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THE 1987 PC-ACCOUNTING SYSTEM USER MANUAL From PRO SYSTEMS SOFTWARE, Inc. P.O. Box 1437 Plymouth, MA 02360 (617) 747-3332 Release DATE: 7-15-87 (C) Copyright 1983, 1984, 1985, 1986, 1987 All rights reserved. (C) Copyright Microsoft Corp. INTRODUCTION The PC-ACCOUNTING SYSTEM from Pro Systems Software, Inc., is a fully integrated accounting system which provides accounts receivable, accounts payable, and general ledger functions all in one module. Prevoiusly, most accounting systems for microcomputers were offered in multi moduled batch mode configurations which were extremely cumbersome both to install and to operate. The PC-ACCOUNTING system from Pro Systems Software, Inc., resolves these deficiencies with an accounting system contained in one single self-installing module which operates in the "real time" accounting mode. WARRANTY DISCLAIMER THE PC-ACCOUNTING SYSTEM AND ACCOMPANYING WRITTEN MATERIALS ARE PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND WHATSOEVER, EITHER EXPRESS OR IMPLIED. THE ENTIRE RISK AS TO THE PERFORMANCE AND RESULTS OF THE PC-ACCOUNTING SYSTEM IS ASSUMED BY THE USER. ALL WARRANTIES, EXPRESS OR IMPLIED, ARE HEREBY DIS- CLAIMED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. THE USER MAY HAVE SPECIFIC LEGAL RIGHTS WHICH MAY VARY FROM STATE TO STATE. IN NO EVENT SHALL THE PRODUCER OR DISTRIBUTOR OF THE PC-ACCOUNTING SYSTEM BE LIABLE FOR ANY DAMAGES WHATSOEVER (INCLUDING WITHOUT LIMITATION DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, AND THE LIKE) ARISING OUT OF THE USE OF OR INABILITY TO USE THE PC-ACCOUNTING SYSTEM NOTWITHSTANDING ANY NOTICE OF THE POSSIBILITY OF SUCH DAMAGES BY THE PRODUCER OR DISTRIBUTOR. BECAUSE SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES, THE ABOVE LIMITATION MAY NOT APPLY TO ALL USERS. USER DISTRIBUTED SOFTWARE PC-ACCOUNTING is a "user distributed" software sysetem. Users are encouraged to copy and distribute the disk which contains the program to others. Please be cautioned, however, that to change, alter, or modify in any way whatsoever, the contents of the PC-ACCOUNTING system disk is a violation of the copyright rights held by the producer of the system. COPYING AND DISTRIBUTING THE PROGRAM DISKETTE The PC-ACCOUNTING system is not copy protected. Users may make as many copies of the source diskette as are necessary, both for their own use and for use by others. Use the DOS "DISKCOPY" utility to make copies (see the DOS manual for additional instructions). Pro Systems Software relies heavily on this method of program distribution, and offers royalty incentives for such activities (see below). DISTRIBUTION ROYALTIES Registered users of PC-ACCOUNTING who distribute copies of the program diskette to third parties for no fee earn a distribution royalty of ten percent (10%) of all registration fees paid by users to whom they have distributed copies of the PC-ACCOUNTING system, plus a pro rata portion of all registration fees paid by all subsequent distributees. Therefor it is important for users to register their software with Pro Systems Software, Inc., as soon as possible in order to qualify for royalty payments. LICENSING AND REGISTRATION INFORMATION The use of the PC-ACCOUNTING system is licensed on a calendar year basis. Users must register their systems annually with Pro Systems Software, Inc., P.O. Box 1437, Plymouth, MA 02360 - Telephone (617) 747-3332. When registering your system, please furnish your complete business name and address, telephone number, name of person to be contacted, and the names of the business and person from whom the PC-ACCOUNTING system source diskette was received. Registered users are entitled to telephone support and all program updates at no additional charge. Annual updates of the PC-ACCOUNTING system are distributed to all registered users by Pro Systems Software, Inc. The suggested annual registration fees are as follows: a. Up to 100 accounts receivable/payable capacity $29.95 b. Up to 500 accounts receivable/payable capacity $49.99 c. Over 500 accounts receivable/payable capacity $89.95 VISA and Mastercard are accepted. SYSTEM REQUIREMENTS The PC-ACCOUNTING system requires an IBM PC, XT, or AT (or compatible) of at least 320K, an 80 column printer, and at least one double sided floppy disk drive and runs under either MS-DOS or PC-DOS version 2.0 or later. For maximum performance and capacity a hard disk drive is reccommended. SYSTEM FEATURES Included in the PC-ACCOUNTING system are the following features: full integration including cross posting, menu driven function selection, on-screen help features, unlimited account capacity (within user's hardware constraints), time and billing, inventory controls, invoicing, automatic monthly billing, automatic monthly payables posting, check printing, as well as various reports including trial balance, cash flow, expense analysis, ledger reports and journals, customer/vendor lists in mailing label format, etc. DATA BASE The PC-ACCOUNTING system utilizes a data base consisting of several relational files bearing the DOS filename extension ".PRO". Because of the relational nature of the files in the data base users are cautioned that a data base backup or restoration must include ALL files within the data base. SYSTEM INSTALLATION WARNING: Hard disk drive systems only - Installation of this system on hard disk will result in the creation of the batch file PRO.BAT, subdirectories PROSUB and PROBSUB, and a CONFIG.SYS file. Care should therefore be taken that your currently existing CONFIG.SYS file does not already contain such files or subdirectories prior to the installation of the PC-ACCOUNTING system, and that, in the case of a CONFIG.SYS file, any desired file parameters are added to the CONFIG.SYS file which is created during system installation. The steps necessary for installation of the PC-ACCOUNTING system are as follows: A. Boot DOS. If you are already using PC-ACCOUNTING skip to step C below. B. If installing on a floppy disk system, prepare two formatted diskettes using the DOS "FORMAT" utility as follows: 1. FORMAT /S - label this diskette "PC-ACCOUNTING PROGRAM Drive 1" 2. FORMAT (no /S) - label this diskette "PC-ACCOUNTING DATA Drive 2" (see the DOS manual for instructions on using the FORMAT utility.) C. Insert the PC-ACCOUNTING program source diskette in Drive A. D. Type A:GO and press the CARRIAGE RETURN key, hereafter referred to as [C/R]. E. Follow the additional instructions which appear on the display screen. On systems using a RAMDISK B: setup it will be necessary to add the Ramdisk software and AUTOEXEC.BAT file to the PROGRAM Drive 1 disk in order to be able to properly boot the program from the Drive 1 disk. Also, be sure to reserve the required 320K bytes for the program. It is suggested that the AUTOEXEC.BAT file contain the parameters GETCLOCK and RAMDISK B: /U=320 (substitute /U=340 for DOS versions 3.0 and later). RUNNING THE PC-ACCOUNTING SYSTEM Once the PC-ACCOUNTING system has been installed, it may be run by re-booting the system (on floppy disk systems re-boot from the new PC-ACCOUNTING PROGRAM Drive 1 disk) and then typing PCA and pressing the [C/R] key. Upon running the system for the first time it will be necessary to input certain information to set up the system. See Section 8 of this manual for a complete discussion of the necessary steps. INPUTING DATA TO THE SYSTEM All prompts for keyboard action to be taken by the user appear on the last or bottom line of the screen in backlit form. Data typed or keyed in appears on this line to the right of the prompt message as it is keyed in. The maximum length for each data field varies according to the particular field, but is usually limited to thirty characters in length. After keying in the requested data, press the [C/R] key to send the data to the program and invoke the next step. If the data is not acceptable a BEEP is sounded and the prompt is repeated. In the case of a one character response it may not be necessary to press the [C/R] key. Valid input responses may be indicated on the message prompt line in brackets. ie: [Y/N] indicates that "Y" (yes) or "N" (no) are the valid responses to the message prompt displayed. If the response is required in a particular format that format will be displayed in parenthesis. ie: (MM-DD-YY) indicated the format which is required when keying in a date. REFERENCING SCREEN PROMPT MESSAGES IN THIS MANUAL Prompt messages are displayed on the last line of the screen. The numbers which are displayed at the beginning of the messages indicate the section of this manual which contains a discussion of the particular message prompt. For example, the message "1.1.0 Enter account NAME/NUMBER" is discussed in section 1 - ACCOUNTS RECIIVABLE & BILLING of the manual as indicated by the first number of the message. If the message is not found within the approp- riately numbered section of the manual it is because the same message is discussed in a prior section. For example, a discussion of the prompt "2.1.0 Enter account NAME/NUMBER" is not contained in section 2 because the prompt is the same as that discussed in section 1 of the manual. It should be noted also that the first digit of the prompt indicates the function selected from the Main Menu, the second digit indicates the function selected from the sub menu, and the third digit indicates the sequence of the prompt within that function. USE OF THE CURSOR CONTROL KEYS In certain situations users will be directed to press the cursor control keys (the arrow up, down, right and left keys) on the numeric keypad. These are used to increment through the item description/pricelist file, the expense code table, etc. Pressing the up or down