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SBAS ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE Version 1.0 Copyright (c)1989-90 Millrose Corportion All rights reserved THIS PROGRAM REQUIRES 484k RAM A HARD DISK IS REQUIRED DISCLAIMER Millrose Corporation has taken due care in the preparation of this program and the related documentation, including but not limited to development and testing. Millrose makes no expressed or implied warranty of any kind in regard o the programs or the documentation. In no event shall Millrose be liable for incidental or consequential damages in connection with or arising from furnishing, performance or use of any of these programs. Further Millrose reserve the right to revise the programs and/or the related documentation from time to time without any obligation to notify any persons or organizations of such revisions or changes. Millrose Corporation 7210 Jordan Ave., B-22 Canoga Park, Calif., 91303 (818) 594-5908 SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE OVERVIEW: The program is designed to provide the Small Business with a easy to use program which will: 1. Enter Customer Orders 2. Check orders against inventory 3. Adjust price on individual items 4. Print "picking slips" (showing ship & back orders) 5. Allow you to edit sales orders (for price and/or quantity) 6. Print Customer invoices 7. Maintain accounts receivable 8. Print Customer statements 9. Print Accounts receivable aging 10. Maintain product inventory 11. Print inventory on hand 12. Print inventory list at cost 13. Print list for taking physical inventory 14. Compare book and physical inventory 15. Update book inventory for physical At first glance it may appear that the program may be complicated to operate. On the contrary, we have attempted to make the overall operation as simple as possible. Of course, it is helpful if you have a basic knowledge of bookkeeping and maintaining a perpetual inventory and an accounts receivable operation. page -1- GETTING STARTED This disk contains INVR.EXE a self-extracting compressed program. This program may be installed on your hard disk drive C by using the INSTALL program supplied with the disk. The install program will create a new sub- directory (INVR), copy INVR.EXE to the new sub directory, extract the files and then erase INVR.EXE. If you do not wish to use the INSTALL program you must do the following: Make a new sub directory on your hard disk. Copy the file INVR.EXE to the new sub directory. Change to the new sub directory. At the prompt type INVR and press return. This will start the extraction routine. To reduce files on your hard disk you may then erase the file INVR. EXE The return to the C> and change directory to C:\invr To start the program at the C:\invr> Type OE then press the return(enter)key. The first screen you will see when you first start the program is: ENTER YOUR COMPANY INFORMATION -------------------------------------------------------------------- GENERAL INFORMATION 1. YOUR NAME: 2. ADDRESS: 3. CITY: 4. STATE: 5. ZIP: 6. FISCAL YEAR END: 7. CURRENT MONTH END: 8. SALES TAX RATE: % (ENTER AS 6.5;3.25;4.75,6.00 etc) 9. LAST INVOICE NUMBER: 10 LAST SALES ORDER NUMBER: 11. LAST CREDIT MEMO NUMBER: -------------------------------------------------------------------- ENTER ITEM NUMBER TO CHANGE, 0 TO ACCEPT Items 1-7 should be self evident as to the information. Item 8 will be the Sales Tax charged on your sales(if any). This may be entered as a whole number and two decimal points. Item 9 will be the last invoice number you have used. Should you wish to start numbering invoices with this system the number will be 0 (zero). Items 10 and 11 will be the last sales order number(picking slip) and the last credit memo number. As with the invoices, should you wish to start numbering with this system the number will be 0 (zero). When the information is entered and accepted you will proceed to the main menu. After the information has been completed, enter 0 (zero) and press return to accept. The next screen will allow you to change transaction dates, and request you indicate on which Drive your data is located. page -2- The first step in setting up the program is to enter all of your customers. Each customer will be assigned a sequential number by the computer. You will enter the basic information about your customer, such as Bill To: Name, Address, Phone Number, Buyer, Credit Limit and the Ship To: Name, address, and phone number. When you have finished entering all of your customers use SELECTION 2 ACCOUNTS RECEIVABLE of the main menu to access a sub menu. From the Sub menu use SELECTION 6 LIST CUSTOMER NAME/ADDRESS to prepare a listing of your customers. The listing may be prepare either in Customer number sequence or alphabeticallly. Then you must enter all of your products with