****************************************************************************** *This manual should be printed by selecting the P function from the Main Menu* *of the A-Z ACCOUNTING System program. Pages will thus be properly formatted.* *The DOS command for a printout of this file is: TYPE AZA.DOC>PRN C/R. * *However, using the DOS command will result in unformatted printout. * ****************************************************************************** INSTRUCTION AND USER MANUAL A-Z ACCOUNTING SYSTEM From A-Z SOFTWARE SYSTEMS, Inc. P.O. Box 1437 Plymouth, Massachusetts 02362 USA 508-747-3332 Release date: 1-1-93 (C) Copyright A-Z Software Systems, Inc. 1993 - All rights reserved. (C) Copyright Microsoft Corp. INTRODUCTION The A-Z ACCOUNTING System is an integrated accounting system for IBM PC and compatible computer systems. The system consists of the following functions: 1. Checkbook & General Ledger 2. Billing & Accounts Receivable 3. Disbursements & Accounts Payable 4. Pricelist & Inventory 5. Invoicing 6. Employees 7. Time Clock The system features full documentation of all program functions, an on screen user manual, special help screens, full integration of posting between all functions, as well as many other significant and useful features designed to make this the best accounting system available on the market today. All of the system functions for items 1-7 above are contained in the shareware version of the A-Z Accounting System. In addition, upon payment of the author registration fee to A-Z Software Systems, Inc., we will send you at no additional charge following: 1. The latest version of the A-Z ACCOUNTING program which is fully loaded with all of the features described above. 2. The latest version of the User Manual (on disk) which may be printed on your system printer and/or installed on your computer for use in the ON LINE HELP Power Feature; 3. The instructions for activating the Disk File Space Reorganization and the Tax Reports, Journals & Lists (including mailing labels) functions. 4. The batch files which control database backup and restoration procedures for hard disk systems; and 5. A 30-day satisfaction guarantee. WARRANTY DISCLAIMER THE A-Z ACCOUNTING SYSTEM AND ITS 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 A-Z 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 A-Z 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 A-Z 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. A-Z SOFTWARE SYSTEMS, INC., WILL REPLACE REGISTERED USER'S DEFECTIVE SOFTWARE UPON NOTICE BY USER OF SUCH DEFECT. THIS IS USER'S SOLE REMEDY AGAINST THE PRODUCERS AND DISTRIBUTORS OF THE A-Z ACCOUNTING SYSTEM. SYSTEM INSTALLATION In order to run the A-Z ACCOUNTING System you will need to have the files AZA.EXE and BRUN30.EXE copied onto your default drive and subdirectory. For floppy disk systems the default drive is assumed to be the A drive. For hard disk systems the default drive is assumed to be the C or D drive. In order to make the ON LINE HELP BOX functional you must also copy the file AZA.DOC onto the same default drive and subdirectory. Single and double disk drive floppy systems: If your A drive has a capacity of 720K bytes you should copy all three of the above files onto one disk for the A drive. If not, copy the files AZA.EXE and BRUN30.EXE onto one disk, and copy the file AZA.DOC onto a second disk. The ON LINE HELP BOX feature is not compatible with single floppy disk drive systems of less than 720K bytes due to a lack of adequate storage space on the disk. Hard disk systems: If you are installing onto a hard disk drive system, make a subdirectory on on the hard drive named AZADIR and copy all three of the above files into that subdirectory. RAM disk installation: Use this method only for evaluation as the data which you enter will be lost once your system has been shut down. First make sure that the FILES= parameter in the CONFIG.SYS file on your DOS boot drive specifies at least 20 files. If not, change the parameter using EDLIN and re-boot. Then change the default drive to your RAM drive and follow steps 2-6 as described below for hard drive installations. Be sure to answer the program prompt IS YOUR A-Z ACCOUNTING SYSTEM INSTALLED ON A HARD DRIVE? in the affirmative. Detailed instructions for installation follow. NOTE: The notation C/R as appears below in this manual and elsewhere in the A-Z ACCOUNTING System indicates that you press the CARRIAGE RETURN key, also referred to as the ENTER key, on your system keyboard. If you have received your A-Z ACCOUNTING System from A-Z Software Systems, Inc., then the installation instructions and procedures are contained on the diskette(s) which were provided. Simply place the diskette(s) in your A: Drive and type A:GO C/R, then follow the instructions which appear on your display screen. Repeat this procedure for the second diskette if two disk- ettes are provided. Diskettes may be installed in either order. If you did not receive the A-Z ACCOUNTING System directly from A-Z Software Systems, Inc., then follow these installation steps: A. Re-Boot DOS. Do not change directories from the directory which your normal boot procedure ends in. B. If installing on a floppy disk system, follow the instructions below: 1. Prepare three formatted blank diskettes using the DOS FORMAT utility by typing FORMAT C/R with the DOS system diskette in the A: Drive and inserting blank diskettes in the B: Drive when called for. (See the DOS manual for instructions on using the FORMAT utility.) 2. Label the three diskettes as follows: a. "A-Z ACCOUNTING PROGRAM Drive A" b. "A-Z ACCOUNTING DATA Drive B". c. "A-Z ACCOUNTING ON SCREEN USER MANUAL Drive A" Note: If your Drive A capacity disks are at least 720K, you may combine the PROGRAM and ON SCREEN USER MANUAL disks onto one disk. 3. Insert the A-Z ACCOUNTING System source diskette in Drive B: 4. Place the diskette labeled "A-Z ACCOUNTING PROGRAM Drive A" in Drive A: 5. Type COPY B:*.EXE A: C/R to copy the modules AZA.EXE and BRUN30.EXE from the B: diskette to the A: diskette. 6. Place the diskette labeled "A-Z ACCOUNTING ON SCREEN USER MANUAL in Drive A: 7. Type the command COPY B:AZA.DOC A: C/R to copy the file AZA.DOC from the B: disk to the A: disk. 8. If more than one source diskette was supplied to you, place the second source diskette into Drive B: and repeat steps 4-7 above. C. To install on a hard disk system: 1. Set your DOS prompt to the hard drive on which you wish to install the A-Z ACCOUNTING System by typing C: C/R or D: C/R. 2. Make a subdirectory named AZADIR from the root directory by typing CD\ C/R followed by MD AZADIR C/R. 3. Next place the A-Z ACCOUNTING System source diskette in Drive A: 4. Type COPY A:*.EXE \AZADIR C/R to copy the files AZA.EXE and BRUN30.EXE into the newly created subdirectory AZADIR. 5. Then type COPY A:AZA.DOC \AZADIR C/R to copy file AZA.DOC into the subdirectory AZADIR. 6. If the A-Z ACCOUNTING System was supplied to you on more than one source diskette, place the second diskette into Drive A and repeat steps 4 and 5 above. RUNNING THE A-Z ACCOUNTING SYSTEM A. On floppy disk systems do the following: 1. Boot DOS from your DOS system diskette; 2. Set the DOS system date to today's date; 3. Place the diskette labeled "A-Z ACCOUNTING program Drive A" in Drive A: 4. Place the diskette labeled "A-Z ACCOUNTING DATA Drive B" in Drive B: 5. With the DOS prompt displayed on your screen, type AZA C/R. B. On hard drive systems do the following: 1. Set the DOS system prompt to the drive which contains the A-Z ACCOUNTING System by typing C: C/R or D: C/R. 2. Make a batch file in the root directory named AZA.BAT by typing: CD\ C/R COPY CON:AZA.BAT C/R CD AZADIR C/R AZA C/R CD\ C/R Now press the F6 function key followed by C/R 3. Set the DOS system date to today's date if not already set; 4. Then type AZA C/R to invoke the new AZA.BAT file which will execute the program. Note: It is not necessary to repeat step 2 each time you run the program. Upon running the system for the first time you may be instructed to do a system reboot. This is to allow a check of the DOS system's CONFIG.SYS file for the parameters FILES=20 and BUFFERS=20. (These parameters, if not present result in the error message Path/File access error.) After re- booting, repeat the procedure to start the program. You will then be asked to type in certain information such as security password, business name and address, etc., in order to set up the system. SELECTING FUNCTIONS FROM THE MENUS In order to select a function from a menu, two options are available. Either move the highlight bar to the desired function and press the C/R key, or press the numeric or alpha keys which correspond with the desired function. 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. To enter data, simply type the data requested, then press the ENTER key to complete the entry. In the situation that the response to the requested data is only one character, it is not necessary to press the ENTER key. 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 10, while pressing the right or left arrow keys will cause the number being displayed to increase or decrease by 1. The cursor control keys may also be used to make function selections from the system menus. 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 be made. To correct this situation press the NUM LOCK key again once. PASSWORD PROTECTION In order to prevent unauthorized access to the system a password 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 SYSTEM SETUP FUNCTIONS. In the event that the correct password has not been keyed in after three attempts, the A-Z ACCOUNTING system is ended and must be restarted. 