invoices put the purchase order forms in and run the purchase order program just for you." By using multipurpose forms, even if your bookkeeper is printing invoices, the form is the same, so he could stop printing the invoices, print you a purchase order then go back to printing invoices without changing the forms and realigning them. 4. The multipurpose forms can be used for other forms and correspondence as well. You can use the forms for estimates, requests for quotation, memos, or any other form you may need. You can use a word processor to type anything you want on the forms. We were tempted to write the program so that it would require separate invoices, purchase orders, statements, etc. and use the larger 8 1/2 by 11 inch forms. We could make more money selling more costly forms. We suspect this is what other software companies do. But this is not the way we do business. Using Printed Forms You can either purchase printed forms with your name printed on them or you can use blank forms and have the computer print your name on them. You can change the using printed forms flag using the company option in the secondary program. We strongly recommend using preprinted forms with your name printed on them. Using blank forms is bad for your business image. It is as bad as writing your letters on plain paper. Without a letterhead or printed business forms, people wonder if you really are a business and what kind of business you are. The possibility of fraud or embezzlement is increased if you you use blank forms. Someone could change the return address to his own Post Office Box and collect the payments on the invoices. Someone could order merchandise with a purchase order and have it shipped to a friend's house. If you received a purchase order on a blank form with the name of the company typed in, you might think twice about selling to them on credit. Quite a few large companies will not pay invoices sent on blank forms because some people send phony invoices. Numbering of Forms Purchase Order Number = Transaction Number Invoice Number = Transaction Number Credit Memo = Transaction Number Debit Memo = Transaction Number Packing List Number = Transaction Number Statement Number = AR/AP Number Credit and Debit Memos Debit Memos and Credit Memos are the same as the Invoice except that you have two lines to print the reason for the change. The Debit memos and Credit Memos are really adjusted invoices, not separate transactions. Because this program allows you to change previous transactions, there is no reason for a separate debit or credit memo. For example, suppose a customer returns part of his order. You would change the original transaction to reflect the returns. You would then send him a credit memo for the corrected amount. If he already paid, the credit memo will show a balance of zero due. You may want to mail credit memos even when nothing is due just to show the customer that you have updated his account. For example, if you billed a customer for 10 items which he paid for but later discover you sold him 12 items you would send a Debit Memo. Adjust the old transaction to 12 items sold, then print a debit memo giving a reason of "Incorrect Original Invoice, 12 items sold not 10". You want to use Debit Memos and Credit Memos instead of printing a second invoice to avoid have a customer think you are invoicing him twice. Printing the Forms For multipurpose forms, you need a good printer to print several copies of the forms. Some of the "toy" printers designed mostly for kids do not strike the paper hard enough to make the third or forth copy readable. You can use a letter quality printer or a dot matrix printer. Today, most businesses use a dot matrix printer for their forms because they are a lot faster then letter quality printers. You cannot use a laser printer because they cannot print multipart forms, nor can they handle continuous forms. To align the forms, put the forms in the printer. The printhead should be on the perforation for the form. ( The exact position of the printhead depends on your printer). Print a form and see how it looks. You can then advance the paper up or down to adjust the vertical alignment. You can move the forms and your tractors to the left or right to adjust the horizontal alignment. The vertical alignment is more critical then the horizontal alignment. You have to get the vertical alignment just right or some of the printing will overlap the form lines. Condensed Format for Products First Line: Record Number - Product Number Description of Product - Includes Suppliers Product Number Unit of Measure Reorder Point Location Number in Stock Second Line: Quantity Ordered Quantity Received Quantity Sold Total Dollar Cost Total Dollar Sold Third Line: Price One Minimum Order Quantity Price Two Quantity Price Break Two Price Three Quantity Price Break Three Fourth Line : Standard Cost Average Cost Average Price Average Margin Total Margin When printing the Product file, the computer will display on the screen : Value of this product in stock at standard cost Value of this product in stock at average cost Total value of all products printed at standard cost Total value of all products printed at average cost This gives you the value of your inventory at standard and average cost. You can use this if your state requires monthly estimates of your inventory for its tax assessments. Condensed Format Accounts Receivable Printout First Line: Account Number - Record Number AR/AP Flag - for accounts receivable or accounts payable Bill To Name Street Number Street Road Second Line: City State Zip Phone Number Contact Person Third Line : Ship To Address Fourth Line: Credit Limit Amount Borrowed Amount Paid Trade Discount Salesman Fifth Line: amount due Current 0-30 31-60 days 61-90 days Over 90 days Total due MAKE BACK-UP COPIES EVERY WEEK You should make back-up copies of your data at least once a week or