descriptions, make, model, inventory on hand, minimum stock, regular price and two discount prices. In addition you may enter two comments lines (45 characters each) with special information about the product. You may wish to enter comments regarding the lead time to purchase and/or manufacture the product. If you wish to do a practice session first see Appendix A for details on preserving you Data files. There are two screen you will be seeing very frequently in the operation of the program. One of the screens is the information about your customer. The screen will be similar to the following: -------------------------------------------------------- | CUSTOMER MASTER FILE | -------------------------------------------------------- | BILL TO SHIP TO | | 1. NAME: 9. NAME: | | | | 2. ADDR: 10. ADDR: | | | | 3. CITY: 11. CITY: | | | | 4. STATE 5. ZIP 12. STATE: 13.ZIP: | | | | 6. PHONE: 14. PHONE: | | | | 7. BUYER: 15. CONTACT: | | | | 8. CREDIT LIMIT: 16. UPS ZONE: | | | | BALANCE DUE: DATE OF BALANCE PURCH: | -------------------------------------------------------- In most instance items 1-16 may be changed on certain Customer Screens. In addition if the customer does not have a balance due the file may be deleted from the records. The balance due will be the current balance owed by the customer, in the case of an advance and/or overpayment the balance will be a minus amount. The Date of Balance will be the date of the last transaction for the customer's accounts receivable. The Purch: will indicate the amount the customer has purchased in the current fiscal year. page -3- The second screen you will see frequently is the inventory screen. It will be similar to the following: ------------------------------------------------------- | INVENTORY RECORD | ------------------------------------------------------- | 1. STOCK NUMBER | ------------------------------------------------------- | 2. DESCRIPTION: | | | | 3. MAKE 4. MODEL | | | | 5. OUR COST 6. REG. PRICE | | | | 7. PRICE 1 8. PRICE 2 | | | | 9. STOCK ON HAND 10. ON ORDER | | | | 11. SOLD THIS MO. 12. SOLD THIS YR. | | | | 13. MIN.STOCK 14. BACK ORDERS | | | | 15. COMMENTS: | | 16. COMMENTS: | ------------------------------------------------------- On certain inventory screens items 1-16 may be changed to reflect the current situation. The stock number, description, make and model describe your product. Item 5 is your total cost of the product. This cost includes the cost of material, labor,special packaging and/or any other cost incurred to make the product ready for market. If this is accurately updated you will be able to print a cost of goods sold for the current month and/or year-to-date. The retail price is the price you normally charge for the product. Price 1 and Price 2 may be used for two different discount prices. When you enter an order the computer will default to the retail price, however, you have the option to adjust the selling price of each item. Stock on hand is the computer calculation of your inventory available for shipment. As each order is entered the amount will be decreased. The on order is the quantity of the product YOU have on order to replenish you inventory. Sold this month and Sold this year are maintained by the computer as information as to the amount of movement of the given stock item. The minimum stock is the quantity you designate as the minimum stock to be on hand when you order replacements. The back order is the quantity of customer orders that could not be filled when the original order was entered into the system. PAGE - 4 - SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE The Main Menu of the program will be similar to the following: ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE ======================================================= Current date: Transaction date: MAIN MENU ======================================================= 1. ORDER ENTRY, INVOICES, CREDITS 2. ACCOUNTS RECEIVABLE 3. INVENTORY 4. YOUR COMPANY INFORMATION 5. VIEW HISTORICAL SALES 6. UTILITY PROGRAMS 7. END OF PERIOD PROCESSING 8. EXIT PROGRAM ======================================================= ENTER CHOICE: Near the top of the screen are two date: Current Date and Transaction Date. We skipped another screen which allows you to accept the computer date as the transaction date or enter a new date of your choice. The purpose of the transaction date is to give the proper date to the date you enter orders (suppose you are three days late in processing orders and wish to date them according to the date they were received). The transaction date is also used in giving a date to the date of sales orders, invoices, inventory updates, customer statements, accounts receivable aging, etc. Should you wish to change this date you may access the program from item 6 UTILITY PROGRAMS. If you have not