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. USING THE ON LINE HELP BOX By pressing the F1 key you will be able to display the text of this Manual on your screen. The text portion displayed will be relevant to the section of the program in which you are working at the time the F1 key is pressed. For example, with the Main Menu on your display screen, move the highlight bar to the 2.3 - Add/update name function, then press the F1 key to display the section of the Manual which discusses the Add/update name function. To advance the text display to the next page or to close the display, press the appropriate key. You may use this function at practically every step of the program to display the relevant section this manual on your screen. AUTHOR REGISTRATION The A-Z ACCOUNTING System requires paid author registration in order to activate the complete range of system functions as described in the above INTRODUCTION section. Separate registration of each company in a multiple company application is required. The registration fees are as follows: Lifetime registration for personal accounting system $49.95 * Lifetime registration for business accounting system $59.95 Lifetime site license for up to 6 computers $199.95 ** Lifetime site license for more than 6 computers (inquire) ** * Personal accounting system registration does not include the business functions of Pricelist & Inventory, Invoicing, and Employees. ** A site license is required in all networking applications. Registered users are entitled to unlimited telephone support. Registration is accomplished by sending the A-Z ACCOUNTING System Order Form which may be printed by the program at your request along with payment as specified on the Order Form. SYSTEM REQUIREMENTS The A-Z ACCOUNTING System requires an IBM PC, XT, AT, or PS2 (or compatible) with at least 400K, 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 recommended. POWER FEATURES The A-Z ACCOUNTING System also provides users with certain Power Features intended to make the system even more powerful, faster, and easier to use. These features are as follows: 1. ON LINE HELP BOX - The A-Z ACCOUNTING System ON LINE HELP BOX feature eliminates the need for a printed user manual. By pressing the F1 function key you will cause the relevant section of the USER MANUAL to be displayed in the box portion of the screen. Once the Manual section is on the screen, you may page back and forth through the manual by pressing specified function keys. Note that the ON LINE HELP BOX may not be displayed while a system menu is being displayed on the screen. This feature is not compatible with single floppy drive systems. 2. LIST BOXES - This feature provides an on screen list of the account name file, item description list, and chart of accounts in a boxed environment similar to that of the ON LINE HELP BOX when the F6 key is pressed. In situations where the LIST BOX feature is available the notation F6=LB will appear in the prompt line displayed at the bottom of the screen. Items displayed on the LIST BOXES may be selected either by moving the highlight bar to the desired item and pressing the C/R key or by keying in the code which corresponds with the desired item. Accounts receivable, payable, and employee names may also be selected by keying in the name. Note that the Space Bar may be used in lieu of the F6 key both to call up the LIST BOX and to advance to the next page as long as no characters have yet been keyed in on the prompt line. 3. ON THE FLY ACCOUNT ADD/UPDATE function - Pressing the F9 function key in response to an Enter ACCOUNT NAME/NUMBER prompt during the posting of checks in the General Ledger function or during the preparation of customer invoices in the Invoicing function causes a transfer to the Accounts Receivable or Accounts Payable function in order that an account may be added to or updated in the accounts file. 4. Automatic cross posting of RECEIVED ON ACCOUNT, PAID ON ACCOUNT, and DISBURSEMENT transaction detail entries. ie: by posting a RECEIVED ON ACCOUNT detail entry to a client's account, the amount of the transaction will also be posted as a DEPOSIT detail entry on the specified general ledger account, etc. 5. AUTOMATIC PRINTING OF BILLS DUE - By selecting this function from the Accounts Receivable menu, the user initiates a complete scan of all receivable accounts in the data base and the printing of any bills which are due based on the Next Bill Date field. Interest will also be charged on overdue accounts, and the data base will be appropriately updated including the resetting of the Next Bill Date field, etc. 6. AUTOMATIC POSTING OF REGULAR PAYMENTS DUE - This function is similar to the feature discussed in 6. above except that a scan is made of all payable accounts and a detail entry is posted to each account on which a payment is due based on the Next Payment Date field. 7. PRINT CHECKS / FORMAT CHECK PRINTOUT - This feature permits the printing of checks on the system printer in any format according to the user's specifications. FILE BACKUP AND RESTORATION PROCEDURES File backup and restoration procedures for hard disk systems are provided upon system registration. To invoke the backup procedure on hard disk systems type AZA B C/R. To invoke the file restoration procedure type AZA R X C/R where X is 1-3 indicating the backup level to be restored from, 1=most recent, 2=second most recent, and 3=oldest. ie: type AZA R 1 C/R to restore from the most recent backup available. Because of the nature of the file restora- tion procedure, it is normal for the DOS "File not found" error message to appear on your screen during the running of the procedure for the first few times. Use the DOS DISKCOPY utility to backup floppy disk system data. To make a backup of your database files from a hard disk to a floppy disk place a blank floppy in your A: drive and type the following DOS command: COPY \AZADIR\*.001 A: C/R In multiple company or division systems repeat the above command for each company or division substituting the company or division acronym for 001 in the above example. While no backup method is foolproof, the importance of a regular schedule of backup implementation can not be over emphasized. We suggest that you back up your database files by utilizing one or more of the above methods at least once per day. It should also be noted that the AZA B procedure is not a guarantee against loss of data in the event of a hard disk drive crash situation since this procedure only copies data onto another portion of your hard drive. In the event of a hard disk drive crash data can only be restored from a floppy disk or a tape. For this reason we recommend that you rely on the second method outlined above for your permanent backups on a hard drive system. The A-Z ACCOUNTING system utilizes a data base consisting of several relational files bearing various DOS file names. Because of the relational nature of the files in the data base you are cautioned that a database backup or restoration must include ALL files within the data base. CONVERTING FROM A FLOPPY DISK TO A HARD DISK SYSTEM Because of the increased performance and capacity of a hard drive it is strongly recommended that a hard drive be utilized if available. In order to convert a system which has previously been running on a floppy drive to run on a hard drive take the following steps: 1. Using your most recent program source diskette(s) perform the hard disk system installation procedures outlined in your Instruction Manual section entitled SYSTEM INSTALLATION. 2. Start the program on your hard drive by typing AZA C/R. 3. Complete the System Setup steps. 4. Enter the system registration code as outlined in your registration letter. 5. Quit the program. 6. Place your A-Z ACCOUNTING DATA Drive B diskette in the A drive and type the command COPY A:*.* \AZADIR C/R to copy your data files to the hard drive. 7. Restart the program by typing AZA C/R and verify the successful copying of your data files by displaying accounts. REFERENCING SCREEN PROMPT MESSAGES IN THIS MANUAL Prompt messages are displayed on the last line of the screen. The numbers 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 "2.1.0 Enter account NAME/NUMBER" is discussed in section 2 - ACCOUNTS RECEIVABLE & BILLING of the manual as indicated by the first number of the message. If the message is not found within the appro- priately numbered section of the manual it is because the same message is discussed in a prior section. For example, a discussion of the prompt "3.1.0 Enter account NAME/NUMBER" is not contained in section 3 because the prompt is the same as that discussed in section 2 of the manual. It should be noted also that the first two digits of the prompt indicate the function selected from the menu, the third digit indicates the sequence of the prompt within that function. MENU FUNCTIONS A description of each of the menu functions as well specific data entry instructions for each of the various screen prompts follows: D - DOS SHELL: The DOS SHELL function allows you to enter the DOS mode while keeping the A-Z ACCOUNTING program resident and active. This allows you to execute DOS commands and then return to the A-Z ACCOUNTING System Main Menu by entering EXIT C/R at the DOS prompt. Since the use of the DOS SHELL function allows the A-Z ACCOUNTING program to remain in memory, it follows that substantially less memory is available for use by the DOS COMMAND.COM and therefore if memory is at a premium it is not advisable to to use DOS SHELL (use the Q - QUIT SYSTEM function instead). Please note that the DOS SHELL command is not compatible with DOS versions earlier than 3.0, and that an attempt to use the DOS SHELL with such versions will result in an illegal function call message upon entering the EXIT command. Also note that if you have installed your A-Z ACCOUNTING System on a hard disk (or RAM disk) and have not installed the program in a subdirectory named AZADIR exactly as specified in the preceding installation instructions, you will not be able to return to the A-Z ACCOUNTING program upon typing the EXIT command because DOS will not accept the necessary directory change command. Note that this function as well as the P - PRINT function described below may invoked from the Main Menu at any time by pressing the appropriate P or D key on the keyboard even though one or the other function does not appear on the Main Menu screen. This is because both functions share the same slot in the Main Menu. P - PRINT MANUAL/REGISTRATION: Use this function to print the A-Z ACCOUNTING SYSTEM INSTRUCTION AND USER MANUAL and/or the System Ordering/Author Regis- tration Form on your system printer. In order to print this Manual the file AZA.DOC must be present on your default drive. Printing requires 8 1/2 x 11 inch paper, either single sheet or continuous form, in your printer. Specify single sheet or continuous by entering the appropriate response in SYSTEM SET UP STEP S.0.8 prior to selecting this function. S - SYSTEM SET UP STEPS These functions will be invoked automatically the first time that the A-Z ACCOUNTING system is run and thereafter each time option S 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 your 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 Esc key when all required changes have been completed to return to the Main Menu. Press F1 key to display the ON LINE HELP BOX. Press F10 key to repeat the prior step. Following is a description of each SYSTEM SET UP prompt: S.0.0 Enter NEW SECURITY PASSWORD If a password is entered, you will be required to type this password correctly each time the A-Z ACCOUNTING system is started. 