Business Heaven/Business Heaven.iso/accnting/actp/actp155.doc

Text File | 1993-11-10 | 17KB | 336 lines

         Documentation for the ShareWare Program ACTP155 Version 1.55

         To Run the Program Type ACTP155 and Hit Enter

         About the program

         This Program is designed for the Accountant to track his
         Clients and Employees. You will have to your Default
         Information in the DataBase Before you will be able to use
         the Program. The Clients will have to be in their file and
         the Employees will have to be entered. You will have to enter
         your work codes in the work codes file. That is you can have
         8 different work codes in this version and you can have a
         different pay rate for each work code per Employee.You can
         generate Invoices for your Clients and bill them out of this
         program. I will explain each function below.

         Installation of this Program
         Use the Install program Go to Drive A: Type Install The
         Program will Prompt You for the Drive and Directory.
         If you put this program into another directory than ACTP15
         you will have  to edit the BUA.BAT file and enter the directory
         where you have your files and also the REA.BAT file will need
         the same thing. If you Register the program I have a Install
         program that will put everything in the right place.
         You will need to have the files statement in your
         config.sys file set to files=20

         File Maintance Menu
         *************************************************************
         NOTE FOR DOS 6.0 USERS
         Dos 6.0 Has MSBackup which has change from prior versions you
         will have to use the MSBackup.exe file When you Type MsBackup
         from the Dos Prompt You will get the Backup Screen and choose
         Which Files you want to back up
         *************************************************************
         1. Backup Data Files
         This feature will Backup your Data Files in the ACTP15
         Directory. Just Highlight this Item and Press Enter. The
         program will Start the Backup and when Completed it will
         Return  to the Program. You will have to have your Dos
         Directory in the Path Statement in your Autoexec.bat file so
         the program can find the Backup Com File.

         2. Restore Data Files
         This feature will Restore your data files in the ACTP15
         directory from a Backup Disk of this Directory. You will have
         had to first made a Backup of this directory before you will
         be able to Restore it. You will have to have your dos
         directory and or the Restore Com in your path statement in
         order for the program to find the restore.com. To restore
         your program just highlight Restore Data Files and hit enter
         the program will do  the rest.

         3. Shell to Dos
         This feature will shell out to dos. You will just have
         c:\actp15 prompt. Just type Exit to go back to the program.
         Although you will be shelled out of this program this program
         is still in memory so you will not be able to start another
         program.

         4. Quit Program
         This will quit the program and return to Dos or if you went
         to this program from a Menu it will return to the Menu.
         Although on this ShareWare Version 1.55 when you highlight
         quit program and hit Enter you will get a Screen letting you
         know that this is ShareWare and would you like to print out a
         Registeration Form now. You can hit enter on yes and the
         program will print out the registeration form. If you tab to
         no the program will end. When you register you will not get
         this screen or the first opening screen reminding you this is
         shareware try before you buy.

         Default Information

         1. Company Information
         This is the file you will enter your company information and
         the program will use this information to print out on the
         invoices and show the company information on the screen.

         2. Invoice Terms Codes File
         This file is for a message of terms  that you want to print
         out on the Invoice such as Net Due Upon Receipt of Invoice.
         You will enter a code for the terms and then a Description of
         what you want to print out. In the Invoice file you will have
         a field there to enter a terms code and then it will go to
         this file and get the appropiate terms description  to go
         with the code you entered. The function keys in this file are
         F2-Clear  F3-Save  F4-Retrieve  Esc-Quit  You can either
         hit the function keys on the top of your keyboard or you can
         use a mouse if you have on Just put your mouse cursor on the
         function button and hit your 1 mouse button.

         3. Status Codes File
         The Return file has a field in it called the Status Code This
         is to track which clients are done or if you need more
         information on them. This file is where you will enter the
         Status Codes Such as C = Complete  I = More Information
         Needed  W = Waiting on Information and so on. You will have
         to have the Status Codes in this file before you will be able
         to use them in the program.