arrow keys will cause the number being displayed to increase or decrease by 100, while pressing the right or left arrow keys will cause the number being displayed to increase or decrease by 10. In addition, alternately pressing the left arrow key followed by the right arrow key will cause the incrementing number to change from 10 to 1 and back. If the NUM LOCK key has been previously pressed, the cursor control keys will have been disabled and no response to the cursor control keys will ba made. To correct this situation press the NUM LOCK key again once. PASSWORD PROTECTION In order to prevent unauthorized acces to the system a password protection mechanism is provided. The user will be prompted for a password each time the system is started if a password was keyed in by the user during the SETUP SYSTEM FUNCTIONS. In the event that the correct password has not been keyed in after three attempts, the PC-ACCOUNTING system is ended and must be restarted. It should be noted that all password characters must match exactly. ie: Uppercase characters will not match with lowercase characters in your password. SETTING THE DATE If the user has not specified the clock/calendar board option during the setup system FUNCTIONS, the date must be set each time the PC-ACCOUNTING system is started. This is done using the cursor control arrows as described above. SELECTING FUNCTIONS FROM THE MENUS There are several menus which will be displayed on the screen from which the various functions are selected. The MAIN MENU is used to select from among the various processing functions available. ie: ACCOUNTS RECEIVABLE, ACCOUNTS PAYABLE, GENERAL LEDGER & CHECKBOOK,, etc. In order to switch from within one function to another function, it is necessary to first return to the MAIN MENU. This is accomplished by selecting function 9 - RETURN TO MAIN MENU from any of the various sub menus. TERMINATING THE CURRENT FUNCTION - [F1] KEY In order to terminate the current function press the [F1] key. In most instances this will result in the termination of the current function and the redisplay of the previous function selection menu on the screen. In the event that all of the required data for the terminated step had not been keyed in at the time of pressing the [F1] key, the entire data which has been keyed in will be deleted. In situations where the file is being updated by inputing fields within a certain record, such as the account header or the pricelist, the data keyed in will be updated in the file as soon as the [F1] key has been pressed. REPEATING PRIOR STEP - [F10] KEY In order to repeat the prior step because of an error in the data which has been keyed in, press the [F10] key to go back to the previous prompt. This may be done as many times as necessary to reach the desired step. BEFORE POSTING ACCOUNTING TRANSACTIONS In order to post accounting transactions, users must first have set up (enter name, address, etc.) all accounts which will be posted to, as well as enter pricelist file items. Users will not be allowed to post to an account which has no previously entered name, etc. Information on setting up accounts and pricelist information is contained in the following sections of this manual. SELECTING FROM THE MAIN MENU The MAIN MENU is displayed on the screen once the user has correctly keyed in the correct password. The following are the main menu options: 1 - ACCOUNTS RECEIVABLE & BILLING 2 - ACCOUNTS PAYABLE & PAYMENTS 3 - GENERAL LEDGER & CHECKBOOK 4 - PRICELIST & INVENTORY 5 - CUSTOMER & CLIENT INVOICING 6 - PRINT JOURNALS, SPECIAL REPORTS & LISTS 7 - DISK FILE RE-ORGANIZATION 8 - SETUP SYSTEM PARAMETERS Q - QUIT SYSTEM Each of these functions is discussed in detail in the following correspondingly numbered sections. STOPPING THE PC-ACCOUNTING SYSTEM To stop PC-ACCOUNTING select function Q - QUIT SYSTEM from the screen's menu. NEVER reboot or turn off the computer without first executing the QUIT SYSTEM function as this will result in the loss of data from the PC-ACCOUNTING system data base. FILE BACKUP PROCEDURE Since all files in the PC-ACCOUNTING system database are interrelated it is imperative that all backup and restore operations be done on every file within the database simultaneously. For floppy disk systems, use the DOS "DISKCOPY" utility to make copies of the Drive B disk. For hard disk systems a file backup procedure is added during system installation. To invoke this procedure type PCA B [C/R]. FILE RESTORATION PROCEDURE In the event that a file restoration is necessary, use the DOS "DISKCOPY" utility on floppy disk systems to make a copy of the backup diskette and type PCA R [C/R] to invoke the file restoration procedure on hard disk systems. CONVERTING TO THE PC-ACCOUNTING SYSTEM In order to convert to the PC-ACCOUNTING system, take the following steps: a. Add account name and address, etc., information for all accounts payable and accounts receivable accounts which are currently active. b. Post an accounting detail entry to each account which has an open balance showing the amount of the open balance and the description "PRIOR BALANCE" (item description code 12). c. Add item descriptions, prices, and inventory data (if inventory option is selected) to the pricelist file. d. Once steps a. to c. have been completed, the system is ready for the posting of accounting transactions as they occur. 1 - ACCOUNTS RECEIVABLE & BILLING The functions which may be selected from the Accounts Receivable Menu are: 1 - POST A RECEIVABLES JOURNAL ENTRY 2 - POST A CASH RECEIVED JOURNAL ENTRY 3 - SET UP AN ACCOUNT (Name, Address. etc.) 4 - DISPLAY AN ACCOUNT 5 - AUTOMATIC PRINTING OF BILLS DUE 6 - PRINT AN ACCOUNT AGEING REPORT 7 - UNDO THE LAST TRANSACTION ON AN ACCOUNT 8 - TIME CLOCK FUNCTIONS 9 - RETURN TO MAIN MENU P - PRINT AN ACCOUNT STATEMENT Q - QUIT SYSTEM To select a function press the appropriate key. A discussion of each function follows: 1.1 - POST A RECEIVABLES JOURNAL ENTRY: Receivables journal entries consist generally of those items which are charged to business customers or clients and are posted directly to the account. These would include invoices for a retail sales operation, fees for legal services for a law firm, etc. It should be noted however, that if either the Customer & Client Invoicing func- tion (function 5 from the Main Menu) or the Time Clock function (function 8 from the Accounts Receivable Menu) are utilized, both invoices and billed time detail entry items will be posted directly to the account as a part of those functions. The steps in posting of a production journal entry are as follows: 1.1.0 Enter account NAME/NUMBER: Pressing [C/R] at this prompt will bring up the last account accessed. Otherwise key in the name or account number to access an account. If keying in the number, use either the disk file record number (that portion to the right of the dash in the account number in the account number format XXXXXX-XXXXX) or the entire account number including the dash and the record number. If keying in the name, start with the alpha lookup field (that portion of the name to the right of the astarisk which was keyed in during the 3 - SETUP AN ACCOUNT function). An error BEEP will occur for any of the following conditions: a. no such account found in the data base; b. trying to access an Accounts Receivable account from the Accounts Payable Menu or vice versa; c. an error in the number keyed in if using the complete account number format XXXXXX-XXXXX. Remember that uppercase letters an lowercase letters used in the name will not match and an error will result. If the message "Multiple AAAAAAs in file. Enter ACCOUNT NUMBER:" appears on the screen this indicates that the name keyed in could not be matched up with an existing account name. In this case either enter the complete name or enter the account number. If the complete name has been entered and a match is still not made, try entering a blank space (press space bar) at the end of the name. This will aid in the differentiation of names such as CASH vs. CASHMAN, etc. This is because the four letters C-A-S-H by themselves cannot be differentiated from CASH or CASHMAN, but with a blank space at the end of C-A-S-H it is possible to distinguish, from the software point of view, between CASH and CASHMAN. 1.1.1 Enter TRANSACTION DATE [C/R]=XX-XX-XX (MM-DD-YY): Press [C/R] to select the date indicated in the prompt (usually the last date keyed in or today's date), or key in another date in the format MMDD, MM-DD, or MMDDYY, or MM-DD-YY. The shorthand date format such as MMD or MDD or MMDD usually works but remember that the conputer is too dumb to know whether a "113" keyed in is meant to be January 13 or November 3. In such cases an error BEEP will occur and the date prompt will be repeated. If this takes place key in the dash which separates the month from the day ie: key in 11-3 rather than 113 Also note that an error BEEP will occur if the date selected is beyond the current year or is otherwise invalid such as month 13, day 35, etc. 1.1.2 Enter ITEM DESCRIPTION NUMBER: User selects an item by number from the pricelist/item description file. The selected item will appear under the transaction description column on the account statement. The following are the item description numbers: 0 - (user keys in description up to 150 characters) 7 - (user's time billing description - see manual sec. 6.0.20) 8 - INTEREST CHARGE 9 - (user's monthly charge description - see manual sec. 6.0.21) 10 - INVOICE 11 - REGULAR PAYMENT 12 - PRIOR BALANCE 13 - 19 Reserved for future use. 20 and higher - any items which user has keyed into the pricelist file or wishes to key in at this time. [C/R]=Help. Press [C/R] to proceed to next step. 1.1.3 [ / ] = higher items, [ / ] = lower items, [C/R] = this item: This step utilizes the cursor movement keys (arrow up, down, right, left) on the numeric keypad to select the desired item. Press the cursor up arrow key on the numeric key pad to increase by 100; press the down arrow key to decrease by 100; press the cursor right key to increase by 10, etc. (For a more complete discussion of this feature see the section of this manual entitled "USE OF THE CURSOR CONTROL KEYS" which appears earlier.) Press [C/R] when the deisred item number and description appear on the screen. 