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. S.0.1 Enter YOUR BUSINESS NAME: Enter your correct business name in response to this prompt. Your business name is required for use on all printouts and screen headings. No change of business name is allowed after business name has been correctly entered. For name changes after the system has been set up contact A-Z Software Systems, Inc., at 508-747-3332. Author registration is required. S.0.2 1st line of YOUR ADDRESS: Up to four lines of business address are allowed. These may be changed at any time. Any data is allowed (telephone number, business description, etc.). S.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). S.0.7 Print bill/invoice heading at left for window envelope? [Y/N]: Enter Y to cause your business name and address to be printed to the left side of the paper in order to appear through the upper window of a double window envelope used to mail bills or invoices. When the Y specification is entered the addressee's name and address will be printed slightly more to the center to facilitate alignment in the lower window. Enter N to cause your business name and address to be printed at the center of the bill or invoice head. S.0.8 [C]ontinuous form or [S]ingle sheet (non-continuous) paper? [C/S]: S = Single sheet paper must be loaded in printer for printout. This option causes a programmed stop at the end of each page for reloading a single sheet of paper in your printer. S.0.9 Length of paper form, in inches, being used in printer (1-22): Enter the length of the paper form being used in your printer. Standard size paper is 11 inches in length. Change this parameter whenever the form size being used changes. However, it is not necessary to change this parameter when printing the USER AND INSTRUCTION MANUAL, the Author Registration Form, checks, or mailing labels. S.0.10 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 automatic bill printing function (function 2.8 of the Main Menu). S.0.11 Print customer/client account number on bills? [Y/N]: Selecting the "N" option will prevent the account number from printing on customer bills. S.0.12 ANNUAL INTEREST to be charged on overdue accounts [.0 - .25]: Enter the interest rate including the decimal. For example, to charge twelve percent type .12C/R. The automatic bill printing function (2.8) will automatically charge interest on any overdue amount (PRIOR BALANCE on bill) on accounts which are coded INTEREST=Y at the rate entered in response to this prompt. S.0.13 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. S.0.14 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. S.0.15 Enter MESSAGE to be printed on bills (77 characters max.): The keyed in message will be printed on each monthly bill. The message is limited to one line only. S.0.16 Print item REMARKS on Invoices? [Y/N]: An affirmative answer to this prompt will cause the remarks line of an item description to be printed on Invoices as the second line of the item description. Use this option to allow up to 60 characters of item description to be printed on invoices rather than the standard 30 character description. S.0.17 Invoice contract or message (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. S.0.18 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. S.0.19 Select accounting method: LIFO or FIFO [L/F]: LIFO stands for Last In-First Out. FIFO stands for First In-First Out. Your selection will determine the method to be used in establishing the cost of each item sold during invoicing and consequently your sales gain. 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. Most businesses operate in the FIFO mode. S.0.20 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 some 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. S.0.21 - S.0.23 (same as S.0.20 above) S.0.24 Enter TIME BILLING DESCRIPTION: This description is printed on the regular 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 described and itemized individually on the monthly bills. S.0.25 Enter REGULAR PAYMENT 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. If more than one description is required for your application, enter the required descriptions in the pricelist file along with their prices, then specify the description code in response to prompt 2.3.11 when entering the customer name and address, etc. 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. S.0.26 LEDGER ACCOUNT CODE for received on account auto-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 General Ledger account for which the LEDGER ACCOUNT CODE is specified in response to this prompt. See Manual section 1.1.0 for a discussion of the LEDGER ACCOUNT CODE. S.0.27 LEDGER ACCOUNT CODE for automatic disbursement auto-posting: This code, if present, will trigger integrated posting of all detail entries generated during the posting of DISBURSEMENT or PAID ON ACCOUNT detail items. Such an entry may be posted as the next available check number on the General Ledger account for which the LEDGER ACCOUNT CODE is specified in response to this prompt. See Manual section 1.1.0 for a discussion of the LEDGER ACCOUNT CODE. S.0.28 Do you require computation of SALES TAX? [Y/N]: Enter Y to enable the sales tax functions for invoicing. The system allows for up to four separate sales tax rates by prompting you for the name of the tax as well as the tax rate for each. For example you may key in NEW YORK CITY, NEW YORK STATE, NEW JERSEY, and CONNECTICUT sales tax names and rates. S.0.29 Enter NAME OF SALES TAX: Enter the name of the sales tax. ie: key in NEW YORK CITY, etc. S.0.30 Enter AAAAAAAA SALES TAX RATE [.01-.999]: Enter the sales tax rate in decimal form. For example, to charge five per- cent, type .05C/R. S.0.31 through S.0.36 (Same as S.0.29 and S.0.30.) Repeat for each separate sales tax to be charged on your application. S.0.37 Is your system installed on a HARD DISK? [Y/N]: S.0.39 Does your system use a COLOR MONITOR? [Y/N]: A Y response to this question will enable the selection of color screens as described in S.0.40 - S.0.51 below. S.0.40 Select General Ledger FOREGROUND (TEXT) COLOR [0-15]: User selectable foreground and background colors for the various screens are a system feature. By selecting from the list of colors appearing on the screen, you may indicate different screen colors for general ledger, accounts receivable, accounts payable, pricelist & inventory, and invoicing screens. S.0.41 Select General Ledger BACKGROUND (SCREEN) COLOR [0-7]: Same as S.0.40. Color selected may not be same as color selected for foreground. S.0.42 - S.0.51 (Same as S.0.40 - S.0.41 above, but for accounts payable, general ledger, pricelist & inventory, and invoicing screen colors.) S.0.52 Are your F1-F10 keys arranged in [S]ingle or [D]ouble row(s)? [S/D]: The response to this prompt controls the grouping of function keys for the ON LINE HELP BOX and LIST BOX features. ie: If single row is specified the function keys F1, F2 and F3 are used for the ON LINE HELP BOX functions while if double rows are specified the function keys F1, F3, and F5 are used for the ON LINE HELP BOX functions. S.0.53 Will A-Z ACCOUNTING be operating on a NETWORK? [Y/N]: A Yes answer will cause the necessary error trapping routines to be included in the system. Networking requires site licensing for the A-Z ACCOUNTING System. S.0.54 Select American MM-DD-YY or International DD-MM-YY DATE FORMAT [A/I]: This option controls the date format for both keyboard input dates and dates displayed on the screen and printer. The option may be changed at any time. Note, however, that in the event that you select the international date format, you must specify the international DD-MM-YY date format in you DOS system configuration. See the CONFIG.SYS section of your DOS manual for additional information on this feature. (Note: This feature may not be available on your particular DOS version.) S.0.55 Do you desire the WHOLE DOLLAR data entry option? [Y/N]: If the majority of the money amounts which you will be entering from your keyboard will be in whole dollar amounts you should select this option as it will make data entry simpler for you. For example, if you type 543C/R the amount will be entered as $543.00. You may still enter decimal amounts by typing the decimal point. For example, to enter $509.99 type 509.99C/R. If you do not select this option, each amount entered will include the decimal point automatically unless you type a decimal point in the amount. For example, if you type 98899C/R you will actually have entered the amount $988.99. and if you type 98899.C/R or 98899.00C/R you will actually have entered the amount $98,899.00. 1 - CHECKBOOK & GENERAL LEDGER: The functions which may be selected from the General Ledger & Checkbook menu are as follows: 1.1 - Post checks 1.2 - Post deposits 1.3 - Post charges / drafts 1.4 - Post credits 1.5 - List transactions 1.6 - Edit a prior posted transaction 1.7 - Display / edit account balance 1.8 - Change expense accounts / budgets 1.9 - Print checks / format check printout 1.1 - POST CHECKS: This function allows posting of checks to a ledger file. The steps are as follows: 1.1.0 Enter LEDGER ACCOUNT CODE (maximum length 6 characters) C/R=AAAAAA: In this step enter the LEDGER ACCOUNT CODE of the General Ledger account to which the transaction applies. This is a code which you designate the first time a transaction is posted to the account. The code may not exceed six characters in length and may not contain periods, commas, or slashes. As many different accounts as you designate are allowed, and each must have a unique identification code. If the account is not found a message will be displayed and you will be instructed to press the Y key to verify the correct ACCOUNT CODE. Thereafter you will be asked to enter the description for the account. The description keyed in will be displayed in the LIST BOX as well as on the Balance Sheet. You will then be asked "Is this a checking account? [Y/N]". If the response is affirmative the account will feature automatic check numbering during the posting of transactions. The message prompts relating to this function are: No account AAAAAA records on file. Verify LEDGER ACCOUNT CODE. Correct? [Y/N]: See discussion in preceding paragraph. Is this a checking account? [Y/N]: See discussion in preceding paragraph. Example of LEDGER ACCOUNT CODE use: XYZ is a law firm which maintains two checking accounts in its own name, three savings accounts in its own name, and checking accounts for clients Adams and Smith. XYZ designates two checking ACCOUNT CODEs as XYZC1 and XYZC2, designates savings ACCOUNT CODEs as XYZS1, XYZS2, and XYZS3, designates client Adams' ACCOUNT CODE as CL401 as Adams happens to be account number 401 on the Accounts Receivable file, and designates client Smith's account CL699 for the same reason. It should be noted that any system of code designation selected must be well thought out in advance to avoid confusion later, and a high number of accounts will certainly require a more complex system to avoid confusion. The following are suggested Ledger Account codes for users who do not have previously established codes which they wish to continue using: 1001 - Checking Account 2001 - Savings Account 3001 - Notes Receivable 4001 - Fixed Assets 5001 - Notes Payable 1.1.1 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. To allow a change in the automatic check numbering sequence, press the F10 (repeat prior step) key when the 1.1.2 Enter TRANSACTION DATE prompt appears. 