         4. Return Type File
         The Return Type File is a File where you will have a code
         for Personal or Business or Partnership Etc. It will be for
         tracking your returns on your clients.

         5. Work Codes File
         You will enter your Work Codes in this file There is at the
         present time support for Eight Different work codes and they
         have to be 01,02,03,04,05,06,07,08 The code will have to be
         Zero1 thru Zero8. In the next release there will be room for
         more than Eight Work Codes. You will enter a description for
         each work code.

         Invoices Menu

         1. Enter Invoices Menu
         This is the Invoicing Screen. You will enter the date and
         then enter the  return number of the client you are wanting
         to Invoice. If you don't know the return number Hit F5 and
         you will get a lookup window that will have a list of all the
         Names of the Clients with return numbers. Just highlight the
         one you want and hit enter it will get the rest or the
         Information the program needs. This program will then go
         into the time file and get every  record with this return
         number on it that is not marked billed and it will figure the
         bill based on the employees that done the work on this client
         and the amount of pay their rate is per work code. It will
         figure a proposed bill based on what it computes. You will
         then enter that amount or if you want to charge more or less
         it is up to you. This proposed price does not print out on
         the Invoice. Only the price you entered will print out.If you
         decide to print the invoice now you can hit F10 and the
         Invoice will print out and then the program will go into the
         time file and every record it accepted for this invoice it
         will mark them billed in the billed field so next time you
         generate an invoice for this client it will not pick up any
         of these times records. It will also mark the invoiced in the
         invoice file and printed. So it will not reprint them if you
         do batch printing at the end of the month. You will have to
         have the clients in the clients file and the employees in the
         employee file and have the client entered in  the return file
         and have entered time in the time file for this client.

         2. Print Invoices
         This selection is for batch printing of the Invoices at the
         end of the month. This will only print those invoices that
         have not been printed already.

         Emtry Menu

         1. Employees Menu
         This is the file where you will enter the information for
         each Employee. Fill out the information as complete as
         possible. This is where you will also enter the different pay
         rates for different work codes.

         2. Clients Menu
         This is the Clients file fill out the information as complete
         as possible for each Client. When you print a Invoice the
         program will come to this file to get the address
         information.

         3. Returns Menu
         This is the file where you will enter a new return when it
         comes in. The program will assign it a number so no two
         numbers will be the same. You will have to have the client in
         the client file before you can assign the client a return
         number.

         4. Time Sheet File
         This file is where you will enter the time spent on each
         client and the work code that you worked on. You will first
         have to have the client entered in the client file and also
         have the client entered in the return file. This is the file
         that the Invoice file comes to to get the amount charged to
         each client based on the work done for the client. You will
         have to have the employees entered in the employee file and
         the different pay rates for the different work codes. You
         will also have to have the work codes in the work codes file.

         5. Change Status
         This file will allow you to go in and change the status code
         on a client. Just go to the file and type in the client code
         and the status  code you want to change to. You will have to
         have the client entered in the client file and you will have
         to have the status code in the status code file.

         6. Next Return Numbers
         This file will let you go and change the next return number
         say the number is 1001 and you want to start out at 2002 you
         would go to this file and enter 2002 and hit F3-Save and the
         next return number the program would generate would be 2003
         the only thing the program will not let you enter a number
         smaller than the largest number in the return file. Lets say
         that 2002 is already being used in the file. The program
         would not accept another 2002. It will not give any two
         returns the same number.

         Reports Menu

         1. Employee Report

         (1) Employee Information List
         This Report will report on the employee information in the
         employee file such as name address etc.

         (2) Employee Billing Rates
         This Report will report on each Employee and list their
         different pay rates per work code.

         (3) Employee Production Report
         This report you will have to enter a starting date and a
         ending date for report to run. It will list all the work for
         each employee between the two dates and it will subtotal the
         amount for each employee and give a  grand total at the end
         of the report.

         2. Client Report

         (1) Client List IRS Purposes
         This report will generate a list of the clients with name
         address phone number soc sec number.