yet set up your customers and your inventory you may set up customers by accessing Selection 2 ACCOUNTS RECEIVABLE, and the inventory may be set up by accessing SELECTION 3 INVENTORY. page -5- SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE ORDER ENTRY, INVOICES, CREDITS Once you have made the intial set ups ORDER ENTRY probably will be the first program you use. To do so use SELECTION 1 ORDER ENTRY, INVOICES, CREDITS. This will take you to a sub menu which will look like: ============================================= TRANSACTION DATE: XX/XX/XX ============================================= ORDER ENTRY - INVOICING MENU 1. ENTER NEW ORDERS 2. ENTER BACK ORDERS 3. INVOICE EXISTING ORDERS 4. PREPARE CREDIT MEMOS 5. EDIT/VIEW SALES ORDERS 6. CHANGE TRANSACTION DATE 7. RETURN TO PRIOR MENU ============================================= ENTER SELECTION X SELECTION 1 - ENTER NEW ORDERS To enter New Orders it requires you answer a series of questions. First Customer number, you are then given an opportunity to verify you have the correct customer. In addition, to indicating the customer name and address the screen display will also indicate the customer's credit limit and the present Account Receivable balance. When you verify it is the correct customer you will be asked for the Customer Order number and Date of Customer order date. The Customer Order Date is a required field and must be completed. The program will not pass this point until you enter the Customer Order Date. Then you will be asked for the Part number, the full Inventory Record will be displayed and you will have the opportunity to verify you have selected the correct part. When you verify it is the correct part, you will be asked to enter the quantity ordered. At the bottom of the screen will appear the quantity available for shipment, the quantity backordered and the REGULAR PRICE will be displayed. Should you be in the wholesale page -6- SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE or the retail business REG. PRICE is the highest price at which you normally sell the part. Should you wish to sell the part at Discount Price 1 or Discount Price 2, or in fact for any other price you may over right the displayed price. The above may appear difficult to follow, however as you work thru the process we believe the procedures will be easy to use. In the event any portion of the ordered quantity is back ordered, the back orders (item 14) will be increased to reflect the new back order. The Stock on Hand (item 9) will be reduced by the quantity avilable for shipment. When you have completed entering all of the new orders, TURN ON your printer, as the program will then print the Sales Orders (picking slips) for all the orders you enterd. The program will assign a Sales Order number to each order. This is used later in Edit/ View Sales orders or to Invoice Existing Orders. SELECTION 2 - ENTER BACK ORDERS It is necessary you manually re enter any back orders. The procedures are exactly the same as explained above for ENTERING NEW ORDERS. The only difference is when you enter a back order Item 14 Back Orders will be reduced by the amount of the back order now available for shipment. The program will assign a new Sales Order number to each back order you enter. This will be used later in Edit/View Sales order or to Invoice Existing Orders. SELECTION 3 - EDIT/VIEW SALES ORDERS The purpose of the selection is to allow you to either view or edit a sales order before the customer invoice is prepared. When a Sales Order (picking slip) is returned for invoicing you should review the document for any changes in quantity shipped and/or back ordered as well as any change in price. To edit a sales order you will be asked for the sales order number, then one item of the order at a time will be displayed on the screen. At this point you may change the quantity shipped, quantity back ordered or the selling price. Please note that when you change either the shipped or back order quantity the original order quantity is changed. Therefore should the Sales order document indicate: Orig order 5 Shipped 3 Back order 2 Should you change the shipped to 5 the screen would then display: Orig order 7 Shipped 5 Back order 2 This means you must then change the back order to 0 (zero). Then you screen will display: Orig order 5 Shipped 5 Back order 0 Whenever you make any changed in the quantity shipped and/or the quantity back ordered the book inventory for the item will be updated. page - 7 - SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE SELECTION 4 - INVOICE EXISTING ORDERS This selection is used to prepare your customer's invoices. When you enter this selection you will be requested to enter the sales order you wish to invoice. If the computer cannot locate an open sales order for the requested number there will be