1.1.2 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 computer 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 hyphen 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 date or is otherwise invalid such as month 13, day 35, etc. 1.1.3 Enter PAYEE NAME/NUMBER: The payee name or number you key in is referenced to the accounts receivable and accounts payable name files. If the name or number is found in the file then the complete name is placed in the PAYEE field. If the name is not found, you must key in the full name. In the event that the name keyed in does not reside on the accounts receivable/payable file but the program finds a match based on a partial name being keyed in, three options are available. The first is to add the account holder's name (and address if desired) to the Accounts Receivable/Payable file prior to posting the transaction. The second option is to select the F8 key. Selecting the F8 key prior to keying in the payee's name deactivates the name search feature and allows you to key in any name (or description) regardless of whether there is a matching name in the Accounts Receivable or Accounts Payable data base. The third option is to press the F9 function key. Pressing the F9 key in response to this prompt will permit you to add or update an account name and address information in the Accounts Payable file. Once the account has been added or updated, the system will return to the General Ledger function from which the F9 key was pressed for continuation of posting. Note that it is not possible to add an account to the Accounts Receivable file via this method. To do so, it is necessary to return to the Main Menu first, then to the Accounts Receivable menu for adding or updating. This message prompt may appear in the variation "Enter DESCRIPTION" for certain transactions. 1.1.4 Enter INCOME/EXPENSE ACCOUNT code F6=LB: Enter the income or expense account code for the account to which the item being posted is to be credited or charged. Use the LIST BOX for assistance. To post a transaction which is not a disbursement, such as a check written to transfer funds to another account, enter expense account code 0 - MULTIPLE EXPENSE ACCOUNT ITEM. Entries posted with code 0 do not appear on the Disbursement Journal or Cash Flow Statement. The amount may also be auto- matically transferred to another account without requiring a separate posting by the operator by selecting the MEMO option [T]=TRANSFER FUNDS and entering the target Ledger Account Code in response to prompts 1.1.7 and 1.1.8 (see Manual sections 1.1.7 and 1.1.8 below). To post a transaction which requires multiple expense accounts such as a VISA card payment containing automobile expenses, office supplies, and travel & entertainment, use expense account code 0 - MULTIPLE EXPENSE ACCOUNT ITEM. After posting the transaction, press Esc to get the menu on the screen, then select option 1 - POST CHECKS and for the General Ledger ACCOUNT ID key a new ACCOUNT ID named VISA and then post three separate items, one each for automobile expenses, office supplies, and travel & entertainment. The item posted to expense account code 0 - MULTIPLE EXPENSE ACCOUNT ITEM will not be included in the CASH FLOW STATEMENT printed from the SPECIAL REPORTS, JOURNALS & LISTS menu option 1. To include the items posted to the VISA general ledger account be sure to key in VISA in response to the prompt "7.1.6 Enter next LEDGER ACCOUNT CODE for journal." Use this same method to handle the posting of PETTY CASH transactions. ie: Post the original withdrawal as an account code 0 - MULTIPLE EXPENSE ACCOUNT ITEM, then set up a separate LEDGER ACCOUNT ID CODE called CASH, post a deposit for the amount withdrawn, then post the various individual cash transaction expenses to the CASH ledger account in the appropriate expense account categories. 1.1.5 Enter REFERENCE ACCOUNT NAME/NUMBER: Enter the name or number of the account receivable 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. Example: Your firm makes several payments per year in behalf of your various clients. Enter the client's account name or number in the REFERENCE ACCOUNT field. Then in order to print a summary of all expenses for a partic- ular client, use the EXPENSE SUMMARY report function from the Special Reports Menu to prepare a report of all disbursements from the General Ledger file which contain that client's account number in the REFERENCE ACCOUNT field. NOTE: Use this field for JOB COSTING by setting up an account in the Accounts Receivable section and then entering that account number in the Reference Account field. You will then be able to utilize the 7.2 - PRINT EXPENSE / DEPOSIT SUMMARY function to prepare detailed cost accounting reports. Press the F6 key to activate the LIST BOX Power Feature. Pressing the F9 function key in response to this prompt will permit you to add or update an account name and address in the Accounts Receivable file in the same manner as discussed under Manual section 1.1.3 above. Note that it is not possible to add or update an account in the Accounts Payable file via this method. To do so, first return to the Main Menu, then to the BILLING & ACCOUNTS RECEIVABLE menu, from which the add or update function may be selected. 1.1.6 Enter TRANSACTION AMOUNT $: Enter the transaction amount. Commas and decimal points may be typed but are not required. For example, to enter the amount $2,399.95 type 239995C/R. 1.1.7 Enter MEMO [T]=TRANSFER FUNDS: Enter any memorandum which applies to the transaction being posted. This field is limited to thirty characters. Enter T to indicate the memo TRANSFER FUNDS and also to invoke the posting procedures discussed in section 1.1.8 below. Are all entries CORRECT? [Y/N]: This prompt is issued when all above data has been keyed in. If you responds Y the entry is posted to the file. A response of N will result in the entry not being posted. 1.1.8 Enter transfer target LEDGER ACCOUNT CODE F6=LB C/R=XXXXXX: Enter the Ledger Account Code of the account to which the transferred funds are to be posted. The amount will automatically be posted to the indicated account as a DEPOSIT transaction. 1.2 - POST DEPOSITS: Posting steps are the same as under function 1.1 The amount keyed in is assumed to be a credit whereas the amount keyed in under function 1.1 is assumed to be a debit. 1.3 - POST CHARGES/DRAFTS: Posting steps are the same as under function 1.1 above except that the default description "Bank charge" is available. Use this function to post drafts drawn on a checking account which do not require a check number. 1.4 - POST CREDITS: Posting steps are the same as under function 1.2 above except that the default description "Bank charge" is available. 1.5 - LIST TRANSACTIONS: This function is utilized to list transactions posted to any account during specified time periods. Time periods are specified by you in the following steps: 1.5.1 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. 1.5.3 Enter ENDING DATE (MM-DD-YY): Enter the date after which account entries are to be excluded from the list. 1.6 - EDIT A PRIOR POSTED TRANSACTION: This function is utilized in order to edit a transaction which has previously been posted. 1.6.1 Enter CHECK NUMBER for check to be edited: Enter 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 accessed is not a checking account or if C/R is pressed with no check number keyed in, then the last transaction posted will be displayed. To locate the desired transaction use the cursor right and cursor left keys. Once the transaction has been located, you 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 1.1. 1.7 - 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. 1.7.1 Enter CORRECT BALANCE. If no change press C/R: Enter a balance only if it is necessary to change the balance shown. 1.8 - CHANGE EXPENSE ACCOUNTS / BUDGETS: The A-Z ACCOUNTING System is supplied with expense account descriptions which may be changed via 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 the function 7 - SPECIAL REPORTS, JOURNALS, LISTS, etc. from the main menu. 1.8.1 Enter EXPENSE ACCOUNT code to be edited [1-999]: Enter the number of the expense account item which is to be edited. Users desiring to continue the use of an expense account numbering system which is not compatible with the 1-999 numbering system used by A-Z ACCOUNTING may do so by entering their old numbers in the DESCRIPTION field. ie: enter "5310 - Auto expenses" as the description in response to prompt 1.8.2 below. 1.8.2 Enter expense XXX DESCRIPTION F6=LB: Enter the description for the expense account number shown (XXX). Press the F6 key for the LIST BOX showing expense account codes and descriptions. To delete an expense account description from the chart enter zero. 1.8.3 Enter BUDGET AMOUNT for expense account XXX: Enter the dollar amount which is budgeted for the expense account shown, if any. Budget amounts may in monthly, annual, or other forms. The amount entered will be printed on the Budget Report which is printed as a part of the 1 - PRINT JOURNALS, etc. function of the SPECIAL REPORTS MENU. 1.9 - PRINT CHECKS: The A-Z ACCOUNTING system will print checks on your check forms. You must first enter your check form layout data. This is accomplished through the "Formatting check printout" procedure which is invoked when the 1.9 Print/format checks function is selected and is discussed in Manual section 1.9.4 below. 1.9.1 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 procedure discussed in Manual section 1.9.4 below. 1.9.2 Set up check forms in printer. Press C/R when ready: Prepare the printer with the check forms. 1.9.3 Verify check forms alignment. Press [C] when correct: This is an alignment aid. If the form is properly aligned, press the C key, otherwise realign the form and then press the C key. This may require some experimenta- tion before the proper alignment of check forms becomes easily mastered. 