The Bottom Line Accounting Reports Menu allows you to generate a full range of financial
reports from your database. Reports can be generated to show financial standing for a day,
month, several months, a quarter, or a year. This section will demonstrate how reports can
help you get optimum results from your Bottom Line Accounting program.
GL5a - Explanation of Reports
Each of the ten reports available from Bottom Line Accounting General Ledger can be sent
to your monitor's screen for immediate viewing, to your printer for "hard" copy, or to a disk
drive for later retrieval. Many of the reports are generated in a cumulative format for the
dates specified; and three of those reports may optionally be generated in a trended, month
by month, format.
Each of the available Bottom Line Accounting General Ledger reports are described below.
All reports may be printed at any time and as many times as necessary. Samples of these
reports are shown in Appendix A and can be printed while using the "SAMPLE" account.
Transaction Journal - This report lists all of the transactions recorded in the journal(s)
specified for the requested time period. This report can optionally show only
those transactions for a particular department within the journal(s) specified, if you
are using the department feature when entering transactions.
Recurring Transactions - This report lists all the recurring transactions for the frequency
specified.
Account History - This report shows all the activity of the account(s) specified for the
requested time period. It can be helpful when tracking your checking account(s),
loan payments, and/or monitoring loan balances. It can also show variations in
monthly bills, such as utility and phone. If requesting more than one account
when producing this report, you can optionally request accounts to be listed on
separate pages.
Income Statement - This report shows the total income and expenses for the requested
time period. It also shows your net income (total income less total expenses) and
can be generated as either a cumulative or trended report. As a cumulative report,
it will show the net dollar figures and a percent column showing the percent of
income and the percent of income of the expense dollar figure. This report can
optionally show the total income and expenses for only those accounts included
within a particular department, if you used the department feature when entering
the transactions. Trial Balance - This report provides a quick look at the current balances of all your
accounts. It is similar to a combined Income Statement and Balance Sheet. In
manual accounting systems, this report shows if the accounts are in balance. It
is provided here mainly as a convenience to those who still prefer it.
Budget Variance - This report shows the difference between the actual and the budgeted
amounts for both income and expenses. When generated for more than one
month, it shows only the cumulative amounts, with one variance for that amount.
Balance Sheet - This report shows your financial position, giving you the balance of all
asset, liability, and equity accounts. It may be generated as either a cumulative
or trended report.
Sources & Uses - This is a two part report; the first showing each account that qualifies
as a source of funds and the second showing each account that qualifies as a use
of funds. Each account is listed by account number and name, followed by its
current balance. The "Total" figure for each part should match. This report may
be generated in either a cumulative or trended format.
Chart of Accounts - This report shows the current General Ledger Chart of Accounts.
You should generate this report after making any changes to the Chart of
Accounts.
Budget Listing - This report provides a listing of all Income and Expense accounts that
have budget amounts assigned; listing all the income accounts first, followed by
all the expense accounts. Each account is listed by account number and name,
followed by the budget amount(s) for that account.
GL5b - General Instructions for Generating Reports
To generate any report, do the following:
1. From the General Ledger Main Menu, select "Reports Menu".
Figure GL5-1 General Ledger Reports Menu
2. From the General Ledger Reports Menu, select the report you want to generate (e.g:
Transaction Journal). The Transaction Journal report input-data screen is shown
below. Other report input-data screens are covered later in this section.
GL5c - Transaction Journal Report
Figure GL5-2 Transaction Journal Input Data
1. As stated earlier, you may generate any of the reports to your monitor's screen (S),
to a printer (P), or to a disk drive (D) where the report will become a disk file. NOTE:If you do not have a printer and try to print a report to the printer, you
will get an error message.
The first prompt on the screen for any report is the destination prompt. It appears as
follows:
Screen,Printer,Disk(S,P,D):
Entering an S for screen or a P for printer will send the report to the screen or printer,
respectively. If you enter a D for disk, the system will prompt you for a disk
filename. You can enter any name you wish, following the DOS naming conventions.
The report will be saved on the default disk drive with the filename you entered,
followed by a filename extension of ".RPT". If you enter a filename that already
exists, the system will ask if you want to delete the old file. Answering Y (Yes) will
replace the existing report with the new report. Answering N (No) will append (add)
the new report information to the already existing report.
The disk file is created in ASCII format, thereby allowing it to be used with any word
processing program. This feature allows you to bring up the report in a word
processor and edit the report as you would any document, adding any comments or
explanations necessary to strengthen a point or clarify a position.
At the "Screen,Printer,Disk(S,P,D):" prompt, enter the letter for the destination of the
report. (For this example, enter the letter S.)
2. For most reports, you also need to specify a date range. The date-prompt format will
be the format specified in the Configuration Settings (refer to Section GS4d - "Setting
the System Configuration" in the Getting Started section of this manual). The date
prompt appears as follows:
Starting Date: 01-01-92
Ending Date: 01-31-92
These dates determine the inclusive time period for the report and are included in the
heading of the report.
NOTE: The ending date can never be more than one year after the starting date
(e.g: starting date as 04-01-89 and ending date as 03-31-90).
The following examples show formats to use for monthly, quarterly, annual, and year-
to-date reports:
Monthly: Starting Date: 01-01-92
Ending Date: 01-31-92
Quarterly: Starting Date: 01-01-92
Ending Date: 03-31-92
Annual: Starting Date: 01-01-92
Ending Date: 12-31-92
For Year-to-Date reports, enter the starting date for the report. Then enter any date
past the starting date, but not more than one year from that date. The report will
include all of the requested information from the starting date to the ending date. For
example: If you want a year-to-date Transaction Journal report and the present date is
04-16-92, enter the following dates:
Starting Date: 01-01-92
Ending Date: 04-16-92
3. Continuing with the Transaction Journal report:
At the "Starting Date:" prompt, enter the date 04-01-90. It may be necessary to press
<Enter> after each set of two characters to skip to the next date field, depending on
how the "Date Field Advance" is set in the System Configuration Settings screen.
4. At the "Ending Date:" prompt, enter the date 04-30-90. It may be necessary to press
<Enter> after each set of two characters to skip to the next date field, depending on
how the "Date Field Advance" is set in the System Configuration Settings screen.
5. At the "Department:" prompt, press <Enter>, leaving it blank.
Use of the "Department" field is covered in Section GL-Four - "Transactions". If you
did not use this field when you entered your transactions, do not use it now.
6. At the "Type of Journal(A,G,R,P,Y,S,I):" prompt, select the journal from which the
report will come. The letters indicate the following journals:
A = All Journals
G = General Ledger Journal
R = Accounts Receivable Journal
P = Accounts Payable Journal
Y = Payroll Journal
S = Point Of Sale/Invoicing Journal
I = Inventory Journal
Enter the letter A.
The General Ledger Transaction Journal report will be displayed on the screen.
The following discusses the other report selection input screens. Any prompts already
discussed will not be covered in detail. NOTE:If the screen already displays the correct information for your report, you can
simply press <F10> to initiate the report.
GL5d - Recurring Transactions Report
Figure GL5-3 Recurring Transactions Input Data
1. At the destination prompt, select the destination of the report.
2. At the "Recurring Frequency(A,M,S,B,W):" prompt, select the type of frequency for
the report using the following guidelines:
A = All frequencies
M = Monthly
S = Semi-monthly
B = Bi-weekly
W = Weekly
The report will be generated. GL5e - Account History Report
Figure GL5-4 Account History Input Data
1. At the destination prompt, select the destination of the report.
2. At the date prompts, enter the starting and ending dates for the report.
3. The "Accounts on separate pages:" prompt gives you the option of having each account
start at the top of the next page when printing the history for more than one account.
At this prompt, select either:
Y (Yes) (the default) to get one account per page
OR
N (No) to have the next report start immediately following the prior report,
without a page break.
4. At the "Account starting:" and "Ending:" prompts, enter the range of account numbers
you would like to be reported. Enter the same account number if you want only one
account reported. Subtotal account numbers cannot be used here.
The report will be generated. GL5f - Income Statement
Figure GL5-5 Income Statement Input Data
1. At the destination prompt, select the destination of the report.
2. At the date prompts, enter the starting and ending dates for the report.
3. At the "Department:" prompt, enter the department code if you used a code when
entering the transactions and would like the report to include only those transactions.
4. At the "Trended Report:" prompt, enter either:
N (No) (the default) to get a cumulative report
OR
Y (Yes) to get a trended report.
The report will be generated. GL5g - Trial Balance and Budget Variance Reports
Figure GL5-6 Trial Balance Input Data
1. At the destination prompt, select the destination of the report.
2. At the date prompts, enter the starting and ending dates for the report.
The report will be generated.
NOTE: If the Budget Variance report shows some fields of asterisks in place of
numbers, it is because the numbers are larger than the report format
allows. The largest number the Budget Variance report can display is
9,999,999.99. GL5h - Balance Sheet and Sources & Uses Reports
Figure GL5-7 Balance Sheet Input Data
1. At the destination prompt, select the destination of the report.
2. At the date prompts, enter the starting and ending dates for the report.
3. At the "Trended Report:" prompt, enter either:
N (No) (the default) to get a cumulative report
OR
Y (Yes) to get a trended report.
The report will be generated. GL5i - Chart of Accounts and Budget Listing Reports
Figure GL5-8 Chart of Accounts Input Data
At the destination prompt, select the destination of the report.
The report will be generated.
NOTE: If the Budget Listing report shows some fields of asterisks in place of
numbers, it is because the numbers are larger than the report format allows.
The largest number the Budget Listing report can display is 9,999,999.99.
If you are unfamiliar with these financial reports, try printing as many reports as you like,
using the "SAMPLE" accounts. Doing so will give you an idea of how the reports look and
how they might be used. SECTION GL-SIX - UTILITY MENU
The General Ledger Utility Menu contains nine important menu items, each of which are
covered in detail below. To access the General Ledger Utility Menu from the General Ledger
Main Menu, select "Utility Menu". The following screen appears:
Figure GL6-1 General Ledger Utility Menu
GL6a - Graphics
Graphics, included in the General Ledger Utility Menu, allows you to create graphs using
data from your Bottom Line Accounting database. This feature allows you to plot any account
balance by month.
In order to use the Graphics Display feature, you must have a CGA, EGA, VGA, or Hercules
graphics display board.
Follow the procedures below to begin creating graphs:
1. From the General Ledger Utility Menu, select "Graphics". The following screen
appears:
Figure GL6-2 Graph Account
2. At the "Graph Style:" prompt, select the type of graph: Line (L), Bar (B) or Pie (P).
3. At the "Starting Date:" and "Ending Date:" prompts; enter the date range you would
like shown on your graph. The date range minimum is three months, the maximum
is twelve months. It may be necessary to press <Enter> after each set of two
characters to skip to the next date field, depending on how the "Date Field Advance"
is set in the System Configuration Settings screen. Press <Enter> to continue.
4. Next, enter the account number(s) you wish to graph. Line and Bar graphs will show
up to four different accounts on a single graph. Pie graphs allow only one account on
a single graph. Press the <F2> key for a pop-up chart of accounts, if needed.
5. Next, the program will calculate figures on the chosen account(s) and the following
screen will appear (for bar and line graphs only):
Figure GL6-3 Set Minimum & Maximum Graph Range
The default values are the minimum and maximum values of the data you are graphing.
Press <Enter> at each field to accept the defaults. If you want to change the values,
do so, pressing <Enter> to continue.
6. Once you have entered the minimum and maximum values, Bottom Line Accounting
will generate a graph on your screen.
NOTE: In a pie graph, pieces that are separated from the rest of the pie
represent negative balance amounts.
To print the graphics display, you must have either an Epson (or 100% compatible) dot
matrix printer or an HP LaserJet or LaserJet Series II or III printer.
To print a graph with an Epson (or 100% compatible) dot matrix printer, simply press the
P key.
To print graphs with an HP LaserJet or HP LaserJet Series II or III printer, you must first
enter HPPS for HP LaserJet users or HPPS/2 for LaserJet Series II or III users before
starting Bottom Line Accounting. The HPPS.COM file was installed with the rest of the
program. This will load a memory resident program to allow the use of the keyboard's Print
Screen (PrtScr) key to print graphs.
If you do not have an Epson or HP LaserJet printer, you should execute the DOS
"GRAPHICS" command (see your DOS manual) before running Bottom Line Accounting.
Then, use the keyboard Print Screen (PtrScr) key as described above. Again, these
procedures are only necessary if you do not have an Epson dot matrix (or 100% compatible)
printer or an HP LaserJet or LaserJet Series II or III printer and wish to use the graphics
feature.
GL6b - Changing Account Numbers
This utility allows you to change the account number of every transaction posted to a specific
Chart of Accounts account number. It can be thought of as a "global replace" feature. For
example, if you want to change the "Insurance" expense account number from 5510 to 5550;
you would first create the new account number (5550) and then run this utility to change all
the transactions that have account 5510 to the new account of 5550.
WARNING: Since this is an advanced feature, we do not recommend its use by those
new to Bottom Line Accounting. It is very important to make a complete
copy of all the data files before proceeding with this utility. Should
something go wrong, it will be easier to recover if you have a good copy
of the data.
To change an account number, do the following:
1. From the General Ledger Utility Menu, select "Change Account # for Trans". The
following screen appears:
Figure GL6-4 Change Account Numbers
2. At the "Old Account Number:" prompt, enter the account number you wish to change
and press <Enter>.
3. At the "New Account Number:" prompt, enter the new account number and press
<Enter>. GL6c - Post Other Modules to the G/L
This utility allows you the convenience of doing all posting to the General Ledger from one
screen, instead of having to enter each module separately and post from each module.
1. From the General Ledger Utility Menu, select "Post Other Modules to the G/L". The
following screen appears:
Figure GL6-5 Post Other Modules to the G/L
2. Select the modules from which to post by replacing the N to the right of the listed
modules with a Y. Press <Enter> each time to step through the list.
NOTE: Posting to the G/L of other modules is required to clear module
transactions. This does not occur automatically to permit changes and corrections
in the module before updating the G/L.
GL6d - End-of-period Posting
The End-of-period Posting is usually performed once a year, but does not need to be run
unless you are running out of disk space. This procedure closes out all of the accounts and
permanently deletes all of your transactions and posts them. When the End-of-period Posting
is run, all closing entries are made automatically and your net income is posted to the last
Retained Earnings account.
After the income and expense accounts are closed, the remaining accounts have their
beginning balances updated for the new period. After the posting, all your beginning balances
are set to the ending balances as of the date through which you posted. The old transactions
are removed and you are now ready to begin your new year. You can use a fiscal year or
a regular calendar year with Bottom Line Accounting.
The best time to run the End-of-period Posting is on the first day of your new year. It should
be run only after you are sure there are no more transactions to be entered in the old year,
and after you have made a backup copy of the data files.
NOTE: It is imperative that you make a backup copy of your data file, before you
run the End-of-period Posting. We recommend you use the back up utility
from the Configuration Menu. If you need any reports from your prior
period, this backup copy of data is your only way to create them. Before you
use this function, first try using it on the "SAMPLE" file.
The procedures for running the End-of-period Posting are outlined below:
1. From the General Ledger Utility Menu, select "End of Period Posting". The following
screen appears:
Figure GL6-6 End of Year Post Warning
TAKE HEED OF ALL NOTICES AND WARNINGS ON THIS SCREEN! Again,
we recommend you use the provided Backup utility in the Configuration Menu before
you continue.
To abort this function, press any key and then answer the "Do you want to
continue:N" prompt with N (No) or press the <Enter> key. You will be returned
to the General Ledger Utility Menu.
2. At the bottom of the screen is the prompt "PRESS ANY KEY TO CONTINUE". If
you want to continue, press any key, then answer the "Do you want to continue:N"
prompt with Y (Yes).
3. The "Post Through Date:" prompt appears. The default date will be the last day of the
current month in the computer. To accept this date, press <Enter> three times. To
change the date, simply enter the date range for your End-of-Period Posting (e.g: 12-
31-90). When the last two digits of the date are either accepted by pressing <Enter>
or are entered manually, the End-of-period Posting procedure will begin. To abort this
procedure, press <Esc> before entering the last two digits of the date. You will be
returned to the General Ledger Utility Menu.
All transactions through the "Post Through Date" above will be deleted and your new
balances updated accordingly. Once the posting is completed, the notice "End of year
posting completed" will appear and you will be returned to the General Ledger Utility
Menu.
GL6e - Merge G/L Transaction File
This powerful feature allows you to merge two General Ledger transaction files into one large
file.
WARNING
This is a very powerful feature which allows users to control their own data files. Please
read this entire section completely before you begin any merge function. Before you
merge any existing data files, be absolutely sure that you are doing what you really want
to do. Once done, the data file merge cannot be undone. It is strongly recommended
that you make a back up of your data files before doing any merge.
An example of a merge would be for a company with subsidiaries where each has its own
data files. With this feature, you can take the General Ledger transaction files from each
subsidiary and merge them into one set of books for the whole company.
In order to merge files properly, the Chart of Accounts for each of the data files to be merged
must exactly match the Chart of Accounts for the data file into which they are being merged.
Technically, the entire transaction file from one data file is added to the data file which you
are currently in. Every time a merge is run, all the records are added to the current data file.
Therefore, do not merge one data file into another more than once, or duplicate records will
result.
To merge data files, do the following:
1. From the General Ledger Utility Menu, select "Merge G/L transaction File".
2. At the "Merge From Filename:" prompt, enter the filename of the transaction file you
wish to bring into the current file in which you are working, pressing <Enter> when
done.
3. At the "Starting Date:" and "Ending Date:" prompts, enter the range of dates of the
transactions to be merged. It may be necessary to press <Enter> after each set of
two characters to skip to the next date field, depending on how the "Date Field
Advance" is set in the System Configuration Settings screen.
The transactions in the filename specified, which fall within the dates entered, will be
merged into the current data file with which you are working. When completed, you
will be returned to the General Ledger Utility Menu.
GL6f - Import G/L Transaction File
This is an advanced feature primarily used by experienced users. It allows you to import
ASCII text files into your Bottom Line Accounting General Ledger transaction file.
To do this, you must first create the ASCII text file to import. This file must be made from
fixed-length records, with one record per line. The filename for this file may be any name;
however, the filename extension must be "TXT". The record layout for this fixed-length
record is as follows:
Field Name Start Length Mask
Date 1 8 User defined in configuration
Description 9 30 TEXT
Dept 39 4 TEXT
Check 43 7 TEXT
Account 50 6 1-999999
Debit/Credit Type 56 1 "D","C"
Amount 57 11 ########.##
Cleared 68 1 See explanation following
In the field name "Cleared", the mask is one of the three following characters:
"Y" (the letter Y): indicates the check in that record was marked as cleared in a prior
account reconciliation that successfully balanced.
"*" (the asterisk): indicates the check in that record is marked as cleared in an account
reconciliation that is not yet balanced. The asterisk is automatically changed to the letter
"Y" only when the account reconciliation successfully balances.
" " (the field is left blank): indicates the check in that record has not cleared.
When importing transactions, all records are error checked to be sure the transaction meets
the mask edits before accepting the transaction. If a transaction does not meet the mask
specifications, that specific transaction will not be imported.
To import an ASCII text file to the General Ledger, do the following:
1. Copy the ASCII text file to be imported into the directory containing your Bottom Line
Accounting data files. 2.From the General Ledger Utility Menu, select "Import G/L Transaction File".
3. At the "Import File Name:" prompt, enter the name of the ASCII text file to be
imported, then press <Enter>. Notice the filename extension ".TXT" is already
included.
When import is complete, you will be returned to the General Ledger Utility Menu.
GL6g - Export G/L Transaction File
This is an advanced feature primarily used by experienced users. It allows you to export
ASCII text files from your Bottom Line Accounting General Ledger transaction file.
The file created will be an ASCII text file consisting of fixed-length records, with one record
per line, following the record layout below. The filename for this file may be any name,
however, the filename extension will be "TXT". The record layout for the fixed-length
record is as follows:
Field Name Start Length Mask
Date 1 8 User defined in configuration
Description 9 30 TEXT
Dept 39 4 TEXT
Check 43 7 TEXT
Account 50 6 1-999999
Debit/Credit Type 56 1 "D","C"
Amount 57 11 ########.##
Cleared 68 1 See explanation following
In the field name "Cleared", the mask is one of the three following characters:
"Y" (the letter Y): indicates the check in that record was marked as cleared in a prior
account reconciliation that successfully balanced.