1.1.4 Enter DESCRIPTION for item number XX: This prompt appears only in the event that there is no description already in the file for the item number selected in the previous step. Enter the item description at this time. The description entered is stored in the file for future use. 1.1.5 Enter ITEM DESCRIPTION: This prompt appears only in the event that item number 0 was selected during step 1.1.3. Up to 150 characters of item description may be keyed in at this time. Users are cautioned that any description keyed in at this time will apply only to the transaction being entered and may not be recalled at a later time for use on any other trans- action. Thus for file space saving purposes it is preferable to utilize the standard 30 character item description feature. However, it may not be desireable in all cases to be limited to a 30 character description. For that reason this feature is provided. 1.1.6 Enter CHECK NUMBER (or Enter INVOICE NUMBER): Enter the check number or invoice number of the check or invoice being posted. 1.1.7 [A-D] = Price level; [T] = Time billing; [C/R] = You key in AMOUNT: By pressing one of the indicated keys the transaction amount may be selected. Prices for levels A-D from the pricelist file appear on the screen above the message prompt line. In the event that there is no price in the pricelist file for the desired price level, that level may be selected and the price may then be keyed in and stored in the pricelist file for future use in step 1.1.8. If the time billing function is selected, the time in hours and the hourly rate may be keyed in in steps 1.1.9 throught 1.1.12. If the "You key in AMOUNT" function is selected the transaction amount may be keyed in during step 1.1.13. 1.1.8 Enter PRICE for level X $: This prompt appears only if there is no price in the pricelist file for the price level selected in the previous step. The price keyed in will be stored in the pricelist file for future use. 1.1.9 Enter TIME in hours (XX.XX): This prompt appears only if the Time billing function was selected in step 1.1.7. Enter the number of hours to be billed to the account for the trans- action being entered or press [C/R] to proceed to the "Help" step 1.1.10. 1.1.10 Set TIME: Press [ ] to decrease; [ ] to increase; [C/R] = correct: BY pressing the cursor right and cursor left keys the time which appears on the screen may be increased or decreased. Alternately pressing left and then right keys will cause the incrementing factor to change from hours to tenths of an hour and to hundredths of an hour. Press [C/R] when the desired number of hours appears on the screen. 1.1.11 Enter HOURLY RATE (XXXX.XX) [C/R]=Help: Enter the hourly rate to be used in computing the amount for the transaction being posted. Press [C/R] to invoke the help function. 1.1.12 HOURLY RATE: [ ] to decrease; [ ] to increase; [C/R] = correct: This is the "Help" function invoked from prompt 1.1.11. Use the cursor control keys in the same manner as discussed in step 1.1.10. Press [C/R] when the desired hourly rate appears on the screen. The rate which is selected is stored for use the next time this function is selected. In this way, by pressing the [C/R] key at prompt 1.1.11 and again at prompt 1.1.12 the rate from the prior entered detail entry may be selected. 1.1.13 Enter TRANSACTION AMOUNT $: This prompt appears only when the "You key in amount" function is selected during prompt 1.1.7 above. Enter the amount desired. 1.1.14 Apply DISCOUNT/MARKUP? [Y/N]: This prompt appears when posting to an account on which a discount or markup has been entered in response to prompt 1.3.17. 1.1.15 Enter EMPLOYEE INITIALS or NUMBER (XXX): Key in the initials or number of the employee responsible for the transaction, if desired. Are all entries CORRECT? [Y/N]: Press Y if correct. The entry will then be posted to the file. If you press N the entry is aborted and must be completely re-entered. 1.1.16 Post transaction to XXXXXX account?: This prompt appears only when the integrated posting feature discussed in sections 8.0.22 or 8.0.23 (see SETUP SYSTEM PARAMETERS section of manual) has been selected. If the response is affirmative, the transaction is posted to the indicated ledger file as well as the accounts receivable/payable file. 1.2 - POST A CASH RECEIVED JOURNAL ENTRY: Cash Journal entries consist of transaction codes 1-6. Specifically, these are: Received on Account; Check Returned; and Check Redeposited. The steps necessary in posting a Cash Journal entry are basically the same as in posting a Production Journal entry as outlined above, but vary as noted below: 1.2.0 (same as 1.1.0 above) 1.2.1 (same as 1.1.1 above) 1.2.2 (same as 1.1.2 above except that item description numbers are 0-6 only.) 1.2.4 Enter TRANSACTION AMOUNT [C/R]=$XXX.XX $: Press [C/R] if the transaction amount is the same as the account balance indicated. This is particularly useful on Received on Account entries. Otherwise key in the transaction amount. Entering offsetting amounts: Under certain circumstances it will be necessary to enter a transaction offsetting a previous transaction. This will require keying in a minus sign (-) before the amount. This will cause the transaction amount to be reversed. ie: if the amount is normally a credit, such as in Received on Account transactions, the amount will be posted as a debit. Are all entries CORRECT? [Y/N]: (same as discussed under Section 1.1 above.) 1.3 - SET UP AN ACCOUNT: This step is necessary before any posting to an account may be made. Each account must have a name entered. No other data is required before posting is allowed. The steps are as follows: [A]dd a new account or [U]pdate an existing account?: Press A or U as the response to this querry. This is required because each new account added will be assigned to the next available record number on the disk file. This number is the number which appears to the right of the dash (-) in the Account ID code as displayed on the screen and may be used in liew of the name to access the account in response to the prompt "Enter account NAME/NUMBER". 1.3.0 (same as 1.1.0 above, but only used if updating an existing account.) 1.3.1 Enter ACCOUNT ID CODE (6 characters, first must be numeric): This ID code or number is stored with the account data. It is provided for the user's reference and is not required by the system, but is provided in order that users who are converting from another accounting system to the PC-ACCOUNTING system may use their old numbering system if they so desire. On display and printout of the account data the account ID CODE will be shown including the (up to) 6 digit number which is keyed in in the format XXXXXX-XXXXX where the numbers to the left of the dash are the number keyed in by the user and the numbers to the right of the dash are the physical record number on the disk file for the record containing the account information. 1.3.2 NAME (include * for alphabetizing): Enter the account name with an astarisk in the location to the left of the last name. The astarisk indicates the last name for purposes of arranging the accounts in alphabetical order. Also, please note that when accessing accounts by name key in the last name first, followed by a comma, then the first name. In most instances the account will be located as soon as enough characters have been keyed in to isolate the account. Examples: Key in "JOHN J.*SMITH, Jr." when setting up the account; key in "SMI" to access the account later, but note that if there are several SMITHs in the database it may be necessary to key in the entire name. If so, key in the name in the following format: SMITH, Jr., JOHN J. It is not necessary to key in the astarisk if the beginning of the name is to be alphabetized using the first letter. For example key in "ALCOA CORP." rather than "*ALCOA CORP.", but key in "THE*REYNOLDS FAMILY TRUST". 1.3.3 Enter FIRST LINE OF ADDRESS: Enter the accountholder's mailing address. 1.3.4 Enter SECOND LINE OF ADDRESS: Same as above. 1.3.5 Enter THIRD LINE OF ADDRESS: Same as above. 1.3.6 Enter TELEPHONE NUMBER (XXX-XXXX or XXX-XXX-XXXX): Enter the account- holder's telephone number (dashes are not required). 1.3.7 Enter NEXT BILLING DATE (MM-DD-YY): This is the date when the next bill is to be printed (during the 5 - AUTOMATIC PRINTING OF BILLS DUE function). See the discussion of DATEs in the first section of this manual for further information. 1.3.8 REGULAR PAYMENT AMOUNT: Enter the amount to be billed to the account- holder when the regular bill is printed. 1.3.9 BILLING INTERVAL in months [1-12]: Enter the number of months between bills to be printed. For example if the accountholder is to be billed monthly, enter "1". It is reccommended that all accounts be billed on the one month cycle. 1.3.10 Enter number of REGULAR PAYMENTS remaining: Enter the total number of regular payments remaining for this account. 1.3.11 PRICE LEVEL [A-D]: Indicate which price level is to be used in the pricelist file when billing items to the accountholder. 1.3.12 CLIENT OF code (3 characters maximum length): Enter the initials or number of the person in your firm who is responsible for this account. 