a screen display "CANNOT LOCATE SALES ORDER...". If the sales order has already been invoiced there will be a screen display "SALES ORDER ALREADY INVOICED...". When the sales order is located as an open order there will be a screen diplay indicating the BILL TO and SHIP TO information of the customer. You will be asked to confirm this is the correct customer. If you indicate it is not the correct customer you will be returned to the screen to enter a new sales order number. If you indicate it is the correct customer, you will again be asked if the order is subject to Sales Tax (This was asked when you orginally entered the order). When you have answered the tax question, each item of the sales order will be displayed on the screen. Each line item will indicate the quantity shipped, backordered and the prices. If the sales is taxable the Sales Tax will be calculated according to the tax rate you entered under your Company Information. Next you will be allowed to entered the amount of shipping charges, if any, for this given sales order. The total amount of the sale will be calculated, displayed, then you will be returned to the screen to enter the next sales order to be invoiced. After you have finished entering all of the sales orders to be invoiced, the program will do some housekeeping in preperation for printing the Customer invoices. At such time all of the Customer Invoices will be printed. During the processing procedures the Customer Accounts Receivable will have been updated to reflect the charges incurred by these invoices. SELCTION 6 - CHANGE TRANSACTION DATE This may be listed as the last item on this sub menu, but it is important that you be sure the transaction date is the date you wish to appear on your Customer Invoices. SELECTION 7 - RETURN TO PRIOR MENU This selection will return you to the MAIN MENU of the program. page - 8 - SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE ---------------------------------- ACCOUNTS RECEIVABLE This is the second selection of the SBAS ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE program. When selection Accounts receivalbe you will be taken to a sub menu similar to the following: ------------------------------------------------------- ACCOUNTS RECEIVABLE MENU -------------------------------------------------------- 1. ENTER CASH RECEIPTS 2. ENTER NEW CUSTOMERS 3. VIEW/EDIT ACCT. REC DETAIL 4. VIEW/EDIT SALES ORDERS 5. VIEW/EDIT CUSTOMER FILE 6. REPORTS 7. RETURN TO PRIOR MENU -------------------------------------------------------- TRANSACTION DATE : XX/XX/XX ------------------------------------------------------- ENTER CHOICE _____ PLEASE NOTE: THE TRANSACTION DATE IS DISPLAYED ON THE BOTTOM OF THIS MENU. The date indicated will be the date used to ENTER CASH RECEIPTS and will be the date appearing on the reports available on the REPORT sub menu. Should you wish to use a date different than the date indicated you must return to the MAIN MENU to change the Transaction date. SELECTION 1 - ENTER CASH RECEIPTS This selection does exactly what the title indicated. Enter Customer Cash Receipts. These receipts may be either a pre payment or a payment on an open account. If the customer has an open balance the monies will first be applied to the oldest amount due (90 days +) then applied the each more current aging classification. If the monies exceed the amount due from the customer the amount will be reflected as a negative balance on the customer accounts receivable. When the computer locates the customer whose number matches the customer number you entered you will be given the opportunity to confirm it is the correct customer. Should the computer be unable to locate the requested customer number there will be a screen display "CANNOT LOCATE CUSTOMER". page - 9 - SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE In entering the Cash you will be requested to enter four items of information. Amount received, check number, date of check, and bank ABA number. These may be an arbitrary choice of information, but the location which did the beta test of the program found this most helpful for their operation. SELECTION 2 - ENTER NEW CUSTOMER Upon entering this selection you will have a full screen display for all of the information necessary to put a new customer on your files. You simply fill in the blanks as the cursor moves down the screen. In the event, the 'Ship To' information is the same as the sold to you simply press the return (enter) key and the sold to name, address, etc will be transferred to the Ship To information. SELECTION 3 - VIEW/EDIT ACCT. REC DETAIL This selection will allow you to view and/or edit cash receipts information in the current month accounts receivable file. Any item except the amount of cash may be corrected at this point. In the event the amount of cash is incorrect