Magnum One/Magnum One (Mid-American Digital) (Disc Manufacturing).iso/d6/painles1.arc/MANUAL-C.TXT

Text File | 1989-07-12 | 111KB | 2,542 lines

Multiple Companies
Press the number of  the  company  to access or highlight the
proper company by using the  arrow  keys and press enter.  If
you need to  change  a  company,  select  the  Modify Company
Information option.

Up to ten  companies  may  be  entered.   Enter  in  up to 40
characters to identify each company  and  enter in the proper
drive and directory where the data  files are stored for each
company.  Press enter to save the line and ESCape to exit.

If you try to access a  company and receive the error message
that the company is not  installed,  you must run the install
process to create the data  files for the company.  You could
also receive this message if  an  invalid path is entered and
the data files are not found.

    I.  LEDGER
          A.  Enter/Edit Transactions
          B.  Account Activity Report
          C.  Journal Report
          D.  Check Reconciliation
               1.  Check Reconciliation
               2.  Print Check Register
          E.  Posting Process
          F.  Reoccurring Entries
               1.  Enter/Edit Transactions
               2.  Print Reoccurring Entries
               3.  Generate Entries

   II.  BILLING
          A.  Enter/Edit Invoices
          B.  Print Invoices
          C.  Revenue Journal
          D.  Posting Process
          E.  Reoccurring Entries
               1.  Enter/Edit Transactions
               2.  Print Reoccurring Entries
               3.  Generate Entries

  III.  RECEIVABLES
          A.  Enter/Edit Transactions
          B.  Cash Receipts
          C.  Print Journals
               1.  Invoices/Transactions
               2.  Cash Receipts Journal
          D.  Posting Process
          E.  Reoccurring Entries
               1.  Enter/Edit Transactions
               2.  Print Reoccurring Entries
               3.  Generate Entries

   IV.  PAYABLES
          A.  Enter/Edit Transactions
          B.  Cash Payments
          C.  Print Journals
               1.  Invoices/Transactions
               2.  Payments Journal
          D.  Disbursements Journal
          E.  Print Checks
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          F.  Posting Process
          G.  Reoccurring Entries
               1.  Enter/Edit Transactions
               2.  Print Reoccurring Entries
               3.  Generate Entries

    V.  REPORTS
          A.  General Ledger Reports
               1.  Trial Balance
               2.  Income Statement
               3.  Balance Sheet
               4.  Chart of Accounts Listing
          B.  Receivable Reports
               1.  Client Statements
               2.  Client Aging Report
               3.  Client Directory
               4.  Client Labels
               5.  Client Historical Information
          C.  Payables Reports
               1.  Vendor Statements
               2.  Vendor Aging Report
               3.  Vendor Directory
               4.  Vendor Labels
          D.  Service/Product Reports
               1.  Service Report
               2.  Product Report
               3.  Message Report

   VI.  FILES
          A.  Accounts File
          B.  Client File
          C.  Service File
          D.  Message File
          E.  Vendor File
          F.  Product File
          G.  Records-Client
               1.  Add/Edit Client Records
               2.  Print Client Records
               3.  Delete Client Records
               4.  Reminder Labels
          H.  Appointment Schedule
               1.  Add/Edit Appointments
               2.  Print Appointments
               3.  Delete Appointments
          I.  General/ID File

  VII.  PURCHASES
          A.  Enter/Edit Purchase Order
          B.  Enter/Edit Received Purchase Order
          C.  Inventory Adjustments
          D.  Print P.O/Received P.O.
               1.  Print Purchase Order
               2.  Print Received P.O.
          E.  Print Adjustments
          F.  Print Purchase Journal
          G.  Post Received P.O.
          H.  Post Adjustments

 VIII.  CLOSING
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          A.  General Ledger-End of Month
          B.  Receivables-End of Month
          C.  Payables-End of Month
          D.  General Ledger-End of Year
          E.  Historical Invoice Purge
          F.  Budgeting
               1.  Enter/Edit Budget
               2.  Print Budget Report
               3.  Print Actual Report
               4.  Print Variance Report
          G.  Fixed Assets
               1.  Enter/Edit Fixed Assets
               2.  Print Fixed Assets
               3.  Generate Asset Entries