1.3.13 CREDIT LIMIT for this account (500, etc.) $: Enter the credit limit for this account. If a limit is entered a warning BEEP and message will be produced when a transaction which exceeds the limit is posted. 1.3.14 Enter dollar amount of UNBILLED TIME $: Enter the amount of time to bill to the accountholder when the next regular bill is produced. This is to provide a way to allow the user to make adjustments to the unbilled time total which is accumulated from the 8 - TIME CLOCK FUNCTIONS option of the Accounts Receivable Menu. 1.3.15 TAXPAYER ID/SOCIAL SECURITY NUMBER: Enter accountholder's number. 1.3.16 CHARGE INTEREST? [Y/N]: Enter Y or N. This option is provided only on accounts which are to be billed monthly. ie: code "1" in response to the prompt "1.3.9 BILLING INTERVAL in months [1-12]" 1.3.17 DISCOUNT/MARKUP % (minus sign=Discount; otherwise=Markup): Key in any discount or markup to be applied to this account. If this is keyed in then all subsequent Production Journal entries will be discounted or marked up accord- ingly. 1.3.18 REMARKS: Use this field (up to 30 characters) to hold any pertinent remarks such as other telephone number, contact, etc., which are relevant. 1.4 - DISPLAY AN ACCOUNT: The steps necessary for account display are: 1.4.0 (same as 1.1.0 above) 1.4.1 [D]=Display all detail lines; [L]=Last transaction only; [C/R]=Continue: After accessing the account, the account information is displayed on the screen followed by the above prompt. To display all detail lines press D; to display only the last detail transaction press L; to continue to the Accounts Receivable menu press [C/R]. 1.5 - AUTOMATIC PRINTING OF BILLS DUE: During this procedure all accounts receivable are reviewed to determine if the NEXT BILLING DATE has been reached. If so, a bill is printed showing the prior balance, all items posted during the current period, the REGULAR PAYMENT AMOUNT (if any), INTEREST CHARGE on any overdue amount, and the BALANCE DUE. There are several options available to the user during this step. The following are the steps necessary to perform this function: 1.5.1 Print [D]raft or [F]inal copy bills? [D/F]: Draft bills may be printed in order that all bills may be reviewed for changes before printing the final version. Final copy bills should only be selected after it is ceratin that all necessary changes or adjustmants to accounts have been completed. 1.5.2 WARNING...DATA LOSS RISK. Has file backup been completed? [Y/N]: This message will be displayed in the event that the [F]inal copy option has been selected. In the event that the response to this prompt is "N" then a warning BEEP will be issued with the message "COMPLETE BACKUP PROCEDURE BEFORE PRO- CEEDING. Press [C/R] to continue...". For a discussion of file backup procedure see the section "FILE BACKUP PROCEDURE" in the first section of this Manual. 1.5.3 [R]eprint bills from prior scan or scan and print [N]ew bills? [R/N]: Since a printer malfunction or other error during the printing of bills may necessitate reprinting, this option is provided. It is not possible to reprint bills from any scan other than the next previous one. 1.5.4 Enter RESTART NUMBER from last good bill lower right [C/R]=0: If the [R]eprint option was selected in the previous step, it is necessary to indicate at which bill reprinting is to commence. This is done by keying in the number which was printed to the right of the copyright notice at the bottom of the last good bill printed (indicated by the notation "R:"). Reprinting will begin with next following bill. 1.5.5 Printing DRAFT (or FINAL COPY) BILLS...Press [F1] key to abort... This prompt will appear on the screen while the account file is being scanned in search of accounts to be billed. If the abort option is selected during the scan, then the scan will be resumed at the point of interruption the next time that the 5 - AUTOMATIC PRINTING OF BILLS DUE option is selected form the Accounts Receivable menu. 1.6 - PRINT AN ACCOUNT AGEING REPORT: Selection of this option will result in the printing of an ageing report showing all accounts with open balances distributed on 1, 2, 3 and over 3 month categories. 1.7 - UNDO LAST TRANSACTION: Use this function to undo the transaction last posted to an account. 1.7.0 (same as 1.1.0) 1.7.1 UNDO the above transaction? [Y/N]: Selection of the Y option will result in the undoing or unposting of the transaction displayed. It should be noted, however, that the undoing of the transaction displayed will NOT result in the undoing of any ledger transaction which may have posted as the result of the integrated posting feature of the PC-ACCOUNTING system. Any such trans- action must be undone separately from the 3 - GENERAL LEDGER menu. 1.8 - TIME CLOCK FUNCTIONS: These functions are provided for use where detailed time records must be recorded and retained. Records generated by the PC-ACC- OUNTING system include costomer account number, employee number, date, starting time, ending time, job number, job description or comments, and hourly rate. In addition, the computers clock may be used in the timekeeping function as a "real time" time clock. All time recorded is updated to the clients account in the UNBILLED TIME portion of the account and is displayed on the screen when the account is displayed. Note that this function differs substantially from the [T]=Time Billing option in computing the price of a detail entry particularly in that that option does not provide any of the detail which the TIME CLOCK FUNCTIONS provide. Also note that there are several other functions available from within the TIME CLOCK FUNCTIONS menu. These are as follows: 1 - POST BILLED TIME RECORDS 2 - TIME SUMMARY REPORT BY CLIENT ACCOUNT NUMBER 3 - TIME SUMMARY REPORT BY EMPLOYEE NUMBER 4 - DETAIL REPORT OF CLIENT BILLED TIME 5 - DETAIL REPORT OF EMPLOYEE TIME 1.1 - POST BILLED TIME RECORDS: The steps necessary in this function are: 1.8.1 Enter WORK DATE [C/R]=XX-XX-XX (MM-DD-YY) [F1]=Posting Completed: Press [C/R] to select the date shown. This is either today's date or the last date entered. If posting is completed return to the menu by pressing [F1]. 1.8.2 Enter EMPLOYEE NUMBER [C/R]=XXX (maximum 3 characters): Enter the employee number of the employee whose time is being billed to the client. 1.8.3 Enter JOB NUMBER: Enter the job number for the services for which the client is being billed, if any. The job number is from the client's work order. 1.8.4 Enter STARTING TIME or press [C/R] for present time (HHMM): Press [C/R] for the present time from the computer's time clock, otherwise enter the correct starting time in the format HHMM where HH=hours and MM=minutes. 1.8.5 Enter END TIME or press [C/R] for present time (HHMM): (same as 1.8.4). 1.8.6 Select HOURLY RATE [A-D]: Hourly rates as entered from the 8 - SETUP SYSTEM PARAMETERS option prompts 8.0.16 - 8.0.19 are displayed on the screen. These are the rates which will be billed for the time entry being posted. Key in the correct letter to designate the proper rate to be billed. 1.8.7 Enter HOURLY RATE for level X: If the level selected in the previous step has no corresponding hourly rate stored in the file, the rate must be keyed in at this time. 1.8.8 Enter JOB DESCRIPTION: Any description may be entered. 1.8.2 to 1.8.5 BILLED TIME REPORTS: The following are the steps necessary to produce the various billed time reports: 1.8.11 Enter STARTING DATE [C/R]=XX-XX-XX (MM-DD-YY): Enter the date which is to be used as the starting date of the report. ie: all entries prior to this date will be excluded. 1.8.12 Enter ENDING DATE [C/R]=XX-XX-XX (MM-DD-YY): All entries after this date will be excluded. 1.8.13 Enter EMPLOYEE NUMBER: For employee time detail reports only, enter the employee number whose time is to be included in the report. 1.8.14 Insert BILLED TIME HISTORY DISK in Drive A and press [C/R] when ready: This applies to floppy disk systems only. The billed time file is stored on a separate disk from the PC-ACCOUNTING data disk. This disk must be inserted in Drive A. If the billed time history file is not found on the Drive A disk an error message "file not found" will appear on the screen and the PC-ACCOUNTING system will be terminated. P - PRINT AN ACCOUNT STATEMENT: This option may be utilized to print an account statement on the printer. The only necessary steps are to key in the account name or number at the appropriate prompt and to prepare the printer. 2 - ACCOUNTS PAYABLE The Accounts Payable functions are essentially the same as the Accounts Receivable functions described in the preceeding section of this manual. Where differences exist they are described below. However, for ease of reference, when a message prompt is encountered during the processing of Accounts Payable functions which are not described in detail in this section of the manual, refer to the corresponding prompt in the Accounts Receivable section of the manual. For example, to find a discussion of the message prompt "2.1.0 Enter account NAME/NUMBER" which is not described in this section, refer to the message prompt "1.1.0 Enter account NAME/NUMBER" which appears in the Accounts Receivable section of the manual. The functions which are different from the Accounts Receivable functions are the following: 1 - POST A PAYABLES JOURNAL ENTRY 2 - POST A CASH PAID JOURNAL ENTRY 5 - AUTOMATIC POSTING OF REGULAR PAYABLES DUE 8 - (no corresponding function available) 2.1 - POST A PAYABLES JOURNAL ENTRY: Payables journal entries are those items which are ordinary business expenses such as rent, invoices for inventory purchases, repairs, etc. Posting of these items is accomplished in the same manner as the posting of production journal entries as described in section 1.1 of this manual. 