1.9.4 Enter LINE NUMBER for printing data field: There are six data fields which may be printed in two separate locations on each check, once on the check and once on the check stub or voucher. In addition, the amount in the format EXACTLY ***$XXX,XXX.XX*** may be printed on the check. This is to accommodate a check form which requires the amount to be printed in alphabetic rather than numeric notation. To format the check printout, start with the first line of print, specifying each data field to be printed from left to right, and continue through the last line, then specify the total number of lines of print for the form (at six lines per inch). Enter the line number, starting print position, and contents to be printed on the check voucher and on the check. Allow 30 print positions for name and address fields. If the voucher is above or below the check rather than beside it, then the total number of print lines includes the voucher as well as the check. Do not specify print ending in column 80. These instructions must be followed carefully. It is important to note that the following conditions must be avoided as they will result in the printing of two print lines instead of the one line intended: a. fields specified must be in order by line number and print position; b. 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 for the contents of the specified data; c. when the address is printed it is not permissible to print any other data to the right of the address fields; and d. no data may be printed in print column 80 (ie: the amount field, which requires 12 print positions, must not be specified for a column other than in the range of columns 1-68.) 1.9.5 Enter STARTING PRINT POSITION for printing data field: Enter the starting print position (column number) for the field to be printed. 1.9.6 Enter SYMBOL FOR DATA FIELD to be printed [#/D/P/A/$/*/M]: Select and enter the symbol for the field to be printed. Options are listed at the lower portion of the check format box shown on the display. Check forms are available from your bank as well as most business form suppliers and printers in a variety of formats, most of which may be used with the A-Z ACCOUNTING System. 2 - BILLING & ACCOUNTS RECEIVABLE The functions which may be selected from the Accounts Receivable Menu are: 2.1 - Post a receivable entry 2.2 - Post a cash received entry 2.3 - Add / update name, address, etc. 2.4 - Display an account 2.5 - Print an account bill 2.6 - Print an account aging report 2.7 - Undo the last transaction on an account 2.8 - Automatic bill printing To select a function press the appropriate keys. A discussion of each function follows: 2.1 - 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 function (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 entry items will be posted directly to the account as a part of those functions. The steps in the posting of a receivables journal entry are as follows: 2.1.0 Enter ACCOUNT NAME/NUMBER: Pressing C/R at this prompt will bring up the last account accessed. Pressing the F6 key will result in the Name File LIST BOX display (press F6 at any time after keying in a portion of the name to open the Name File LIST BOX at the corresponding list segment). 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 hyphen of the account number in the account number format XXXXXX-XXXXX) or the entire account number including the hyphen and the record number. If keying in the name, start with the alpha look up field (that portion of the name to the right of the asterisk, if any, which was keyed in during the 3-Add/Update name, etc. 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 upper case and lower case 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 a sole 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 because the four letters C-A-S-H by themselves cannot be differentia- ted 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. 2.1.2 Enter ITEM NUMBER/DESCRIPTION: Select an item by number from the pricelist/item description file or key in a non-standard item description. Non-standard item descriptions may be up to 240 characters and are not stored in the pricelist/item description file for future use on other accounts. If you enter an item number, the selected item description 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 240 characters) 7 - (user's time billing description - see manual sec. S.0.24) 8 - Interest charge 9 - (user's monthly charge description - see manual sec. S.0.25) 10 - Invoice 11 - Regular payment 12 - Prior balance 13 - Shipping & handling charges 14 - 19 Reserved for future use. 20 and higher - any items which you have keyed into the pricelist file or wish to key in at this time. C/R=Help. Press C/R to proceed to next step. 2.1.3 [ / ] = 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 to increase by 100; press the down arrow key to decrease by 100; press the right arrow key to increase by 10, etc. (For a more complete discussion of this feature see the section of the Instruction Manual entitled "USE OF THE CURSOR CONTROL KEYS".) Press C/R when the desired item number and description appear on the screen. 2.1.4 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 use in all future transactions. 2.1.5 Enter ITEM DESCRIPTION: This prompt appears as the result of selecting item number 0 during step 2.1.3. Up to 240 characters of item description may be keyed in at this time. Users are cautioned that any description keyed in in at this prompt will apply only to the transaction being entered and may not be recalled at a later time for use on any other transaction. Thus for file space saving purposes it is preferable to utilize the standard 30 character item description feature. However, it may not be desirable in all cases to be limited to a 30 character description. 2.1.6 Enter CHECK NUMBER (or Enter INVOICE NUMBER): Enter the check number or invoice number of the check or invoice being posted. If the automatic cross posting feature for paid on account entries is being utilized press C/R in response to this prompt because the next available check number will be inserted automatically. (See Manual section S.0.27.) 2.1.7 Enter [A-D] for Price Level; [T] for Time Billing; or AMOUNT $ By entering A, B, C, or D 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 will be stored in the pricelist file for future use in step 2.1.8. If the time billing function is selected, the time in hours and the hourly rate may be keyed in in steps 2.1.9 - 2.1.12. If you enter an amount in response to this prompt without first selecting a price level, that amount which you key in will be treated as a non-standard transaction amount and will not be stored in the Pricelist file for use in future transactions. When entering an amount to an account which has a markup or discount field the markup or discount may be automatically applied to the amount which you enter by entering the non-marked up or non-discounted amount first and then responding in the affirmative at prompt 2.1.14. (See discussion below.) 2.1.8 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 use in all future transactions. 2.1.9 Enter TIME in hours (XX.XX): This prompt appears only if the Time billing function was selected in step number 2.1.7. Enter the number of hours to be billed to the account for the transaction being entered or press C/R to proceed to the "Help" step 2.1.10. 2.1.10 Set TIME: [ ] to decrease; [ ] to increase; C/R = correct: By pressing the cursor right and cursor left keys the time which appears on 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. 2.1.11 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. 2.1.12 HOURLY RATE: [ ] to decrease; [ ] to increase; C/R = correct: This is the "Help" function invoked from prompt 2.1.11. Use the cursor control keys in the same manner as discussed in step 2.1.10. Press C/R when the desired hourly rate appears on the screen. The rate selected is stored for use the next time this function is selected. In this way, by pressing the C/R key at prompt 2.1.11 and again at prompt 2.1.12 the rate from the prior entered detail entry may be selected. 2.1.14 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 2.3.18. 2.1.15 Enter EMPLOYEE NAME/NUMBER F6=LB: Key in the initials or number of the employee responsible for the transaction. This data field is used in preparing the Employee Productivity Report. The account header CLIENT OF field is used as the default. Use the LIST BOX function to display employee names from the name file. 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 reentered. 2.2 - POST A CASH RECEIVED JOURNAL ENTRY: Cash Received Journal entries are transaction codes 1-6. Specifically, these are: Received on Account; Check Returned; and Check Redeposited. You may also post a transaction 2-DISBURSE- MENT entry to indicate a refund to the customer or client. DISBURSEMENT entries are included in the Cash Paid Journal and not the Cash Received Journal for reporting purposes. The steps necessary in posting a Cash Received Journal entry are basically the same as in posting a Production Journal entry as outlined above. However, they vary as noted below: 2.2.2 (same as 2.1.2 above except item description numbers are 0-6 only.) 2.2.4 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. 2.2.16 Post transaction to General Ledger account? [Y/N]: This prompt appears only when the integrated posting feature discussed in sections S.0.26 or S.0.27 (see SETUP SYSTEM PARAMETERS section of manual) has been selected. If the response is affirmative, the transaction is posted to the indicated general ledger file as well as the accounts receivable/payable file. 2.2.17 Enter LEDGER ACCOUNT CODE to post to F6=LB C/R=XXXXXX: Enter the ledger account code of the ledger account to which the transaction is to be posted. 2.2.18 Post as check number XXXX? [Y/N]: The transaction will be posted as the next available check number of the account designated. Enter N to prevent posting of the transaction. Are all entries CORRECT? [Y/N]: (same as discussed under Section 2.1 above.) 2.3 - ADD / UPDATE ACCOUNT NAME, ADDRESS, ETC.: Use this function to add account names and addresses to the data base. Each account is required to have a name. All other information is optional. Account names must be added prior to posting of detail entry transactions to the account. The steps are as follows: [A]dd a new account or [U]pdate existing account?: Press A or U in response to this prompt. This is required because each new account added to the data- base 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 hyphen (-) in the Account ID code as displayed on the screen and may be used in lieu of the name to access the account in response to the prompt "Enter account NAME/NUMBER" 2.3.1 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 your reference and is not required by the system, but is provided in order that users who are converting from another accounting system to the A-Z 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 hyphen are the numbers keyed in by you and the numbers to the right of the hyphen are the physical record number on the disk file for the record containing the account infor- mation. 