"*" (the asterisk): indicates the check in that record is marked as cleared in an account
reconciliation that is not yet balanced. The asterisk is automatically changed to the letter
"Y" only when the account reconciliation successfully balances.
" " (the field is left blank): indicates the check in that record has not cleared.
To export a General Ledger Transaction File, do the following:
1. From the General Ledger Utility Menu, select "Export G/L Transaction File". 2.At the "Export File Name:" prompt, enter the name of the ASCII text file to be
created, then press <Enter>. Notice the filename extension ".TXT" is already
included.
3. At the "Starting Date:" prompt, enter the starting date for the transactions to be
exported, then press <Enter>.
4. At the "Ending Date:" prompt, enter the ending date for the transactions to be
exported, then press <Enter>.
NOTE: Only those transactions within this date range will be exported.
When the export is complete, you will be returned to the General Ledger Utility Menu.
GL6h - Export to WKS file
This feature allows the exporting of data from the Income Statement and Balance Sheet
reports, creating a disk file in the proper format recognized by the popular Lotus programs
Symphony and 1-2-3. The three-character extension of this file will be the Lotus-required
WKS.
To export this data, do the following:
1. From the General Ledger Utility Menu, select "Export to WKS file".
NOTE: The destination for the exported file is hard-coded to D, sending the
export to the disk.
2. At the "File Name:" prompt, enter the name you want to give the file. The extension
will always be WKS. For example, entering JULY91 will create the file
JULY91.WKS.
NOTE: If you enter a name for this file that already exists in your data directory,
the existing file will be replaced with the new file without warning.
3. At the "Starting Date:" prompt, enter the starting date of the transactions whose
information is to be exported, then press <Enter>.
4. At the "Ending Date:" prompt, enter the ending date of the transactions whose
information is to be exported, then press <Enter>.
NOTE: Only transaction information within this date range will be exported. 5.At the "Trended Report:" prompt, enter either:
N (No) (the default) to get cumulative information from the transactions
OR
Y (Yes) to get trended information from the transactions.
When the export is complete, you will be returned to the General Ledger Utility Menu.
GL6i - G/L Check Writing Settings
The Check Writing Settings allow you to set up important printing positions for the check-
printing function of Bottom Line Accounting General Ledger. If you are not going to print
checks, you may skip this section. Bottom Line Accounting General Ledger allows you to
print on any checks, regardless of layout. You may even print on your current personal
checks. Pre-printed checks may be purchased from our recommended forms supplier, Deluxe
Computer Forms (1-800-328-0304). Bottom Line Accounting also has an On-Line Order form
for ordering checks from Deluxe. The following checks are recommended for the General
Ledger module and may be ordered from DELUXE. When ordering, please reference this
fast service number #TO9023.
LaserJet Checks #081004
Personal Checks #091050
Non-Stub Checks #091065
Blank-Stub Checks #091004
NOTE: The Check Writing Settings must be set up for each one of your data files
from which you will be printing checks.
To set up the check writing fields, do the following:
1. From the General Ledger Main Menu, select "Utility Menu".
2. From the General Ledger Utility Menu, select "G/L Check Writing Settings". The
following four screens provide the check writing settings for the indicated checks:
Figure GL6-7 LaserJet Check Writing Settings
Figure GL6-8 Personal Check Writing Settings
Figure GL6-9 Non-Stub Check Writing Settings
Figure GL6-10 Blank-Stub Check Writing Settings The Check Writing positions are used to customize your check writing. By changing these
positions you can use virtually any check with this software. Select the row and column
printing position for each of these fields. If you want to omit an item from printing on the
check, enter a zero (0) in the row field. To move from one input field to the next, press
"ENTER".
Each field of the "Check Writing Settings" screen is described below.
NOTE: ROW indicates the horizontal lines starting from the top of the check and
counting down.
COLUMN indicates the vertical lines starting from the left side of the check
and counting to the right.
Check Printer Port: Allows you to specify the port to which the printer with your checks
is connected. This setting will override the setting in the System Configuration.
Last Check Number USED: Enter here the number of the last check written. Valid
numbers are from 1 to 9999999 (seven digits). The program will then increment your
check numbers from this number, saving last used number.
Check Size, Length: Width: These two figures are the total number of rows and
columns available on the personal check. Usually a personal check with no stub is
2.83" long and 6" wide. To convert those figures to rows and columns: 2.83" x 6
lines per inch ="17" in length and 6" x 10 characters per inch ="60" in width.
Check Number: Location of your check number on the check. If you have pre-numbered
checks, enter a 0 (zero) for the row number. This field is seven characters long.
Check Date: Location of the date on your check. This field is eight characters long.
Pay to Name: Location of the name to whom this check is payable. This field is 30
characters long.
Address: Location of the address on your check. Optional field. The address may be up
to three lines. If you do not want the address to print, enter a 0 (zero) for the row
number. The actual address is entered when the check transaction is entered. Each
line can be up to 30 characters long.
Check Amount: Location of the numeric dollar amount on your check (e.g: 5000.00).
The amount may be up to twelve characters long, including the decimal character.
Amt with words: Location of the amount, in words (e.g: ****FIVE HUNDRED and
NO/100). This line may be up to 55 characters long and is automatically filled in when you input the check amount. Should the written amount require more than the
55 characters allowed, the amount will be written using numbers surrounded on both
sides by asterisks.
Expense Description: Location of the Expense Account name (the debit part of the
transaction). This field may be up to 30 characters long.
The inputs for the fields below are escape sequence codes that change your printer's mode
(see your printer manual for proper codes) when printing checks. All inputs are numbers
from 0 to 255. If you do not know the proper codes to use for your printer, simply set all
fields to zero.
Check Init String: The initialization codes allow you to send a special setup string to the
printer before printing checks. It can be used to turn off your out-of-paper sensor or
to set a half-line advance when using your personal checks in your printer.
Check Exit String: This is an optional field to reset the printer after printing checks.
After entering all necessary information, press the <F10> key to save your new Check
A. At the destination prompt, select the destination of the report.
B. Next, enter the type of transactions you would like included in this report (per
explanation above). The report will be generated.
AP4m - Payments Journal Report
1. From the Accounts Payable Main Menu, select "Reports Menu".
2. From the Accounts Payable Reports Menu, select "Payments Journal". The following
screen appears:
Figure AP4-12 Payments Journal Input Screen
A. At the destination prompt, select the destination of the report.
B. Next, enter the date range (as discussed above) for this report.
C. Next, select a check number range for this report. Enter both the starting and
ending check number. All checks within this range will be printed.
D. Lastly, select a vendor account number range for this report. Enter both the
starting and ending vendor numbers. All vendors within this range will then be
printed.
AP4n - G/L Distribution Report
1. From the Accounts Payable Main Menu, select "Reports Menu".
2. From the Accounts Payable Reports Menu, select "G/L Distribution Report". The
following screen appears:
Figure AP4-13 G/L Distribution Report Input Screen
A. At the destination prompt, select the destination of the report.
B. Next, enter the date range (as discussed above) for this report. The report will be
generated.
In conclusion, if you are unfamiliar with any of these reports, try printing reports using the
"SAMPLE" accounts as well as referencing Appendix D for samples of these reports. Doing
so will give you an idea of how the reports look and how they might be used. SECTION AP-FIVE - PAYMENTS
This section discusses the most important and powerful feature of this module. The biggest
advantage of using this module is its ability to select invoices for payment while allowing the
computer do all the thinking, including writing the check for you. Selection of invoices for
payment by different methods allows you to maximize your cash flow and lessen your
working capital requirements. The object is to select invoices for payment based on due dates
and discount dates. You can avoid paying invoices early (and loosing cash flow) AND avoid
paying invoices late (and incurring finance charges). As a result, your bankbook may be
fatter and your vendors happier. In addition, you may even give your company a better credit
rating.
This section will discuss how to select invoices to pay, print the checks by computer, void
any mistakes and produce non-computer generated checks, if desired. The heart of these
features lies within the Payments Menu.
In order to get to the Payments Menu, select "Payments Menu" from the A/P Main Menu.
The following screen appears:
Figure AP5-1 Select Pay Through Date
Select the date through which you want to make payments. This date is used to validate due
dates and discount dates, as well as their expirations. If, for example, you want to pay all
invoices due through next week, you would enter next week's date. After entering your "Pay
Through Date" and pressing <Enter>, the payments menu will appear as follows:
Figure AP5-2 Payments Menu
You are now ready to start the payments process. We will discuss each of the above menu
selections in the sections which follow.
AP5a - Payment Selection
After arriving at the Payments Menu, the first selection is "Payment Selection Menu". This
menu selection is the first step in making vendor payments (printing checks). This is how
you tell the computer which checks it should write. Select "Payment Selection Menu" and
the following menu will appear:
Figure AP5-3 Payment Selection Menu
As you can see, there are seven different methods available for selecting invoices for
payment. Do not let all of the choices worry or confuse you. As we continue, we will
discuss each in detail. In simple terms, the most important selection method is "Select by
Due Date". This is the way you would select payments if your main concern was to pay
invoices on the due date. The "Clear All Selected" option allows you to de-select all
payments in case you make an error and wish to start the selection process over.
In each of the "Select" options, you will be shown the open invoices (the total of all
transactions for a specific vendor with a specific invoice number) and you will be able to tell
Bottom Line Accounting whether or not you want to pay that specific invoice.
The menu selection items are cumulative, thus you can select by due date and then select by
discount date. The effect of this selection process is to group or combine selections to do a
larger invoice selection.
"Pay All" is an automatic selection method where the computer selects all open invoices,
rather than letting you choose.
Upon selection, Bottom Line Accounting will search for non-paid-in-full (open) invoices.
When it finds one, it will display the transaction and ask you if you want to pay it. The
screen display when selecting invoices follows:
Figure AP5-4 Selection Approval Screen
The procedure for selecting individual transactions for payment is as follows:
1. The cursor will be at the "Select for payment?:" prompt. You may skip (not pay) this
transaction by answering N (No) or you may select it for payment by answering Y
(Yes).
If you answer with a N, the computer will search for the next transaction and ask you
again. Whenever you wish to stop and return to the menu, simply press the ESC key.
2. If you answered with a Y, you will then be prompted with "Discount Amount:" to take
on this payment. If there is no discount percentage in the selected transaction, this
input field will be zero.
The default for this field is calculated from the discount percent and amount for this
transaction. If the payment date is past the discount date, the default discount will be
zero. If you wish, you may change the default discount by entering another amount.
3. Next, enter the "Approved Amount". This is the amount you want to pay on this
transaction. This is the net check amount (i.e. after discounts). If you do not pay the
entire balance (amount due less discount), Bottom Line Accounting will not allow you
to take a discount at this time and will zero out the "Discount Amount". The full
discount may be taken at the time you pay the transaction in full.
4. Upon pressing <Enter> at the "Approved Amount", your selection will be saved and
you will move to the next unpaid transaction.
If you wish to stop selecting transactions, simply press the <Esc> key and you will return
to the menu.
Some points to remember: when selecting type D transactions, this Miscellaneous Debit is a
reduction in what you owe a vendor and will thus reduce the total amount paid and when
selecting type D transactions, you are in effect applying that transaction to your payment and
thus reducing the amount selected.
Also, if you run through the selection process two or more times and see a non-zero
"Approved Amount", this means that you selected that amount to be paid during your last
pass at selecting payments. You may skip it (press N and the approved amount will remain
unchanged) by not selecting it a second time, or you may change the amount paid by selecting
it for payment again.
You may also de-select a payment by entering a zero in the approved amount field of a
selected transaction.
We will now explain each selection method (and the time to use it) in detail.
SELECTING FROM ALL INVOICES
Choosing the menu option "Select From All" allows you to select invoices for payment by
showing you all open (non-paid) invoices and letting you decide whether or not to pay each
one. This is an easy way to look at each transaction and decide whether you want to pay it. SELECTING BY VENDOR NUMBER
Selecting "Select by Vendor Number" will allow you to select only those transactions for a
specific vendor. It is useful when one vendor must be paid now, or if you only want to pay
specific vendors. Upon choosing this selection method you will be prompted for the vendor
number you want to select. The prompt is as follows:
VENDOR:
After choosing your vendor, you will be at the payment approval screen as described above.
Only transactions for the selected vendor will be shown. You may select any or all
transactions for this vendor.
SELECTING BY INVOICE NUMBER
Selecting "Select by Invoice Number" will allow you to select only those transactions for a
specified vendor and with a specific invoice number. It is useful when a vendor is requesting
payment for a specific invoice.
Upon choosing this selection method, you will be prompted for a vendor number and invoice
number. The prompt is as follows:
INVOICE:
If you leave the invoice number field blank, you will be selecting those transactions with no
invoice number.
After entering your responses, you will be at the payment approval screen as described above.
Only transactions for the selected invoice number will be shown. You may select any or all
of the transactions displayed.
SELECTING BY DUE DATE
Selecting "Select by Due Date" will allow you to select those transactions which fall on or
before a specified due date. This selection option is useful when you want to pay all bills
which are due on or before a certain date (i.e. pay all bills due by the end of the month).
Invoices selected for payment are based on the "Pay through Date" entered earlier. Only
transactions which have a due date on or before this date will be displayed. You may select
any or all displayed transactions.
SELECTING BY DISCOUNT DATE
Choosing the menu option "Select by Discount Date" allows you to select transactions for
payment based on the "Pay through Date" entered earlier. All transactions which have a
discount date on or before the payment date will be shown for selection.
This method of selection is a great way to be sure you do not miss any discounts for early
payments. You may select any or all of the displayed transactions.
PAYING SPECIFIC AMOUNT TO VENDOR
This selection option "Specific Amount to Vendor" allows you to pay a vendor only a specific
amount. This is a marvelous method to use when you prefer to make monthly payments to
a vendor. The selected payments are made automatically by Bottom Line Accounting, based
on due dates, and with oldest transactions first. If any debit or credit type transactions are
found, they are also applied in date order.
Upon choosing this selection option, you will be prompted for a vendor number and an
amount to pay. The input display is as follows:
Figure AP5-5 Amount to Vendor
1. First, enter the vendor account number you wish to pay.
2. Next, enter the amount you want to pay that vendor. Bottom Line Accounting will then
search for transactions and select that specific amount automatically. You will not be
prompted for specific ones to pay.
After Bottom Line Accounting makes its selections, both the total amount requested to pay and
the approved to pay for that vendor will be displayed.
PAYING ALL
Menu selection "Pay All" will allow Bottom Line Accounting to select all non-paid
transactions. The difference between this and "Select from All" is that you will not be
prompted for each transaction. Bottom Line Accounting will select all for payment without
any prompts. This method of payment selection is useful for those who wish to pay all
invoices regardless of due dates.
CLEARING SELECTED PAYMENTS
The menu selection "Clear All Selected" provides a way to undo all of the invoices which you
have selected. It is useful if you have made a mistake in selecting payments and you want
to start over. During all selection procedures, you will notice that the total amount you have
selected is displayed on the bottom of the menu. Likewise, you will notice after you clear
selected payments that this number will return to zero.
You will be prompted for a "Pay Through Date" as described above. Enter the date to select
through.
AP5b - Print Selected Payments
After you have selected all the transactions you wish to pay, you would return to the
"Payments Menu" by selecting "Leave Payment Selection Menu" or by pressing <Esc>.
From the "Payments Menu" select "Print Selected Payments". You will be prompted for the
destination of the report as follows:
Screen,Printer,Disk(S/P/D):_
Select the report destination and your selected payments journal will then be printed. This
report will show you, by vendor, the amount of each check to be written as well as the total
of all checks to be written. It is suggested that you always review this report before actually
printing checks, so as to ensure you have selected the correct transactions for payment. A
sample of this report is shown in Appendix D. After reviewing this report you are ready to
print checks. This is clearly described in the following section.
AP5c - Print Checks
After you have selected the transactions for payment and you have reviewed the Selected
Payments Journal Report, you are now ready to print checks.
Load your printer with your pre-printed checks and check to be sure you have set up the A/P
configuration (utilities menu) for the checks you will be using. Select "Print Checks" from
the Payments Menu and you will be prompted for the following information:
Figure AP5-6 Check Writing
1. Enter the G/L checking account number for the checks you are writing. It is important
that you get the correct account number for the checks you are writing or the funds
will come out of the wrong account.
2. Enter the check number of the first check in the printer (Bottom Line Accounting will
increment the number for each check lineup you print). If your checks do not happen
to have check numbers, enter the number you wish to have printed on the first LIVE
(non-lineup) check.
3. Enter the date you want printed on your checks.
4. After entering the date for your checks, Bottom Line Accounting will ask you if you
want a check lineup pattern printed.
Print Check Lineup[N]:_
Answer with a Y (Yes) until you have the checks properly lined up. When you
answer this prompt with an N (No), your checks will be printed.
Until you answer the alignment pattern with a N, you may at any time abort the check
printing process and return to the menu by pressing the ESC key.
AP5d - Void Checks
Checks written/printed may be voided by selecting "Void Checks" from the payments menu.
This function will allow you to void checks written either manually or computer generated.
Upon selecting this function, the following screen will appear:
Figure AP5-7 Void Check
Enter the check number to be voided. Bottom Line Accounting will then search for the check
and ask if you want to void it.
Once the check number is found answer the "Void this check[N]:_" prompt with a Y (Yes)
or N (No). If you answer with an N, the check search will continue. If you do want to void
the check displayed, answer with a Y.
After the check is voided the search for more checks will continue. After the last check is
found, you will return to the Payments Menu.
AP5e - Manual Checks
Another great feature included in the Bottom Line Accounting Accounts Payables module is
the ability to enter checks manually. This allows you the flexibility of hand writing those
checks which must be paid, even if you do not want to do a full check run.
In order to use this feature, select "Manual Checks" from the Payments Menu. Upon
selecting this function you will be prompted for the following:
Figure AP5-8 Manual Check Writing
1. Enter the checking account number for the manual check(s).
2. Next enter the check number for the first manual check.
3. Lastly, enter the date for the manual check(s).
You will now be shown each vendor selected and the amount to be paid. This screen is
shown below:
Figure AP5-9 Manual Check
You will now be allowed to enter (override) the check number and date of this check for the
vendor and amount shown. After pressing <Enter> at the date prompt, the invoice and
check are paid. This process pays invoices as the "Print Checks" selection described above,
except no physical check is printed on your printer. The above process will continue and you
will be allowed to override the check number and check date for each vendor until all selected
invoices are paid. You will then be returned to the Payments Menu. SECTION AP-SIX - UTILITIES
The remainder of the features and functions of the Accounts Payable module are contained
on the Accounts Payable Utilities Menu. These features are also very powerful and important
functions of this module. To use these features, select "A/P Utility Menu" from the Accounts
Payable Main Menu. The following menu will be shown:
Figure AP6-1 A/P Utility Menu
In this section we will discuss each function as well as its uses and features.
AP6a - Change Vendor Number for Transaction
This powerful utility allows you to change the vendor account number for every existing
transaction for a specific customer. It can be thought of as a "global replace" feature. For
example, if you want to change the vendor number from "HOOP" to "WindSoft"; you would
first create the new vendor account "WindSoft" and then run this utility to change all the
transactions that have vendor number "HOOP" to the new account "WindSoft".
NOTE: Since this is an advanced feature, we do not recommend its use by those new
to Bottom Line Accounting. It is very important to make a complete backup
copy of your data files prior to running this utility. Should something go
wrong (i.e. power failure), it will be easier to recover if you have an original
copy of the data files. Please refer to section GS3g - "Backing Up Data Files"
in this manual.
To change a vendor number, do the following:
1. From the Accounts Payable Utility Menu, select "Change Vendor # for Trans". The
following screen appears:
Figure AP6-2 Change Vendor Numbers
2. At the "Old Vendor:" prompt, enter the vendor number you wish to change or delete
and press <Enter>.
3. At the "New Vendor:" prompt, enter the new vendor number and press <Enter>.
Make sure you have your new vendor account already setup. Once all transactions are
transferred from your old vendor to your new vendor, the cursor will return to the A/P
Utility menu.
NOTE: At either of the above two prompts, you may press <F2> for a pop-up
vendor number list.
AP6b - End-of-Period Posting
End-of-Period posting is performed only at the end of an accounting period (usually a year).
This will remove all paid invoices, debits and credits. Any non-paid amounts will remain
on-line and active.
The best time to actually run an End-of-Period posting is on January 1 or on the first day of
the new accounting period. It should only be run when there are no more transactions to be
posted in the old accounting period and, most importantly, AFTER YOU HAVE MADE A
BACKUP COPY OF YOUR DATA FILES.