2.2 - POST A CASH PAID JOURNAL ENTRY: Cash paid journal entries consist of payments on account and related items. These are posted in the same manner as cash journal entries as described in section 1.2 of this manual. 2.3 - SET UP AN ACCOUNT: Setting up an account is accomplished in the same manner as under the corresponding accounts receivable function with the following differences: 2.3.7 Enter NEXT PAYMENT DATE (MM-DD-YY): This is the date when the next payment on an account payable is due. This date is used in the 5 - AUTOMATIC POSTING OF REGULAR PAYMENTS DUE function. When this date has been reached, a payable journal entry in the amount carried in the REGULAR PAYMENT AMOUNT field of the account will be generated as the result of the 5 - AUTOMATIC POSTING OF REGULAR PAYABLES DUE function being invoked. Once the payable journal entry has been posted, the date is reset to the next subsequent payment date as indicated by the PAYMENT INTERVAL field contents. 2.3.8 Enter REGULAR PAYMENT AMOUNT: This is the amount to be posted as payable during the 5 - AUTOMATIC POSTING OF REGULAR PAYMENTS DUE function. 2.3.9 Enter PAYMENT INTERVAL IN MONTHS [1-12]: This is the number of months between payments. 2.3.10 Enter EXPENSE ACCOUNT CODE for regular payment [1-99]: This is the code for the expense account category for the item detail entry to be posted. 2.5 - AUTOMATIC POSTING OF REGULAR PAYABLES DUE: During this function all payable accounts in the database are reviewed to determine whether the date in the NEXT PAYMENT DATE field of the account has been reached. If so a payable item detail entry is posted to the account in the amount specified in the REGULAR PAYMENT AMOUNT field. 3 - GENERAL LEDGER & CHECKBOOK: The functions which may be selected from the General Ledger & Checkbook menu are as follows: 1 - POST CHECKS / DEBITS 2 - POST DEPOSITS / CREDITS 3 - POST BANK CHARGES 4 - POST BANK CREDITS 5 - LIST TRANSACTIONS 6 - EDIT A PRIOR POSTED TRANSACTION 7 - DISPLAY / EDIT ACCOUNT BALANCE 8 - CHANGE EXPENSE ACCOUNT CODES TABLE 9 - RETURN TO MAIN MENU P - PRINT CHECKS / FORMAT CHECK PRINTOUT Q - QUIT SYSTEM 3.1 - POST CHECKS / DEBITS: This function allows posting of checks and/or other debit transactions to a file. The steps are as follows: 3.1.0 Enter ACCOUNT ID CODE (maximum length 6 characters) [C/R]=AAAAAA: In this step enter the account identification code of the account to which the transaction applies. This is a code which the user designates the first time that a transaction is posted to the account. The code may not exceed six characters in length, but otherwise has no restrictions. As many different accounts as the user may designate are allowed, and each must have a unique identification code. If the account is not found a message will be displayed and the user will be instructed to press the Y key to verify the correct ACCOUNT ID CODE. Thereafter the user will be asked to respond to the inquiry "Is this a checking account? [Y/N]. If the response is affirmative then the account will be set up to utilize check numbering in the posting of transactions. The message prompts relating to this function are: No account AAAAAA records on file. verify ACCOUNT ID CODE. Correct? [Y/N]: See discussion in preceeding paragraph. Is this a checking account? [Y/N]: See discussion in preceeding paragraph. 3.1.1 Enter CHECK NUMBER: If the account is a checking account, it is necessary to enter the check number for the first check posted. Thereafter check numbering is done automatically each time a new check is posted. 3.1.2 Enter TRANSACTION DATE [C/R]=XX-XX-XX (MM-DD-YY): (same as 1.1.1) 3.1.3 Enter PAYEE NAME or NUMBER: The payee name or number keyed in is referenced to the accounts receivable and accounts payable files to enable the user to key in only a portion of the name. If the name or number is found on that file the complete name is placed in the PAYEE field. If the name is not found on the accounts receivable/payable file the user must key in the complete name. In the event that the name desired does not reside on the accounts receivable/payable file but the program finds a match based on a partial name being keyed in, it will be necessary to add the name to the accounts receivable/ payable file in order to avoid this error. This message prompt may appear in the variation "Enter DESCRIPTION" for certain transactions. 3.1.4 Enter EXPENSE ACCOUNT CODE [C/R]=Help: Enter the expense account code for the expense account to which the item being posted is to be charged. Use the Help option for assistance. It is suggested that a list of expense account codes be printed on paper to assist in this step since the Help option may be more time consuming. This list is available from the 6 - PRINT JOURNALS, SPECIAL REPORTS & LISTS function of the main menu. 3.1.5 Enter REFERENCE ACCOUNT NAME or NUMBER: Enter the name or number of the account receivable/payable to which the entry being posted applies. If the name is entered, the number will appear in the REFERENCE field of the record being posted. 3.1.6 Enter TRANSACTION AMOUNT $: Enter the transaction amount. 3.1.7 Enter MEMO: Enter any memorandum which applies to the transaction being posted. This field is limited to thirty characters. Are all entries CORRECT? [Y/N]: This prompt is issued when all above data has been keyed in. If the user responds Y the entry is posted to the file. A response of N will result in the entry not being posted. 3.2 - POST DEPOSITS / CREDITS: Posting steps are the same as under function 3.1 above. The amount keyed in is assumed to be a credit whereas the amount keyed in under function 3.1 is assumed to be a debit. 3.3 - POST BANK CHARGES: Posting steps are the same as under function 3.1 above except that the description "BANK CHARGE" is generated by the program. 3.4 - POST BANK CREDITS: Posting steps are the same as under function 3.1 above except that the description "BANK CREDIT" is generated by the program. 3.5 - LIST TRANSACTIONS: This function is utilized to list transactions posted to any account during specified time periods. Time periods are specified by the user in the following steps: 3.5.1 Enter STARTING DATE [C/R]=XX-XX-XX (MM-DD-YY): Enter the date prior to which account entries are to be excluded from the list. 3.5.3 Enter ENDING DATE (MM-DD-YY): Enter the date after which account entries are to be excluded from the list. 3.6 - EDIT A PRIOR POSTED TRANSACTION: This function is utilized in order to edit a transaction which has previously been posted. 3.6.1 Enter CHECK NUMBER for check to be edited: Enter the check number to be edited. If editing a transaction which does not contain a check number, enter the check number of the nearest check in the file, then use the cursor right and/or cursor left keys to locate the desired transaction. If the account being accesed is not a checking account then the last transaction posted will be displayed. To locate the desired transaction use the cursor left and right keys. Once the transaction has been located, the user will be prompted to update the various data fields. If there is no change to the particular field, press [C/R] to proceed to the next field. Editing instructions are displayed on the screen. Message prompts are the same as those discussed under section 3.1. 3.7 - DISPLAY / EDIT ACCOUNT BALANCE: This function is utilized to display an account balance and, if necessary to edit (change) the balance field in the event that it is incorrect. 3.7.1 Enter CORRECT BALANCE. If no change press [C/R]: Enter a balance only if it is necessary to change the balance figure. 3.8 - CHANGE EXPENSE ACCOUNT CODE TABLE: The PC-ACCOUNTING system is supplied with expense account categories which may be changed by the utilization of this function. It should be noted, however, that if a change is made it will be reflected on all previously entered transactions which specify the changed account code. A list of the existing codes may be obtained by entering function 6 - PRINT JOURNALS, SPECIAL REPORTS & LISTS from the main menu. 3.8.1 Enter EXPENSE ACCOUNT CODE to be edited [1-99]: Enter the number of the expense account item which is to be edited. 3.8.2 Enter DESCRIPTION for expense account code XX: Enter the desired description. 3.P - PRINT CHECKS: The PC-ACCOUNTING system will print checks on the users check forms. Check form layout information must first be supplied by the user. This is accomplished through the "Formatting check printout" proceedure which in invoked automatically when the P - PRINT CHECKS / FORMAT CHECK PRINTOUT function is called for. Instructions for specifying the check layout appear on the screen. These instructions must be followed carefully. It is important to note that fields specified must be in order by line number and print position. If a form requires the printing of more than one data field on the same line, make certain that enough space is allowed between the two fields or the result will be that two lines are printed rather than the one line intended. Also note that when the address is printed it is not permissable to print any other data to the right of the address fields. This will result in a similar error. Check forms are available from many business form suppliers in a variety of formats. 3.P.1 Enter CHECK NUMBER of first check to be printed/[F]=Format checks: Enter the check number of the first check to be printed; enter [F] to invoke the Format Check Printing proceedure. 3.P.2 Set up check forms in printer. Press [C/R] when ready: Prepare the printer with the check forms. 3.P.3 Verify check forms alignment. Press [C] when correct: After pressing [C/R] in the proceeding step, the letter E is printed in the upper right corner of the check form in the printer. This is an alignment aide. If the form is properly aligned press the C key, otherwise press any other key to repeat the alignment test. This may require some experimentation before the alignment of check forms becomes easily mastered. 