         (2) Client Address List
         This report will generate a list of the clients name address
         and phone number.

         3. Returns Reports

         (1) Active Return List
         This Report will list all clients that have a return for the
         current year.

         (2) Urgent Returns
         You will enter the dates you want to pick out and the program
         will get every return that is not complete that fall between
         them  dates.

         (3) Returns By Status
         This report will report on the returns based upon the dates
         you enter and run time and the status code you enter what you
         want to report on.

         (4) Returns That need more information
         This report will report on the returns between the dates you
         enter and according to the status code you enter.

         4. Invoices Report

         (1) List of Invoices pending
         This report will report on the Invoices in the Invoice file
         that have just been saved and not printed out yet. You will
         have to go to the batch printing to print them.

         (2) List of Invoices by dates
         This report will list the Invoices out from the starting and
         stopping dates that you enter at run time.


         Function Keys

         This program supports using a mouse. When you are in a screen
         you can move your mouse cursor to the Function Key Buttons
         and hit mouse button 1 and the program will execute that
         command.

         F2 - Clear the Form This will clear the current form and
         get ready for input of a record.

         F3 - Save the Record This will save the current record to the
         disk file.

         F4 - Retrieve a Record This will let you retrieve any record
         from the disk file.

         F5 - Lookup This key is not in all the screens. For example
         in the time file if you don't know the employee number when
         the cursor is on the employee code field hit F5 and a lookup
         window will pop up and you can arrow down to the name you
         want and hit enter and the program will get the record and
         erase the lookup window. Likewise when you are in the return
         number field hit F5 will again pop up a lookup window but
         with the names of the clients in the return file.

         F10 - Print  This key is in the Invoice file only and it will
         print the Invoice and the time it is generated.

         Esc-Quit Will Back you out of any screen and back to the main
         menu.

         Error Handling

         This program has extensive error handling routines. It is
         designed to trap the error before it will kick you out of the
         program. If it encounters a error that it cannot recover from
         it will go back to the main menu and let you try again. I
         have also put in a error code file that when a error occures
         it will open this error code file and write the date and time
         and the number of the error that occured. That will help me
         to determine the exact cause of the error. I have not
         encountered any problem errors. But I would like it if you
         run across any error problems and let me know.

         To register just print out the registration form when you
         quit program. Fill out and send in check or money order.
         Price of Registeration is 99.00 + 4.00 shipping and handling.

         >>>>>>>>> What You Will Receive When You Register <<<<<<<<<

         You will receive the latest Version of the Program. You will
         receive free updates for one year from date of Purchase. You
         will receive a printed manual that explains the working of
         the program and what to do if you encounter problems with the
         program. You will receive telephone support during our office
         hours of 9:00 AM to 4:00 PM Monday - Friday Central Standard
         Time. All you will have to pay for is the Phone Call. You
         will  receive a personal ID number for your program which you
         will have to give to the support staff to get your program
         support. It is just to verify that you are a registered user
         of the program. New updates are released about every three
         months. We can also add features in the program that you
         would like if you let us know. We also will customize the
         reports to fit each ones need.

                   >>>>>>>>>> DISCLAIMER WARRANTY <<<<<<<<<<

         BAYOUSOFT AND THE AUTHOR WILL NOT BE LIABLY FOR ANY DAMAGE
         THAT MIGHT RESULT FROM THE USE OF THIS SOFTWARE. WE ARE FREE
         FROM ANY LOST PROFITS OR LOST TIME OR ANY OTHER LOSS THAT
         MIGHT ACCURE FROM USING THIS PRODUCT. WE WILL REPLACE ANY
         DAMAGED PROGRAM FILES OR DAMAGED DISKETTE. THIS PROGRAM MAY
         NOT FIT YOUR NEED OR THE COMPUTOR SETUP YOU ARE USING. YOU
         WILL HAVE TO TRY IT OUT AND SEE IF YOU CAN USE IT.