you must correct this on you cash receipts. An understatement of cash received will be entered as a positive number, and an overstatement of cash must be entered as a negative amount. SELECTION 4 - VIEW/EDIT SALES ORDERS This selection allows you to view and/or edit open sales orders. This program is also accessible from Selection 1 of the MAIN MENU - Order Entry, Invoices, Credits. For a complete discussion of the selection please refer to page _____. SELECTION 5 - VIEW/EDIT CUSTOMER FILE This selection allows you to view and/or edit information in the customer master file. Any item, except those relative to Accounts Receivable balance, date of balance and year-to-date purchases may be changed with this procedure. page - 10 - SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE SELECTION 6 - REPORTS This selection takes you to a sub menu which lists the various Accounts Receivable Reports available with this program. The menu will be similar to the following: -------------------------------------------------------- ACCOUNTS RECEIVABLE REPORTS -------------------------------------------------------- 1. CUSTOMER STATEMENTS 2. RECEIVABLE AGING REPORT 3. CASH RECEIPTS REPORT 4. SALES REPORT 5. CUSTOMER LABLES 6. LIST CUSTOMER NAME/ADDRESS 7. RETURN TO PRIOR MENU -------------------------------------------------------- ENTER CHOICE ___ ACCOUNTS RECEIVABLE REPORTS SELECTION 1 - CUSTOMER STATMENTS This selection allows you to prepare the end of month statements to all of your customers. In the event the customer had a zero balance at the beginning of the period and at the end of the period a statment will not be prepared. If the customer had or has a balance at either the beginning or end of the period a customer statement will be printed. The statement will show the balance at the beginning of the period and all detail activity for the month, and ending balance. In addition, at the bottom of the statement will be an aging of the customer's receivable indicating the balances due for current period and certain past due periods. page - 11- SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE SELECTION 2 - RECEIVABLE AGING REPORT This selection will list any customer with an open balance and indicating the current period balance, 30 day balance, 60 day balance and 90+ day balance, as well as the total amount due from the customer. In addition to the aging information the report will indicate the date of the last transaction with this customer. SELECTION 3 - CASH RECEIPTS REPORT This selection will list in date order all of the cash receipts you have entered into this system during the current month. SELECTION 4 - SALES REPORT This selection will list in invoice sequence all of the sales you have invoiced during the current period. SELECTION 5 - CUSTOMER LABELS This selection allows you to prepare mailing labels for you customers. The program allows to you to prepare labeles: 1. For the entire customer file 2. For selected zip codes 3. For selected states The zip code selection allows you to prepare labels for a given zip code or for continuous zip codes. To print labels for a given zip code the beginning and ending zip code will be the same number. Ths state selection allows you to select one state at a time for label preperation. The state is entered by its two character designation. SELECTION 6 - LIST CUSTOMER NAME/ADDRESS This selection allows you to view on the screen or to print a listing of all of you customers. The listing may be prepared either in alphabetical order or in customer number sequence. SELECTION 7 - RETURN TO PRIOR MENU This selection will return you to the ACCOUNTS RECEIBABLE MAIN MENU. page -12- SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE INVENTORY This is the third selection on the MAIN MENU. This selection will display a sub menu similar to the following: ---------------- | INVENTORY MENU | ------------------------------------- 1. ENTER RECEIPT OF INVENTORY 2. ENTER NEW INVENTORY ITEM 3. ADJUST INVENTORY 4. REPORTS 5. PHYSICAL INVENTORY 6. RETURN TO PRIOR MENU ------------------------------------- ----------------------------------------------------- | TRANSACTION DATE: XX/XX/XX | ----------------------------------------------------- ENTER CHOICE 6 SELECTION 1 Enter Receipt of Inventory This selection is used to record to receipt of addtional inventory. This selection will record the additions to you inventory either from purchases of from in house manuafacture. SELECTION 2 Enter New Inventory Item When you are establishing your inventory for the first time all items will be entered with this selection. Receipt of Inventory and/or Adjust inventory cannot be used until you have established an inventory item SELECTION 3 Adjust inventory This selection will allow you to adjust most of the information regarding an inventory item. It