4 - PRICELIST & INVENTORY The PC-ACCOUNTING system provides a pricelist of unlimited capacity within the constraints of the user's disk drive hardware capacity. Pricelist file fields include item description, level A-D sales prices, remarks, and, if the inventory controls option (see manual sec. 8.0.14) is selected during the 8 - SETUP SYSTEM PARAMETERS function from the main menu, cost, quantity on hand, and vendor number for oldest, intermediate, and newest inventory, as well as inventory reorder level for each item. Items in the pricelist/item description file may be posted to invoices or may be posted directly to an account receivable or payable. In this way the pricelist/item description file may be used to store standard accounting transaction descriptions which are not provided among the standard (items 1-19) PC-ACCOUNTING system descriptions. If the item is posted directly to an account rather than to an invoice, there is no provision for inventory control totals to be updated. Likewise, there is no provision for multiple quantities to be posted to an account as a single transaction item. The pricelist & inventory functions are as follows: 1 - UPDATE PRICELIST 2 - DISPLAY / PRINT PRICELIST 3 - FILE SEARCH FOR SPECIFIC ITEMS 4 - UPDATE INVENTORY 5 - DISPLAY / PRINT INVENTORY LIST 6 - ENTER ITEMS ORDERED 7 - PRINT REORDER LIST 9 - RETURN TO MAIN MENU Q - QUIT SYSTEM 4.1 - UPDATE PRICELIST: 4.1.1 Enter ITEM NUMBER: Enter the item number which is to be updated. Each item keyed into the file has an item number which is controlled by this field. There is no limitation. However, it should be noted that gaps of unused item numbers waste space on the disk file. Therefore it is suggested that careful consideration of disk space usage be made before assigning item numbers. 4.1.2 Enter ITEM DESCRIPTION: Enter the item description as it is to appear on the invoice or account. Maximum length is 30 characters. 4.1.3 Enter LEVEL A SELLING PRICE: Up to four price levels are available. These are designated A-D. 4.1.4-4.1.6: (Same as 4.1.3). 4.1.7 Enter REMARKS: Up to 30 characters of remarks may be entered with the item. This field serves to notify the user of any pertinent remarks and is displayed on the screen with the item information. Use of this field requires 30 additional bytes of disk space for the item. Therefore it should not be used in excess if disk space is at a premium. 4.2 - DISPLAY PRICELIST 4.2.1 Enter STARTING ITEM NUMBER for list [C/R]=11: Enter the item number with which the list is to start. 4.3 - FILE SEARCH FOR SPECIFIC ITEMS: Use this function to scan the pricelist file for a certain word or phrase and list all items which contain that word or phrase. Up to ten words or phrases may be entered. If any of these words or phrases are found within an item description, the item is displayed. 4.3.0 - 4.3.1 (Same as 4.2.0 - 4.2.1.) 4.3.2 Enter phrase # XX to search for in item description: This message is repeated up to ten times (XX=1-10) to allow the entering of ten different words or phrases to be searched for in the pricelist file. When all words or phrases have been keyed in, press [C/R] at this prompt to start the display. 4.4 - INVENTORY FUNCTIONS: In order for the inventory functions to be enabled the user must have selected the inventory option at setup time. See manual section 8.0.14 for a discussion of this feature. Inventory features include a three tiered inventory system which tracks oldest, intermediate, and newest level of cost and supports FIFO or LIFO accounting systems. Items must be added to the inventory totals prior to invoicing by the user (see inventory function 1 below). As items are invoiced, on hand quantity fields are reduced and sales gain records ar updated accordingly. 4.4 - UPDATE INVENTORY: Use this function to make any changes to inventory fields including adding new inventory and/or correcting existing fields. Steps are as follows: 4.4.1 to 4.4.7 (Same as 4.1.1 to 4.1.7.) Press [F1] to skip to the next step. 4.4.11 To ADD inventory press [A]; for CORRECTIONS press [C]: Adding inventory: During this option the user indicates the cost of the item(s) being added. If the cost is the same as the newest cost previously on file, the item is added to the total for the newest item level. If the cost is different, the intermediate and oldest levels (if any) are averaged and placed in the oldest level field, the newest level is moved to the intermediate level field, and the items being added are entered into the newest level fields. Correcting inventory: This option is provided to allow the user to make any required corrections to the previously existing inventory information. The user will be prompted to make any changes on a field by field basis. If no changes are required to any particular field press [C/R] to proceed to the next field. Use the cursor control keys to move from item to item within the pricelist file. Press [F1] to terminate the function when all necessary changes have been completed. The steps in adding inventory are: 4.4.12 Enter new COST PER UNIT [C/R]=Same as NEWEST above $: Press [C/R] if cost is same as last inventory added. Otherwise enter the new cost. In this case the existing inventory totals are adjusted as described in the previous paragraph. 4.4.13 Enter number of UNITS being added: Enter the number of new units. This number will be added to units already on hand. 4.4.14 Enter VENDOR NAME/NUMBER [C/R]=No change. Enter the new vendor name or number. The name/number corresponds with the name/number on the accoaunts receivable/payable file. If the name/number is not found on the accounts file, an error BEEP will occur. For this reason it is advisable to post payable invoices to the accounts payable file prior to adding the inventory items from those invoices. CORRECTIONS: During the Corrections step any of the inventory data fields may be changed by keying in the correct field data. This differs from the Add inventory step in that during the Add Inventory step the number of items keyed in is added to the existing data field contents for on hand, and in the event of new cost per item figures, inventory items are shifted from newest to intermediate, and intermediate to oldest. See the preceeding section for a more complete explaination of the Add Inventory step. If no change is necessary, press [C/R] to advance to the next data field. Press [F1] when updating has been completed to return to the inventory menu. The steps in making corrections to inventory fields are: 4.4.21 Enter UNIT COST for newest level $: Enter the correct unit cost if different from the cost displayed on screen. 4.4.22 Enter UNITS ON HAND for newest level: Enter the correct number of units on hand if different from units on hand displayed on screen. 4.4.23 Enter newest VENDOR NAME/NUMBER: Enter the correct vendor name or number if different from the vendor displayed on screen. See 4.4.14 for further explaination of this data field. 4.4.24 Enter UNIT COST for intermediate level $: (Same as 4.4.21.) 4.4.25 Enter UNITS ON HAND for intermediate level: (Same as 4.4.22.) 4.4.26 Enter intermediate VENDOR NAME/NUMBER: (Same as 4.4.23.) 4.4.27 Enter UNIT COST for oldest level $: (Same as 4.4.21.) 4.4.28 Enter UNITS ON HAND for oldest level: (Same as 4.4.22.) 4.4.29 Enter oldest VENDOR NAME/NUMBER: (Same as 4.4.23.) 4.4.30 Enter correct number of UNITS ON ORDER: Enter units on order if different from number displayed on screen. 4.4.31 Enter REORDER LEVEL [N]=No Reorder: Enter the inventory level at which the item is to be listed on the function 4.7 - Reorder List. If "No Reorder" is indicated the item will not be printed on the reorder list even when the on hand total reaches zero. Otherwise, if the reorder level is zero, the item will be printed on the Reorder List when the quantity on hand reaches zero. 4.5 - DISPLAY/PRINT INVENTORY LIST: Use this function to obtain a listing of all inventory on hand or to obtain the value at cost of all inventory on hand. The related steps are: 4.5.0 Select: [1]=List all items; [2]=List items on hand; [3]=List TOTAL only: Select the option desired and press the corresponding key. 4.5.1 Enter starting ITEM NUMBER for list [C/R]=20: If a partial listing is desired, enter the number of the item with which the list is to begin. 4.6 - ENTER ITEMS ORDERED/REORDER LEVEL: Use this function to enter items ordered and reorder level. These data fields must be updated prior to the printing of the Reorder List in order that items which were ordered from the last Reorder List and have not yet been added into the inventory totals will not be repeated on the next Reorder List. During the Add Inventory function the TOTAL ON ORDER data field is decreased by the number of items being added to the inventory total (see 4.1 - UPDATE INVENTORY above). 4.7 - PRINT REORDER LIST: Use this function to print a listing of all items on which the TOTAL ON HAND plus TOTAL ON ORDER is below the number specified in the REORDER LEVEL data field. 5 - INVOICING FUNCTIONS: These functions are utilized to prepare and print customer invoices and to produce reports of previously prepared invoices. Menu options are: 1 - PREPARE AND PRINT CUSTOMER INVOICES 2 - INVOICE REPORTS 1 - PREPARE AND PRINT CUSTOMER INVOICES: This function provides complete file updating for customer invoicing including posting to the accounts receivable file, inventory control file, quarterly sales gain file, and invoice record file, as well as printing of the actual invoice. The steps in producing the invoice are: 5.1.0 Enter ACCOUNT NAME/NUMBER: (Same as 1.1.0.) 