NOTE: It is very important to make a backup disk copy of your data, before you run
an End-of-Period posting. If you need to get a listing of your last accounting
period's transactions, your backup data disk is your only way to recreate the
last accounting period. Furthermore, once you have run an End-of-Period
posting, you cannot generate reports for the months prior to the post through
date when you ran the End-of-Period posting.
It is, however, only imperative that you run an End-of-Period posting if you are running out
of disk space. You can keep your transaction files active as long as you want, provided you
have enough disk space.
To run the End-of-Period Posting, select "End of Period Posting" from the Accounts Payable
Utility Menu.
1. The first screen that appears contains several notices and warnings regarding the end-
of-period posting process. TAKE HEED OF ALL NOTICES AND WARNINGS
ON THIS SCREEN! Press any key to continue.
2. Again, be sure you have made a backup data disk.
3. A small window in the middle of the screen says "Do you want to continue:". If you
answer N (No), you will return to the utilities menu. If you answer Y (Yes), you will
be prompted for a post through date as shown below:
Figure AP6-3 End-of-Period Posting
4. At this prompt, enter the date to post through. If you are using the aging report, we
strongly recommend that you do not post the last few months of transactions, since that
report requires historical data of at least three months. Thus, we recommend that on
January 1, you only post through September, of the prior year.
To keep the entire last year on-line for historical look-ups we recommend that you only
post transactions which are two years old (i.e. on 01-01-92 enter post through date 12-
31-90). AP6c - Merge A/P Transaction File
This powerful merge function allows you to merge two Accounts Payable transaction files into
one large file.
WARNING
This is a very advanced, powerful feature which allows users total control of their data
files. Please read this entire section completely before you begin any merge function.
Before you merge any data files, be absolutely sure that you are doing what you really
intend. Once done, the data file merge cannot be undone. It is strongly recommended
that you make a backup of your data files before doing any merge.
In order to merge files properly, the vendor accounts for each of the data files to be merged
must exactly match each other.
Technically, the entire transaction file from one data file is added to the data file which you
are currently in. Every time a merge is run, all the records are added to the current data file.
Therefore, do not merge one data file into another more than once, or duplicate records will
result.
For example, you have two A/P data files, one called A and one called B, and you want to
merge them into a third file called C. First, create the third file, following the instructions
in section GS2d - "Create or Clone Your Own Set of Books" in this manual. Then, go into
file C and merge A into C first, then merge B into C. This will give you consolidated data
files without loosing your original information in A or B.
1. From the Accounts Payable Utility menu, select "Merge A/P Transaction File".
2. At the "Merge From Filename:" prompt, enter the filename of the A/P transaction file
you wish to bring into the current file in which you are working, pressing <Enter>
when done.
3. At the "Starting Date:" and "Ending Date:" prompts, enter the date range of the
transactions to be merged. Press <Enter> after each date.
The transactions in the filename specified, which fall within the dates entered, will be
merged into the data file you are currently working in. When completed, you will be
returned to the Utility Menu.
AP6d - Import A/P Transaction File
This import function is a very advanced feature primarily used by expert users. It allows you
to import ASCII text files into your Accounts Payable transaction file. To do this, you must first create an ASCII text file to import. This file must be fixed-length
records, with one record per line. The filename may be any name; however, the filename
extension must be ".TXT". The record layout for the ASCII import file is as follows:
Field Name Start Length Mask
Date 1 8 User defined in configuration
Vendor # 9 6 Text/Number
Tran Type 15 1 I,D,C,P
Due Date 16 8 User defined in configuration
Discount % 24 6 ##.###
Disc Date 30 8 User defined in configuration
Invoice # 38 10 Text
Reference # 48 10 Text
Department 58 4 Text
Description 62 30 Text
G/L Account 92 6 1-999999
Debit/Credit Type 98 1 D,C
Amount 99 11 ########.##
Posted Flag 110 1 Y,N
On a technical note, each part of the transaction should be a separate record. The sum of
debit type and credit type records must match within 23 records. The system looks for
"debits=credits" to determine the end of one transaction and the beginning of the next. If
this event does not happen within 23 records, errors in the imported transactions will result.
To import an ASCII text file into Accounts Payables, do the following:
1. Copy the ASCII text file to be imported into the disk directory containing your Bottom
Line Accounting data files.
2. From the Accounts Payable Utility Menu, select "Import A/P Transaction file".
3. At the "Import File Name:" prompt, enter the name of the ASCII text file to be
imported and then press <Enter>. Notice the filename extension of ".TXT" is
already included.
When the import is complete, you will be returned to the Utility Menu.
AP6e - Export A/P Transaction File
This export function is a very advanced feature primarily used by expert users. It allows you
to export ASCII text files from your Accounts Payable transaction file.
The record layout for the exported ASCII file is as follows: Field NameStart LengthMask
Date 1 8 User defined in configuration
Vendor # 9 6 Text/Number
Tran Type 15 1 I,D,C,P
Due Date 16 8 User defined in configuration
Discount % 24 6 ##.###
Disc Date 30 8 User defined in configuration
Invoice # 38 10 Text
Reference # 48 10 Text
Department 58 4 Text
Description 62 30 Text
G/L Account 92 6 1-999999
Debit/Credit Type 98 1 D,C
Amount 99 11 ########.##
Posted Flag 110 1 Y,N
On a technical note, each part of the transaction will be a separate record.
To export your transaction file, do the following:
1. From the Accounts Payable Utility Menu, select "Export A/P Transaction file".
2. At the "Export File Name:" prompt, enter the name of the ASCII text file to be
exported and then press <Enter>. Notice that the filename extension of ".TXT" is
already included.
3. Next, enter the date range of the transactions to be exported. Enter "Starting Date:"
and "Ending Date:" and all transactions within the date range will be exported.
When the export is complete, you will be returned to the Utility Menu.
AP6f - A/P Configuration Settings
The configuration settings allow you to configure this module to your specific company and
to its specific G/L account numbers. This configuration is very important to your
transactions, to pre-printed form checks and to General Ledger account numbers used.
To set up your configuration, select "A/P Configuration Settings" from the Accounts Payable
Utilities Menu. The following window will appear:
Figure AP6-4 A/P Configuration Settings
1. The first prompt allows you to select which "Printer Port" to use for check writing.
This is a multiple choice field. To change the port selection, press the space bar or
click the left button on your mouse. When your selection is complete press <Enter>.
(Required)
2. At the "Accounts Payable Account:" prompt, enter your General Ledger "Accounts
Payable" liability account number. You must set up (add) an Accounts Payable
account in your General Ledger Chart of Accounts. We recommend that you set up
the account for use by the Accounts Payable module only (i.e. do not use these account
numbers when entering your General Ledger transactions).
This General Ledger account is the interface account and is used to interface the
Accounts Payable module with your General Ledger module. It's important to
remember that the Accounts Payable module cannot be used without this important
General Ledger account. (Required)
3. At the "G/L Sales Tax Account:" prompt, enter your General Ledger "Sales Tax"
expense account number. Enter 0 (zero) to skip. (Optional)
4. The "1st Stub Starting Row:" prompt allows you to specify the first line available
(from the STUB top) for printing detail invoice information on the check stub.
(Required)
5. The "2nd Stub Starting Row:" prompt is optional. It is used if you have two stubs on
each check. The laserjet checks which we recommend have a second stub and would
necessitate the use of this field. If your checks do not have two stubs, enter 0 (zero)
to skip two stub printing. (Optional) 6.The next field determines the maximum number of detail text LINES PER STUB lines
that fit on each check stub. Enter a number between 1 and 15. (Required)
7. The next 16 fields "Check Positions:" allow you to customize your check print
positions. Pre-printed checks may be purchased from our recommended forms
supplier, Deluxe Computer Forms (1-800-328-0304). Bottom Line Accounting also has
an On-Line Order Form for ordering checks from Deluxe. The following checks are
recommended for the Accounts Payables module and may be ordered from DELUXE.
(Optional)
The form numbers for A/P checks are as follows:
Continuous form checks #091003
Laserjet checks #081066
See Deluxe insert for more information on either style of check. To order either
invoices or statements, call Deluxe at 1-800-328-0304 and mention product code
"TO9212". In Canada call 1-800-826-3714.
The settings shown above (defaults) are for use with the recommended A/P continuous
form checks from Deluxe. By changing these positions, you can use virtually any
check with this software. Select the row and column printing position for each of these
fields. If you want to omit an item from printing on the check, enter a 0 (zero) in the
row field. To move from one input field to the next, press <Enter>.
NOTE: ROW indicates the horizontal lines starting from the top of the check and
counting down.
COLUMN indicates the vertical lines starting from the left side of the
check and counting to the right.
8. The next eight "Stub Positions" column fields are used to customize your check stub.
Enter the column (as described above) each of the fields should be printed in. To omit
a field from printing, enter 0 (zero). (Optional)
9. Check Init String: The initialization codes allow you to send a special set-up string to
the printer before printing checks. It can be used to turn off your out-of-paper sensor
or to use special fonts. (Optional)
10. Check Exit String: This is an optional field to reset the printer after printing
checks. (Optional)
When completed, press <F10> to save your new data and to return to the Utilities Menu. SECTION AP-SEVEN - HINTS AND SUGGESTIONS
1. Keep a CURRENT backup copy of your data disk each time you update your data.
This will safeguard against loss of data due to a power outage or other problem.
2. When printing checks, be sure that your printer is in its default 10 character per inch
mode, and that it is set with its normal margins. Deviation from this will result in the
inability to line up your pre-printed checks.
3. When deleting a posted transaction (posted means the transaction has been posted to
the General Ledger), the A/P module will automatically create a reversing transaction
and post this transaction on-the-fly to the General Ledger, thereby immediately
updating the General Ledger with this deletion.
4. The Payables Aging Report will show correct information only if invoice numbers are
used on the type I transactions. Technically, when printing reports, the A/P module
combines all transactions that have the same invoice number into one large invoice on
the reports.
5. When performing searches of or modifications to transactions, the fastest way to search
through the transaction file is to include at least the Vendor number, month and year
of the transaction you are looking for.
6. When selecting invoices for payment, the most efficient (fastest) way to search through
the transactions is by Vendor number.
SECTION PR-ONE - INTRODUCTION
PR1a - The Payroll Module
The Bottom Line Accounting Payroll module gives you comprehensive, accurate payroll-
related information on as many as 2000 employees. This easy-to-learn, easy-to-use module
provides a very efficient way for you to record important employee information such as hire
dates, earnings, deductions, sick leave, overtime, vacations and holidays.
This Payroll module provides automatic tax calculations for your deductions and tax liabilities
as well as printing of payroll checks and W-2's. It supports both hourly and salaried
employees either paid weekly, biweekly, semi-monthly or monthly and full integration into
your General Ledger will also save you hours of time and effort.
This manual assumes you have, from an accounting point of view, a working knowledge of
how a payroll system operates. If you are new to payroll bookkeeping, however, we suggest
you either consult your accountant or get a book on payroll bookkeeping. We do,
nevertheless, try to explain each feature and function in layman terms, so it will be easy to
understand with minimal confusion. This system is uniquely set up for ease of operation by
the novice. Consequently, sample basic transactions are included (filename "SAMPLE") for
practice sessions.
PR1b - General Information
Below is a simple list of steps to follow when using the Payroll module for the first time.
These steps are for those who have already read the Getting Started section of this manual
and are now ready to set up their own "live" payroll data files. It is assumed here that you
have already installed Bottom Line Accounting on your hard disk drive and have started the
program. If this is not the case, refer to the Getting Started section of this manual before
reading any further.
These brief steps are intended to provide step-by-step guidance for getting started on your
own. They are not intended to replace reading either the Getting Started section of this
manual or this section. Detailed instructions are covered in the sections referenced.
1. First, we suggest you go to the main Configuration Menu to customize the system
configuration to meet your particular hardware and printing needs. Although not
absolutely necessary, doing this now may prevent printing problems later. Refer to
Section GS3d - "Setting the System Configuration", in the Getting Started section of
the manual, for detailed instructions.
2. From the Bottom Line Accounting Main Menu screen, select the "paYroll" menu item.
The following screen appears:
Figure PR1-1 Payroll Main Menu
3. Figure PR1-1 is the Payroll Main Menu screen. From here you select the different
areas of the Payroll module in which to work.
4. First, select "Payroll Utility Menu" from the Payroll Main Menu. This is where you
set up your payroll configuration. This must be done first. You will not be able to
enter any transactions in Payroll until this configuration is set up. Refer to Section
PR6f - "Payroll Configuration Settings" for detailed instructions.
5. Next, from the "Payroll Utility Menu", select "Tax Tables" and enter your federal and
state tax tables. Refer to section PR6a - "Tax Tables" for detailed instructions. The
program does contain up-to-date Federal and most State payroll withholding tax tables,
located in the same directory as the program files. You may want to check these files
first, to see if any changes are needed.
NOTE: It is very important that you enter your Tax Table data correctly.
WindSoft International, Inc. assumes no liability for errors. We consider
it mandatory that YOU test your payroll deductions by manually
calculating your payroll to verify that all deductions are correct.
6. Next, select "Update Employee Accounts" from the Payroll Main Menu. This is
where you enter all your employees' data. You must have active employee accounts
before you can enter payroll transactions or generate payroll reports. Refer to Section
PR-Two - "Employee Accounts" for detailed instructions.
7. Next, select "Transactions Menu", from the Payroll Main Menu. This is where you
enter your payroll data. Refer to Section PR-Three - "Transactions" for detailed
instructions.
8. After you have entered a few transactions, print a Payroll Journal report to verify the
information you have entered. See Section PR-Four - "Reports" for more information.
9. To print checks (or enter the information for checks already issued), select "Checks
Menu" from the Payroll Main Menu. Refer to Section PR-Five - "Checks" for
detailed instructions.
Again, the above steps are merely intended to show you the order of events in setting up your
payroll data files. We strongly recommend you read the entire Payroll section before
continuing. SECTION PR-TWO - EMPLOYEE ACCOUNTS
Your Employee Accounts are the very foundation of your Payroll module. In the Payroll
module you can set up as many as 2000 employee accounts (subject to hardware configuration
and set up).
PR2a - What are Employee Accounts
Your employee accounts are used to keep track of all of your employee information such as
401K PLAN DEDUCT/CHECK: (Optional) If your company has a 401K plan, enter the
dollar amount of the per-pay-period contribution made by the employee. Before using
this option, you must set up the "401K" fields in the Tax & Accounts Configuration
screen (see section PR6f - "Payroll Configuration Settings"). To skip this option, enter
0 (zero).
ACCRUAL RATE - Vacation, Sick: (Optional) For automatic vacation or sick time
accruals, enter the number of hours per pay period of vacation and sick time that is
accrued. To skip these fields, enter 0 (zero) in each field.
For example, if an employee is paid monthly and earns 80 hours (two weeks) of
vacation per year, enter 6.666 (80 hours divided by 12 months) in vacation accrual
rate. WAGES EXPENSE ACCOUNT: (Required) Enter the General Ledger wages expense
account number for wages paid to this employee. This allows you to expense different
employees to different General Ledger accounts. In a simple case, you would enter
your General Ledger "Wages" expense account number here. Press <F2> for a pop-
up Chart of Accounts listing.
STATE/CITY TAX TABLE: (Required) Enter the two-character state/city tax table code
for this employee. For example, the state tax tables for the state of Colorado have a
STATE code of CO on the tables (see section PR6a - "Tax Tables"). If you want the
Colorado tables to be used when calculating the state/city withholdings for this
employee, enter the code CO here.
STATE WITHHOLD % OF FWH: (Optional) If this employee elects to have a
percentage of the Federal withholding amount used as state withholding (instead of
having the state withholding calculated using state tax tables), enter that percentage
figure here. For example, the employee elects to have 25% of the Federal withholding
amount for state withholding. Enter 25 in this field. Then, if the calculated Federal
withholding amount for this pay period is 180.60, the State withholding figure will be
45.15 (180.60 times .25). If this field contains a figure other than 0 (zero), this field
will override the use of state tax tables for the calculation of state withholding. To
skip this field, enter 0 (zero).
PR2d - Getting Familiar with Employee Accounts
The SAMPLE files are used in all examples presented here. You may want to be in the
SAMPLE files if you are unfamiliar with any of these procedures. Please refer to Section
Two of the Getting Started User's Manual to start the program and select the SAMPLE data
files.
To set up your employee accounts, do the following:
1. From the Bottom Line Accounting Main Menu, select "paYroll".
2. From the Payroll Main Menu, select "Update Employee Accounts". The following
screen appears:
Figure PR2-1 Employee Listing
Notice how this typical employee account listing is organized. The window will display
eighteen account numbers at one time. To see more accounts, use the cursor arrow keys or
the mouse to scroll through the listing. To select an employee account, move the highlighting
cursor to the account and press <Enter>. If you know the beginning number or letter of
the account, simply enter that number or letter. The first account number in that range will
appear at the bottom of the window, with the cursor automatically on that account. For
example, entering the letter H will take you to the first account number starting with H
(WindSoft). Entering 4 will take you to the first account starting with 4 (400000). If you
know the account number, simply enter this number and the cursor will position itself on that
specific account.
Before setting up your own employee accounts, you may want to create a practice account
by entering data into the "SAMPLE" data files. Simply follow the steps in the next section
for practice.
PR2e - Adding Employee Accounts
This section describes how to add an employee. The "SAMPLE" data file is used in all of
the following examples. To receive help at any time for any prompt or field, simply press
<F1>.
1. From the Payroll Main Menu, select the "Update Employee Accounts". Figure PR2-1
(above) will appear. At the bottom of the Employee Accounts screen are five available
functions:
<F1>Help <F3>Add <F4>Mod <F5>Del <Esc>Exit 2.Press <F3>. Figure PR2-2 will appear. If there are no already existing employee
accounts, this add-account window will automatically appear.
Figure PR2-2 Add Employee
NOTE: After entering data into any input field, press <Enter> to move to the
next input field. To leave a field blank, just press <Enter>. To back
up to a previous field, press either the <Backspace> key or hold down
the <Shift> key and press <Tab>.
3. EMPLOYEE: Enter a six-character, alpha-numeric number or name for this employee,
then press <Enter> to move to the next input field.
4. ACTIVE: Enter a Y (Yes) or N (No) for this employee. This allows you to tag this
employee as either active or inactive. When you first set up this employee, enter a Y
in this field. If you tag an employee account as inactive, you will not be able to enter
any transactions for this employee. You can, at any time, change the active status of
the employee. Press <Enter> when complete.
5. DEPT: If you are using departments, enter the employee's department here. Press
<Enter> when complete.
6. NAME: Enter the full name of your employee here. Press <Enter> when complete.
7. ADDRESS: At the next two prompts, enter the street address or the postal box number
for the employee. Press <Enter> when complete.
8. CITY: Enter the employee's city name here. Press <Enter> when complete. 9.STATE: Enter the employee's state or province code here. You can enter a code of
up to 3-characters (e.g: CO for Colorado). Press <Enter> when complete.
10. ZIPCODE: Enter the employee's complete zip or postal code here. This is also used
for sort order on mailing labels. Press <Enter> when complete.
11. PHONE: Enter your employee's telephone number here, using up to 12 characters.
You may use this field for other information, if desired. Press <Enter> when
complete.
12. COMMENTS: Here you can enter up to 30 characters of information relating to the
employee's account. This information will print on the Employee Listing Report.
Press <Enter> when complete.
13. SSN: Enter the employee's social security number here. If out of the U.S., this field
may be used for any other pertinent information.
14. SEX: Enter the employee's sex, using M (Male) or F (Female).
15. MARITAL: Enter the employee's marital status, using S (Single), M (Married) or H
(Head of Household).
16. HIRE DATE: Enter employee's hire (start) date.
17. HOURLY/SALARY: Enter whether the employee is paid hourly or is salaried, using
H (Hourly) or S (Salary).
18. FREQUENCY: Enter how often you will be paying this employee, using W (Weekly),
B (Biweekly), S (Semi-monthly) or M (Monthly).
NOTE: Biweekly means every other week, giving 26 pay periods per year. Semi-
monthly means twice each month, giving 24 pay periods per year.