whenever you spend a large amount of time entering data. If you spend 5 hours a week entering data, you have invested 260 hours by the end of the year. If you lose the information, it will take you a long time to reenter the data. So make plenty of backup copies. Don't reuse the same disks every week for the backup. Disks are so cheap now that you should use different disks for backup. If you lose one week's data, you can get the backup from last week and reenter the one week only. You may want to purchase a hard disk backup system such as tape or cartridge system. This will make backing up your files easier, and you could back them up every day to minimize the amount of data you would have to reenter if you hard disk crashes. You still need to keep your checks and receipts in case you are audited. Just because you entered in a payment in this program does no constitute proof that you did actually make the payment. The IRS may want to see a cancelled check or receipt. You also need to keep paper copies of your statements, purchase orders, and all your records to reenter the information in case your hard disk crashes. PRINTING CHECKS You can either continue writing your checks by hand or you can let the computer print your checks. You can print some of your checks using the computer and some of them by hand if you are in a rush. Printing a check does not change any of the information in any of the files. Just make sure you remember to enter your handwritten checks in the computer. (Don't write checks and forget about them.) If you want to use the computer to print your checks, this program uses Multi-Purpose top blank checks, one of the most popular computer checks. The check should measure 9 1/2 by 7 inches overall, 8 1/2 by 7 detached (when the paper strips with the holes on the side are taken off). The actual check is 1/2 the size or 8 1/2 by 3 1/2. The top part is blank with the company name on top. You can print a "check" on regular paper to see how it should look. You should be able to obtain computer checks from your bank which will probably charge you about 5 to 7 cents per check. The check number is MPC 302 if your bank orders its checks from RUDCO Check Company. When printing checks, you have the option of changing the check number. When printing transaction checks, the computer will ask you for an address. You can print the address of the recipient below his name. You can use window envelopes so you don't have to type their name and address on the envelope. If you don't want to print their address, just press return. The computer uses the same multipurpose check for payroll. We have not used one of those specialized payroll checks so you can use the same checking account for both payroll and other expenses. Also, it is easier to align the top blank checks then specialized payroll checks with small boxes for each deduction. PROGRAM ACCURACIES Because this is an accounting program, we have designed this program using a very conservative, safe program design to minimize errors. No running totals are kept. The main danger of running totals is that if the computer crashes due to a power failure or program failure the running total may not be correct. No indexing is used. All the files are flat files which cannot be mixed up due to bad indexing. However, the disadvantage to using these safe programming techniques is that the program may not be as fast as it could be. However, we feel that the advantage of having a safe design outweighs a few seconds of added speed. If your computer crashes due to a power outage, the entry you were working on will be lost. We have forced the program to save every transaction on disk right away. Almost the worst thing that could happen is that data on a disk could become damaged and not readable due to DOS Error or disk head crash. Then you will have to reenter all the data you entered that day. So always make back up copies! You may also wonder why we did use the "fill in the blank" method of entering data where all the information is displaced on the screen and you just move the cursor to the spot to type over and change the information. The problem with the fill in the blank method is that if you hit the wrong key and fail to notice it you will change your entry. In word processing if you accidentally delete a letter by hitting the delete key instead of the down arrow your word is spelled wrong. In accounting if you accidentally delete a number, a $200.00 check becomes $20.00, or employee 15 becomes employee 5, or an expense may become a revenue. Thus the fill in the blank method is not safe enough for accounting. DOUBLE-CHECKING SUMS The double entry accounting system intrinsically provides its own checking since the books must balance. If your books are not balanced a mistake has happened somewhere. You can use the journal option to print out transactions not balanced. The 1099 form total payments can be checked by printing the transactions for the one contractor. The Clear all Transactions and Repost Option can be used to check the posting of the Entry Program since they both do the same thing. You can also check any of the sums by printing the transactions or paychecks on paper and add them up with a calculator. STARTING YOUR OWN FILES You should first try running the programs with the sample data we have provided. This gives you the opportunity to experiment with the programs before entering your own data. Once you are familiar with the programs, you should then start entering your own information. You can delete the following files using the DOS command DEL. (Make sure you have a backup copy first.) PRODUCTS TRANS INVENT DBCR ARAP CONTRACT Then you can start your own files from scratch. You should not delete the CLASS, BANK, COMPANY, TAXTBL, GROSS, LASTGROSS, or ACCOUNT files. You can change the COMPANY and TAXTBL files using the Secondary Program. You can change the GROSS and LASTGROSS files using the pay program. You need to: 1. Enter your tax tables using the Secondary Program. Tax Tables must be entered before Employees, because the Employees are assigned to the Tax Tables. 