5.1.1 Invalid account type (ie: not a RECEIVABLE). Press [C/R] to continue: This message indicates that the account name or number keyed in during the previous step was a payable type rather that a receivable type. Customer invoices may not be posted to account payable. 5.1.2 Enter SALESMAN CODE: (Same as 1.1. .) 5.1.3 Enter ITEM DESCRIPTION NUMBER. If done press [F1]: Key in the item number from the pricelist file. After entering the last item on the invoice, press the [F1] key to advance to step 5.1.15. 5.1.4: Use the cursor control keys to find the item being posted if the correct number was not entered in the previous step. Pressing the cursor up or cursor down key will result in the item number being increased or decreased by 100. Pressing the right or left keys will result in the item number being increased or decreased by 10 and alternating between right and left will cause the increasing or decreasing factor to change from 10 to 1 and from 1 to 10. Press the [C/R] key when the desired item appears on the screen. 5.1.5 Enter DESCRIPTION for item number XXXX: This prompt will appear only if the item selected in the previous step has no prevoiusly keyed in description. Enter the description at this time for storage in the pricelist file and to be printed on the invoice. 5.1.6 Enter QUANTITY: Enter the number of units being invoiced. 5.1.7 WARNING - Quantity exceeds inventory on hand. Press [C/R] to continue: This message indicates that the quantity entered in the previous step exceeded the number of UNITS ON HAND as stored in the inventory data file. It is a warning only and will not cause a termination of the invoice. Care should be taken, however, that the cost of the items being invoiced for purposes of the Sales Gain Report may not be accurate if the cost of the items being invoiced is different from the cost presently in the inventory data file. 5.1.8 Select PRICE LEVEL [A-D] (DISCOUNT/MARKUP will be computed. [C/R]=you key in price: Select the price level from the prices displayed at the bottom of the screen. In the event that the account is coded for a discount or markup the discount or markup will be automatically applied to the price level selected. If the price level selected has no price presently in the data file, the price displayed at the bottom of the screen will be zero. It is possible to enter a price for that level if desired by selecting that price level and then entering the price in step 5.1.9 below. If the price desired is not in the price file and it is not desired that it be in the price file, press [C/R] to proceed to step 5.1.10. 5.1.9 Enter UNIT PRICE for LEVEL X: Enter the unit price for the level selected in the previous step. The price keyed in will be stored in the pricelist data file. 5.1.10 Enter UNIT PRICE $: This step is the result of pressing [C/R] in step 5.1.8. The price entered will appear on the invoice being produced but will not be stored in the pricelist data file for future use. Also, the price entered will NOT be adjusted by any DISCOUNT or MARKUP which may be indicated for this account. 5.1.11 Add NATIONAL SALES TAX to this line? [Y/N]: This prompt will appear only if the national sales tax option was selected durint the System Setup step. In this event, if the response is "y" the tax will be computed and added to the amount for this line. 5.1.12-5.1.14 (Same as 5.1.11 but for state, county, and local taxes.) 5.1.15 [P] = Post & Print invoice, [C] = Correct invoice, [A] = Abort invoice: This prompt appears after [F1] has been pressed in response to 5.1.3 above or in the event that the maximum number of lines (18) have been entered. Press the key which corresponds with the desired action. 5.1.16 Enter [N], [S], [I], or LINE NUMBER to be corrected: If the [C] option was selected at step 5.1.15, it is necessary to direct which portion of the invoice is to be corrected. Enter [N] to change the account NAME/NUMBER, [S] to change the SALESMAN, [I] to change the INVOICE NUMBER, or enter the line number which contains the error. Press [C/R] to complete the selection. 5.1.17 Enter correct INVOICE NUMBER: Invoice numbers are incremented auto- matically each time a new invoice is printed. However, it may be necessary to change the sequence at any particular time. Use this feature to enter any new sequence. After a new invoice number is entered the sequencing will start with the new number and will continue until another new number has been entered. 5.1.18 [C]orrect of [D]elete line: This prompt is the result of entering a line number in response to the prompt 5.1.16. Select the desired option. If the [C] option is selected, steps 5.1.3 through 5.1.15 are repeated for the indicated line number. 5.1.19 ABORTING INVOICE. Press [Y] to confirm: This prompt is in response to the selection of the [A] option at prompt 5.1.15 and is provided as security against the inadvertant loss of a prepared invoice. 5.2 - CUSTOMER INVOICE REPORT: This function is utilized to provide the user with the capacity to review previously posted invoices. For a review of sales income from posted invoices see function 6 - PRINT JOURNALS, SPECIAL REPORTS & LISTS in the Main Menu and described below. 6 - PRINT JOURNALS, SPECIAL REPORTS & LISTS: The functions available from this menu are: 1 - PRINT JOURNALS & CASH FLOW STATEMENT 2 - PRINT EXPENSE SUMMARY REPORT 3 - PRINT ITEM DESCRIPTION CODE LIST 4 - PRINT EXPENSE ACCOUNT CODE LIST 5 - INCOME FROM SALES AND SALES TAX REPORT 6 - PRINT CUSTOMER LIST (label format) 7 - PRINT VENDOR LIST (label format) 6.1 - PRINT JOURNALS AND CASH FLOW STATEMENT: This function provides the user with a complete set of Receivables, Cash Received, Payables, Cash paid, and Disbursement journals for any of the following time periods selected: day, month, or year. 6.2 - PRINT EXPENSE SUMMARY REPORT: This function enables a scan of the general ledger files and a printing from their contents of selected detail entry items based on the search criteria specified by the user. For example, a report of all expense account code 9 items for the current quarter may be prepared by specifying the date and expense account code parameters in response to the appropriate prompts. 6.3 - PRINT ITEM DESCRIPTION CODE LIST: This function provides a list of the transaction/item description code (1-20) numbers for the users reference. 6.4 - PRINT EXPENSE ACCOUNT CODE LIST: This function provides a list of expense account code numbers and descriptions for the users reference. 6.5 - INCOME FROM SALES AND SALES TAX REPORT: This function provides a report of income from sales and sales tax collected by quarter for the users reference. 6.6 and 6.7 - PRINT CUSTOMER/VENDOR LIST (label format): Prints a list of customer or vendor account numbers, names, and addresses in one-up label form. 7 - DISK FILE REORGANIZATION: This function is utilized to perform two important steps. The first is the reorganization of the account Name file. Since the Name file is organized in alphabetical order, each time a new account is added to the Receivable/Payable file, a new name must be inserted somewhere in the midst of the existing file. In order to do this, each name residing behind the new names location must be moved one slot furhter down in the file to make room for the new name. This moving of names may require much additional time and this time may be an annoyance to the system operator. To reduce the time required during this operation, the file may be reorganized. This involves spacing the names in the existing file with blank spaces between each name to allow for the later insertion of a new name after each existing name without the moving of all names being necessary for each new name. Therefore it is suggested that this procedure be utilized each time the file is doubled in size or when the delay encountered during the addition of new accounts becomes objectionable. This will vary with the type of disk drive and the size of the file. The second type of reorganization involves the moving of detail entries from the active data file disk to a second or "history" file disk. This should not be necessary for systems which are installed on a hard disk and have much unused disk space. However, eventually, all systems run out of disk space. The best solution to this problem is to upgrade to disk drives with more capacity, but this is not always possible. For this reason, this procedure is provided. 7.1 - REORGANIZE NAME FILE: This function is provided to speed up the add- ition of new names to the accounts receivable/payable file. After selecting this function, a file reorganization begins. This may take several minutes depending on the type of hardware configuration. 7.2 - DELETE ACCOUNTS RECEIVABLE AND/OR ACCOUNTS PAYABLE DETAIL ENTRIES: This function is to provide for the removal of detail entries to a separate floppy disk file in order to make room on the PC-ACCOUNTING data files disk for addition of new detail entries. THe steps are: 7.2.1 Insert a NEW HISTORY FILE disk in Drive A. Press [C/R] when ready. Insert a formatted disk in Drive A. This disk will receive the detail entries which are to be deleted from the PC-ACCOUNTING data files disk. 7.2.2 Enter date (MM-DD-YY): This is the date which will be used as a cutoff date for detail entries to be deleted. All detail entries which have a trans- action date which is not after the date entered will be moved to the "history" file disk. 7.3 - DELETE GENERAL LEDGER DETAIL ENTRIES: This function is essentially the same as the 7.2 function described above except that general ledger entries are transferred instead of receivable/payable entries. The steps are: 7.3.1 Insert a NEW GENERAL LEDGER HISTORY FILE disk in Drive A. Press [C/R]: (Same as 7.2.1.) 