19. PAYRATE: Enter the employee's salary or hourly rate of pay.
20. OVERTIME1: Enter the first overtime pay rate.
21. OVERTIME2: Enter the second overtime pay rate.
22. HOLIDAY: Enter the holiday pay rate.
23. FWH: Enter the number of federal withholdings claimed.
24. SWH: Enter the number of state withholdings claimed.
25. CWH: Enter the number of city withholdings claimed.
26. EIC: Enter the number of earned income credits claimed.
27. PAY SS/HI, FUTA, OTH-3, OTH-4, OTH-5, OTH-6: Enter Y (Yes) in any of these
fields that apply IF the employee's wages are subject to computations for the particular
employee deduction and/or employer expense. Enter N (No) in any of these fields that
apply IF the employee's wages are NOT subject to computations for the particular
employee deduction and/or employer expense. For example, if Y is entered at the
SS/HI and FUTA fields and N for the remaining four fields, then computations will
be made to deduct an amount from the employee's pay for the SS/HI deduction and
computations will be made to determine the amount of FUTA expense the employer
will pay based on this employee's wage. The employee will pay the SS/HI deduction
and the employer will pay the matching SS/HI expense and the FUTA expense. The
employee does not pay FUTA.
28. STATE ANNUAL EXEMPTION, TAX CREDIT: Enter the employee's annual
exemption or tax credit amounts (if any).
29. EXTRA TAXES - Federal, State, City: Enter any extra taxes the employee wants
deducted from each paycheck.
30. EXTRA AMOUNT - Earnings, Deductions: Enter any extra earnings to be added to
or extra deductions to be subtracted from the employee's pay for each paycheck.
31. 401K PLAN DEDUCT/CHECK: Enter the dollar amount the employee wants
deducted from each paycheck as a contribution to the 401K plan.
32. ACCRUAL RATE - Vacation, Sick: Enter the per-pay-period accrual hours for
vacation and/or sick pay.
33. WAGES EXPENSE ACCOUNT: Enter the General Ledger wages expense account
for this employee.
34. STATE/CITY TAX TABLE: Enter the state/city tax table code for the state/city tax
tables to be used for the computation of withholding for this employee.
35. STATE WITHHOLD % OF FWH: If needed, enter the state withholding amount as
a percent of federal withholding.
You will now be prompted for "Change Year-to-Date Information". Normally, when adding
a new employee, you would answer this prompt with an N (No). If you need to change the
employee's year-to-date figures, answer this prompt with a Y (Yes). The following screen
will appear:
Figure PR2-3 Employee Year-to-Date Information
You may now add or change any of the employee's year-to-date payroll earnings and taxable
and non-taxable deduction information. Changes to this screen will not change any reports.
The changes will effect only the printing of the Form W-2 or Form 1099. Press <F10>
when all figures are correct.
NOTE: Proceed with caution, as any incorrect entries in this area will affect the
employee's W-2 and 1099 statements.
Once you have completed the last input field, the new employee is automatically added to the
employee listing window.
Your cursor will then return to the top of the input screen for you to continue adding more
employees. As a time saver, all input fields will default to the last entered employee. This
can save you time when entering information that is similar.
PR2f - Modifying Employee Accounts
To modify any of the employee accounts, do the following:
1. From the Payroll Main Menu, select "Update Employee Accounts". Figure PR2-1 will
appear.
2. Highlight the employee account to be modified.
3. Press <F4>. The following screen appears:
Figure PR2-4 Modify Employee
The cursor is automatically on the "Active" field, but may be moved to the appropriate
field you wish to modify, by pressing the <Enter> key or using the cursor arrow
keys. If you want to blank out a field, first move to that field and then press the
<Spacebar> (use a 0 (zero) for numeric fields).
4. To change data, move the cursor to the field to be changed and start entering the new
data over the old data. The old data will automatically blank out when you start
entering the new data. Press <Enter> to save the new data in the field. When all
changes have been made, press <F10> and the screen will be saved. If you decide
not to make any changes or want to discard all changes, press <Esc> and your
original data will be unchanged. Pressing either <F10> to save the changes or
<Esc> to discard the changes will return you to the Employee Listing screen.
To return to the Payroll Main Menu, press <Esc>.
PR2g - Deleting Employee Accounts
To delete an employee account, there must not be any transactions that contain the employee
account number to be deleted. If transactions exist, you must first delete the transactions
before you can delete the employee account.
To delete an employee account, do the following:
1. From the Payroll Main Menu, select "Update Employee Accounts".
2. Highlight the employee account to be deleted. 3.Press <F5> and answer the "Are You Sure" prompt with a Y (Yes). That employee
account will be deleted after a search of transactions is made to ensure that no
transactions exist with that employee account number.
PR2h - Entering Employee Accounts
When you actually create your own employee accounts, it is important that you have an
organized plan of account numbers. For example, in a simple case, you can use the first six
characters of the employee's name as the account number. In another case, you may want
to have groups (ranges) of employee numbers. In this case, you may want to use numbers
or a combination of numbers and letters for the account number. In any case, a little
planning now can save hours of time and frustration down the road if the need arises where
you need to change employee account numbers. Please refer to section PR2b - "Employee
Accounts Organization" for details.
NOTE: Whenever you are finished entering data into a field, press <Enter> to move
the next input field. To move to the previous input field, press
<Backspace> or hold down the <Shift> key and press <Tab>.
To receive help at any time for any prompt or field, simply press <F1>. To add your first
employee, follow the steps below:
1. From the Payroll Main Menu, select "Update Employee Accounts". The following
screen appears:
Figure PR2-5 Add Employee
2. Since you are creating a new employee accounts list, only a blank window will appear,
asking for data on your first employee. Enter all your employee data as outlined in
section PR2e - "Adding Employee Accounts".
3. When all data for this employee has been entered, press <F10> to save the data.
You will then be returned to the top of the input screen for the entering of data on your
next employee. Your first active employee is now added to and will appear in the
Employee Listing window on the left side of the screen.
To return to the Payroll Main Menu, press <Esc>.
NOTE: Any time during input of data, you may back up to the previous input field
by pressing <Backspace> or the up-arrow key. You can also, at any time,
press <Esc> to exit what you are currently working on without saving the
data. To exit and save the data, press <F10>.
PR2i - Setting Year-to-Date Balances
When setting up your Payroll, as well as employee Year-to-Date (YTD) balances, you must
be sure that you are in balance with your General Ledger module. This is vitally important
when setting up your books. The following steps will ensure that you are in balance:
1. Set up all your employee accounts with 0 (zero) YTD balances (default).
2. You now have two options to enter any prior payroll balances:
A. You may enter the balances as individual transactions (see Section Three -
"Transactions"), broken down by prior pay periods for each employee. We
recommend entering all your prior payroll balances as individual transactions.
Then enter manual checks to pay all transactions just entered. As these
transactions will be posted to the General Ledger module you should check to be
sure that you have removed any previously entered General Ledger transactions
to avoid duplicate data.
OR
B. You may enter the balances in the employee YTD balance input fields. These
balances will only show on the Form W-2. If you are starting a new accounting
year and have preexisting vacation and sick leave balances, we recommend that
these balances be entered as a total sum in their corresponding fields.
3. After all beginning balances have been entered, print a Year-to-Date (Jan-Dec) Payroll
Register report to verify all current employee balances for your selected pay period.
To verify the correct balances for sick leave and holiday, print the Vacation & Sick
Report. 4.After you have verified all account balances, you are now up-to-date and fully
operational. If you want your General Ledger Payroll account to reflect the current
balances of all payroll accounts, you should post the transactions to the General Ledger
module. Refer to section GL6c - "Post Other Modules to G/L"of this manual.
NOTE: Make sure that you delete any preexisting Payroll transactions in the General
Ledger module, so they will not be listed twice. SECTION PR-THREE - TRANSACTIONS
One transaction should be entered into the Payroll system at the end of each pay period. This
entered transaction is not a paycheck to the employee. It is a record of the pay period for
this employee, including all earnings, deductions and expenses associated with this
transaction. Therefore, you should enter only one transaction for each employee for each
payroll period. Payment of these transactions is covered in Section PR-Five - "Checks".
PR3a - Transaction Data Fields
EMPLOYEE: (Required) This is a valid six-character, alpha-numeric employee number
which was previously set up in Section PR-Two - "Employee Accounts". Each time
you enter a transaction for a specific employee, you must enter an employee number.
The employee's name will appear next to the employee number. To get a pop-up
listing of all valid employee account numbers, press <F2>. If you enter an employee
account number that does not exist, the Payroll program will automatically prompt you
with "Invalid Employee, Add Account?". Here you have the option of adding a new
employee on-the-fly. Answer Y (Yes) to add a new employee account or N (No) to
return to the Employee field. Refer to section PR2e - "Adding Employee Accounts"
for more detail.
PERIOD ENDING: (Required) Enter the date of the last day of the pay period. This may
or may not be the date that will be on the check.
HOURS PAID: (Required) The next six fields are for the total number of hours for
regular, overtime, sick, vacation and/or holiday that the employee has accrued for this
pay period. Notice that the Payroll module will automatically calculate the number of
regular hours paid for each employee. The regular and overtime fields are used for
hourly employees only. If any overtime has accrued, you will need to enter these
hours in the appropriate overtime field.
EARNINGS, OTH-1, OTH-2: (Optional) These two lines of fields are used for user-
defined other earnings. The prompts, and their use, are explained in section PR6f -
"Payroll Configuration Settings". Examples of their use might include any non-regular
or other compensation the employee receives (car allowance, bonus, etc.).
If this compensation is taxable (subject to withholding and expense computations), enter
Y (Yes) at the "Taxable:" prompt. If this compensation is not taxable, enter N (No)
at the "Taxable:" prompt. If N is entered, these amounts WILL NOT be shown on
the employee's Form W-2.
At the "Account" prompt, enter the General Ledger account number to which this
compensation corresponds (for a car allowance, select your General Ledger car
allowance expense account). The account entered will be "debited". DEDUCTIONS, OTH-1, OTH-2: (Optional) These two lines of fields are user-defined
other deductions. The prompts, and their use, are explained in section PR6f - "Payroll
Configuration Settings". Examples of their use might include miscellaneous deductions
from the employees paycheck (re-payment of an advance in pay).
If this deduction should be taken before payroll taxes are calculated, enter Y (Yes) at
the "Pre Tax" prompt. If this deduction should be taken after payroll taxes are
calculated, enter N (No) at the "Pre Tax" prompt. If Y is entered, the amount will not
be included the employee's Form W-2, as it reduces taxable income.
At the "Account" prompt, enter the General Ledger account number to which this
deduction corresponds. The account entered will be "credited".
TIPS: (Optional) This field is used for entering employee tips received during this pay
period. The amount entered will be added to gross pay, taxed and then subtracted
from gross pay. The net effect is that withholding and expenses are computed against
the tips amount.
PR3b - Entering a Payroll Transaction
To receive help at any time for any prompt or field, simply press <F1>. To enter a payroll
transaction, follow the steps below:
1. From the Payroll Main Menu, select "Transactions Menu". The following screen will
appear:
Figure PR3-1 Payroll Transactions Menu
2. From the Payroll Transactions Menu, select "Input Transactions". The following
screen will appear:
Figure PR3-2 Add Transaction
3. EMPLOYEE: Enter the employee number for this transaction. If you know the
number, simply enter it and press <Enter>. For example, if the employee
number is SMITH, enter SMITH and press <Enter>.
If you are unsure about the employee account number, press <F2> for a pop-up
employee listing, highlight the employee account and press <Enter>. The
highlighted employee account will be inserted into the employee field and the
cursor will advance to the next field.
You can also enter new employees on-the-fly. Enter a new employee account
number for the new employee. Since the employee number does not exist in the
employee listing, the system will notify you and ask if you would like to add that
employee. Enter Y (Yes) to add the employee and figure PR2-2 Add Employee
will appear. Enter the needed data following the steps in section PR2e -"Adding
Employee Accounts". If you answer N (No), you will be returned to the
employee prompt.
4. PERIOD ENDING: Enter the pay period ending date.
5. HOURS PAID: Enter hours paid for regular, overtime1, overtime2, sick, vacation
and holiday.
6. EARNINGS: Enter any user-defined earnings, taxable code and account number for
other earnings.
7. DEDUCTIONS: Enter any user-defined deductions, pre-tax code and account number
for other deductions.
8. TIPS: Enter any employee tips.
9. The payroll calculations are now performed and the gross pay, total deductions and net
pay will be displayed at the bottom of the Add Transaction window.
Just below the Add Transaction window, the prompt "(C)hange calculations or Inputs
Correct (Y,N):" also appeared. Here you have three options:
A. Enter Y (Yes) to save the transaction.
B. Enter N (No) if the gross pay, deductions and/or net pay figures are not correct.
You will be returned to the Employee prompt, allowing you to re-enter the
transaction.
C. Enter C (Change calculations) if you would like to view and/or change the
calculated results of the transaction. The following screen appears:
Figure PR3-3 Change Payroll Calculations
You may change any of the deductions and/or employer expenses figures on this
screen. The intended purpose for this screen is mainly for "after-the-fact" payroll,
where your manually calculated deductions and employer expenses do not exactly
match those on this screen. For example, if the Federal Wage Bracket Tables
were used to manually calculate the Federal withholding, the withholding amount
is a whole-dollar amount, whereas the program will calculate the exact withholding
amount, giving dollars and cents. You can change any of the deduction or
expense figures on this screen to match your previous manual calculations.
WARNING
DO NOT CHANGE ANY EARNINGS FIGURES ON THIS
SCREEN. DOING SO WILL RESULT IN REPORT
DIFFERENCES. This screen does not perform any re-calculations
of the transaction. If the earnings figures are not correct, re-enter
the transaction, changing either the "Hours Paid:" or the
"Earnings:" fields. You can also change the "Payrate:" field in the
employee account screen to adjust the calculated earnings amount.
For a further explanation on this, see Section PR-Seven - "Hints
and Suggestions", item 4.
When finished with any changes, press <F10> to return to the "Inputs
Correct(Y,N):" prompt. Then enter Y to save the transaction, as changed.
10. When you are done entering transactions, press <Esc>. You will be returned to the
Payroll Transactions Menu. key at any time.
PR3c - Changing/Deleting Transactions
If you discover that a transaction was entered incorrectly or should not have been entered at
all, Bottom Line Accounting allows you to correct or delete the incorrect transaction.
NOTE: Payments/checks cannot be modified or deleted here. You must void the
checks following the procedure described in section PR5c - "Void Checks".
To receive help at any time for any prompt or field, simply press <F1>. Follow the steps
below to modify or delete a previously entered transaction:
1. From the Payroll Main Menu, select "Transactions Menu".
2. From the Payroll Transactions Menu, select "Change/Delete Transactions". The
following screen appears:
Figure PR3-4 Transaction Search Parameters
3. Enter any appropriate search data (employee number, period ending date, etc.) into this
screen. It is not necessary to enter data in every field. Entering only the employee
number will allow Bottom Line Accounting to search for any transactions with that
number, displaying each transaction one at a time. Once you have entered your search
data, press <F10> to initiate the search.
NOTE: Leaving all fields blank will search/find all of the transactions in the
order in which they are currently sorted.
When a match is found, a "Search Match" screen will appear, displaying the matching
transaction. The bottom of this window will display:
Modify/Delete/Search/Reverse/Begin/End/+/-/Quit:
4. Select one of the following:
M = Modify the transaction shown.
D = Delete the transaction shown.
S = Search - find the next matching transaction.
R = Reverse - find the prior matching transaction.
B = Beginning - go to the first transaction in the file.
E = End - go to the last transaction in the file.
┼ = Go to the next transaction in the file, disregarding search parameters.
─ = Go to the prior transaction in the file, disregarding search parameters.
Q = Quit transaction search.
As long as you continue to answer the above prompt with S (the default), Bottom Line
Accounting will continue searching for transactions matching the search parameters you
specified. R does the same thing as S except it searches in the reverse direction. You
can, at any time, press <Esc> to abort the search and discard any changes. You will
be returned to the Search Parameter screen.
5. To MODIFY a found transaction, press M (Modify). Enter the new data in the
appropriate field(s) or press <Enter> to leave a field unchanged. Use the
<Backspace> or <Shift><Tab> keys to move to a previous field.
When all changes have been entered, press <F10> to save the modified transaction.
The prompt "Re-Calculate Amounts:Y" will appear. Here you have two options:
A: Enter Y (Yes - the default). Normally, this is the choice you should make.
The changes in the transaction are then used to re-calculate the deductions and
expenses. Once re-calculated, you will be shown the prompt "(C)hange
calculations or Inputs Correct (Y,N):" Refer to section PR3b - "Entering a
Payroll Transaction, step 9 for information on this prompt.
OR
B. Enter N (No). This choice will still allow you to save the changes but will
not re-calculate the transaction. You will be shown the prompt "(C)hange
calculations or Inputs Correct (Y,N):" Refer to section PR3b - "Entering a
Payroll Transaction, step 9 for information on this prompt.
6. To DELETE a transaction, press D (Delete). Answer the "Delete OK?[N]:" prompt
with Y (Yes) to delete the transaction or N (No) to abort the deletion. You will be
returned to the Search Match screen.
Press <Esc> to return to the Search Parameters screen. Press <Esc> again to return
to the Transaction Menu.
PR3d - Points to Remember
Any transactions entered in this module should NOT be entered into the General
Ledger module. These transactions will automatically be placed there when you
perform the posting procedure in the General Ledger Utility Menu. To DELETE A PAID TRANSACTION, you must first void the check, then delete the
transaction.
To DELETE A POSTED TRANSACTION, DO NOT void the check. All you have
to do is delete the transaction in the payroll module only. Since the original transaction
is already posted to the General Ledger, the Payroll module will automatically create
a reversing transaction to nullify the original transaction in the General Ledger. This
reversing transaction will post to the General Ledger the next time the posting
procedure in the General Ledger Utility Menu is performed.
When using the user-defined EARNINGS fields, keep in mind that the General Ledger
account entered will be debited. Similarly, when using the user-defined
DEDUCTIONS fields, the General Ledger account entered will be credited.
The "TIPS" field does not need an account number as it is only used to tax the tips
(e.g: tips are added to the wages, the wages are taxed, then the tips are deducted from
check). SECTION PR-FOUR - REPORTS
The Payroll Reports Menu allows you to generate a full spectrum of Payroll reports. Reports
can be generated to show results for a specific month, a range of months, a quarter, a year,
etc. All reports can be generated at any time and for any time period. This means that you
are not limited to printing a report only once. Also, you can print a report for a prior period
as well.
Samples of each report are shown in Appendix E. These can be printed while using the
"SAMPLE" files.
PR4a - Explanation of Reports
Each of the ten reports available from the Bottom Line Accounting Payroll module can be sent
to your monitor's screen for immediate viewing, to your printer for "hard" copy or to the
disk drive for later retrieval or to import into a word processor or database program for
customizing. Within each report, you can specify various parameters to give you exactly
what you want. Some of the reports can be generated in a cumulative format for the dates
specified and one report may optionally be generated in a trended or month-by-month format.
Each of the available reports are described below. All reports may be printed at any time and
as many times as necessary.
Payroll Journal - This report lists all of the transactions within the specified date range.
You can select all types of transactions or specific types.
Payroll Register - This report shows gross totals of all earnings, deductions and liabilities
within the specified date range. It can be printed for all or a range of employees.
This report will use the payroll period ending date on the transactions, not the
payment/check date.
Check Register - This report lists all payments, including check numbers, within the
specified date range. This report uses the payment/check date, not the payroll period
ending date.
Vacation & Sick Report - This report shows the current accrued balance and the used
year-to-date balances for both vacation and sick hours.
Employee Listing - This report can list all, or a range of, employees, including all
information in the employee account screens and their year-to-date payroll amounts.
Address Labels - This report provides mailing labels for all, or a range of, employees,
sorted by employee number, name or zip code. Paid Payroll Recap - This report shows total earnings, deductions and employer liabilities
for the date range specified. The information in this report will include only paid
transactions. This report uses the payment/check date, not the payroll period ending
date.
Quarterly Tax Summary - This report shows all taxable earnings and deductions that can
effect the employees' pay. The report is divided in up to four sections. The first
section shows employee social security number and name, wages & tips, social security
wages, medicare (HI) wages, any deductions set up in the Tax & Accounts
Configuration screen under DEDUCTIONS:User-3 through User-6 and tips. The
second section shows the federal tax liability (FWH, SoSec and HI) in detail. The
third section shows the state tax liability in detail. The fourth part shows the city tax
liability in detail. This report greatly simplifies preparation of the Federal Form 941.
Transactions included in this report are based on the check date and NOT the payroll
period ending date.