2.3.2 NAME (include * for alphabetizing): Enter the account name with an asterisk in the location to the left of the last name. The asterisk 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 asterisk 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". In situations where there are several accounts with the same name but different addresses, such as a corporate account with one billing address but several ship to addresses, it is advisable to include in the name a unique alphabetic designation. This is to make the process of finding the correct name easy for you. For example, key in "Peoria Firestone, Inc." rather than "Fire- stone, Inc.". This will make it easy to locate the correct account later by keying in the letters "P-e-o" rather than keying in "F-i-r-e-s-t-o-n-e-, etc. then encountering the message "Multiple Firestones in file. Enter account number." 2.3.3 Enter FIRST LINE OF ADDRESS: Enter mailing address for the account. 2.3.4 Enter SECOND LINE OF ADDRESS: Same as above. 2.3.5 Enter THIRD LINE OF ADDRESS: Same as above. 2.3.6 Enter TELEPHONE NUMBER (XXX-XXXX or XXX-XXX-XXXX): Enter the account holder's telephone number (hyphens are not required). 2.3.7 Enter NEXT Billing DATE (MM-DD-YY): This is the date when the next bill is to be printed during the 2.5 Auto bill printing function. See the discussion of DATEs in the short Instruction Manual for further information. 2.3.8 REGULAR PAYMENT AMOUNT: Enter the amount to be billed to the account holder each time the regular bill is printed. It is not necessary to enter an amount in this field if you enter an item description code in response to the prompt at 2.3.11 and an amount in the corresponding pricelist file record. 2.3.9 BILLING INTERVAL in months [1-6, 12] or days [7, 14, 20]: Enter the number of months or days in the billing cycle. This field is used in the automatic printing of bills due and is reset automatically each time the automatic printing of bills due function is run. 2.3.10 Enter number of REGULAR PAYMENTS remaining [0-999]: Enter the total number of regular payments remaining for this account. Enter 999 for an indefinite (continuous) number of payments. 2.3.11 Enter ITEM NUMBER for regular payment description F6=LB: Enter the Item Number from the pricelist/inventory file for the item which contains the description to be displayed and printed on the detail entry line generated when a regular payment is posted during the Automatic Billing function. This field may be left blank in which case the description entered in System Setup step S.0.25 will be selected for display. However, for situations where different descriptions are required for various accounts, enter the descrip- tions in the pricelist/inventory file (as well as the prices if so desired), then enter the Item Description number in this field in order to designate the required description. Also note that when this field is used and no amount is entered in the 2.3.8 REGULAR PAYMENT AMOUNT field, the amount from the pricelist/inventory record field (Level A-D) will be used for the regular payment amount in the detail entry. This feature makes it possible to set up your system so that regular payment amounts may be changed at any time without changing every customer account header simply by revising the prices in the price Level A-D fields in the pricelist/inventory record. 2.3.12 PRICE LEVEL [A-D]: Indicate which price level is to be used in the pricelist file when billing items to the account holder as well as when posting a regular payment amount (see 2.3.11 above). 2.3.13 CLIENT OF code (3 characters maximum length): Enter the initials or number of the person in your firm who is responsible for this account. 2.3.14 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. 2.3.15 Enter dollar amount of UNBILLED TIME $: Enter the amount of time to bill to the account holder when the next regular bill is produced. This is to provide a way to allow you to make adjustments to the unbilled time total which is accumulated from the 7 - TIME CLOCK FUNCTIONS option of the Main Menu. 2.3.16 TAXPAYER ID/SOCIAL SECURITY NUMBER: Enter account holder's number. 2.3.17 CHARGE INTEREST? [Y/N]: Enter Y or N. See section S.0.12 for a complete discussion of the INTEREST feature. 2.3.18 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 Receivables Journal entries will be discounted or marked up accordingly. 2.3.19 REMARKS: Use this field (up to 30 characters) to hold any pertinent remarks such as other telephone number, contact, etc., which are relevant. 2.4 - DISPLAY AN ACCOUNT: The steps necessary for account display are: 2.4.1 Select ENTRY DISPLAY O=Open A=All L=Last P=Printout C/R=Menu: After accessing the account, the account information is displayed on the screen followed by the above prompt. To display only the open detail entries, press O; to display all entries press A; to display the last entry press L; to obtain a printout of the account press P; to return to the menu press C/R. 2.5 - PRINT AN ACCOUNT BILL: This option may be utilized to print an account bill on the printer as an alternative to the automatic bill printing function described above. The necessary steps are to key in the name or number of the account at the appropriate prompt and to prepare the printer. Note that the next billing date will not be updated automatically and that no automatic monthly amount or interest charge capabilities are available for this method of billing. All detail entries which appear on the bill produced will be moved into the PRIOR BALANCE total on any subsequent bill produced. 2.6 - PRINT AN ACCOUNT AGING REPORT: Selection of this option will result in the printing of an aging report showing all accounts with open balances distributed on 1, 2, 3 and over 3 month categories. 2.7 - UNDO LAST TRANSACTION: Use this function to undo the transaction last posted to an account. 2.7.1 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 has been posted as the result of the integrated posting feature of the A-Z ACCOUNTING System. Any such transaction must be undone separately using the EDIT function from the GENERAL LEDGER MENU. 2.8 - AUTOMATIC BILL PRINTING: During this procedure all accounts receivable are reviewed to determine if the NEXT BILLING DATE is 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 you during this step. The following are the steps necessary to perform this function: 2.8.1 Print [D]raft or [F]inal copy bills? [D/F]: Draft bills are 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 certain that all necessary changes or adjustments to accounts have been completed. 2.8.2 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 was 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 see the section "FILE BACKUP PROCEDURE" in the Instruction Manual. 2.8.3 [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. 2.8.4 Enter RESTART NUMBER from last good bill lower right C/R=0: If the Reprint 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 at the bottom of the last good bill printed (indicated by by the notation "R:"). Reprinting will begin with the next following bill. 2.8.5 Printing DRAFT (or FINAL COPY) BILLS. Press Esc key for menu... This prompt will appear on the screen while the account file is being scanned in search of accounts to be billed. If the Esc key is pressed during the scan, the scan will be resumed at the point of interruption the next time the 2.8 Automatic bill printing option is selected from the menu. 3 - DISBURSEMENTS & ACCOUNTS PAYABLE The Accounts Payable functions are essentially the same as the Accounts Receivable functions described in the preceding 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 "3.1.0 Enter account NAME/NUMBER" which is not described in this section, refer to the message prompt "2.1.0 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 8 - AUTOMATIC POSTING OF REGULAR PAYMENTS DUE 3.1 - 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 receivables journal entries as described in section 2.1 of this manual. 3.2 - 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 Received Journal entries as described in section 2.2 of this manual. 3.3 - 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: 3.3.7 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 PAYMENTS DUE function being invoked. Once the payable journal entry has been posted, the NEXT PAYMENT DATE is reset to the next subsequent date as indicated by the PAYMENT INTERVAL field contents. 3.3.8 Enter REGULAR PAYMENT AMOUNT: This is the amount to be posted as payable during the 5 - AUTOMATIC POSTING OF REGULAR PAYMENTS DUE function. 3.3.9 Enter PAYMENT INTERVAL IN MONTHS [1-12]: This is the number of months between payments. 3.3.12 Enter EXPENSE ACCOUNT code [1-999] F6=LB: Enter the expense account code for the expense account category for the item detail entry to be posted. 3.8 - AUTOMATIC POSTING OF REGULAR PAYMENTS 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. 4 - PRICELIST & INVENTORY The A-Z ACCOUNTING System provides a pricelist of unlimited capacity within the constraints of your 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. S.0.18) is selected during the function S - SETUP SYSTEM PARAMETERS step 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 items 1-19 A-Z ACCOUNTING system descriptions. If the item is posted directly to an account receivable rather than to an invoice, there is no provision for inven- tory 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: 4.1 - Update pricelist 4.2 - Display / Print pricelist 4.3 - File search for specific item 4.4 - Update inventory 4.5 - Print inventory list 4.6 - Enter items ordered 4.7 - Print reorder list 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. 