2. Enter your Employee information using the secondary program. 3. Enter Contractor information. 4. Enter your Company Name and other information using the Secondary program. 5. Set Grosspay and Tax Liabilities to zero using the Pay Program. 6. Set the Last Gross pay file to zero using the Pay Program. Use the -2 Quarter Option. 7. Enter your Products using the Initial Program. Remember products 1-5 are reserved for general merchandise individual tracked items, tax, shipping, and discounts. 8. Enter your Accounts Receivables and Accounts Payable using the Initial Program. Remember #1 and #2 are reserved for general accounts receivable and general account payable. 9. Enter your chart of accounts using the initial program. Change the names of our sample accounts to the names you want to use. Remember names cannot have leading blanks. Enter the starting balance for each account. Make sure the Starting Balances add up to zero (are balanced). 10.Enter your current inventory and current accounts receivable and payables as described in the section below. You do not have to do the above in any specific order. If you are not using the payroll program, or do not expect to have any Contractors, you do not have to initialize their files. If you are not using the Inventory, AR/AP, or Accounts you do not have to initialize their files. Entering ARAP and Inventory When Starting The System For both the Accounts Receivable/Accounts Payable, and Inventory, you need to enter the current Receivables and Inventory in stock as transactions using the Entry Program. For example, if you have a receivable from Johnson and Sons for $350 dated November 25 and one for $500 dated December 23, enter two transactions for Johnson and Sons. The transactions should not have any Products or Accounts. The first transaction should have a total of $350, amount paid of $0, a date of November 25, and a description of what ever you sold them for the $350. You cannot just enter the Receivable using the initial program because the Clear and Repost Option will eliminate them if there is no transaction. This program also needs them entered as a transaction to print statements. To enter your starting inventory, enter transactions using the Entry program containing the Cost and Initial Number in Stock for all your products. If you have less then 30 inventory items, you can enter them in one transaction. If you have more then 30 inventory items, use as many transactions as are necessary to enter them. You can use the transaction description "Initializing Inventory." Enter them the same way you would if you were purchasing them. If you are using LIFO or FIFO, you may have different costs for the same product. For example, you may have purchased some floppy disks at $1.25 and others at $1.00. If you have 100 $1.25 disks in stock and 200 $1.00 disks in stock when starting to use the system, enter a transaction just as if you were purchasing 100 at $1.25 and 200 at $1.00. Make sure you enter the same products in the order that you purchased them. If you purchased the $1.25 disks before the $1.00 disks, make sure they are entered first, that they are entered in a lower line number or transaction. This is important because FIFO or LIFO determines which purchases are still in stock by which was entered first. ERRORS If there are any errors in the program the computer will print an error message looking like : ERROR DISK FULL on line 21400 ***** Press any key to continue ****** Some errors are correctable. For example, replace the full disk with an empty disk, then press "any key to continue". The computer will take you back to the main menu where you can try the operation again. If you run into any problems that you think are errors in the program, please call or write to us at once. We learn from and value customer's suggestions. A "device not available" error means either that your printer is not on line or that your disk drive is not closed. If your printer is not turned on or a disk drive is not closed, the program will wait for about 20 seconds before giving you the error message. If the program appears to stop just before it should be printing on paper, make sure your printer is turned on AND on line. The error numbers are the same as the IBM Basic Language error numbers. This is Version 1.0 of this Program. Like everything in life this program is not perfect. There are probably a few small bugs in the program. Newer versions should be better. Please call or write to us about any bug or suggestions you have about the program. Precision of Numbers This program uses double precision numbers to store dollar amounts. Double precision numbers are accurate to 16 decimal spaces. In other words $999,999,999.00 is accurate to one thousandth of a cent. This program displays numbers only to the cent. If you have an item like gasoline that always sells at something and 9/10 ths of a cent, this program will display the prince rounded off to the nearest cent. For example $1.059 is shown as $1.06. The number is stored accurately in memory. If you purchase 10 gallons at $1.059 the computer will calculate the correct price of $10.59. Quantities ordered and sold can be fractions but are shown as whole numbers only and are only accurate to 6 figures (999,999) This program does not use binary arithmetic. This may cause some round off errors of a ten thousandth of a cent. One ten thousandth of a cent only causes trouble because accounting accounts should be perfectly balanced. However, the error is so trivial that it can be ignored. The display space on the screen for the numbers was limited. If you enter a large number such as $999,000,000.00 the number may overrun to the next line. The number is stored fine in memory. There is just not enough space on screen to show it properly. A percentage sign is shown if front of numbers which exceed their screen space.