Non-Posted Transaction Journal - This report provides a transaction journal showing only
those transactions which have not yet been posted to the General Ledger.
G/L Distribution Report - This report lists the total amount posted to each General Ledger
account number for all payable transactions within a specific date range.
PR4b - General Instructions for Generating Reports
To generate any report, do the following:
1. From the Payroll Main Menu, select "Reports Menu". The following screen appears:
Figure PR4-1 Payroll Reports Menu
2. From the reports menu, select the report you want to generate (e.g: Payroll Journal).
PR4c - Payroll Journal
The following example will generate the Payroll Journal Report to the screen. Other reports
are covered later in this section.
1. From the Payroll Main Menu, select "Reports Menu".
2. From the Payroll Reports Menu, select "Payroll Journal". The following screen
appears:
Figure PR4-2 Payroll Journal Report Input Screen
As stated earlier, you can send any of the reports to your monitor's screen (S), to a
printer (P) or to a disk drive (D), where the report will be stored as a disk file with
a file name you give it.
NOTE: If you do not have a printer and try to send a report to the printer, you
will receive an error message.
The first prompt on the screen for all reports is the destination prompt. It appears as
follows:
Screen,Printer,Disk(S,P,D):
Entering an S for screen or a P for printer will send the report to the screen or printer,
respectively. If you enter a D for disk, the system will prompt you for a disk
filename. You can enter any name you wish, following the DOS naming conventions.
The report will then be saved to the default disk drive and directory with the filename
you entered, followed by a filename extension of ".RPT". If you enter a filename that
already exists, the system will ask if you want to delete the old file. Answer Y (Yes)
to replace the existing report with the new report. Answering N (No) will append (add
on) the new report to the already existing report.
The disk file is created in ASCII text format, thereby allowing it to be used by a word
processor, spreadsheet or database program for customized reports.
3. At the "Screen,Printer,Disk(S,P,D):" prompt, enter the letter for the destination of
your report. For this example, enter the letter S.
4. For some reports, you will need to specify a date range next. The date prompt format
will be the format specified in the Configuration Settings. Refer to section GS3d -
"Setting the System Configuration" in the Getting Started section of this manual. The
date prompt appears as follows:
Starting Date: 01-01-92
Ending Date: 01-31-92
These dates determine the starting and ending date for the report.
NOTE: The ending date can never be more than one year after the starting date
(e.g. starting date 10-01-91 and ending date 09-30-92). You can also
print a report for one specific day of the month.
5. The next prompt, "Select Paid, Unpaid, All (P,U,A):" allows you to select the
transaction types you would like included in this report. Valid types are P (to select
only Paid transactions), U (to select only Unpaid transactions) or A (to select All
transactions). The default is A.
Select A and the report will be generated, showing all transactions within the date
frame specified in step 4 above.
The following discusses the other report selection input screens. Any prompts already
discussed will not be covered in detail. PR4d - Payroll Register
1. From the Payroll Main Menu, select "Reports Menu".
2. From the Payroll Reports Menu, select "Payroll Register". The following screen
appears:
Figure PR4-3 Payroll Register Report Input Screen
3. At the destination prompt, select the destination for your report.
4. Next enter the starting through ending date range for this report.
5. Then select paid, unpaid or all transactions as described above.
6. At the "Pay Frequency(A,W,B,S,M):" prompt, enter the pay frequency you want
included in this report. The options are as follows:
A = All
W = Weekly
B = Biweekly
S = Semi-monthly
M = Monthly
7. Lastly, select the employee account number range for this report. Enter both the
starting and ending employee numbers. The report will include all employees within
this range. Press <F2> for a pop-up employee list at either prompt.
The report will be generated.
NOTE: This report is based on payroll period ending dates, not on payment or check
dates.
PR4e - Check Register
1. From the Payroll Main Menu, select "Reports Menu".
2. From the Payroll Reports Menu, select "Check Register". The following screen
appears:
Figure PR4-4 Check Register Report Input Screen
3. At the destination prompt, select the destination of the report.
4. Next, enter the date range for this report.
5. Next, select the check number range for this report. Enter both the starting and ending
check number. All checks within this range will be presented in the report.
6. Lastly, select the employee account number range for this report. Enter both the
starting and ending employee numbers. The report will include all employees within
this range. Press <F2> for a pop-up employee list at either prompt.
NOTE: This report is based on payment or check dates, not on the payroll period
ending dates. PR4f - Vacation & Sick Report
1. From the Payroll Main Menu, select "Reports Menu".
2. From the Payroll Reports Menu, select "Vacation & Sick Report". The following
screen appears:
Figure PR4-5 Vacation & Sick Report Input Screen
3. At the destination prompt, enter the destination of the report.
4. Next, enter the report date at the "As of Date:" prompt. This date is usually the
current date. Transactions which have a payroll period ending date in the future of the
date entered will not be shown on this report.
5. At the "Sort Order(A/N/Z):" prompt, enter the sort order for this report. Options are
A (Account number order), N (Name order) or Z (Zip code order).
6. At the "Skip Inactive Employees:" prompt, enter Y (Yes) to exclude inactive
employees from this report or N (No) to include all employees.
7. Lastly, select the employee account number range for this report. Enter both the
starting and ending employee numbers. The report will include all employees within
this range. Press <F2> for a pop-up employee list at either prompt. PR4g - Employee Listing
1. From the Payroll Main Menu, select "Reports Menu".
2. From the Payroll Reports Menu, select "Employee Listing". The following screen
appears:
Figure PR4-6 Employee Listing Input Screen
3. At the destination prompt, enter the destination of the report.
4. At the "Sort Order(A/N/Z):" prompt, enter the sort order for this report. Options are
A (Account number order), N (Name order) or Z (Zip code order).
5. At the "Skip Inactive Employees:" prompt, enter Y (Yes) to exclude inactive
employees from this report or N (No) to include all employees.
6. At the "Pay Frequency(A,W,B,S,M):" prompt, enter the pay frequency you want
included in this report. The options are as follows:
A = All
W = Weekly
B = Biweekly
S = Semi-monthly
M = Monthly
7. Lastly, select the employee account number range for this report. Enter both the
starting and ending employee numbers. The report will include all employees within
this range. Press <F2> for a pop-up employee list at either prompt. PR4h - Address Labels
1. From the Payroll Main Menu, select "Reports Menu".
2. From the Payroll Reports Menu, select "Address Labels". The following screen
appears:
Figure PR4-7 Address Labels Input Screen
3. At the destination prompt, enter the destination of the report.
4. Next, enter the number of printer lines per label. The regular 15/16 inch tall labels
will hold 6 lines per label. To calculate how many lines your label will print, measure
from the top of one label to the top of the next label below. Divide that distance by
the number of lines per inch your printer is set for. Enter that number here. The
number must be a whole number, no decimals are allowed.
5. Enter the sort order for this report. Options are A (Account number order), N (Name
order) or Z (Zip code order).
6. At the "Skip Inactive Employees:" prompt, enter Y (Yes) to exclude inactive
employees from this report or N (No) to include all employees. 7.At the "Pay Frequency(A,W,B,S,M):" prompt, enter the pay frequency you want
included in this report. The options are as follows:
A = All
W = Weekly
B = Biweekly
S = Semi-monthly
M = Monthly
8. Lastly, select the employee account number range for this report. Enter both the
starting and ending employee numbers. The report will include all employees within
this range. Press <F2> for a pop-up employee list at either prompt.
PR4i - Paid Payroll Recap
1. From the Payroll Main Menu, select "Reports Menu".
2. From the Payroll Reports Menu, select "Paid Payroll Recap". The following screen
appears:
Figure PR4-8 Paid Payroll Recap Input Screen
3. At the destination prompt, enter the destination of the report.
4. Enter the date range for this report.
NOTE: This report is based on payment or check dates, not on payroll period ending
dates.
PR4j - Quarterly Tax Summary
1. From the Payroll Main Menu, select "Reports Menu".
2. From the Payroll Reports Menu, select "Quarterly Tax Summary". The following
screen appears:
Figure PR4-9 Quarterly Tax Summary Input Screen
3. At the destination prompt, enter the destination of the report.
4. Enter the date range for this report.
NOTE: This report is based on payment or check dates, not on payroll period ending
dates. PR4k - Non-Posted Transaction Journal
1. From the Payroll Main Menu, select "Reports Menu".
2. From the Payroll Reports Menu, select "Non-Posted Transaction Journal". The
3. At the destination prompt, enter the destination of the report.
4. The next prompt, "Select Paid, Unpaid, All (P,U,A):" allows you to select the
transaction types you would like included in this report. Valid types are P (to select
only Paid transactions), U (to select only Unpaid transactions) or A (to select All
transactions). The default is A. PR4l - G/L Distribution Report
1. From the Payroll Main Menu, select "Reports Menu".
2. From the Payroll Reports Menu, select "G/L Distribution Report". The following
screen appears:
Figure PR4-11 G/L Distribution Report Input Screen
3. At the destination prompt, enter the destination of the report.
4. Next, enter the date range for this report.
In conclusion, if you are unfamiliar with any of these reports, try generating reports using
the SAMPLE files. Also, examples of these reports appear in Appendix E. SECTION PR-FIVE - CHECKS
This section covers one of the important and powerful features of this module. It will discuss
how to print payroll checks (using your printer), how to void checks and how to enter manual
(handwritten) checks.
From the Payroll Main Menu, select "Checks Menu". The following screen appears:
Figure PR5-1 Checks Menu
This is where the check writing process begins. Each of the menu selections above are
discussed in detail in the sections which follow.
PR5a - Printing Checks
This menu choice will allow you to use your computer system to print your Payroll checks
on your printer. To do this, follow these steps:
NOTE: Before you can have your system print a payroll check, a payroll transaction
must exist.
1. Load your printer with your pre-printed checks. The recommended checks for the
Payroll module are product number 091001 (continuous feed checks) or 081067 (laser
checks).
2. Be sure you have set up the check writing configuration (see section PR6f - "Payroll
Configuration Settings").
3. From the Checks Menu, select "Print Checks". The following screen appears:
Figure PR5-2 Check Writing
4. Enter the General Ledger checking account number for the checks you are writing.
It is important that you get the correct account number for the checks you are writing
or the funds will come out of the wrong account.
5. Enter the check number of the first check in the printer (Bottom Line Accounting will
increment the number for each check lineup you print). If your checks do not have
check numbers, enter the number you wish to have printed on the first LIVE
(non-lineup) check.
6. Enter the date you want printed on the checks.
7. Enter the payroll frequency for this check run. The options are as follows:
A = All
W = Weekly
B = Biweekly
S = Semi-monthly
M = Monthly
8. After entering the frequency, Bottom Line Accounting will prompt you with . . .
Print Check Lineup[N]:_
Answer with a Y (Yes) until you have the checks properly lined up in your printer.
Once the checks are lined up properly, answer this prompt with an N (No) and the
checks will be printed. Until you answer the above prompt with a N, you may, at any time, press <Esc> to
abort the check printing process and return to the Checks Menu.
PR5b - Voiding Checks
Checks written/printed (but not posted to the General Ledger) may be voided by selecting
"Void Checks" from the payments menu. If the check you need to void has already been
posted to the General Ledger, see section PR3e - "Points to Remember" for information on
how to remove this transaction/check.
This function allows you to void checks written either manually or computer generated. To
void checks, do the following:
1. From the Payroll Main Menu, select "Checks Menu".
2. From the Checks Menu, select "Void Checks". The following screen appears:
Figure PR5-3 Void Check
3. Enter the check number to be voided. Bottom Line Accounting will then search for the
check. 4.If the check number is found, the check information is displayed. At the bottom of the
window will be the prompt "Void this check[N]:". Do either:
A. Enter Y (Yes) to void the check
OR
B. N (No) to NOT void the check. If you answer with N, the check search will
continue.
After the check is voided, the search for more checks will continue. After the last
check is found, you will be returned to the Checks Menu.
PR5c - Manual Checks
Another great feature of the Bottom Line Accounting Payroll module is the ability to enter
checks manually. This allows you the flexibility of hand-writing payroll checks.
To use this feature, do the following:
1. From the Payroll Main Menu, select "Checks Menu".
2. From the Checks Menu, select "Manual Checks". The following screen appears:
Figure PR5-4 Manual Check Writing
3. Enter the General Ledger checking account number for the checks you have written.
It is important that you use the correct account number for the checks you have written
or the funds will come out of the wrong account.
4. Enter the check number for the first manual check.
5. Enter the date for the first manual check.
6. Lastly, enter the payroll frequency. The options are as follows:
A = All
W = Weekly
B = Biweekly
S = Semi-monthly
M = Monthly
7. After entering the frequency, Bottom Line Accounting will prompt you with each
transaction and the amount to be paid. An example of this is shown below:
Figure PR5-5 Manual Check
This screen allows you, if necessary, to change (override) the check number and check
date of this check for the employee and amount shown. Once you have pressed
<Enter> through the date fields, the transaction is saved and marked paid.
This process will continue, showing you each payroll transaction that needs to be paid,
and allowing you to change the check number and check date, if necessary, for each
employee until all payroll transactions for the frequency specified are paid. You will
then be returned to the Checks Menu.
This process pays all the payroll transactions in the same manner as in the "Print
Checks" selection described above, except no physical check is printed on your printer. SECTION PR-SIX - UTILITIES
The Payroll Utility Menu allows you to set up your Payroll Configuration, create or modify
Tax Tables and perform other functions not previously covered. To use these features, select
"Payroll Utility Menu" from the Payroll Main Menu. The following screen appears:
Figure PR6-1 Payroll Utility Menu
The following sections will cover each function in detail.
PR6a - Payroll Tax Tables
WARNING
The Bottom Line Accounting Payroll Module contains all Federal and State payroll
withholding tax tables that are compatible with the program. WindSoft
International, Inc. makes every attempt to ensure the accuracy of these tables
however, WindSoft International assumes no liability for errors. It is mandatory
that you test your payroll deductions by manually calculating your payroll to verify
that all deductions are correct.
The tax tables can contain all federal, state and city withholding data as well as data about
Earned Income Credit. Bottom Line Accounting needs this data to calculate employee
withholdings. States and cities have different percentages for withholding and these
percentages usually change each year. With Bottom Line Accounting YOU can modify the
tables yourself, keeping them current with changing tax laws and percentages. NOTE:The tax tables furnished with the Payroll module were installed in the same
directory as the Bottom Line Accounting program files. If your data files are
not in this directory, copy the necessary tax files to your data directory OR
create your own tax tables. Refer to Appendix F, State Tax Table Codes &
Use, to find the Federal files and the State files that pertain to your state.
To view (or create) a tax table, do the following:
1. From the Payroll Main Menu, select "Utility Menu".
2. From the Payroll Utility Menu, select "Tax Tables". The following screen appears:
Figure PR6-2 Payroll Tax Tables
The following describes each field in the tax table and gives examples of the type of data that
can be entered:
1. TAX TABLE: This identifies the type of table. Enter an F (Federal), S (State), C
(City) or E (Earned Income Credit).
2. STATE: For state and/or city tax tables only. Enter a two character code that
corresponds with (matches) the code used in the "State/City Tax Table" field of the
Employee Account screen (see Section PR2e - "Adding Employee Accounts", number
32). This code allows you to set up separate tables for each state/city. For example,
enter the code CO to view/modify the Colorado tax tables.
3. DEDUCT FED TAX: For state and/or city tax tables only. Use only if your state
or city allows the deduction of federal withholding amounts prior to the computation
of state and/or city withholding. If Y (Yes) is entered, the federal withholding amount
will be deducted from the employee's gross pay before the computation of any state
and/or city withholding amounts. The basis for the computation comes from items 4
and 5 below. If N (No) is entered, the computation of state and/or city withholding
will be done on the employee's gross pay.
4. PERCENT: For state and/or city tax tables only. For use with item 3 above. If
"Deduct Fed Tax" (item 3 above) is Y (Yes), enter the percentage of the federal
withholding amount to deduct. For example, if your state does allow for half of the
federal withholding amount to be deducted, enter 50. If "Deduct Fed Tax" (item 3
above) is N (No), this field is ignored.
5. MAX AMOUNT: For state and/or city tax tables only. Use with item 3 above. If
"Deduct Fed Tax" (item 3 above) is Y (Yes), enter the maximum ANNUAL federal
withholding amount allowed. For example, if your state allows for 50% of the federal
withholding amount to be deducted up to $2000.00, enter 2000.00. The deduction will
be computed until the total federal withholding for the year exceeds $2000.00. Once
the "Max Amount" is reached, no further deductions of federal withholding will be
allowed prior to the computation of state and/or city withholding. If there is no
maximum, enter 999999.99. If "Deduct Fed Tax" (item 3 above) is N (No), this field
is ignored.
6. MARITAL TABLE: This identifies the marital type of table. Enter M (Married),
S (Single) or H (Head of Household).
7. ANNUAL DEDUCTION: Enter the ANNUAL amount allowed for ONE
WITHHOLDING ALLOWANCE. Refer to the Federal Employer's Tax Guide,
Publication 15, Percentage Method Income Tax Withholding Table or the appropriate
state or city tax guide for the ANNUAL amount.
8. PCT: For state and/or city tax tables only. If your state allows, enter the deduction
percentage as an alternative to entering a flat deduction amount. This field can also
be used if your state gives the option of a dollar amount or a percentage amount as the
annual deduction amount. If none of this applies, enter a 0 (zero).
9. GREATER: For state and/or city tax tables only. Used with item 8 above. Use only
if your state or city requires you to take either a dollar amount or a percentage amount
and gives a qualifier. For example, enter Y (Yes) if your state income tax guide tells
you to take either $5,000 or 17% of the gross income, whichever is GREATER. Enter
N (No) if your state income tax guide tells you to take either $5,000 or 17% of the
gross income, whichever is LESS. If none of this applies, enter Y.
10. ANNUAL WAGES OVER: Enter the ANNUAL beginning wage amount specified
in the tax table in the federal, state or city tax guide. For example, look in the Federal
Employer's Tax Guide, Publication 15, for the Tables for Percentage Method of
Withholding, Table 7. The first amount in the "Over" column of table 7 in the guide would be entered on the first line of the "Annual Wages Over" column on the screen,
the second amount in the "Over" column of table 7 in the guide would be entered on
the second line of the "Annual Wages Over" column on the screen, and so on.
11. TAX AMOUNT: Enter the amount to be withheld in addition to the plus percentage
entered in item 12, below. For example, look in the Federal Employer's Tax Guide,
Publication 15, for the Tables for Percentage Method of Withholding, Table 7 for a
Married person. The first "over" figure usually does not have a flat dollar amount to
withhold, only a percent figure, so 0 (zero) would be entered on the first line of the
"Tax Amount" column on the screen. The rest of the "Over" figures in table 7 in the
guide have both a flat dollar figure and a percent figure. Enter the dollar figure from
the second line of table 7 in the guide on the second line of the "Tax Amount" column
on the screen. Continue this for any remaining table 7 data.
12. PLUS PERCENT: Enter the percent figure used to calculate the amount of
withholding. For example, look in the Federal Employer's Tax Guide, Publication 15,
for the Tables for Percentage Method of Withholding, Table 7 for a Married person.
The first "over" figure usually does not have a flat dollar amount to withhold, only a
percent figure. Enter this percent figure on the first line of the "Plus Percent" column
on the screen. The rest of the "Over" figures in table 7 in the guide have both a flat
dollar figure and a percent figure. Enter the percent figure from the second line of
table 7 in the guide on the second line of the "Plus Percent" column on the screen.
Continue this for any remaining table 7 data.
13. Continue with steps 10-12 until all tax data is entered.
When you finish entering all of the amounts in their respective fields, press <F10> to save
the changes you have made. At the prompt "Save Inputs[Y]:_", enter Y (Yes) to save the
screen or N (No) to discard the changes. You will be returned to the Payroll Utility Menu.
It is very important that you enter the correct data into the correct fields, otherwise all of
your tax calculations will be wrong for the entire year.
Continue entering any additional state and/or city Tax Table information and any information
for Earned Income Credit, if needed. Please refer to your tax guides for further information.
Repeat steps 1 through 13 for each tax table needed. Remember that each table created in
the program will cover only the type of table and marital status indicated. For example, if
a state table is created for married persons (the entries would include Tax Table:S, State
code and Marital Table:M), only your married employees for the state will have withholding
computed. Be sure to create a Single table and, if needed, a Head of Household table also. PR6b - End-of-Period Posting
The End-of-Period posting procedure is performed ONLY at the end of the CALENDAR
year and AFTER you have printed your Form W-2's and Form 1099's. This process will
remove all payroll transactions and clear all year-to-date information. This process must also
be done before entering any new calendar-year transactions. If not, employee year-to-date
information will be incorrect.