may be used to correct inventory information and/or any of the other items on the screen. page -13- SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE SELECTION 4 Reports This selection will take you to a sub menu which lists the various reports which may be displayed or printed with this program. Each item on this sub menu will be discussed later SELECTION 5 Physical Inventory This selection will take you to a sub menu which lists the various reports and/or procedures connected with the physical inventory of you materials. Each item on this sub menu will be discussed later SELECTION 6 Return to prior menu This selection will return you to the main menu of the program INVENTORY REPORTS The sub menu for Inventory reports will be similar to the following: ------------------------------------------------------- INVENTORY REPORTS ------------------------------------------------------- 1. INVENTORY ON HAND 2. COST OF SALES 3. PRICE LIST 4. PHYSICAL INVENTORY LIST 5. RETURN TO PRIOR MENU ------------------------------------------------------- MAKE SELECTION 5 SELECTION 1 Inventory on hand This selection will allow you to either display on the screen or print a list of the Inventory you have on hand. The quantities will be as of the exact time that you display or print the list. SELECTION 2 Cost of Sales If you have accurately entered you cost of each item on the inventory input this selection will give you a list by item of your Cost of Goods Sold for the Current Period and for Year-to-date. In the event you change your costs during the fiscal year, only those items sold after the change in costs will be caluclated at the new cost. Cost for prior periods will remain at the cost you had entered at the time of the sale. page -14- SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE SELECTION 3 Price List This selection will print a listing of all of the resale prices you have entered for each of your inventory items. It may be used for monitoring you costs and/or updating your cost information SELECTION 4 Physical Inventory List This selection will print a list which may be used to take your periodic physical inventory. In addition to this selection being on this menu you will also find it on the PHYSICAL INVENTORY menu. SELECTION 5 Return to prior menu This selection will return you to the Inventory menu. PHYSICAL INVENTORY The Physical Inventory sub menu will be similar to the following: ------------------------------------------------------- PHYSICAL INVENTORY -------------------------------------------------------- 1. PHYSICAL INVENTORY LIST 2. SAVE BOOK INVENTORY 3. ENTER PHYSICAL INVENTORY 4. EDIT PHYSICAL INVENTORY 5. COMPARE BOOK/PHYSICAL 6. INVENTORY AT COST 7. POST PHYSICAL INVENTORY 8. RETURN TO PRIOR MENU ------------------------------------------------------- ENTER CHOICE 8 SELECTION 1 Phsyical Inventory List This selection will print a list of all of your items. The list may be used to take your periodic physical inventory. page -15- SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE SELECTION 2 Save Book Inventory This selection will save to a new data base the book inventory of all of your items as of the time that you run this procedure. It is absolutely critical that you watch the timing on doing this procedure. If you are using it for an annual inventory the procedure must be run after you have processed all of your orders for the current physical year and before you enter any orders for the new year. The data saved by this procedure will later be used to provide a report which will reflect the difference between your book inventory and your actual physical inventory. SELECTION 3 Enter Physical Inventory This selection will create a new data file for your actual Physical Inventory. By using the next selection (4) you may edit the physical counts after you have completed this procedure. SELECTION 4 Edit Physical Inventory This selection allows you to edit the physical counts you may have entered by Selection 3 (above). SELECTION 5 Compare Book/physical This selection will display and/or print a report which will indicate the differences between your book inventory and your physical inventory. The book and physical inventories will be priced at the costs you currently reflect for each item in your inventory. SELECTION 6 Inventory at Cost This selection will provide a report of your physical inventory priced at the cost for each item in your inventory. page -16- SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE SELECTION 7 Post Physical to Books This selection will adjust your book inventory for the differences between the book inventory you saved by Selection 2 (above) and the Physical Inventory you entered and/or adjusted by Selections 3 and 4 (above). This procedure may be run at any time after you are satisfied you end of period