( %$999,000,000.00) How to Stop Printing For almost all the the print options, pressing any key will stop the printing. The computer will stop printing after it is finished printing the form or transaction it is currently printing. The computer will then print : Y - Quit Printing N - Continue Printing If you want to stop printing, press "Y" to quit printing. If you pressed a key by mistake, press "N" to continue printing. PROMPTS Y/N - The Y/N prompt stands for Yes or No. Press either capital Y or small y for yes. Press either capital N or small n for no. The "PRESS ANY KEY TO CONTINUE" prompt occurs after an instruction for you do to do something such as turn your printer on. Obviously, all you have to do is press any key to continue. It is not advisable to randomly tap on the keyboard while the program is running. The letter prompts give you a series of letters to chose from. Just press the letter of the option you want to use. The default value is 0 if just return is pressed. The data entry prompts look like : >__< or >_______< or >_________________________< If a number is requested, the computer will not accept any letters. For numbers you may enter 1,2,3,4,5,6,7,8,9,0,-,+,$,., ,,, or %. If an integer number is requested, the computer will not accept the decimal point entry. If a number is outside its range, the computer will ask for another number by repeating its prompt. For example if you ask to see employee number 25 and there are only 20 employee the computer will ask again for the employee number. Entry Controls RETURN : Press return when you are done with the entry CONTROL-Q OR BACKSPACE : Moves the cursor back and erases the last character CONTROL-D OR RIGHT ARROW: Moves the cursor right CONTROL-S OR LEFT ARROW : Moves the cursor left CONTROL-F OR INSERT : Inserts a space where the cursor is CONTROL-A OR DELETE : Deletes a character or space where the cursor is This is one of the areas of incompatibility between computers, so not all of the above entry controls may work on different computers. Some of the menus may give you use a negative number for an option. For example : Enter the Employe Number or 0 to return or -1 to print on paper Enter -1 if you want to print on paper. Printing AR/AP Labels This program uses 3 1/2 by 15/16 inch labels. There is about 1/16 of an inch between each label. The labels must be spaced one inch apart. You can use slightly wider labels as long as the spacing is one inch between labels. This program uses one- wide labels. You can purchase address labels at most computer stores. Use the tractor feed when printing. Do not use the friction feed because it tends to cause the labels to peel off from the wax paper carrier and get stuck in your printer. Most printers have either a mechanical or an electric eye sensor that tells the printer if it is out of paper. The labels are only 4 inches wide, so you have to make sure they "trip" the paper sensor. When putting your labels into the printer, make sure the "Out Of Paper" indicator is off. The options for printing the labels are the same as the options for printing all the AR/AP files. You can print labels for : Both Accounts Receivable and Accounts Payable Accounts Receivable Only Accounts Payable Only Only One Salesman. Directory of Accounts Receivable Using the initial program, you can print a directory of your Accounts Receivables (customers) and/or your Account Payable (your suppliers). Your salesmen may find these useful. Computer Crashes Your computer will "crash" or turn off when the power goes off for even a fraction of a second. When the power comes right back on, restart the computer. If you were in the Entry part of the program, once the computer lets you advance to the next option, all information for the last entry is saved on disk. If you are in the middle of entering a transaction, the information on screen is lost, but not damaged. Just reenter the transaction. There are about two seconds when the information is being written to the disk where a power failure could cause problems. The problem occurs if only half of the transaction is saved on disk. This will probably never happen to you. When you restart up your computer check and see if: 1. The transaction is saved on disk. If the transaction was saved on disk, everything is probably ok. The crash could have occurred when the total were being posted, but this is not a major problem since the next time you run the Clear and Post all option everything will be corrected. 2. If none of the transaction is saved, then all you have to do is enter the transaction over again. 3. If only part of the transaction is saved you should void the transaction. If a power failure occurs while you are using other options of the program, you may have lost the last few entries you made. For example, if you are entering New Accounts and a power failure occurs, then the last four accounts you entered may be lost. Restart your computer and look at the last entries you made, then reenter any lost entries. Security This program does not have any passwords. We have not used passwords because keeping passwords secret in a small business is almost impossible, and they cause more trouble then they are worth. Miscellaneous Notes This program sometimes prints the sequential day number. The sequential day number is the number of the day in the year. January 1 is day one. December 31 is day 365 (except in a leap year). The sequential day number is used in aging the accounts. You may want to copy the program on to a "system" diskette that contains your Disk Operation System. This will let you start the computer and the program without switching disks. See your Disk Operation System's manual for information on how to format a "system" disk. If you are using a