WARNING
It is very important that you make a back up copy of your data before you run this
End-of-Period Posting procedure. Once you run the End-of-Period Posting
procedure, you cannot generate reports for the prior calendar year, since the
transactions are erased during the procedure. The back up copy can be used if you
need to retrieve any information from last years' payroll transactions. This back
up data disk is your only way to recreate this information.
To run the End-of-Period Posting, do the following:
1. From the Payroll Main Menu, select "Utility Menu".
2. From the Payroll Utility Menu, select "End of Period Posting" .
3. The first screen that appears contains several notices and warnings regarding the end-
of-period posting process. TAKE HEED OF ALL NOTICES AND WARNINGS
ON THIS SCREEN! Press any key to continue.
4. Again, be sure you have made a backup data disk.
5. A small window in the middle of the screen says "Do you want to continue:".
If you enter N (No), you will be returned to the Payroll Utility Menu.
If you enter Y (Yes), the End-of-Period Posting procedure will be performed.
PR6c - Print End of Year W-2s
This feature will print your Form W-2's automatically, without you having to figure out any
of the amounts.
Load your printer with your pre-printed continuous Form W-2 forms. Continuous W-2's can
be ordered from Deluxe Computer Forms by calling 1-800-328-0304. If you do not have
continuous Form W-2 forms, the same information can be obtained from the Employee
Listing report. Bottom Line Accounting will print Form W-2's for only those employees that have had
deductions from their wages, thus separating them from any employees whose wages are not
subject to any withholding (these employees get the Form 1099 instead).
To print the Form W-2's, do the following:
1. From the Payroll Main Menu, select "Payroll Utility Menu".
2. From the Payroll Utility Menu, select "Print End of Year W-2s". The following
screen appears:
Figure PR6-3 W-2 Statements
3. At the destination prompt, select the destination of the report.
4. Enter the employee account number range for this report. Enter both the starting and
ending employee numbers. The report will include all employees within this range.
Press <F2> for a pop-up employee list at either prompt.
5. You will now be prompted for "Enter City Short Name" This name will be placed in
the "Name of locality" box on the Form W-2. Enter an eight character city name.
NOTE: Notice the message on the screen that warns about extra-deductions and
non-taxable other earnings which are not included on the Form W-2
statement. These amounts must be entered manually in the appropriate
boxes.
6. Next, at the "Print W-2 lineup[N]:" prompt, enter a Y (Yes) until you have the Form
W-2s properly lined up in your printer. Once you answer this prompt with an N (No),
your Form W-2's will be printed. Until you answer the alignment pattern with a N,
you may abort the Form W-2 printing process and return to the Payroll Utility Menu
by pressing <Esc>.
After the Form W-2s have been printed, you will be returned to the Payroll Utility Menu.
PR6d - Print End-of-Year 1099s
This feature will print your Form 1099s automatically, without you having to figure out any
of the amounts.
Load your printer with your pre-printed Form 1099 continuous forms. Continuous forms can
be ordered from Deluxe Computer Forms by calling 1-800-328-0304. If you do not have
continuous forms, the same information can be obtained from the Employee Listing report.
Bottom Line Accounting will print Form 1099s for only those employees which have no
deductions from their wages, thus separating them from any employees whose wages are
subject to any withholding (these employees get the Form W-2 instead).
To print the Form 1099s, do the following:
1. From the Payroll Main Menu, select "Payroll Utility Menu".
2. From the Payroll Utility Menu, select "Print End of Year 1099s". The following
screen appears:
Figure PR6-4 1099 Statements
3. At the destination prompt, select the destination of the report.
4. Enter the employee account number range for this report. Enter both the starting and
ending employee numbers. The report will include all employees within this range.
For a pop-up employee list, press the <F2> key at either prompt.
5. Next, at the "Print 1099 lineup[N]:" prompt, enter a Y (Yes) until you have the Form
1099 forms properly lined up in your printer. When you answer this prompt with a
N (No), your Form 1099's will be printed. Until you answer the alignment pattern
with a N, you may abort the Form 1099 printing process and return to the Payroll
Utility Menu by pressing <Esc>.
After the Form 1099 forms have been printed, you will be returned to the Payroll
Utility Menu. PR6e - Export Payroll Transactions
This function is a very advanced feature, primarily used by expert users. It allows you to
export all or part of the Payroll Transactions file, creating an ASCII text file. The
arrangement, or record layout, of the ASCII text file is as follows:
Field Name Start Length Mask
Employee # 1 6 Text/Number
Period End Date 7 8 User-defined in configuration
Regular Hours 15 7 ###.###
Overtime1 Hours 22 7 ###.###
Overtime2 Hours 29 7 ###.###
Sick Hours 36 7 ###.###
Vacation Hours 43 7 ###.###
Holiday Hours 50 7 ###.###
Gross Earnings 57 10 #######.##
Fed Withholding 67 8 #####.##
State Withholding 75 8 #####.##
City Withholding 83 8 #####.##
SoSec Taxes 91 8 #####.##
HI Taxes 99 8 #####.##
Extra Deduction 107 8 #####.##
401K Deduction 115 8 #####.##
User1 Deduction 123 8 #####.##
User2 Deduction 131 8 #####.##
User3 Deduction 139 8 #####.##
User4 Deduction 147 8 #####.##
User5 Deduction 155 8 #####.##
User6 Deduction 163 8 #####.##
Tips 171 8 #####.##
FUTA Tax 179 8 #####.##
401K Employer 187 8 #####.##
User3 Employer 195 8 #####.##
User4 Employer 203 8 #####.##
User5 Employer 211 8 #####.##
User6 Employer 219 8 #####.##
Paid Date 227 8 User-defined in configuration
Check Number 234 7 Text
Accrued Vacation 241 7 ###.###
Accrued Sick 248 7 ###.###
Posted Flag 255 1 Y,N
To export any part or all of your payroll transaction file, do the following:
1. From the Payroll Main Menu, select "Payroll Utility Menu".
2. From the Payroll Utility Menu, select "Export Payroll Transaction file". A window
will appear.
3. At the "Export File Name:" prompt, enter the name you wish to give to the ASCII text
file that will be created by the export, then press <Enter>. Notice that the filename
extension of .TXT is already included.
4. Enter a "Starting Date:" and "Ending Date:". All payroll transactions within this date
range will be exported, creating the ASCII text file named in step 3 above.
When the export is complete, you will be returned to the Payroll Utility Menu.
PR6f - Payroll Configuration Settings
The configuration settings allows you to configure this module to your specific company and
to its specific General Ledger account numbers. This configuration is very important to your
transactions, any pre-printed checks and to the General Ledger account numbers used.
The Payroll configuration is comprised of three screens - the Payroll Configuration screen,
the Tax & Accounts screen and the Check Writing Configuration screen.
To set up your configuration, do the following:
1. From the Payroll Main Menu, select "Payroll Utility Menu".
2. From the Payroll Utility Menu, select "Payroll Configuration Settings". The following
window appears:
Figure PR6-5 Payroll Configuration
This screen is the first of the three screens. Following is an explanation of each of the fields
on the Payroll Configuration screen:
1. FEDERAL TAX ID: Enter your employer's federal tax identification number here.
2. STATE TAX ID: Enter your employer's state tax identification number here.
3. COMPANY NAME: Enter your company name here.
4. ADDRESS 1: Enter your company's address here.
5. ADDRESS 2: Enter a second address line here (if needed).
6. CITY: Enter your company's city name here.
7. STATE: Enter your company's state abbreviation here.
8. ZIPCODE: Enter your company's zip code here.
9. WORK DAYS/YEAR: Enter the actual number of days your employees will work
each year, including all holidays. This number is usually 260 (52 weeks X 5 days).
10. HOURS PER DAY, WEEK, SEMI-MONTH, MONTH: Enter the number of hours
your employees will work for the pay periods listed. When calculating for semi-month
and month, calculate the hours based on a yearly division. For example, if your
employees work 40 hours per week and are paid semi-monthly, multiply 40 hours by
the 52 weeks in the year, then divide by the 24 pay periods per year to equal 86.67
hours per pay period.
11. EMPLOYEE TIPS: This field is used to automatically calculate tips as a percent of
wages when entering transactions. If you do not have tips or do not want automatic
calculation, enter zero.
12. TAX & ACCOUNTS CONFIGURATION: At this prompt, press <Enter> and the
following screen appears:
Figure PR6-6 Tax & Accounts Configuration
This is the second of the three configuration screens. Many of the fields on this screen
require that you have already set up General Ledger accounts to be used by this
module. These accounts are used to interface the Payroll module with your General
Ledger module. You will not be able to enter any payroll transactions until the
required fields on this screen are completed, including valid account numbers.
Bottom Line Accounting allows for two user-defined earnings categories and six user-
defined deduction categories. You may skip or use any or all of these categories as
needed.
The "Title" column on this screen contains titles for each of the two user-defined
earnings categories and six user-defined deduction categories. These titles appear on
the Employee Account screen or on the transaction screen. These titles may be
changed by moving the cursor to the title to be changed and entering a new title. The
title can include any characters and can be up to five characters in size. EARNINGS: USER1, USER2: These two user-defined earnings fields are used when
entering transactions (see section PR3a - "Transaction Data Fields").
A. In the "TITLE" column, enter a title for each of the two earnings fields, if
used. These titles will appear on the transaction screen.
B. Next, in the "EXPEN" column, enter a default General Ledger expense
account for the earnings. This expense account can be overridden when
entering transactions, if needed. Enter a 0 (zero) in any field not used.
DEDUCTIONS: USER1, USER2: Like the two earnings categories above, these two
deduction fields are also user-defined.
A. In the "TITLE" column, enter a title for each of the two deductions fields, if
used. These titles will appear on the transaction screen.
B. Next, in the "LIAB" column, enter a default General Ledger liability account
for each of the deduction categories used. These accounts can be overridden
when entering transactions, if needed. Enter a 0 (zero) in any field not used.
DEDUCTIONS: USER3, USER4, USER5, USER6: These four deduction categories
do not appear when entering transactions. Instead, they are used automatically for
every payroll transaction, based on the information in the Employee Account
screen (see section PR2e - "Adding Employee Accounts", number 25). They are
very powerful and have many options.
A. In the "TITLE" column, enter a title for each of the four deduction fields you
will use. These titles will appear on the Employee Account screen (item 25)
and on all reports showing these deductions.
B. Next, in the "PERCENT" column, enter the percent of taxable gross wage,
for the pay period, this deduction should calculate to. For example, if this
deduction is 2.9% of the taxable gross wage, enter 2.9 (not .029) here.
C. Next, in the "LIMIT" column, enter the maximum annual taxable gross wage
limit for this deduction. For example, if this deduction is to be taken on just
the first $10,000.00 of gross wage, enter 10000.00 in this field. Once this
limit figure is matched by the gross wage for an employee, this deduction will
no longer be calculated and deducted.
D. Next, in the "WHO" column, enter one of the following to determine who
pays the deduction:
C = Company (employer)
E = Employee
B = Both
E. Next, in the "LIAB" column, enter a General Ledger liability account number
for this deduction. Press <F2> for a pop-up General Ledger accounts list.
Enter a 0 (zero) in any field not used.
F. Lastly, the "EXPEN" column. If the "WHO" column contains either a C
(Company) or B (Both), you will need to enter a General Ledger expense
account number in this column. If the "WHO" column contains an E
(Employee), no General Ledger expense account number is needed. Press
<F2> for a pop-up General Ledger accounts list. Enter a 0 (zero) in any
field not used.
SoSec: (Required) At this prompt, enter the percent, limit, liability account and
expense account as described in steps B. through F. above. The liability and
expense accounts used here cannot be the same as used with HI, below. Per
federal rules, Social Security is paid by both the employee and employer, so the
"WHO" column is always B (Both) and cannot be changed.
HI: (Required) This is the Medicare (Hospital Insurance) portion of the separate
withholding requirement. At this prompt, enter the percent, limit, liability account
and expense account as described in steps B. through F. above. The liability and
expense accounts used for HI cannot be the same as used with SoSec, above. Per
federal rules, this Hospital Insurance is paid by both the employee and employer,
so the "WHO" column is always B (Both) and cannot be changed.
The percent and dollar figures for the SoSec and HI fields can usually be found
on page 1 of IRS Publication 15 (Circular E, Employer's Tax Guide).
FUTA: (Required) At this prompt, enter the percent, limit, liability account and
expense account as described in steps B. through F. above. Per federal rules,
FUTA is paid only by the employer, so the "WHO" column is always C
(Company) and cannot be changed.
401K: At this prompt, enter the percent, limit, who, liability account and expense
account as described in steps B. through F. above. The "WHO" column is hard-
coded to B (Both) and cannot be changed. The 401K employee contribution
amount (specified on the Employee Account screen) will be matched by the
employer, based on the percent figure entered on this line. For example, assume
that the employee is contributing $30.00 per check to a 401K plan and the
employer has agreed to contribute an additional 25%. Enter 25 (not .25) in the
"PERCENT" column. This will cause the employee to contribute $7.50 per check
to the employees 401K plan and will debit the expense account and credit the
liability account specified. Only employee-contribution-based plans (with or
without employer percentage contribution) are supported by the program.
Employer-only contribution plans are not supported. G/L LIABILITY ACCOUNTS - FWH, SWH, CWH: At these three fields (Federal
WithHolding, State WithHolding and City WithHolding), enter the appropriate
General Ledger liability account numbers. Press <F2> for a pop-up General
Ledger accounts list. If any of these fields are not used, enter 0 (zero).
EXTRA AMOUNTS: EARNINGS - TAXABLE, ACCOUNT: These fields
determine whether the "Extra Amount: Earnings" amount (entered in the
Employee Account screen) is subject to withholding and to what General Ledger
account the earning is applied.
A. At the "Taxable:" prompt, enter Y (Yes) if the "Extra Amount: Earnings" is
taxable or N (No) if it is not taxable.
B. At the "Account:" prompt, enter the General Ledger account number (usually
an expense account) to be debited for the extra earning.
EXTRA AMOUNTS: DEDUCTIONS - PRE TAX, ACCOUNT: These fields
determine whether the "Extra Amount: Deduction" amount (entered in the
Employee Account screen) is subject to withholding and to what General Ledger
account the deduction is applied.
A. At the "Pre Tax:" prompt, enter either:
Y (Yes) if the "Extra Amount: Deductions" should be taken out BEFORE
withholding calculations
OR
N (No) if the "Extra Amount: Deductions" should be taken out AFTER
withholding calculations.
B. At the "Account:" prompt, enter the General Ledger account number (usually
a liability account) to be credited for the extra deduction.
When this screen is complete, you will automatically be shown the "Check Writing
Configuration" screen described in step 13 below.
NOTE: If any field in the Tax & Accounts Configuration screen is invalid, you
will get an error message and the cursor will land on the invalid field.
Enter the corrected data into the field and press <F10> to save the
screen. This process will continue until all fields are valid.
13. CHECK WRITING CONFIGURATION: Pressing <Enter> at this prompt
will bring up the "Check Writing Configuration" screen, the third of the three
3. At the destination prompt, select the destination for your report.
The report will be generated. PS3g - G/L Distribution Report
1. From the POS/Invoicing Main Menu, select "Reports Menu".
2. From the POS/Invoicing Reports Menu, select "G/L Distribution Report". The
following screen appears:
Figure PS3-6 G/L Distribution Report Input Screen
3. At the destination prompt, select the destination for your report.
4. At the Date prompts, enter the date range (as described above) for this report.
The report will be generated.
In conclusion, if you are unfamiliar with any of these reports, try printing reports using the
"SAMPLE" accounts, as well as referencing Appendix G for samples of these reports. Doing
so will give you an idea of how the reports look and how they might be used. SECTION PS-FOUR - UTILITIES
The POS/Invoicing Utility Menu contains two important menu items, both of which are
covered in detail below. To access the POS/Invoicing Utility Menu, select "POS/Invoicing
Utility Menu" from the POS/Invoicing Main Menu. The following Menu will appear:
Figure PS4-1 POS/Invoicing Utility Menu
PS4a - End-of-Period Posting
The end-of-period posting is performed only at the end of an accounting cycle (usually at the
end of the year). This process will close out all of the transactions.
All transactions are read (through date selected) and all old transactions removed.
The best time to actually run the end-of-period posting is on January 1 or on the first day of
the new accounting period. This procedure should be run only after you are certain that there
are no more transactions to be posted in the old accounting period and after you have made
a usable backup copy of your data files.
Note: It is very important to make a usable backup copy of your data files before you
run the end-of-period posting. If you need to get a listing of your last accounting
period's transactions, your backup data disk is your only way to recreate the last
accounting period. Furthermore, once you have run this process, you cannot
generate reports for the time period covered by the end-of-period posting. Please
refer to section GS4g - "Backing Up Data Files" in the Getting Started section of
this manual for instructions on how to back up your data files. The only requirement for running an end-of-period posting is if you are running out of disk
space. You can keep your transaction files active for as long as you want, provided you have
enough disk space.
To run the end-of-year posting, select "End of Period Posting" from the POS/Invoicing Utility
Menu.
1. The first screen that appears contains several notices and warnings regarding the end-
of-period posting process. TAKE HEED OF ALL NOTICES AND WARNINGS
ON THIS SCREEN! Press any key to continue.
2. Again, be sure you have made a useable backup data disk.
3. A small window in the middle of the screen says "Do you want to continue:". If you
answer N (No), you will be returned to the POS/Invoicing Utilities Menu. If you
answer Y (Yes), you will be prompted for a post through date as shown below:
Figure PS4-2 End-of-Year Posting
4. At this prompt, enter the ending date of the posting period. For example, if you want
to post through the end of the 1991 calendar year, you would enter 12-31-91.
To keep the entire last year on-line for historical "look-ups", we recommend that you
only post transactions which are two years old (e.g: on 01-01-92, enter a post through
date of 12-31-90).
PS4b - Configuration Settings
Configuration settings are very important as it defines your interface with other modules,
information about your invoices, printer ports, service descriptions, tax percentages and other
information.
To set up the configuration settings, select "Configuration Settings" from the POS/Invoicing
Utility Menu. The following screen will appear:
Figure PS4-3 Configuration Settings
1. At the "Interface to A/R" prompt, enter Y to interface the Accounts Receivable module
with this module. This will allow access to all your customers' data in the Accounts
Receivable module. If you don't have Accounts Receivable or do not want to interface
with Accounts Receivable, enter N.
2. At the "Inventory" prompt, enter Y to interface the Inventory module with this module.
A setting of Y is required if product invoices are to be created. If you don't have
Inventory or want to create only service invoices, enter N.
3. The next four prompts interface this module with the General Ledger module. At the
"Cash Account" prompt, enter the General Ledger cash account number. You may
press <F2> for a pop-up Chart of Accounts listing. This field must contain an actual
account number.
4. At the next "Sales Income" account prompt, enter your General Ledger income account
number. Again, you may press <F2> for a pop-up Chart of Accounts listing. If you
have only one Sales Income account, enter that account number here. If you have
more than one Sales Income account, enter 0 (zero) here. When entering invoices, this
number will automatically pop-up in the account number field on the invoice. If this
number is a 0 (zero), you will then be able to enter the correct sales income account
for that particular item on the invoice.
5. At the "Misc. Income" prompt, enter the income account number which you are using
for your miscellaneous charges when entering invoices. If you only have one income
account, enter that number here. This field is mainly for those who need to track their
miscellaneous income separately. Press <F2> for a pop-up Chart of Accounts
listing. This field must contain an actual account number.
6. The last interface account is "Tax Liability". At this prompt, enter your tax liability
account number. All taxes collected will be posted to this account for easy calculation
of tax payment amounts. Press <F2> for a pop-up Chart of Accounts listing. This
field must contain an actual account number.
7. The next six fields allow you to customize where your printer will start printing the
invoices. If you are unsure of these settings, use the defaults as shown above.
Changing these numbers will only affect the alignment of your forms and are mainly
used for single sheet printers (like laser printers).
8. At the "Service Descriptions" prompt, press <Enter> and a "Pop-up Service
Descriptions" window will appear. Here you may enter up to 10 default descriptions
and unit prices, which you can pop-up and paste into your service invoices. These
default descriptions can save many keystrokes for companies which use the same
descriptions over and over. When finished entering your default descriptions and unit
prices, press <F10> to save them.