   IX.  UTILITIES
          A.  Color Parameters
          B.  File Sizes
          C.  Reindex Files
          D.  Sales Tax Table
          E.  Check Alignment
          F.  Calculator
          G.  Notepad
          H.  Statement Text
          I.  Backup/Restore Files

I.  LEDGER

A.  Ledger-Enter/Edit Transactions

When making entries in the Ledger  you first have to enter in
a Journal code.   There  are  five protected journals.  These
journals are BI, AR,  AP,  PO,  and IV.  After posting in the
Billing,    Receivables,   Payables,   Received   P.O.,   and
Inventory Adjustments, and Fixed Assets summary  transactions
are sent to  the  Ledger  with these  journal  codes.   These
summary transactions may be looked  at  through  the  Ledger,
but they may not be edited.

To view the summary transactions  in the Ledger, enter in the
journal code and the  date  as  the  transaction number.  For
example, if you posted  the  billing  module on March 14, the
journal would be  BI  and  the  transaction  number  would be
03/14.

You may use whatever  journal  codes  you  like when entering
Ledger transactions.  For example, you may use GJ for General
Journal.  Once a journal  code  is  entered you can enter the
Transaction Number, which may  be any alphanumeric character.
If a transaction has  already  been  entered with the Journal
Code and Transaction  Number,  it  will  be  displayed on the
screen and you may edit  or  delete the line items, providing
it has not been  posted.   Posted  transactions may be viewed
but not edited.  The Date field defaults to the DOS date.

Next, you must enter  the  Chart  of Account number which you
are going to debit or credit.  If you do not know the number,
press F2 and the Chart of  Accounts  will be displayed on the
screen.
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If the account number is not found on file it will ask if you
want to add the account  at  this  time.  After the number is
entered the Account Name will  be displayed.  Then enter in a
description in the  description  field.   Next,  enter in the
amount in the proper  debit  or  credit column.  The total of
the debits and credits will be totaled at the bottom.

A transaction has to  be  in  balance,  debits equal credits,
before you are able to  process the transaction.  Once debits
equal credits, leave the Account Number field blank and press
enter and the transaction  will  be  saved.  You may enter as
many lines items as needed, consisting of debits and credits.
If you fill up the screen, the screen will clear and you will
be at the top of the next screen.  Page Up and Page Down will
allow you to move through all line items entered.

To  edit  a  transaction,  put  in  the  proper  Journal  and
Transaction number and the  transaction  will be displayed on
the screen.  To delete  a  line  press  CTRL+W in the Account
Number field, and the line item will be deleted.

When editing, Page Down takes you  to  the next line item and
Page Up takes you to the previous line item.  Pressing ESCape
while in the Journal Code takes you back to the Ledger Menu.

B.  Account Activity Report

This report  will  print  out  either  current  or historical
activity for  one  account,  all  accounts,  or  a  range  of
accounts in the ledger.   Just  specify  the account range in
the FROM and TO fields.  You  will  be prompted for a current
activity report or a historical activity report.  The current
report will print the  current  months  entries that have not
been closed out by the General Ledger end of month routine.

If you specify  to  update  the  Ledger  historical file when
doing the end of  month  routine,  the historical report will
print these entries. Thus, you may get an activity report for
the whole year.  You have the  option to print to the printer
or display to the screen.

The column heading 'P' tells  if the transactions were posted
in the Ledger.  A 'Y' indicates  it has been posted and a 'N'
indicates it has not  been  posted.  Only posted transactions
will  be  reflected  in   the  trial  balance  and  financial
statements.  Remember all posted  information will be cleared
out when the end of month is run.

C.  Journal Report

This  report  will  print   out  the  current  or  historical
transactions for one Journal,  all  Journals,  or  a range of
Journals in the  general  ledger.   Just  specify the Journal
range in the FROM and TO  fields.  You will be prompted for a
current activity report or a historical activity report.  The
current report will  print  the  current  months entries that
have not been closed out by  the  General Ledger end of month
routine.
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If you specify  to  update  the  Ledger  historical file when
doing the end of  month  routine,  the historical report will
print these entries.  Thus, you  may get a journal report for
the whole year.   You  may  also  display  the  report on the
screen or print it out to the printer.

The column heading 'P' tells  if the transactions were posted
in the General Ledger.  A  'Y'  indicates it has been posted,
and a 'N'  indicates  it  has  not  been posted.  Only posted
transactions will  be  reflected  in  the  trial  balance and
financial statements.