hard disk, you can copy the system files to the subdirectory the program files are on. Checking For Low Inventory The print products option on the initial program has the option to print only products that are low in stock. If you chose to print low products option, the computer will print only the products that are either: Quantity ordered minus Quantity Sold is below reorder point OR There are backorders for the product quantity sold > quantity received Products that have a reorder point of zero will not be printed in the check for low inventory. Inventory Check Sheets There is an option on the initial program that prints inventory check sheets. You or your employees can then physically check the inventory on the computer against the inventory in stock. The number in stock for the inventory check sheets is the number received minus number sold. The product's location and units of measure are printed on the inventory check sheets. If the number in stock is negative it means you have sold more of the product then you received (You have back orders for the product). For the number in stock the program assumes that if you have a product in stock and have an order for it you have shipped it. If you have a product in stock that you have sold but for some reason you have not shipped or delivered it do not include it in your physical inventory count. The count of some of your products may differ from the computer records for one of the following reasons: 1. A purchase was incorrectly entered in the computer 2. A sale was incorrectly entered in the computer 3. Your inventory was lost or stolen For products that you have less in your physical count then on the computer you can either: Enter a sale with a price of zero and a quantity of the difference. OR Enter a sale with a price of the price of the product and a quantity of the difference. The first method assumes the item was lost or stolen. Entering it as a sale affects the average price and average margin. Your average margin for the product is obviously reduced if you lose a lot of the product. The second method assumes that the item was sold and just not entered as in the computer. The inventory check sheets should be kept because they are your only record of inventory shrinkage or entry mistakes. If your physical inventory is greater then the count in the computer, you probability forgot or incorrectly entered a purchase. You can just enter a purchase with the standard cost and a quantity of the excess stock. Remember that at the beginning of the year the quantity received is transferred to the new year as the quantity ordered. Therefore, you should print your inventory check sheets and adjust the inventory for shrinkage or gains before transferring to the new year. Disk Space Requirements Transactions: 100 bytes + 22 bytes for each account entry + 41 bytes for each inventory entry Accounts Receivables and Accounts Payable 253 bytes Products 119 bytes All 256 account accounts take up about 10,000 bytes Suppose you expect to enter 5,000 transactions with an average of 3 Inventory entries and 2 Account entries. Remember: not all transactions have Inventory or Accounts. Your average transaction would take up 100 + (22 * 2) + (41 * 3) bytes. Adding and multiplying out it comes to 267 bytes per average transaction. Five thousand transactions times 267 bytes equals 1.33 Million bytes. The number of transactions you can enter is limited by the size of your hard disk. Two hundred products would take 200 * 119 bytes = 23,800 bytes Four hundred accounts receivables would take 400 * 253 bytes = 101,200 bytes. You can have up to 7,000 products and 7,000 accounts receivable/ payable. Balance Sheet and Income Statement This program prints a simple Balance Sheet and Income Statement. The Income statement is just the Expense and Revenue Accounts printed out. The subtotals for Expense and Revenue and the totals are printed. The Balance Sheet is all the Accounts, Assets, Liabilities, Stockholders Equity, Expense and Revenue printed on paper. Some of you may prefer not to include the Expense and Revenue accounts in the Balance Sheet. As with all printing options, you can stop the printing after the Stockholders Equity by pressing any key to stop printing. If you do not like the format of our Balance Sheet or Income Statement, you can always take the accounting information, use a word processor, and type your Balance Sheet or Income Statement any way you want. You probably only want to do this if you are applying for a bank loan or publicly releasing your accounting data to investors. The Balance Sheet is also used to make sure your accounts balance. With any double entry accounting system, your books should be balanced. If your books are not balanced, a mistake happened somewhere. Also, the starting balances for all the accounts as printed in the Balance Sheet should balance (add up to 0). Total Debits should equal total Credits. Monitoring Your Accounts Receivables You can monitor your Accounts Receivables for late payments by either: 1. Using the Initial Program to print out all AR accounts that are either: over 30 days over 60 days over 90 days 2. Use the Journal Option in the start program to print out all transactions that have not been paid 3. Using the Statements. If you are using General Accounts Receivables for people you have not entered in your AR/AP file you need to use the print Journal option to print out the late payments for the General Accounts Receivables firms. If there is a dispute over a bill, you can print out all the transactions for one AR account and see if a mistake was made. Finance Charges This program does not automatically calculate finance charges. You can enter finance charges manually by entering a transaction for real late paying customers. Individuals will usually pay whatever charges their credit card companies put on their credit card to save their credit