physical inventory is accurate. Remember the adjustment to your books will be only for the difference, however, it will not reduce any item to a negative amount. For example, suppose your saved book inventory was 25 and your physical inventory was 10. However, between the time of the saved book and physical you sold 20 items your current book inventory would reflect a count of 5. The difference between the end of period saved book (25) and physical inventory(10) would be 15. If the computer were to reduce the current book by 15 your records would reflect a negative balance of 10. A safety check in this procedure prevents your book inventory being reduced to a negative amount. SELECTION 8 Return to prior menu This selection will return you to the Inventory Menu. page -17- SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE The next item on your Main Menu is 6. UTILITY PROGRAMS. The menu for this selection is similar to the following: ------------------------------------------------------- UTILITY PROGRAMS ------------------------------------------------------- 1. REINDEX DATA FILES 2. CHANGE TRANSACTION DATE 3. ENTER HISTORICAL SALES 4. RETURN TO PRIOR MENU ------------------------------------------------------- ENTER CHOICE 4 SELECTION 1 Reindex Data Files It may not be necessary that you ever use this selection. However, sometimes in the course of computer operations some index files may become corrupted. You will know this if you know you have certin information in your files, but you cannot either get the screen display and/or a printed reprot. Should this happen try to correct the problem by running this procedure. If this does not correct the problem it will be necessary that you restore your files from your last back-up and the reinput any data since the time of the Back-up. It is therefore absolutely necessary that you make a back up of your files at the end of each day that you use this program. Refer to you DOS manual for the proper procedure to back-up and/or restore files. SELECTION 2 Change transaction date The transaction date is the date recorded during order entry process, printing invoices and various other operations. Therefore in order to have the correct transaction date appear on you order, invoices, etc you may change the date. This option is offered on various other menus. SELCTION 3 Enter Historical Sales When you complete the End of Peiod processing for the current period (Selection 7 Main Menu) the current period sales information is transferred to a History file. You can view this file by Selection 5 of the Main Menu. Should you wish to include sales prior to the time you start using this program, you may enter such sales throught this procedure. The information entered will only go into the History file. SELECTION 4 Return to prior menu This selection will return you to the Main Menu. page -18- SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE END OF PERIOD PROCESSING This is selection 7 on the Main Menu. This selection will display a sub menu similar to the following: -------------------------------------------------------- END OF PERIOD PROCESSING -------------------------------------------------------- 1. END OF ACCOUNTING MONTH 2. END OF PHYSICAL YEAR 3. RETURN TO PRIOR MENU -------------------------------------------------------- ENTER SELECTION 3 SELECTION 1 End of Accounting Month. This procedure will update you books at the end of each account period. There are several procedures which will be completed. They are: a. Ask you to verify certain reports have been run. If you have not run all of the reports listed you must exit this procedure and complete the necessary reports. These reports can not be run after you do the End of Month process. b. END OF MONTH PROCESS CONSISTS OF: 1. Update Inventory files - transfer current month sales quantity to current year and reset current month to zero. 2. Update Customer Master file This updates the summary aging carried in this record and adusts the end of month accounts receivable balance 3. Transfer all current period accounts receivable detail (sales & payments) to the history file and clears the current month detail file page -19- SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE AS INDICATED ABOVE IS IS ABSOLUTELY NECESSARY THAT YOU COMPLETE THE REPORTS REFERRED TO IN ITEM A (ABOVE) BEFORE YOU COMPLETE THIS PROCEDURE. SELECTION 2 End of Year This selection will first ask you to verify that you have completed the End of Month processing. Then it will ask you a second time to verify the first answer. This procedure will update the Inventory records by transferring all current year sales quantities to prior year and reset current year sales quantities to zero. It also will update the Customer Master file to reflect the purchases for the prior year. SELECTION 3 Return to