4.1.3 Enter ITEM DESCRIPTION (**=WILD CARD): Enter the item description as it is to appear on the invoice or account. Maximum length is 30 characters. Enter ** to indicate wild card portion of item description. Wild card refers to a word or phrase to be keyed in by you during invoice preparation. ie: User, a custom jeweler, wishes to include a description and name in the item description, so keys in item description DESIGN OF ** FOR **. Then, when the item is later selected from the item description file for invoicing, the wild card RING and MARY SMITH are keyed in as the response to the prompt 5.1.20. Thereby the item description DESIGN OF RING FOR MARY SMITH will be printed on the invoice. As many wild card fields as are desired may be used, but note the maximum field length for wild carded lines is 30 characters. By setting up an item description field with no text and only the characters ** in the description file, multiple line item descriptions may be generated on the invoice via the following method: Select the item number which contains only ** in its contents. Key in the description for the first line (30 characters) and then press C/R. Enter the quantity and price. Then for the next line, again select the item containing only **. This time key in the next line of description, press C/R, and press C/R again at the quantity prompt. Repeat for as many lines as necessary to print the item description desired. This method may also be employed for the printing of standard multiple line invoice item descriptions. ie: User wishes to print a standard five line item description on invoices. To do so he must first enter the first line of item description in the item description file (this may be done on the fly during invoicing or in advance using function 4 - PRICELIST & INVENTORY). Then, during invoicing, he selects the item, enters quantity and price, then for the next line he selects the item number containing the second line of descrip- tion and then presses C/R in response to the quantity prompt, and repeats this process until all lines of standard item description have been selected. When the invoice is printed, the quantity will appear to the left of the first line while the price will appear to the right of the last line. It is also possible to create invoice lines using standard descriptions in the first line and then adding a wild card line or lines following the standard description line. Users who wish to continue the use of their old numbering system for part numbers or serial numbers may do so by entering the number in response to this prompt. ie: Enter "300320 - Motor assembly". Then use the "Search" feature described in section 4.3 and 5.1.3 to find the item by keying in or scanning the number "300320". This method is compatible with bar code readers. 4.1.4 Enter LEVEL A SELLING PRICE: Up to four price levels are available. These are designated A-D. 4.1.5 to 4.1.7: (Same as 4.1.4). 4.1.8 Enter REMARKS: Up to 30 characters of remarks may be entered with the item. This field serves to notify you 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 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. The phrase(s) keyed in will be compared to both the Description and Remark fields and the item will be displayed if a match is encountered. 4.4 - UPDATE INVENTORY: In order for the inventory functions to be enabled you must have selected the inventory option at setup time. See manual section S.0.18 for a discussion of this feature. Inventory features include a three tiered 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 you (see inventory function 1 below). As items are invoiced, on hand quantity fields are reduced and sales gain records are 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 4.4.8 (Same as 4.1.1 to 4.1.8.) Press Esc to skip to next step. 4.4.11 To ADD inventory press [A]; for CORRECTIONS press [C]: Adding inventory: During this option you indicates the cost of the item 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 you to make any required corrections to the previously existing inventory information. He 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 Esc 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 accounts 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 preceding section for a more complete explanation of the Add Inventory step. If no change is necessary, press C/R to advance to the next data field. Press Esc 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 explanation of this data field. 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. 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.) 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: 5.1 - Prepare and print invoices 5.2 - Customer invoice reports 5.3 - Print pick sheets 5.1 - PREPARE AND PRINT CUSTOMER INVOICES: This function provides complete file updating for customer invoicing including posting to the accounts receiv- able file, inventory control file, quarterly sales gain file, and invoice record file, as well as printing of the actual invoice. The steps are: 5.1.0 Enter INVOICE DATE: Enter the date of the invoice if other than the current date. 5.1.1 ACCOUNT NAME/NUMBER F9=Add/Update: (Same as 2.1.0.) This prompt is given twice, once for the SHIP TO name and address and a second time for the BILL TO name and address. If SHIP TO/BILL TO name and addresses are the same, press C/R in response to the second prompt. If SHIP TO/BILL TO name and address are different, both will be printed on the invoice form and the receivable transaction will be posted to the account specified in the BILL TO field and an extra copy of the Invoice will automatically be printed unless a Packing Slip is requested in response to prompt 5.1.28. Note that the SHIP TO and/or BILL TO names and addresses may be added or updated at this time by pressing the F9 function key in response to this prompt. See Manual section 2.3 - ADD / UPDATE ACCOUNT NAME, ADDRESS for a complete dis- cussion of this function. 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 an account payable (vendor account). 5.1.2 Enter EMPLOYEE NAME/NUMBER: (Same as 2.1.15.) 5.1.3 Enter ITEM DESCRIPTION NUMBER. If done press Esc: Key in the item number from the pricelist file. After entering the last item on the invoice, press the Esc key to advance to step 5.1.16. Enter "S" to select the "Search" feature. This allows you to find the item in the database by keying in or scanning a serial number, part number, or other key word or phrase which appears in the item description field. For a description of the WILD CARD feature see Manual section 4.1.2. 5.1.4 Use the cursor control keys to find the item being posted if the item 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 or from 1 to 10. Press the C/R key when the desired item appears on the screen. 5.1.5 Enter DESCRIPTION for XXXX (**=WILD CARD): This prompt will appear if the item selected in the previous step has no previously keyed in description. Enter the description at this time for storage in the pricelist file and to be printed on the invoice. Enter ** to designate the portion of item descrip- tion to be keyed in by you during preparation of the invoice (WILD CARD). 5.1.6 Enter WILD CARD: Enter the phrase which fills in the wild card portion of the item description (designated by ** in the item description field). This feature is provided to permit you to customize a portion of the item description field which is printed on the customer invoice. 5.1.7 Enter QUANTITY: Enter the number of units being invoiced. 5.1.8 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. 5.1.9 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 foot 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 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 keying the price in step 5.1.10 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 5.1.11. 5.1.10 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. 5.1.11 Enter UNIT PRICE $: This step is the result of pressing C/R in step 5.1.9. 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. 5.1.12 Add NATIONAL SALES TAX to this line? [Y/N]: This prompt will appear only if the national sales tax option was selected during 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. 5.1.13-5.1.15 (Same as 5.1.12 but for state, county, and local taxes.) 5.1.16 Enter SHIPPING & HANDLING CHARGES if any $: Enter the amount to be added to the invoice for shipping & handling charges. 5.1.17 Enter AMOUNT RECEIVED with invoice if any $: Enter the amount paid by the customer or client with the invoice. This amount will be posted automatically to the BILL TO customer account as a RECEIVED ON ACCOUNT entry. Note, however, that amounts for deposit to a general ledger account must be entered separately as there is no provision for automatic posting of these deposits to the ledger accounts. 5.1.18 Enter CHECK NUMBER: Enter the customer's check number, if any, which applies to the customer's payment. 5.1.19 Enter customer's PURCHASE ORDER NUMBER if any: Enter the purchase order number from customer's purchase order, if any, to be printed on the invoice. 5.1.20 Enter COMMENT: Enter any comment which you wish to be printed on the invoice. 5.1.21 [P]=Post & Print, [C]=Correct, [A]=Abort: This prompt appears after Esc has been pressed in response to 5.1.3 above or in the event that the maximum number of lines (16) has been entered. Press the key which corresponds with the desired action. 5.1.22 Enter [N], [S], [I], or LINE NUMBER to be corrected: If the [C] key was pressed at step 5.1.15, it is necessary to indicate 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. 5.1.23 Current Invoice Number: XXXXXXX. Enter new INVOICE NUMBER: Invoice numbers are incremented automatically each time a new invoice is printed. However, it may be necessary to change the sequence at any particu- lar time. (See section 5.2.1.) Use this feature to enter a new sequence. After a new invoice number is entered the sequencing will start with the new number and will continue until another number has been entered. Invoice numbers may not exceed seven digits in length. 5.1.24 [C]orrect of [D]elete line: This prompt is the result of entering a line number in response to the prompt 5.1.18. 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. 5.1.25 Confirm ABORTING function [Y/N]: This prompt is in response to the selection of the [A] option at prompt 5.1.18 and is provided as security against the inadvertent loss of a prepared invoice. 5.1.26 Enter number of PICK SHEETS to be printed [1-10]. If you are print- ing pick sheets, enter the number of copies desired, including the original. 5.1.27 Enter number of INVOICE COPIES to be printed: Enter the number of invoice copies to be printed, including original. This feature is provided to allow extra copies for file purposes. 5.1.28 Enter number of PACKING SLIPS to be printed. [0-10]. Packing slips are like invoice copies except that prices are not printed. 5.2 - CUSTOMER INVOICE REPORT: This function is utilized to provide you with the capacity to review previously posted invoices. Two separate reports are produced. The first is a list of detail entries and the second is a summary of total unit volume and dollar amounts by item number. For a review of sales income from posted invoices see function 7 - SPECIAL REPORTS, JOURNALS & LISTS, etc. in the Main Menu and described below. 