rating. On the other hand, business will usually pay their bills near the last day possible and resent it (and not pay) if you bill them for a month's interest. Your accounting accounts receivable account should equal the total sum of all the balances due in the AR/AP file. Returns If you return inventory to your supplier or a customer returns inventory to you, just change the original transaction to reflect the new correct transaction. This program does not keep track of how many returns each product has. You can keep track of total returns with an accounting entry. For example: Returns and Allowances $125.00 Cash Bank 1 -$125.00 This would obviously take an extra transaction rather then just changing the original transaction. Payments Received When a payment is received, you go back to the transaction the invoice was paid on and change the paid flag to paid. If a partial payment was made, change the amount paid to the partial payment. You do not have to change the paid flag to partial payment if you don't want to. The partial paid flag is just informational; it is treated the same way as not paid. If you receive payment on a statement for several invoices, you have to go to all the transactions (same number as invoice number) and change the paid flags to paid in full. After you have changed the original transactions, if you are using the accounting accounts, you need to enter a new transactions reflecting the revenue received: Cash in Bank $3,500 Accounts Receivable -$3,500 You can enter several payments received with one transactions or you can enter a transaction for each payment. Payments Made When you make a payment on an accounts payable, go back to the transaction the invoice was paid on and change the paid flag to paid. If you are making a partial payment, change the amount paid to the amount you paid. If you are using the accounting accounts you need to enter a new transaction to record the payment and print the check. For example: Accounts Payable $500 Checking Account -$500 Inventory Shipped If you are going to ship an order the same day or have already shipped an order, just change the quantity shipped for each product to the quantity ordered when you enter the transaction. You can use the "S" change option to change all of the items to Shipped/Received. If only some of the items were shipped, use the "N" option to change the amount shipped for each individual item. Note that the same field is used for both Inventory Shipped or Received. If you are making a purchase, the quantity in the Shipped/Received field is the quantity you received (should be positive). If you are making a sale, the quantity in the shipped/received field is the quantity you shipped (should be negative for outgoing inventory). Inventory Received When you receive inventory that you ordered, change the Quantity Received to the Quantity Ordered. You can use the "S" change option to change all of the items to shipped/received. If only some of the items were received, then use the "N" option to change only the quantity received for each individual item. LICENSE AGREEMENT The programs and manual are copyrighted by PPE Inc. The program is not sold it is licensed under the following conditions : 1. You may make as many backup copies of the program as you want. 2. The $75 license fee entitles you to use the program on multiple computers. 3. You can use the program for free for a short period of time to evaluate its usefulness. 4. You can give away copies of the program to other people to evaluate for their own use. 5. Computer dealers can sell copies of the program or give it away to their customers as long as they sell it for not over $14 for two disks. (We don't want people paying $50 or $75 for a copy of the program.) 6. This software may be placed on bulletin boards. DISCLAIMER OF WARRANTIES Before ordering, read this disclaimer of warranties and license agreement. If you do not agree with all of the conditions, then because of potential liability problems we cannot license you to use this program. Note: This is almost the same agreement you get with any program you purchase from IBM, Microsoft, or any other software firm. PPE Inc. licenses this program solely on an "as is" basis. PPE Inc. shall have no liability or responsibility to Licensee or any other person or entity with respect to any liability, loss or damage caused or alleged to be caused directly or indirectly by this product, including but not limited to interruption of services, loss of business or anticipatory profits or consequential damages resulting from the use or operation of this program. PPE Inc. makes no warranties, either express or implied, regarding this program, its merchantability and/or its fitness for a particular purpose. Licensee agrees that PPE shall not be held liable for any consequential damages, even if PPE has been advised of the possibility of such damages. UPDATE AND SERVICE POLICY Accounting programs are different from other programs in that due to changes in tax rates and tax laws you need a new program almost every year, especially if you are using it for payroll. You can keep using the same word processor for the rest of your life. Next year the IRS will probably change the W2 Forms or the 1099 Forms, or a change in the tax law will make all 1986 accounting programs obsolete in 1987. Unfortunately, many people have spent hundreds of dollars on accounting software only to discover that they have to spend one or two hundred dollars more every year for updates and/or support. Even with DAC-ACCOUNTING and DAC-PAYROLL, the most reasonable accounting package available, they want you to pay $50 per year per package for support plus $22.50 for each payroll update and $7.50 for each accounting update. You have to pay $50 per package just to have the right to call for support and receive notice of the updates. You have to spend $100 for support even if you may not use it, but