Remember all posted information will  be cleared out when the
end of month is run.  The TOTALS of debits and credits should
always be equal.

D.  Check Reconciliation

1.  Check Reconciliation
Through this option you can  reconcile your check book.  This
has no affect on your actual checking account balance.  First
you will be prompted to enter in the checking account number.
You  will  only  reconcile  for the checking account entered.
If  you have multiple checking accounts you have to reconcile
for each individual checking account.

Then you will be prompted to enter in the bank balance.  This
will be the balance from  your statement you receive from the
bank.  The checkbook balance will be taken from your checking
account  balance  in  the  general  ledger.   This  will only
include transactions that have  been  posted to this checking
account in the general ledger.

Any  checks  written  through the payables and posted will be
displayed on the screen.  It  will  also display any receipts
you  have  received  through   the  receivables  and  billing
modules  and  also  any  payments  made  through the Purchase
modules.   Remember  these  checks   and  deposits  are  only
displayed if they have been  posted.   Any unposted checks or
deposits will not be  displayed.   You  must then indicate if
they have cleared with  your  bank.   If  they appear on your
bank statement, enter a  'Y'  to  indicate they have cleared.
Otherwise, enter a 'N' if they have not cleared.

Next a screen will  appear  to  enter  any other transactions
that have affected your checking  account.  The PREV. CHKS is
the total of all outstanding checks.  These were indicated by
putting a 'N' for outstanding.   You need to enter any checks
not entered through the payables module.

The PREV. DEPS is the  total of any outstanding deposits that
were entered through  the  receivables  and  billing modules.
You need to enter any  deposits that were not entered through
the receivables and billing modules.

Next enter  any  miscellaneous  charges,  this  might be, for
example, a service charge.  If  this  was entered through the
ledger and posted, then you do not enter it here.  Otherwise,
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go ahead and enter  it.   You  will  still  have  to enter it
through the ledger later.   Remember  this  has  no affect on
your  actual  checking  account  balance.   The miscellaneous
amount will be subtracted out,  so if you earned any interest
it will have to be entered as a negative number.

You will then be given a reconciliation report.  It will show
your bank balance plus any outstanding deposits and minus any
outstanding checks.  The  total  of  your checking account in
the general ledger will  be displayed minus any miscellaneous
charges.  The totals will be given,  and it will show you the
difference between the totals.  You  then  have the option to
print this report out on paper.

You will then be prompted to purge the check file.  Answering
'Y'  will  delete  all  checks  that  were marked as cleared.
Otherwise,  the checks will  be  left in the check file.   Be
sure and print out a  check register before purging the check
file.   Any checks entered, that were not entered through the
billing and receivable modules will  stay  in the check file.
These  checks  will  now  show  up on the checks and deposits
screen and you will not have to reenter  them.   If they have
cleared you will have to go through and mark them as cleared.

2.  Print Check Register
This option will  print  out  a  current  or historical check
register journal.  It will  display the check number, vendor,
amount of the check, and if  the  check has cleared.  It will
also give you a  total  of  all the outstanding checks.  This
report may be  displayed  on  the  screen  or  printed out on
paper.

E.  Ledger-Posting Process

The  posting  process  updates  the  general  ledger  account
balances.  Once this process is run,  you will not be able to
edit the transactions  entered.   If  an  error  in input was
made, you will have to make a reversing entry to correct it.

Account  balances  will  not  be  updated  on  the  financial
statements or trial balance until the posting process is run.
Always be sure  and  make  backups  before  doing any posting
process.  The 'N' in  the  column  heading 'P' in the account
activity journal report will  now  be  set to 'Y', indicating
the transactions have been posted.

After answering 'Y', to start  posting,  you will be prompted
to enter in the month to post.   If  you enter in month 3, it
will only post  transactions  that  have  a  March date.  Any
entries entered for another month will not be posted.

After the posting process is  complete,  a screen will appear
indicating the process is  complete.   If any errors occurred
during the process they will be indicated on the screen.  The
total debits and credits posted  will also be displayed.  The
total debits should always equal the total credits.