prior menu This selection will return you to the Main Menu of the progam. END OF DOCUMENTATION page -20- PROGRAMS DISTRIBUTED BY MILLROSE Millrose Corporation distributes several different programs which are used in various accounting functions. The programs are: SBAS GENERAL LEDGER SBAS WRITE UP GENERAL LEDGER SBAS ORDER ENTRY, INVENTORY, ACCOUNTS RECEIVABLE SBAS INVOICER SBAS ACCOUNTS RECEIVABLE SBAS GENERAL LEDGER, Ver 2.0+ is an after the fact general ledger system which will provide you with input screens and output reports for : Cash Receipts, Cash Disbursements and Journal Entries. Further it provides various financial statements: Trial Balance, Income Statement (current period & YTD), Balance Sheet, General Ledger-Current Period and General Ledger-YTD. The Journal reports, Trial Balance, Income Statement and Balance sheet may be either viewed on the screen or printed. The system allows you to design your own chart of accounts and design the layout of the Balance Sheet and Income Statements. The system will handle the accounting for several different companies. SBAS WRITE UP GENERAL LEDGER The Write Up General Ledger is an expansion of the above system and was designed for the accountant who must maintain the accounting for several companies. In addition to the features of the SBAS GENERAL LEDGER this system provides for a Sales Journal and after-the- fact entry of Payroll check (on Disbursement Journal). Various employee earning reports may be printed to allow easy preparation of the federal/state quarterly and annual payroll reports. Allows for cost of goods sold and gross profit on sales. SBAS ORDER ENTRY, INVENTORY, ACCOUNTS RECEIVABLE This system is designed for the small business and allows for the following: 1. Enter Customer Orders 2. Check orders against inventory 3. Adjust price on individual items 4. Print "picking slips" (showing ship & back orders) 5. Allow you to edit sales orders (for price and/or quantity) 6. Print Customer invoices 7. Maintain accounts receivable 8. Print Customer statements 9. Print Accounts receivable aging 10. Maintain product inventory 11. Print inventory on hand 12. Print inventory list at cost 13. Print list for taking physical inventory 14. Compare book and physical inventory 15. Update book inventory for physical Registered version supports over 170 printers. Shareware version supports Epson FX,RX & Epson compitable SBAS INVOICER This is a small program which will allow you to create your customer invoices. The invoices may contain items which are subject to sales tax and items which are not subject to sales tax. The program will automatically calculate and add to the Invoice the appropriate tax for taxable items. The information is retained by the program so that at a future date you may make additional copies of the Invoice. Invoice numbers are assigned by the program, however you have the option of selecting your starting number. SBAS ACCOUNTS RECIEVABLE A stand alone accounts receivable program designed for the small business organization which requires control of their accounts without using a cumbersome totally integrated accounting system. Allows for the entry of Invoices, Credit Memos, Cash Receipts (with or without discount). Provides Customer statements, Receivable aging report, cash receipts report, sales report, customer labels, customer lists. Supports over 60 different printers. Pop-up calculator. All of the above programs are available from various shareware distributors and/or bulletin boards. If you cannot locate the programs MILLROSE will send you the Shareware version for $5.00 per disk, plus $3.00 shipping/handling regardless of the number of disks you order. Registered copies of the programs, which will be the latest update, may be obtained by completing the form on the next page. Registered copies will not include any opening and/or closing solicitation screens. REGISTRATION/ORDER FORM DATE _____________ TO: MILLROSE CORPORATION 7210 Jordan Ave., B-22 Canoga Park, Ca., 91303 Please ship the registered version of the following: ___ SBAS ACCOUNTS RECEIVABLE $69.95 _________ (Printed manual) ___ SBAS GENERAL LEDGER,Ver 2.0+ 59.95 ________ (Manual on disk) _____SBAS WRITE UP GENERAL LEDGER 89.95 _________ (Printed manual) _____SBAS ORDER ENTRY, ACCOUNTS REC. INVENTORY, 69.95 _________ (Printed manual) _____ SBAS INVOICER 14.95 _________ (Manual on disk) Sub total __________ Calif residents (add 6.75% Sales Tax) _________ Shipping/handling (US & Canada) $3.00 Other 6.00 _________ TOTAL (U.S.FUNDS ONLY) __________ ____ 5 1/4" DISK _____ 3 1/2" DISK SHIP TO: COMPANY ________________________________________ NAME ____________________________________________ ADDRESS__________________________________________ CITY,STATE,ZIP __________________________________ PHONE (incl Area Code) __________________________