like most people you are probably going to spend the hundred dollars just in case a problem comes up and you need help. So, even though their original cost is $69 for DAC-ACCOUNTING and $49 for DAC-PAYROLL, you could end up paying over $150 each year for support and updates. We charge only $22 for updates. If you pay the $75 registration fee, you will receive notices of major updates. If you purchase business forms from us, you get the updates for free and you don't have to pay the registration fee. See the Business Forms section for more details. If we find a major bug, we send the update to registered users for free. We also charge $5.00 per phone call of less then ten minutes and $5.00 for every ten minutes thereafter. You have to be a registered user to call for support unless you just received the program and are still evaluating it. There is no charge for support if you are calling concerning a bug in the program. We are not Certified Public Accountants nor tax layers and are not qualified to answer questions concerning tax laws. The new updates each year might contain the W2 tax forms, 1099 tax forms, and a new payroll calculation if the tax laws change. Updates may be sent to correct a bug or error in the program. If you have used any other software, you know that bugs in software are a fact of life. Lotus 123, dBase II and even IBM's DOS are infamous for their bugs. While it is theoretically possible to design a perfect bugless program, it is also theoretically possible to design a car to last a lifetime or have a completely fair government, but don't expect to see one. Most of the bugs are relatively minor and rarely happen. You should become a registered user so you can get the most debuged program we have. Bugs in accounting software can cause greater problems the bugs in other kinds of software. We may be adding new features to make the program easier to use and more powerful. USER SUPPORTED SOFTWARE This software is distributed as a "user-supported program" also know as "Freeware". User-supported programs are copyrighted, and the author requests a registration fee or donation for the program. The authors of user-supported programs allow users to make copies and share them with others with the request that satisfied users send them a donation. The advantages to user-supported software are: 1. You can try the program before you pay for it. No program can please everyone. 2. You can't get stuck with an expensive program you can't use. 3. The cost is lower because you are not paying for advertising, distributor markup, and retailer markup. If you decide to use this program, please send us the $75 registration fee. If you use this program you are legally and morally obligated to pay for it. If you send us the registration fee you will receive: 1. The source code for the programs in basic. 2. The latest version of this program. You may have an old version. 3. Notice of all updates. PC ACCOUNTING II Includes PC Accounting I REGISTRATION ORDER FORM If you order business forms from us, you do not have to pay the registration fee, and you receive free updates for one year. Please add me to your list of registered users. Send me the source code and the latest version of the program. Enclosed is a check for $75. I have read and agree to the license agreement and disclaimer of warranties. Your Name __________________________________ Your Address _______________________________ _______________________________ _______________________________ The programs are only available on 360K DSDD disks. Optional: Send the 10 disk package mentioned below $32 Yes / No All programs require an IBM PC or Compatible with 192K Mail To : PPE Inc. Box 2027 Gaithersburg, MD 20879 Phone (301) 977-1489 OTHER SOFTWARE FROM PPE If you liked our accounting program try some of our other programs. You can receive all of the below programs on 10 diskettes for only $32. No other "donation" or registration fee is required for the below programs. Database Management System * Report Generator * Sorts on 3 fields * Global Field Changes * Relational * Written in Basic for easy Modification * 3 Files Open Simultaneously * Transfer Data between Files * 14 Ways to calculate fields * Global Field Changes * Customizable Screens * Retrieve on Conditions * Not recommended for computer novices * Requires IBM or Microsoft Basic Spreadsheet * 21 ways to calculate numbers or write your own subroutine * Source Code given * Full cursor control * Automatic Recalculation * Numbers and Text may be placed anywhere on the screen Expert System Inference Engine * Design your own expert system * Diagnoses Multiple Solutions * Assign probability with rules * Detects Contradictory Evidence * Explanation of Reasoning * Accepts unknown input * Intelligent Search Pattern with Manual Override * Logic Path through subcategories shown Decision Support * Helps you make better decisions faster * Your decisions look and are well thought out * Makes decision making easier like word processing make typing easier * Brainstorming Techniques * 96 page printed manual Near Typeset Quality Printing * Requires a letter quality printer with Diablo 630 escape codes and Wordstar * Variable letter spacing * Individual letter spacing with 8,000 combination look up table * Right justification * Micro Centering * See the insert that tells how to print the manual for a sample of the typesetting program's type. Plus 7500 word Vocabulary Builder, Typing Teacher,and Math Teacher * Most of the Manuals are on Diskette Trademarks : The following names contained in the manual are trademarks of their manufacturers: PC Accounting, IBM, Microsoft DAC, Dome Accounting, Lotus, dBase Why You Should Purchase Business Forms From Us Your local instant printer does not have the printing equipment necessary to print multipart continuous forms. It requires a special printing press to print continuous computer forms and special