9. The next prompt allows you to select which "Forms Printer Port:" to use for invoices.
This is a multiple choice field. To change the port selection, press the space bar or
click the left button on your mouse. When your choice is shown, press <Enter>.
10. At the "FOB Point" prompt, enter your most common FOB point. This will then
become the default when entering invoices. This can save time and keystrokes when
entering your invoices.
11. Next, if you are using pre-printed invoices, enter Y at the "Pre-printed Invoices:"
prompt. The pre-printed Product Invoice form number is 090678. The pre-printed
Service Invoice form number is 091300. If you are printing your invoices on plain
paper, enter N.
12. Lastly, enter the sales tax percent to be used on taxable items at the "Sales Tax"
prompt. This tax percentage will be used on taxable items when entering invoices.
If you are using the Accounts Receivable module and select a customer number for this
invoice, this tax percent will be overridden with that customer's preset tax percentage.
13. After entering the tax percentage, you will be prompted with "Save Changes". Answer
this prompt with Y (Yes) to save this configuration or N (No) to discard all changes.
NOTE: When making any changes to this screen, you may press <F10> to save
those changes. It is not necessary to press <Enter> several times to move
through the complete screen and get the "Save Changes" prompt.
SECTION PS-FIVE - HINTS AND SUGGESTIONS
Using POS/Invoicing with the Inventory module allows you to not only track your
sales, but to keep your inventory on-line and accurate every day. No more end-of-
month inventory adjustments/calculations to make.
Using POS/Invoicing with the Accounts Receivable module provides easy one step data
input for sales to credit customers as all credit transactions will automatically be posted
to the Accounts Receivable module and customer balances updated accordingly.
Keep a current backup copy of your data disk each time you update your data. This
will safeguard against loss of data due to a power failure or other problem.
To pause the printer while printing reports, press any key.
SECTION IN-ONE - INTRODUCTION
IN1a - The Inventory Module
This module manages the goods and services that you sell. It tracks both products (goods you
sell) and services (work you perform). It keeps track of your costs for these items and
informs you of selling volume (which items sell the best and which items sell slowly). It
even helps you manage your stocking levels with on-hand and reorder reports. Inventory will
also track your costs with FIFO, LIFO, standard, or specific item cost methods. This module
will calculate your cost of goods sold, which is very important for proper financial
management.
Benefits of using this module and tracking your inventory are:
Instant inventory valuation.
Quantities on-hand.
Cash tied up in inventory.
Tracks units sold.
See instantly best selling items.
Better manage stocking levels.
Calculates Cost of Goods sold.
Tracks multiple inventory classifications.
Your inventory is one of your most important and expensive costs in your business. Proper
management of this asset can lead to better cash flow management and greater financial
success.
This module will track the following for each inventory item:
Units received, adjusted, sold and returned.
Products and services.
Taxable items.
Units on-hand.
FIFO, LIFO, standard and specific unit costing.
Reorder level and quantity to order.
Last order date.
Vendor and product number.
Some of the great features of this module include:
14 digit alpha/numeric item numbers.
Up to 10,000 items (based on hardware configuration and set up).
Unlimited number of transactions.
Support of physical inventory.
Three pricing levels.
Transaction amounts up to 99 million.
Ability to print reports from any prior period.
History on-line and available at all times.
Integration with General Ledger.
Reports Include:
Inventory Journal
Item Account History
Inventory Schedule
Activity Report
On-Hand Detail Report
Reorder Report
Price List
Inventory Item Report
Reference Number Purchases
Non-Posted Transactions Journal
G/L Distribution Report
IN1b - Integration/Operation
The Bottom Line Accounting Inventory module fully integrates with the General Ledger and
POS/Invoicing modules. This module's function is to track your Inventory Asset account
balances. It will generate transactions which show all purchases, credits, sale of and return
of inventory. It tracks both cost and units. This module by itself does not track sales dollars
and income, the POS/Invoicing module performs this function.
The following describes, from an accounting point of view, what transactions this module
performs. The four types of transactions and their debit/credit impact are described below:
GENERAL LEDGER ACCOUNTS
DESCRIPTION TYPE DEBIT ACCOUNT CREDIT ACCOUNT
Vendor Purchase P Inventory Asset Inventory Liability
Vendor Credit Return C Inventory Liability Inventory Asset
Customer Sale S Cost of Goods Sold Inventory Asset
Customer Return R Inventory Asset Cost of Goods Sold
Typically, when goods or services are sold, there are two transactions to be made. The first
records the sale (Debit cash and credit income) and the second reduces inventory and adjusts
cost of goods sold (Debit COGS and credit inventory). Only this second transaction is
handled in this module. The POS/Invoicing module, used in tandem with this module, will
record BOTH transactions at once. If you are not using the POS/Invoicing module, you must
also record the first transaction in either the General Ledger or Accounts Receivable module.
IN1c - Inventory Setup
The following steps are to help you in setting up your new Inventory module. They are only
a guide and not intended to replace reading the appropriate sections in this manual. It is
assumed that you have already installed Bottom Line Accounting Inventory on your hard disk
and have started the program. If this is not the case, refer to the Getting Started section of
this manual before reading any further.
1. First, go to the Inventory Utility Menu. From this menu select Configuration Settings
and set up your G/L Interface Accounts. You will need the following three General
Ledger accounts: Inventory Asset (type A), Inventory Payable (type L) and Cost of
Goods Sold (type E). These accounts are required in order to use and interface this
module. Refer to section IN5e - "Configuration Settings" for further details.
2. Next, from the Inventory Main Menu, select "Update Inventory Items" to set up your
goods and services to be inventoried. See Section IN-Two - "Inventory Items" for
details.
3. Now you are ready to start using Inventory by adding transactions. The first
transactions to be added are "purchases" for all your goods and services currently on-
hand. These "Purchases" will then be your starting balance amounts for your
inventory system. Please note that for services there is no quantity on-hand or
beginning balance. From the Inventory Main Menu, select "Transactions Menu".
From that menu select "Input Transactions" and begin your transactions. See Section
IN-Three - "Transactions" for further instructions.
4. After you have entered transactions, you can now print reports. From the Inventory
Main Menu, select "Reports Menu". See Section IN-Four - "Reports" for information
on different reports. SECTION IN-TWO - INVENTORY ITEMS
Your Inventory Items are a listing of goods and services to be sold. You can create up to
10,000 items (depending on your hardware configuration and set up). In this section, you
will learn how to add items, change information about these items and how to delete items
no longer in use.
IN2a - What are Inventory Items?
Simply put, Inventory Items are a listing of all goods and services your company sells. Each
of these items has a unique "Item Number". This 14-digit alphanumeric number is used
whenever you are entering transactions (purchases, sales, etc.) related to a particular item.
IN2b - Inventory Items Organization
When choosing your inventory "Item Number" you might use a UPC code, a vendor stock
number or your own stock number. These are alphanumeric numbers of up to 14-digits in
length. They are always sorted in ascending order. You should take time to develop a
numbering scheme before starting. Most reports are printed in Item Number order and some
allow a range of items to be printed.
It is important to remember to always leave enough room within your selected range for new
items to be added at a later time. If you need to reorganize your Item numbers at a later
time, refer to section IN5d - "Changing Item Numbers".
IN2c - Inventory Items Data Fields
The following describes each of the data fields used in setting up an inventory item:
ITEM: (Required) This can be up to a 14-character, alpha-numeric "number" used to
identify each inventory item. This number is created by you and may be any
combination of letters and numbers. For example, ABCXYZ if alphabetic, 100000 if
numeric, or ABC123 if alpha-numeric. The Item number is also used as a sort order
option on some reports.
DESCRIPTION: (Required) This is a 30-character description of the item.
PROD/SERV: (Required) Select whether this item is a product or service by entering a P
for product or S for service. Products are goods you stock and sell, while services are
work you perform. Keep in mind that services do not have an inventory value, nor
units-on-hand.
TAXABLE: (Required) Enter Y (Yes) if the item is normally a taxable item or N (No) if
this item is not normally a taxable item. This field is used by POS/Invoicing and will
automatically calculate the taxable amount of the sale. You may override this default
when using POS/Invoicing.
UNIT OF MEASURE: (Optional) This field is used to enter a unit of measure for this
item. Examples of measures might be "Each", "Doz", "Pair" and "Hour". This is the
quantity to be sold for this item. An example of items sold as a "Pair" would be
shoes. This field is only used in reports and will not affect any calculations or
cost/sales figures.
DEPARTMENT: (Optional) This field is a user-defined four-digit alpha-numeric code used
to identify items within a specific department.
UNITS On-hand: This is an information field only and does not accept inputs. This field
is updated automatically as transactions are entered.
VALUE: This field is also for information only and does not accept inputs. This field
shows the total value of on-hand units for this item. It is updated automatically as
transactions are entered.
COST METHOD: (Required) Enter your preferred cost method in this field. There are
four cost options available.
"F" = FIFO - First In First Out costing.
"L" = LIFO - Last In First Out costing.
"S" = Standard costing. Service type items must use this method.
"U" = Specific Unit costing.
Selecting the correct cost method is very important and can seriously affect your
inventory valuation. With standard costing the inventory module does not change the
cost of each item unless you change it. It is similar to fixed cost. When using LIFO
or FIFO methods the cost of each item in a purchase is tracked separately.
Specific unit costing keeps track of the cost of each specific unit in inventory. It is
very useful when selling items and tracking their specific serial numbers. During
transaction input for purchases or sales, the "Reference" field is used to track and
identify specific units or specific item serial numbers. When you purchase an item,
you must enter each item individually and add its specific serial number in the
reference field of the transaction. When you sell an item, you must enter the serial
number for the unit being sold. Inventory will then look up the cost for this unit and
use that cost for the sale. See Section IN-Three - "Transactions" for further details.
LAST COST: This field is an information only field. No inputs are accepted in this field.
This field shows the per unit cost of your last purchase of this item.
STD COST: (Optional) If you have selected cost method S (Standard costing), enter the
per-unit standard cost in this field. This field is not used for other costing methods. SELLING PRICES: (Optional) There are up to four pre-set selling prices available which
allow you to establish multiple selling prices for each inventory item. These prices are
used by the POS/Invoicing when entering invoices. They serve no function when using
Inventory without POS/Invoicing. When using POS/Invoicing, there is a pop-up
window which can be used to select one of these three prices. These prices can be
changed at any time and print on the Price List report.
REORDER LEVEL: (Optional) Enter the minimum stock level at which you need to
reorder more of this item. Once your on-hand level has reached this level this item
will show up on the Reorder report. This field is not used for service type items.
REORDER QTY: (Optional) This field allows you to enter a reorder unit amount which
will show on your Reorder report. This is the quantity which you normally reorder
at one time. Entering a zero in this field will prevent this inventory item from
appearing on the Reorder report, which is useful for items you do not normally stock.
This field is not used for service type items.
LAST ORDERED: (Optional) This field allows you to enter and track the last time you
ordered this item. Enter the date of your last purchase. This field will show on the
Reorder report. This date will be updated each time you enter a type P (Purchase)
transaction. This field is not used for service type items.
VENDOR: (Optional) Enter the vendor number from whom you normally order this item.
This vendor number does not tie to the Accounts Payable module, but we recommend
that if you are using A/P you enter the same vendor number. This field prints on the
Reorder report.
ITEM #: (Optional) Enter your vendor's reorder item number here. This number is used
for "lookup" convenience and will print on the reorder report.
G/L ACCOUNTS: INVENTORY: (Required) Enter the G/L inventory account number
for this item. This field overrides the configuration default account number. It can
be used to group your inventory items into specific asset accounts for tracking
purposes. Press <F2> for a pop-up Chart of Accounts window. The default will be
the account set up in the configuration settings.
G/L ACCOUNTS: COST OF GOODS SOLD: (Required) Enter the G/L Cost of Goods
Sold account here. This field overrides the configuration default account number. It
can be used to group your COGS into specific expense accounts for tracking purposes.
Press <F2> for a pop-up Chart of Accounts window.
IN2d - Getting Familiar with Inventory Items
In order to familiarize yourself with the way inventory items are organized, and before
creating your own inventory items, follow the steps below by using the "SAMPLE" accounts:
1. After you have started Bottom Line Accounting, select the filename "SAMPLE". Refer
to the Getting Started section of this manual, section GS2b - "Selecting the Disk Drive,
Path and Data File" for details.
2. From the Inventory main menu, select "Update Inventory Items". The following
screen appears:
Figure IN2-1 Item Listing
Notice how the sample Inventory Items are organized. The window will display up to
eighteen items at one time. To see more accounts, use the cursor arrow keys, or the mouse,
to scroll through the listing. To select an item to be modified, press the <Enter> key when
the cursor is highlighting that item or, if you know the beginning number or letter of that
item, simply type it in. The first item in that range will appear at the bottom of the window,
with the cursor automatically on that item. For example, entering T will take you to the first
item starting with the letter T or entering 4 will take you to the items starting with the number
4. If you know the complete item number, simply enter the number and the cursor will
position itself on that specific item.
Before setting up your own Items, you may want to create a practice item by entering data
into the "SAMPLE" data files. Simply follow the steps in section IN2e - "Adding/Modifying/
Deleting Items", below, for practice.
IN2e - Adding/Modifying/Deleting Items
This section will describe how to add, modify and delete items from Inventory.
From the Inventory Main Menu, select "Update Inventory Items". Figure IN2-1 (above) will
appear. At the bottom of the screen, notice five available functions:
<F1>Help <F3>Add <F4>Mod <F5>Del <Esc>Exit
When working on your Inventory Items, select <F3> to add an item, <F4> to modify an
item or <F5> to delete an item. Following are detailed instructions for each of these
functions.
NOTE: You may call up the context sensitive help system at any time by pressing
<F1>.
ADDING AN ITEM: Press <F3>. Figure IN2-2, below, will appear.
Figure IN2-2 Add Inventory Item
NOTE: If there are no existing items, the "ADD INVENTORY ITEM" window will
automatically appear without the need to press <F3>.
After entering information in a field, press the <Enter> key to move to the next field.
To backup to a previous field, press the <Backspace> or <Shift-Tab> key.
1. Enter your new item number at the "Item" prompt and press <Enter>.
2. At the "Description" prompt, add the description of this item.
3. At the "Prod/Serv" prompt, enter P for product or S for service.
4. Next, enter Y or N at the "Taxable" prompt, depending on whether this item is taxable
or not.
5. Enter the "Unit Measure" for this item ("Each", "Pair", etc.).
6. Enter the "Department" expense name (if any) for this item.
7. At the "Cost Method" prompt, enter F, L, S or U, as described above, to select your
costing method.
8. If you selected S as your cost method in step 7 above, enter the standard cost for this
item at the "Std Cost" prompt.
9. Enter your "Selling Price" at the A:, B:, C: and D: prompts. If you have only one
price, leave prices B:, C: and D: at 0 (zero).
10. At the "Reorder Level" prompt, enter the on-hand minimum quantity at which you
want to reorder this item.
11. At the "Qty" prompt, enter the quantity to be ordered on your next reorder.
12. During this add, the "Last Ordered" date will be your computer's date. Enter the date
when this item was last ordered.
13. At the "Vendor" prompt, enter the vendor number from whom you order this item.
14. At the "Item #" prompt, enter the vendor's product number.
15. Next, enter the G/L inventory asset account number for this item at the "G/L
ACCOUNTS: Inventory" prompt. Press <F2> for a pop-up Chart of Accounts
listing.
16. Lastly, enter the G/L Cost of Goods Sold expense account number for this item at the
"Cost of Goods Sold" prompt. Press <F2> for a pop-up Chart of Accounts listing.
Upon pressing <Enter> at this last prompt the new item will be added to the Items list
shown in figure IN2-1. To add additional items, press <F3> and the "Add Inventory
Item" window will reappear. When finished adding items, press <Esc> to return to the
menu prompt.
MODIFYING AN ITEM: From the Inventory Main Menu, select "Update Inventory Items",
then press <F4>. The following screen will appear:
Figure IN2-3 Modifying an Item
Notice that the cursor is automatically on the "Descrip" field, but may be moved to the
field you wish to modify by pressing <Enter> or the arrow keys. If you want to blank
out a field, move to that field and press the <Spacebar> (or "0" for numeric fields). In
order to change the item number, however, you will need to use the procedure described
in section IN5c - "Changing Item Numbers". This procedure changes item numbers, as
well as moving all related transactions to the new item number.
DELETING AN ITEM: From the Inventory Main Menu, select "Update Inventory Items".
To delete an item, the item must have no transactions entered against it. If transactions
exist, you must wait until all units have been sold and perform an end-of-period closing as
described in section IN5a - "End-of-period Posting" before the item can be deleted.
To delete an item, move the cursor to the appropriate item in the item listing window, using
the arrow keys or mouse. Next, press <F5>. When you answer Y (Yes) to the "Are
you sure" prompt, the item will be deleted.
IN2f - Setting Your Beginning Inventory
To set your beginning "Units on-hand" and value, you must enter a purchase "P" type
transaction, which reflects your current units and valuation for each inventory item on-hand.
This procedure is for product items only. Services do not have a valuation or on-hand units.
1. First, perform a physical count of all items on-hand.
2. Next, determine a cost or value for these items. 3.Lastly, enter your transactions using the "Input Transactions" procedure described in
section IN3b - "Entering Transactions". Be sure to enter a type P (Purchase)
transaction for each item on-hand. You CANNOT accomplish this by performing the
"Physical Inventory" function, as this function is designed to REDUCE units on-hand
by creating units sold. SECTION IN-THREE - TRANSACTIONS
An inventory transaction is any event which changes your inventory on-hand units or cost.
There are four types of transactions: (P)urchases - Goods purchased from a vendor which will
be resold and will increase on-hand units; (C)redits - or purchase returns to a vendor which
decrease on-hand units; (S)ales - Goods sold to your customer which decrease on-hand units;
and (R)eturns - where customers return goods previously purchased from you.
NOTE: Transactions entered in this module adjust the inventory asset balance and the
units on-hand balances only. These transactions DO NOT affect sales
(income) or cash/receivables amounts. These type of transactions are handled
by the POS/Invoicing module.
This section describes how to enter inventory transactions, as well as how to perform physical
inventory adjustments.
IN3a - Transaction Data Fields
The following describes each of the data fields in transactions:
DATE: (Required) Enter the date of this transaction.
NOTE: The default date mask is set to mm-dd-yy. To change this format, refer to
the Getting Started section of this manual, section GS3d - "Setting the System
Configuration", "Date Mask".
TRAN TYPE: (Required) Enter the one character type code for this transaction. Valid
types are as follows:
P = Purchase of goods for sale (inventory increase).
C = Credit on return of goods to vendor (inventory decrease).
S = Sale of goods or services to customer (inventory decrease).
R = Return of goods or services by customer (inventory increase).
NOTE: For costing purposes, type "R" transactions will be accepted for return at the
"Last Cost" amount for this inventory item, i.e. valued at the last purchase
price of this product from vendor.
Services CANNOT be received or credited.
If you have entered an incorrect transaction, you cannot modify or delete it.
To solve this problem you can enter a reversal transaction (i.e. to reverse a
(P)urchase, enter a (C)redit transaction).
ITEM NUM: (Required) This can be up to a 14-character, alpha-numeric number which
was previously set up in Section IN-Two - "Inventory Items". Each time you enter a
transaction for a specific item, simply enter the item number, or press the <F2> key
for a pop-up item number listing. If you enter an item number that does not exist, the
Inventory program will automatically prompt you with "Invalid Item, Add Account?".
Here you have the option to add a new Item on-the-fly. Refer to section IN2e -
"Adding/Modifying/Deleting Items".
DESCRIPTION: (Optional) This is a 30-character description of this transaction. The
default description will be the description of the item number entered above.
QUANTITY: (Required) Enter the quantity for this transaction. This number is always
a positive number. For reduction in inventory, see transaction type "C" or "R" above.
For Specific Costing, enter a quantity of one in this field. Then identify specific items
by the use of the reference field described below.
For type C transactions, where you are returning an entire purchase, enter zero
quantity. Then, at the reference field, press <F2> to select the entire purchase to
be returned. After pressing <Enter> on shipment to be returned, the quantity will
automatically be changed to the entire shipment amount.
UNIT COST: (Optional) This field is accessible only with type P transactions. For all
other types of transactions, this is a calculated field. For type P transactions, enter a
unit cost or a total price (see next field). The system will calculate whichever field
you leave blank.