5.2.1 Enter starting INVOICE NUMBER for report: Enter the first invoice number to be included in the report. Hint: If you want reports by date, you must use an invoice numbering system which corresponds with calendar months. For example, change the next invoice number from the INVOICE MENU at the beginning of each month to reflect the year and month such as 8901000 for the first invoice for January, 1989, then change to 8902000 for the first invoice of February, 1989, etc. Then to produce the report for January, 1989, specify 8901000 as the STARTING INVOICE NUMBER and 8901999 as the ENDING INVOICE NUMBER. This is because it is not possible to specify selection dates for the invoice report. Note that Invoice Numbers may not exceed seven digits in length. 5.2.2 Enter ending INVOICE NUMBER for report: Enter the last invoice number to appear on the report. 5.2.3 Enter customer ACCOUNT NUMBER, if any: Enter an account number only if you wish a report of one particular customer's account. Otherwise all customers will be included. 5.2.4 Enter specific ITEM NUMBER, if any: Enter an item number only if you wish a report of one particular item. 5.3 - PRINT PICK SHEETS: Use this function to print pick sheets for order clerks. Pick sheets are prepared in the same manner as invoices as described above under manual sections 5.1.0 on. After the order has been filled, use the 1 - PREPARE AND PRINT CUSTOMER INVOICES function to complete the trans- action. 6 - EMPLOYEES Use this function to enter employee names and addresses and also to track accumulated hours from the time billing function available from either the Accounts Receivable & Billing or the Employees menu. The functions are similar to the functions of the Accounts Receivable & Billing menu. 7 - TIME CLOCK FUNCTIONS: These functions are for use where detailed time must be recorded and retained. Records generated by the A-Z ACCOUNTING System include customer account number, employee number, date, starting time, ending time, job number, job description or comments, and hourly rate. In addition, the computer's clock may be used in the time keeping function as a "real time" clock. The time recorded may be added to the client's account in the UNBILLED TIME portion of the account and 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 such 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 - Print time summary by client 3 - Print time summary by employee 4 - Print time detail report by client 5 - Print time detail report by employee 6 - Print time detail report of all time 7.1 - POST BILLED TIME RECORDS: The steps necessary in this function are: 7.1.1 Enter WORK DATE C/R=XX-XX-XX (MM-DD-YY) Esc=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 Esc. 7.1.2 Enter EMPLOYEE NUMBER C/R=XXX (maximum 3 characters): Enter the employee number of the employee whose time is being billed to the client. 7.1.3 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. 7.1.4 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. 7.1.5 Enter END TIME or press C/R for present time (HHMM): (see 2.8.4). 7.1.6 Select HOURLY RATE [A-D]: Hourly rates as entered from the S - SETUP SYSTEM PARAMETERS option prompts S.0.20 - S.0.23 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. 7.1.7 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. 7.1.8 Enter JOB DESCRIPTION: Any description may be entered. 7.1.9 Post time to UNBILLED TIME field in XXXXXX account header? [Y/N] An affirmative response will result in the posting of the time just entered in the UNBILLED TIME field of the account header. The contents of this field are used in computing the amount of the bill produced the next time the 5 - AUTO- MATIC PRINTING OF BILLS DUE function is selected from the Accounts Receivable Menu. A negative response results in no posting. Use the results of the billed time reports functions to create detail items to post to the specified account. 7.2.11 to 7.6.13 BILLED TIME REPORTS: The following are the steps necessary to produce the various billed time reports: 7.2.11 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. 7.2.12 Enter ENDING DATE C/R=XX-XX-XX (MM-DD-YY): All entries after this date will be excluded. 7.2.13 Enter EMPLOYEE NUMBER: For employee time detail reports only, enter the employee number whose time is to be included in the report. 8 - DISK FILE SPACE REORGANIZATION This function is utilized to perform two important steps. The first is reorganization of the account Name file. Time delay in adding new names may be an annoyance to the system operator. To reduce time required during this operation, the file may be reorganized. 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 account names 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 may 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. 8.1 - 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 and file size. 8.2 - 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 A-Z ACCOUNTING data files disk for addition of new detail entries. THe steps are: 8.2.1 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 A-Z ACCOUNTING data files disk. 8.2.2 Enter date (MM-DD-YY): This is the date which will be used as a cut off date for detail entries to be deleted. All detail entries which have a transaction date which is not after the date entered will be moved to the "history" file disk. 8.3 - DELETE GENERAL LEDGER DETAIL ENTRIES: This function is essentially the same as the 8.2 function described above except that general ledger entries are transferred instead of receivable/payable entries. The steps are: 8.3.1 Insert a NEW GENERAL LEDGER HISTORY FILE disk in Drive A. Press C/R: (Same as 8.2.1.) 8.3.2 Enter date (MM-DD-YY): (Same as 8.2.2.) 8.3.3 Enter LEDGER ACCOUNT CODE of account to be deleted: Enter the LEDGER ACCOUNT CODE of the account to be transferred to the history file disk. 9 - TAX REPORTS, JOURNALS, LISTS, etc. The functions available from this menu are: 9.1 - Print journals/cash flow/employee productivity reports 9.2 - Print expense/deposit summary 9.3 - Print item description code list 9.4 - Print chart of expense accounts 9.5 - Print income from sales and sales tax report 9.6 - Print client/customer list or labels 9.7 - Print vendor list or labels 9.8 - Print balance sheet 9.1 - PRINT JOURNALS / CASH FLOW / EMPLOYEE PRODUCTIVITY: This function pro- vides you with a complete set of Receivables, Cash Received, Payables, Cash Paid, and Disbursement journals, as well as Cash Flow and Employee Pro- ductivity Reports for the time period specified by you. 9.1.1 Enter STARTING DATE C/R = XX-XX-XX. Enter the starting date for the journal. For example, if a year end journal is to be printed for the year 1988, enter 1-1-88; if a journal for the month of January, 1988, is to be printed, enter 1-1-88, etc. 9.1.2 Enter ENDING DATE C/R = XX-XX-XX: Enter the ending date for the time period to be covered by the journals. 9.1.3 Print SUMMARY by item description? [Y/N]: Enter Y to print a summary report of journal entries by item description. Ie: a report of total amount for each item description number such as item 10 RECEIVED ON ACCOUNT total amount $20,010.00, etc. 9.1.4 Print SUMMARY by account name? [Y/N]: Enter Y to cause printing of a summary report of journal entries by account name. ie: a report of total amount for each account name such as Account 890988-1002 Thomas Smith, Inc., total amount $8,233.06, etc. 9.1.5 Enter LEDGER ACCOUNT CODE for disbursement journal. Enter the LEDGER ACCOUNT CODE for the account for which the journal is to be printed. 9.1.6 Enter next LEDGER ACCOUNT CODE for journal. If none press C/R. If more than one account is to be included in the disbursement journal, enter the LEDGER ACCOUNT CODE of each such account. For example, if a VISA account is used to post multiple transactions (see manual section 1.1.4) enter VISA at this prompt in order to include those entries in the journal and on the CASH FLOW STATEMENT. 9.1.7 Print CASH FLOW STATEMENT? [Y/N]: This function provides a report which breaks down income and expenses by the various income and expense account codes similar to a profit & loss statement. 9.1.8 Print BUDGET REPORT? [Y/N]: This function provides a breakdown of income and expenses and a comparison of amounts to the budget amount for each category. 9.1.9 Print EMPLOYEE PRODUCTIVITY REPORT? [Y/N]: This function provides a breakdown of production and income by employee. 9.2 - PRINT EXPENSE / DEPOSIT 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 you. 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. You may export detail records to a disk file by specifying the drive, path, and filename at the appropriate prompt. Enter the drive, path, and filename in the following format D:\P\F. If you omit the Drive or Path the file will be created on the default drive and path (the A: drive on floppy systems and C:\AZADIR on hard drive systems. You may not specify a filename extension as this will produce a BEEP warning. For additional information on drive, path, and filename naming see your DOS manual. 9.3 - PRINT ITEM DESCRIPTION CODE LIST: This function provides a list of the transaction/item description code (1-20) numbers for your reference. 9.4 - PRINT EXPENSE ACCOUNT CODE LIST: This function provides a list of expense account code numbers and descriptions for your reference. 9.5 - INCOME FROM SALES AND SALES TAX REPORT: This function provides a report of income from sales and sales tax collected by quarter for your reference. 9.6 - 9.7 - PRINT CUSTOMER/VENDOR LIST: Prints a list of customer or vendor account numbers, names, and addresses in user selected choice of one line list or one inch label format. You may export records to a disk file by specifying the drive, path, and filename. See Section 9.2 above for details. 9.8 - PRINT BALANCE SHEET: This function provides you with the ability to format and print a Balance Sheet by selection of the various accounts which have been stored in the A-Z ACCOUNTING System data base. When the Balance Sheet function is selected, the accounts receivable balance, the accounts payable balance, the inventory on hand (valued at cost), and each of the General Ledger accounts in the data base are examined and displayed. You will be asked whether you wish to have these items printed on the Balance Sheet. If you respond in the affirmative you will also be asked whether you wish to change (or insert) an account description to be printed on the Balance Sheet. This description will also be stored for future use. 9.8.1 Print this account on balance sheet? [Y/N]: Designate whether the account displayed on the screen is to be included in the balance sheet. 9.8.2 DESCRIPTION C/R=no change: Enter the description to be printed on the balance sheet detail line for the account being printed. END OF MANUAL