equipment to merge the parts together. There is probably a local business forms printer in your area who specializes in custom jobs. He can print business forms for you, but the cost will be two or three times our cost because they purchase paper in smaller quantities, use outside typesetting, use smaller, less efficient presses, and are setting up and running a custom job just for you. Our forms are printed by a large business form printer who purchases paper and ink by the truckload, uses the most efficient printing press, does his own typesetting, and prints your forms along with dozens of other orders for the same form. These economics of mass production let us pass the cost savings along to you. Unfortunately, you have to take the disadvantages of mass production along with the cost savings. The main disadvantage is that you have to wait two or three weeks for your order. Our printer waits a few days until he has enough orders for the same form before he sets up and runs the press. It takes a few days to print and merge the forms. Then you have to wait for UPS Delivery. If you are in a big rush, you can order blank forms. These can be shipped out the same day or next day because they require no printing. You can also have your orders shipped by Second Day UPS at a small additional charge. Our prices are competitive with the prices offered by the other major business form printers. We make sure our prince are competitive with the prices offered by Moore Business Forms and Nebs Business Forms. If our prices seem slightly higher, remember that our prices include free shipping, three color printing on the multipurpose form, and free typesetting. Also there is no "Cut Charge" if you send camera ready material. You also get free program updates and do not have to pay the registration fee if you order business forms from us. Prices June 1986 Prices are usually good for 6 months. All prices include FREE UPS Shipping and FREE Typesetting Multipurpose Forms Carbonless with your Name, Address and Phone Number Imprinted on each form. The forms have blue and silver printing on the first copy. Your name is crash imprinted in black ink. The second, third and forth copy are printed in blue ink (Half tones would make the copies difficult to read). Paper sequence is white, canary, pink, and goldenrod. Size: 8 1/2 by 7 inches. Call or write to us for a free sample form and the typefaces available for free typesetting. Only two typefaces are available for the multipurpose forms. The multipurpose forms are crash printed and fancy typefaces are not recommend for them. The two typefaces look the best. Over 20 typefaces are available for the envelopes. Number of Parts 2 part 3 part 4 part Quantity Ordered 500 $54.91 $68.00 $79.65 1,000 $78.88 $100.30 $119.00 2,000 $136.00 $176.00 $213.52 3,000 $189.72 $248.88 $301.92 5,000 $290.27 $383.35 $467.07 10,000 $539.75 $716.55 $875.50 Deduct 15% for blank forms (no imprinting). Envelopes #9 Window Your Name and Address printed. For mailing the forms. 24 lb paper. Black and White Printing Quantity Ordered Price 1,000 $50.00 2,500 $96.25 3,000 $115.50 5,000 $162.50 10,000 $290.00 Start up Package: Can be shipped next day because of no imprint By 2nd day UPS you can have the start up package in two or three days 500 3 part Forms NO IMPRINT and 500 double window envelope NO IMPRINT $85.00 Information on 1099 and W2 tax forms will be sent to our customers in November or December. ORDER FORM Multipurpose Forms for Invoice, Statements and Purchase Orders. Number of Forms you Want (500,1M,2M,3M,5M,10M) _______ Number of Parts per forms You want (2,3,or 4) _______ Cost of Multipurpose Forms (See Previous Page) _______ Number 9 Single Window Envelopes for Mailing the Forms. Number of Envelopes you Want (500,1M,2.5M,3M,5M,10M) ______ Cost of Envelopes (See Previous Page) _______ 500 Multipurpose Forms (No Imprint) and 500 double window envelopes. $85 (Start Up Kit) _______ 2nd Day UPS is 7% extra FREE Surface UPS Shipping _______ MD. Residents add 6% Sales Tax Tax MD Residents Only _______ Total _______ Typesetting is free OR send us camera ready material. Camera ready material for the forms must fit in a 1 1/4 inch by 3 1/2 inch area. Halftones and fine line artwork is not recommend for the multipurpose forms because your name is crash printed on the copies. The envelopes have a window in the lower left quarter. You obviously cannot have printing over the envelope's window. Send 2 copies of the camera ready material if you are having both forms and envelopes printed. Two of your current envelopes may be acceptable. Information You Want Printed on Forms and Envelopes: Name :___________________________________________ Address :___________________________________________ City, State,Zip:___________________________________________ Phone Number :________________ Phone Numbers are NOT printed on envelopes unless requested. Address You want us to Ship to. NO P.O. Boxes for UPS Shipment. Your Name :________________________________________ Company :________________________________________ Address :________________________________________ City,State,Zip:________________________________________ Due to problems in getting the correct spelling, punctuation, spacing and capitalization over the phone we cannot accept telephone orders for items imprinted. Orders for the Start Up Kit which has no imprinting can be ordered over the phone. In order to keep our prices low, we require payment with order. Our profit margin is only a few percent, so we cannot afford the cost of extending credit. Allow 3 Weeks For Delivery Mail To: PPE. Inc. For Federal Express Use: P.O. Box 2027 19137 Brooke Grove Court Gaithersburg, MD 20879 (301) 977-1489 The file OF (Order Form) on disk two contains a duplicate of the above order form. If you want to, use your word processor to enter your order by editing the OF file. Then print the OF file on paper.