PRICE: (Optional) Again, for type P transactions only, enter a unit cost (prior field) or a
total price. The system will calculate whichever field you leave blank.
REFERENCE: (Optional) This field is designed for Specific Costing. If you are using
FIFO, LIFO or standard costing you would usually leave this field blank. For Specific
Costing, the following applies:
Transaction types:
"P" and "R" Enter an identifying "Reference" number for this specific
item being purchased or returned (i.e. serial number).
"S" and "C" Press <F2> and a pop-up Specific Costing window will
appear from which you may select the specific unit to be
sold or credited. Once selected with cursor keys or mouse,
press <Enter>. That specific unit will be selected. The
reference field will then be updated to reflect this selection. IN3b - Entering Transactions
From the Inventory Main Menu, select "Transactions Menu" . The following screen appears:
Figure IN3-1 Inventory Transactions Menu
Then from the Inventory Transactions Menu, select "Input Transactions". The following
screen appears:
Figure IN3-2 Add Transaction
The transaction below will simulate the purchase (and receipt of) software:
1. DATE: Enter the date of this transaction.
2. TRAN TYPE: Enter (P)urchase, (C)redit, (S)ale or (R)eturn transaction type code for
this transaction as described above.
3. ITEM NUM: Enter the item number as described above. For a pop-up item listing,
press the <F2> key.
4. DESCRIPTION: Enter the description for this transaction.
5. QUANTITY: Enter the unit quantity for this transaction, as described above.
6. UNIT COST: For type P transactions, enter either the per-unit cost or the total price
(next field).
7. PRICE: For type P transactions, enter either the total price or the per-unit price
(previous field).
8. REFERENCE: For specific costing, enter the reference or serial number for this
transaction, as described above. For type S and type C transactions, press <F2>
for a pop-up specific cost selection window.
9. At the "Inputs Correct(Y/N):" prompt, enter either:
Y (Yes) if the transaction is correct. Your transaction is then saved to disk and
the cursor will return to the date prompt, ready for your next transaction
OR
N (No) if the transaction is incorrect. You will then be allowed to make necessary
changes. Press <F10> when done.
At any time, you can quit entering transactions and return to the menu prompt by pressing
<Esc>. To receive help anywhere in the program, simply press <F1>.
IN3c - Entering Physical Inventory
This Physical Inventory feature allows those who do not use POS/Invoicing or those who do
not record their sales figures daily to "plug in" their current on-hand inventory levels. This
procedure will then automatically create type S transactions described in section IN3b -
"Entering Transactions", above. The result is that on-hand units are reduced to current
"physical count" levels and inventory valuation is adjusted accordingly. NOTE:If you are using Specific Costing for your inventory items, you should NOT
perform this function, as it allows no control over specific units sold.
To enter your physical inventory transactions, do the following:
1. From the Inventory Transactions menu, select "Physical Inventory". The following
screen appears:
Figure IN3-3 Physical Inventory
2. DATE: Enter the date of the physical inventory. For unit sold tracking, this would
usually be the month in which most of the inventory was sold.
3. ITEM NUM: Enter the item number as described above. Press <F2> for a pop-up
item listing.
4. QUANTITY: The default for this field will be the quantity currently on-hand, per the
inventory system.
If your physical count is less than the quantity shown for this item, enter the new
physical count in this field. Type S transactions will now be created to reduce
your inventory to this new level.
If your number is greater than the quantity shown, you are probably missing some
purchases (type P transactions above). Enter these transactions, as described in
the previous section. Then, return to this section to do your physical inventory
adjustments. 5.After pressing <Enter> at the quantity field, your inventory level for the selected
item will be automatically reduced to this new level. Your cursor will return to the
date prompt for further inputs. To return to the Transactions Menu, press <Esc>.
IN3d - Points To Remember
1. There are four types of transactions within this module. Their debit/credit impact are
described below:
GENERAL LEDGER ACCOUNTS
DESCRIPTION TYPE DEBIT ACCOUNT CREDIT ACCOUNT
Vendor Purchase P Inventory Asset Inventory Liability
Vendor Credit Return C Inventory Liability Inventory Asset
Customer Sale S Cost of Goods Sold Inventory Asset
Customer Return R Inventory Asset Cost of Goods Sold
2. Typically, when goods or services are sold, there are two transactions to be made.
The first records the sale (Debit cash and credit income) and the second reduces
inventory and adjusts cost of goods sold (Debit COGS and credit inventory). Only this
second transaction is handled in this module. The POS/Invoicing module, used in
tandem with this module, will record BOTH transactions at once. If you are not using
the POS/Invoicing module, you must also record the first transaction in either the
General Ledger or Accounts Receivable module.
3. For Specific Costing, always use a quantity of one and use the "Reference" field to
identify/select the specific unit for your transaction.
4. If not using POS/Invoicing, you must enter the sales price transaction into either
Accounts Receivable or the General Ledger. SECTION IN-FOUR - REPORTS
The Inventory Reports Menu allows you to generate a full range of financial reports from
your Inventory database. Reports can be generated to show information for a day, month,
quarter or year. This section will explain how reports can be created to help you get
optimum results from your Bottom Line Accounting program.
IN4a - Explanation of Reports
Each of the eleven reports available from the Inventory module can be sent to your monitor's
screen for immediate viewing, to your printer for hard copy or to a disk for later retrieval.
Various parameters can be specified to give you the specific report you want.
Each of the eleven available reports are described below. All reports can be printed at any
time and as many times as necessary. Samples of these reports are shown in Appendix H and
can be printed while using the "SAMPLE" accounts.
Inventory Journal - This report lists all of the transactions which took place during a
specific date range. You can select any one or all of the different types of
transactions.
Item Account History - This report lists all activity posted to a specific item. It can be
printed for one item or a range of items.
Inventory Schedule - This report shows the inventory on-hand and its value for all
and ending balances for each inventory item. It can be printed for different date
ranges.
On-Hand Detail Report - This report is like the Inventory Schedule report except that it
shows all on-hand inventory by purchase.
Reorder Report - This report shows all product type items which are at or below the
designated reorder level. Items with a reorder quantity of 0 (zero) will not be included
on this report. This report can be sorted in vendor order, such that each page of items
printed will be for a specific vendor. This greatly facilitates reordering.
Price List - This report lists each item and its three price levels. It can be printed for
products, services or both.
Inventory Item Report - This report lists all the information on each item in the Inventory
Items list. It can be printed in item number, name or vendor order. Reference Number Purchases - This report prints a list of all purchases entered with a
specific reference number.
Non-Posted Transaction Journal - This report lists all of the transactions which have not
yet been posted to the General Ledger module.
G/L Distribution Report - This report lists all of the inventory transactions entered and
the General Ledger account to be posted within a specified date range. The report
provides account numbers, account names, debit and credit amounts and a total for the
debits and credits, in account number order.
IN4b - General Instructions for Generating Reports
To generate any report, do the following:
1. From the Inventory Main Menu, select "Reports Menu". The following screen
appears:
Figure IN4-1 Inventory Reports Menu
2. From the Reports Menu, select the report you want to generate (e.g: Inventory
Journal). This example will print the Inventory Journal report. Other reports are
covered later in this section.
IN4c - Inventory Journal Report
Figure IN4-2 Inventory Journal Input Screen
1. As stated earlier, you can send any of the reports to your monitor's screen (S), to a
printer (P) or to a disk drive (D) where the report will be stored as a disk file with its
own filename.
NOTE: If you try to send a report to a printer and do not have a printer, you
will receive an error message.
The first prompt on all of the report input screens is the destination prompt. It appears
as follows:
Screen,Printer,Disk(S,P,D):
Entering an S for screen or a P for printer will send the report to the screen or printer,
respectively. If you enter a D for disk, the system will prompt you for a disk
filename. You can enter any name you wish, following the DOS naming conventions.
The report will then be saved on the default disk drive with the filename you entered,
followed by a filename extension of ".RPT". If you enter a filename that already
exists, the system will ask if you want to delete the old file. Answering Y (Yes) will
replace the existing report with the new report. Answering N (No) will append (add
on) the new report to the already existing report.
The disk file is created in ASCII format, thereby allowing it to be imported into a
word processor, spreadsheet or database for customized reports.
At the "Screen,Printer,Disk(S,P,D):" prompt, enter the letter for the destination of
your report. For this example, enter the letter S.
2. For some reports, you will need to specify a date range. The date-prompt format will
be the format specified in the System Configuration Settings. Refer to section GS3d -
"Setting the System Configuration" in the Getting Started section of this manual. The
date prompt appears as follows:
Starting Date: 01-01-92
Ending Date: 01-31-92
These dates determine the starting and ending date for the report and are included in
the heading of the report. The date range can be as short as one day.
NOTE: The ending date can never be more than one year after the starting date
(e.g: starting date as 05-01-91 and ending date as 04-30-92).
3. The last prompt, "Type of Transactions:" allows you to select the transaction types you
would like included in this report. Valid types are A (All), P (Purchase), C (Credit),
S (Sale) and R (Return). These types are the same as those used when entering
transactions, with the exception of A. Entering A will select all types of transactions.
After entering the type of transaction, the report will be sent to the screen.
The following discusses the other report selection input screens. Any prompts already
discussed will not be covered in detail.
IN4d - Item Account History
1. From the Inventory Reports Menu, select "Item Account History". The following
screen appears:
Figure IN4-3 Item Account History Input Screen
2. At the destination prompt, select the destination for your report.
3. At the Date prompts, enter the date range (as described above) for this report.
4. At the "Items on separate pages" prompt enter either:
N (No) if you want to save paper and put as many items on a page as room permits
OR
Y (Yes) if you want each item number to print on a separate page.
5. Lastly, select an item number range for this report. Enter both the starting and ending
item numbers. The Item Account History report, for all items within this range, will
then be generated.
IN4e - Inventory Schedule
1. From the Inventory Reports Menu, select "Inventory Schedule". The following screen
appears:
Figure IN4-4 Inventory Schedule Input Screen
2. At the destination prompt, select the destination for your report.
The report will be generated. IN4f - Activity Report
1. From the Inventory Reports Menu, select "Activity Report". The following screen
appears:
Figure IN4-5 Activity Report Input Screen
2. At the destination prompt, select the destination for your report.
3. At the Date prompts, enter the date range (as described above) for this report.
4. At the "Department" prompt, enter the item department you would like included in this
report. To select all departments and items, leave this field blank.
The report will be generated. IN4g - On-Hand Detail Report
1. From the Inventory Reports Menu, select "On-Hand Detail Report". The following
screen appears:
Figure IN4-6 On-Hand Detail Report Input Screen
2. At the destination prompt, select the destination for your report.
3. At the "Items on separate pages" prompt, enter either:
N (No) if you want to save paper and put as many items on a page as room permits
OR
Y (Yes) if you want each item number to print on a separate page.
4. Lastly, select an item number range for this report. Enter both the starting and ending
item numbers. A detailed report for all items within this range will then be generated. IN4h - Reorder Report
1. From the Inventory Reports Menu, select "Reorder Report". The following screen
appears:
Figure IN4-7 Reorder Report Input Screen
2. At the destination prompt, select the destination for your report.
3. At the "Sort Order" prompt, select A for Account order, N for Name order or V for
Vendor order.
4. At the "Department" prompt, enter the item department you would like included in this
report. To select all departments and items, leave this field blank.
The report will be generated. IN4i - Price List
1. From the Inventory Reports Menu, select "Price List". The following screen appears:
Figure IN4-8 Price List Input Screen
2. At the destination prompt, select the destination for your report.
3. At the "Sort Order" prompt, select A for Account order, N for Name order or V for
Vendor order.
4. At the "Department" prompt, enter the item department you would like included in this
report. To select all departments and items, leave this field blank.
5. Lastly, at the "Product/Service/All" prompt enter P for Product, S for Service or A
for All item types.
The report will be generated. IN4j - Inventory Item Report
1. From the Inventory Reports Menu, select "Inventory Item Report". The following
screen appears:
Figure IN4-9 Inventory Item Report Input Screen
2. At the destination prompt, select the destination for your report.
3. At the "Sort Order" prompt, select A for Account order, N for Name order or V for
Vendor order.
4. Lastly, at the "Product/Service/All" prompt enter P for Product, S for Service or A
for All item types.
The report will be generated. IN4k - Reference Number Purchases
1. From the Inventory Reports Menu, select "Reference Number Purchases". The
following screen appears:
Figure IN4-10 Reference Number Purchases Input Screen
2. At the destination prompt, select the destination for your report.
3. At the "Reference Num" prompt, enter the specific reference number for the report.
The report will then be printed. IN4l - Non-Posted Transaction Journal Report
1. From the Inventory Reports Menu, select "Non-Posted Transaction Journal". The
2. At the destination prompt, select the destination for your report.
3. The last prompt, "Type of Transactions:" allows you to select the transaction types you
would like included in this report. Valid types are A (All), P (Purchase), C (Credit),
S (Sale) and R (Return). These types are the same as those used when entering
transactions, with the exception of A. Entering A will select all types of transactions.
After entering the type of transaction, the report will be generated. IN4m - G/L Distribution Report
1. From the Inventory Reports Menu, select "G/L Distribution Report". The following
screen appears:
Figure IN4-12 G/L Distribution Report Input Screen
2. At the destination prompt, select the destination for your report.
3. At the Date prompts, enter the date range (as described above) for this report.
The report will be generated.
In conclusion, if you are unfamiliar with any of these reports, try printing reports using the
"SAMPLE" accounts, as well as referencing Appendix H for samples of these reports. Doing
so will give you an idea of how the reports look and how they might be used. SECTION IN-FIVE - UTILITIES
The Inventory Utility Menu contains four important menu items, each of which are covered
in detail below. To access the Inventory Utility Menu, select "Inventory Utility Menu" from
the Inventory Main Menu. The following Menu will appear:
Figure IN5-1 Inventory Utility Menu
IN5a - End-of-period Posting
The end-of-period posting is performed only at the end of an accounting cycle (usually at the
end of the year). This process will close out all of the Inventory transactions.
All transactions are read (through date selected), and all old transactions removed. This
process is automatic and all on-hand items will remain and carry forward into the new year.
The best time to actually run the end-of-period posting is on January 1 or on the first day of
the new accounting period. This procedure should be run only after you are sure that there
are no more transactions to be posted in the old accounting period and after you have made
a usable backup copy of your data files.
Note: It is very important to make a backup copy of your data files before you run the
end-of-period posting. If you need to get a listing of your last accounting period's
transactions, your backup data disk is your only way to recreate the last
accounting period. Furthermore, once you have run this process, you cannot
generate reports for the time period covered by the end-of-period posting. Please
refer to section GS4g - "Backing Up Data Files" in the Getting Started section of
this manual for instructions on how to back up your data files. The only requirement for running an end-of-period posting is if you are running out of disk
space. You can keep your transaction files active for as long as you want, provided you have
enough disk space.
To run the end-of-year posting, select "End-of-period Posting" from the Inventory Utility
Menu.
1. The first screen that appears contains several notices and warnings regarding the end-
of-period posting process. TAKE HEED OF ALL NOTICES AND WARNINGS
ON THIS SCREEN! Press any key to continue.
2. Again, be sure you have made a backup data disk.
3. A small window in the middle of the screen says "Do you want to continue:". If you
answer N (No), you will be returned to the Inventory Utilities Menu. If you answer
Y (Yes), you will be prompted for a post through date as shown below:
Figure IN5-2 End-of-Year Posting
4. At this prompt, enter the ending date of the posting period. For example, if you want
to post through the end of the 1991 calendar year, you would enter 12-31-91.
To keep the entire last year on-line for historical "look-ups", we recommend that you
only post transactions which are two years old (e.g: on 01-01-92, enter a post through
date of 12-31-90).
IN5b - Rebuild Available Units/Indexes
This function rebuilds cost records and available units. Its main purpose and benefit is to
reconstruct on-hand units when item numbers are changed, see section IN5c - "Changing Item
Numbers" and after End-of-period Postings (in both cases this function is automatic). There
is one time where using this function manually is useful. For costing methods (FIFO and
LIFO), item purchases are stored in input order. This procedure will resort purchases and
put them in transaction date order. For example, if you enter purchase (type "P")
transactions out of date order, and you want items to be in date order for FIFO AND LIFO
costing; you MUST run this procedure BEFORE you sell any units. For specific unit and
standard costing methods, this function provides no useful purpose.
IN5c - Changing Item Numbers
This powerful utility allows you to change the item numbers for every existing transaction for
a specific item. It can be thought of as a "global change" feature. For example, if you want
to change the item number "1234" to "ABC1234"; you would run this utility to change all
references to the old item number to the new item number.
NOTE: Since this is an advanced feature, we do not recommend its use by those new
to Bottom Line Accounting. It is very important to make a complete backup
copy of your data files prior to running this utility. Should something go
wrong (e.g: power failure), it will be easier to recover if you have an original
copy of the data files. Please refer to section GS4g - "Backing Up Data Files"
in the Getting Started section of this manual.
To change an item number, do the following:
1. From the Inventory Utility Menu, select "Change Item Number". The following
screen appears:
Figure IN5-3 Change Item Numbers
2. At the "Old Item:" prompt, enter the item number you wish to change or delete, then
press <Enter>.
3. At the "New Item:" prompt, enter the new item number and press <Enter>. Once
all transactions are transferred from your old item to your new item, the cursor will
return to the Inventory Utility Menu.
NOTE: At either of the above two prompts, you can press <F2> for a pop-up item
number list.
IN5d - Configuration Settings
These configuration settings define the interface between the Inventory and General Ledger
modules. Three interface G/L accounts are required, Inventory (asset), Inventory Payable
(liability) and Cost of Goods Sold (expense).
To set up the configuration settings select "Configuration Settings" from the Inventory Utility
Menu. The following screen will appear:
Figure IN5-4 Configuration Settings
1. At the "Inventory Asset" prompt, enter the G/L account number for your inventory
asset account. Press <F2> for a pop-up Chart of Accounts listing.
2. At the "Inventory Payable" prompt, enter the G/L account number for your inventory
payable account. This account is a liability account which is used to record a liability
to your vendor for purchases. When you either enter the vendor invoice in A/P or pay
the vendor with a G/L transaction you should debit this account to remove this liability.
Press <F2> for a pop-up Chart of Accounts listing.
3. Lastly, at the "Cost of Goods Sold" prompt, enter the G/L account number for your
cost of goods sold expense account. Press <F2> for a pop-up Chart of Accounts
listing.
SECTION IN-SIX - HINTS AND SUGGESTIONS
Using this Inventory module with POS/Invoicing allows you not only to track your
inventory, but keep it current every day. It also saves time in that the POS/Invoicing
module fully integrates with Inventory, Accounts Receivable and General Ledger.
Keep a current backup copy of your data files each time you update your data. This
will safeguard against loss of data due to a power failure or other problem.
To pause the printer while printing reports, press any key.
You may switch costing methods at any time by updating the Inventory Item
information as described in section IN2e - "Adding/Modifying/Deleting Items".
When using specific unit costing, it is important to record the item's serial number (or
other identifying number) in the reference field. APPENDIX A - GENERAL LEDGER SAMPLE REPORTS
NOT INCLUDED IN DISK VERSION OF MANUAL
APPENDIX B - FINANCIAL UTILITIES SAMPLE REPORTS
NOT INCLUDED IN DISK VERSION OF MANUAL
APPENDIX C - ACCOUNTS RECEIVABLE SAMPLE REPORTS
NOT INCLUDED IN DISK VERSION OF MANUAL
APPENDIX D - ACCOUNTS PAYABLE SAMPLE REPORTS
NOT INCLUDED IN DISK VERSION OF MANUAL
APPENDIX E - PAYROLL SAMPLE REPORTS
NOT INCLUDED IN DISK VERSION OF MANUAL
APPENDIX F - STATE TAX TABLE CODES & USE
State Table Code Use
AL AL Alabama - 2 tables (M,S)
AR AR Arkansas - 2 tables (M,S)
AZ AZ Arizona - 2 tables (M,S)
CA CA California - 3 tables (M,S,H)
CO CO Colorado - 2 tables (M,S)
DC DC Dist of Columbia - 2 tables (Married-filing joint, S)
D1 Dist of Columbia - 1 table (Married-filing separate)
DE DE Delaware - 2 tables (M,S)
GA GF Georgia - 2 tables (Married-filing joint with 1 income, H)
GG Georgia - 1 table (Married-filing joint with 2 incomes)