7.3.2 Enter date (MM-DD-YY): (Same as 7.2.2.) 7.3.3 Enter ID CODE of account to be deleted: Enter the ledger account ID code of the account to be transferred to the history file disk. 8 - SETUP SYSTEM PARAMETERS These functions will be invoked automatically the first time that the PC-ACCOUNTING system is run and thereafter each time option 8 is selected from the Main Menu. In order to facilitate the setup procedure, certain entries have been provided with the system. These will be displayed during the setup procedure. They may be left as is, or changed to meet the particular application requirements. Instructions are as follows: Enter data only if a change is required (existing data is displayed on the screen. Enter Zero to completely delete the existing data, if any. Press [F1] key when all required changes have been completed to return to the Main Menu. Press [F10] key to repeat the prior step. Following is a description of each SYSTEM SETUP prompt: 8.0.0 ENTER NEW SECURITY PASSWORD If a password is entered, it will be required to type this password correctly each time the PC-ACCOUNTING system is started. This means that all uppercase and/or lowercase characters must match uppercase and lowercase characters in the password as originally keyed in. The password may be changed at any time by typing in a new password in response to this prompt. If a change to a new password is made it will be necessary to type the original password as an additional security check before the change to the new password is completed. 8.0.1 Enter your CORRECT BUSINESS NAME: This is required for use on all printouts and screen headings. No changes are allowed after the data is keyed in. For name changes after the system has been set up contact Pro Systems Software at (617) 747-3332. (User registration is required for this support.) 8.0.2 1st line of BUSINESS ADDRESS: Up to four lines of business address are allowed. These may be changed at any time. Any data is allowed such as telephone number, business description, etc. 8.0.6 Does the paper used for printout have preprinted headings? [Y/N]: N = Your business name and address will be printed at the top of each page of printed output (requires blank paper in printer). Y = Your business name and address not printed (requires preprinted paper with your business name and address at top in printer). 8.0.7 [C]ontinuous form or [S]ingle sheet (non-continuous) paper? [C/S]: C = Continuous form paper must be loaded in printer for all printouts. S = Single sheet paper must be loaded in printer for all printouts. This option causes a programmed stop at the end of each page for reloading printer paper. 8.0.8 Minimum amount bill to be produced. (No bills less than:) $: Entering an amount will prevent issuance of bills less than the entered amount during the bill printing function (function 5 of the Accounts Receivable Menu). The source program diskette is supplied with the minimum bill amount set to five dollars ($5.00). This is a suggested amount only and may be changed to any desired amount. 8.0.9 Interest rate to be charged on overdue accounts [.0 - .25] .: Enter the amount following the decimal point. For example, to charge eighteen percent enter 18 since the leading decimal point is assumed. The bill printing function will automatically charge interest on all accounts which are coded INTEREST=Y in the amount which is keyed in at this point. This applies only to accounts which are on a one month billing cycle and which have an amount billed previously but not yet paid at the time of the next bill. The source program is supplied with the interest rate field contents of 18%. This is a suggested rate only and may be changed to any desired amount. 8.0.10 Print employee initials on monthly billed time lines? [Y/N]: Y = Employee initials, if originally keyed in during the input of the billed time detail entry, will be printed with the billed time detail entry on the monthly bill. N = No printing of employee initials on monthly bill. 8.0.11 Print number of hours on monthly billed time lines? [Y/N]: Y = Number of hours billed will be printed with the billed time detail entry on the monthly bill. N = No printing of number of hours billed on monthly bill. 8.0.12 Bill message: The keyed in message will be printed on each monthly bill. This is limited to one line only. 8.0.13 Invoice contract (maximum ten lines) Up to ten lines of contract language may be keyed in. Lines will be printed at the bottom of each invoice form printed. Word wrapping is provided. Do NOT press [C/R] at the end of each line. Press [C/R] only at the end of the LAST LINE to indicate that the keying in of contract language is complete. No centering is provided. If centering of a line is desired, it is necessary to enter the required leading spaces accordingly. 8.0.14 Does your system require inventory control features? [Y/N] Y = Inventory control features including three tiered cost and quantity on hand will be provided for. Note that the selection of this feature requires additional disk file space for each item and therefore should not be selected needlessly. N = No inventory control features provided. This saves disk file space. No subsequent change is permitted once a selection has been made. If a firm deals in services only, a selection of N should be made. If it is uncertain, a selection of Y should be made as it is impossible to add this feature later. 8.0.15 Select accounting method: LIFO or FIFO [L/F]: If it is uncertain as to which method to select, consult your accountant. This data is used in computing your sales gain and inventory totals. A change should never be made without consulting with your accountant. 8.0.16 Enter level A hourly rate: There are four levels of hourly rates (A-D) allowed for time billing. These rates are used in the time clock function only. For example, if the charge is $150 per hour for professional services of certain attorneys in a law firm, $200 per hour for others, $100 per hour for paralegals, and $25 per hour for secretaries, enter these amounts in A-D. Thereafter, when entering billed time during the time clock function you will be asked to select the hourly rate (A-D). These amounts may also be keyed in at the time that the rate level is selected but only if there is no rate previously keyed in for the selected rate level. 8.0.17 - 8.0.19 (same as 8.0.16 above) 8.0.20 Enter TIME BILLING DESCRIPTION: This description is printed on the monthly bills as the detail entry descrip- tion of the total of all billed time entered during the billing period via the time clock function. For example, if an accounting firm wishes to bill its employees' time for the billing period as "ACCOUNTING SERVICES RENDERED" then key in ACCOUNTING SERVICES RENDERED at this prompt. Note that this applies only to billed time items entered through the Time Clock function. Billed time entered as individual detail items will be itemized individually on the monthly bills. 8.0.21 Enter MONTHLY CHARGE DESCRIPTION: This is the description to be printed on monthly bills for the amount to be billed automatically each month during the bill printing function of the Accounts Receivable Menu. For example, if a landlord wishes to produce monthly bills for "RENT DUE" then key in RENT DUE at this prompt. Note that it is also required to key in the actual amount of each monthly charge for each individual account as part of the account information during the SET UP ACCOUNT (NAME, ADDRESS, etc.) function as step 1.3.5 ENTER REGULAR PAYMENT AMOUNT. 8.0.22 Enter ACCOUNT ID CODE for received on account posting: This code, if present, will trigger integrated posting of all amounts entered to accounts receivable as RECEIVED ON ACCOUNT to be listed as DEPOSIT on the account whose ID CODE is keyed in at this prompt. The source program is supplied with the code "C1". This is a suggested code only, and it is permissable for users to select any account code which they may desire. If the integrated posting feature is not desired, then delete (enter "0") this account code. 8.0.23 Enter ACCOUNT ID CODE to draw on for automatic disbursement: This code, if present, will trigger integrated posting of all detail entries generated during the posting of DISBURSEMENT or PAID ON ACCOUNT detail entries. Such an entry will be posted as the next available check number on the account whose ID code is specified in response to this prompt. As discussed in 8.0.22, the system is supplied with code "C1" (see above). 8.0.24 (not used.) 8.0.25 Do you require computation of SALES TAX? [Y/N]: Enter Y to enable the sales tax functions for invoicing. 8.0.26 Enter NATIONAL SALES TAX RATE, if any [.01-.999] .: Leading decimal point is assumed. ie: for a tax rate of five percent (5%) enter "05". 8.0.27 through 8.0.29 (Same as 8.0.26 except for STATE, COUNTY, and LOCAL sales taxes.) 8.0.30 Is your system installed on a HARD DISK? [Y/N]: 8.0.31 Type of printer for printout: [D]=Dot matrix; [L]=Letter quality: Indicate the type of printer used on system. If difficulties are encountered in printed output for systems on which a dot matrix type printer has been specified, it is suggested that the specification be changed to [L] and the printout be re-attempted. 8.0.32 Does your system use a MULTI FUNCTION CLOCK/CALENDAR BOARD [Y/N]: Indicating Y in response to this prompt will cause the system to avoid the date reset routine at the start of processing. This assumes that the system employs the "GETCLOCK" (or other similar) software routine supplied with multifunction clock-calendar boards prior to the loading of the PC-ACCOUNTING system, or that the date and time have been properly set using the DOS "DATE" and "TIME" functions prior to the loading of the PC-ACCOUNTING system.