F.  Ledger-Reoccurring Entries

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1.  Ledger-Enter/Edit Transactions(Reoccurring)
When making Ledger reoccurring  entries, editing and deleting
the entry works  the  same  as  entering  in a regular Ledger
transaction.  The only difference  is  after the Journal code
and transaction number are entered you will be prompted for a
Reoccurring Code.  You have codes  1-9  to choose from.  Each
transaction will be saved with this reoccurring code and when
you want to generate the reoccurring entries you just specify
what code to generate for.

You will not enter  a  transaction  date.   This date will be
generated when you  generate  the  reoccurring  entries.  For
example, if you generate entries with code 1 on March 31, all
entries that have a reoccurring code of 1 will be sent to the
Ledger with a transaction date of  March  31.  If you have an
entry already  in  the  Ledger  with  the  same  Journal  and
transaction number, the new  entry  will  be  appended to the
entry already in the Ledger.

One thing to be aware of, if you generate a reoccurring entry
and you happen to have a  posted  entry already in the ledger
with the same journal and  transaction number you will not be
able to edit the unposted  reoccurring  entry.  You will have
to close out the Ledger to  clear out the part that is posted
and the reoccurring entry will stay in the Ledger.  If you do
not need to edit it you can post for that month.

2.  Ledger-Print Reoccurring Entries
This option will  allow  you  to  print  or  display all your
reoccurring entries.  This report will show the Journal code,
transaction   number,   account   number   and   description,
description of the transaction, debit and credit entries with
totals, and the reoccurring code number.

3.  Ledger-Generate Entries
This option will generate  your reoccurring entries.  It will
prompt you for the  reoccurring  code  to generate for.  Only
entries with  this  reoccurring  code  will  be  sent  to the
Ledger.  This process may be  run  as often as needed.  There
will be no indication that  the process has already been run,
so if you run it twice in one month and were only supposed to
run it once, you will have to go to the ledger and delete out
extra line items.

II.  BILLING

A.  Billing-Enter/Edit Invoices

This module is  used  to  enter  client  invoices that can be
printed out showing  each  service  rendered or product sold.
The next invoice  number  will  be  displayed  in the invoice
number field.  If you  need  to  edit a previous invoice just
enter in that invoice number, and it will be displayed on the
screen, providing it has not been posted.  Pressing ESCape in
the invoice number field  will  take  you back to the billing
menu.

Next enter in the client code.  Pressing F3 will allow you to
display the clients on the  screen,  by  code or allow you to
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search by company name or  name.   If the client code entered
is not found, you may add it at this time.

Next you will be prompted  to  enter in the client's reminder
date.  This will be the date  of the clients next visit.  You
will also be able to print  out reminder labels for this date
in the Records-Client option of the Files module.

Date of visit and due  date will be entered in automatically,
but it may be changed.   Due  date  is  calculated by the due
days entered in the client file.  The client balance and last
payment fields are updated when  any invoices or payments are
made for the client and posted.

Next you will be prompted to enter in all services performed,
products ordered, and any messages.   You  may press F5 for a
listing of the services, F6 for a message listing, or F10 for
a product listing.

If you enter in a service,  product,  or message not on file,
you can add it at this time.   If  you add it at this time it
will prompt you to indicate if  it  is a service, message, or
product.  Then it will  bring  up  the proper screen to enter
the service, message, or  product.   You  may  add as many as
necessary at this time.

After a service is entered, the description will be displayed
but may be modified.  The amount  of the service will be also
be displayed, but you may change the amount if necessary.  If
a message is entered the  description  will be displayed, but
you can modify it if necessary.

If a message is  entered  the  description will be displayed,
but it may be changed.  If  the message does not exist in the
message file, it may be added at this time.

If a product is  entered  the  description  and price will be
displayed, but can be modified.   Next enter in the number of
units ordered.  You can then  change  the price if necessary.
If the number of units ordered  is greater than the number of
units on hand, a  message  will  appear  indicating that this
entry will give you a negative  on hand units.  You then have
the option to continue or  reenter  a smaller number of units
ordered.  Thus, if you  continue  you  are able to sell units
that you currently do not have.

The extended amount will be  calculated by taking units times
price.  The sales will be updated  once you get to the amount
paid field.

Leaving the service field blank  and  pressing return or just
pressing ESCape will take you to the amount paid field at the
bottom of the screen.  Any cash payment made at this time can
be entered.  The  invoice  generated  will  only  be  for the
remaining amount due,  if  any.   The  Total  is the total of
services rendered and  products  ordered  plus  the sales tax
minus the amount paid.

If  you  enter an  amount  in  the  amount  paid  field, this
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amount will be posted to your default checking account,  that
is  setup  in the  General ID File.  This amount will also be
posted  to the check reconcilation under the default checking
account.

Pressing Page Up while in the amount paid field will take you
back to  the  line  items.   Pressing  Page  Up  while in the
service/message/product  field  will  move   you  up  to  the
previous line item.  Pressing Page Down takes you to the next
line item.

Next you will be able  to  make  this a hold invoice.  A hold
invoice will not be  posted  when  going  through the posting
process.   Also  when  printing   out  invoices  through  the
invoice-print option, a  hold  invoice  will  not be printed.
This way you will be  able  to  edit  this invoice later.  It
will no longer be a  hold  invoice  once a payment is entered
and posted.

A description of the invoice  to be printed on statements and
the aging report  will  be  entered  in  next.   You have the
option to print the invoice now if you wish, or you may print
it out later.

To edit a previous invoice just enter in that invoice number,
and it will be displayed,  providing  it has not been posted.
Pressing Ctrl+W while  in  the  client  code  will delete the
invoice.  You will be prompted  to verify your actions before
the invoice is deleted.  If  you  need  to delete a line item
just press Ctrl+W in the service code.  This will delete that
line item only.  When editing Page Down takes you to the next
line item and Page Up  takes  you  to the previous line item.
Also Page Up will take you  from the amount paid field to the
last line item entered.

B.  Invoices-Print
This option allows you to print or display  invoices entered.
If you answer 'Y' to reprint  invoices, it will print out all
invoices that have already been  printed.  If you answer 'N',
it will only print invoices  that have not been printed.  Any
hold invoice will not  be  printed  through this option.  You
also have a range of which invoice numbers to print out.

Also you do not have to  print  invoices with a zero balance.
It will prompt you for this option.

C.  Revenue Journal-Print

This option will  print  out  a  sales  journal  which may be
displayed on the screen or printed out on paper.  This report
will display the invoice  number,  client  code and name, and
the date of the invoice.   The  total  of the invoice will be
displayed and any amount that  was  paid  at  the time of the
invoice.  Also the net due  on the invoice will be displayed.
It will also give totals for each of these columns.

D.  Billing-Posting Process

Be sure and print out all  invoices and the sales journal and
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make a backup before running this process.  This process will
update all client balances and  the  product file and put all
invoices in the open  invoice  file.   This will NOT post any
any hold invoices.  You will  no  longer  be able to edit any
invoices that were not  hold  invoices  after this process is
run.

You will be asked to  update  the historical invoice file, if
you answer 'Y' all  services,  messages, and products entered
will be kept in a  file  for  each  client.  This file can be
printed out or displayed on the  screen.  If you need to keep
your clients history on file  then  answer 'Y'.  That way you
will be able to look at clients history at any time.

A summary of all  debits  and  credits  will  be  sent to the
ledger.  Total debits and credits posted will be displayed on
the screen and they should always be equal.

This summary may be looked at in the ledger, but it cannot be
edited.  To look at this summary, enter in BI for the journal
and the date as the  transaction number.  For example, if you
posted on March 14, enter  in 03/14 as the transaction number
and BI as the journal.  This  will display the summary on the
screen.

E.  Billing-Reoccurring Entries

1.  Billing-Enter/Edit Invoices(Reoccurring)
When making Billing reoccurring entries, editing and deleting
the entry works the  same  as  entering in a regular Invoice.
The only difference is  after  the  Invoice  Number number is
entered you will be  prompted  for  a  Reoccurring Code.  You
have codes 1-9 to  choose  from.   Each invoice will be saved
with this reoccurring code and  when you want to generate the
reoccurring entries you  just  specify  what code to generate
for.

The invoice number in this option is just a reference number.
When the invoices  are  generated  they  will  not  have this
invoice number.  It will take  the last invoice number in the
general id  file  and  increment  it  by  one  and  the first
reoccurring invoice will have this invoice number and so on.

You will not be able  to  enter  in  a reminder date.  If you
need a reminder date, after  generating the entries, edit the
invoice in the Enter/Edit  Invoice  option.  The invoice date
will be the date the  reoccurring  invoice is generated.  The
due date will be calculated for you.

One thing to be  aware  of,  if  you  enter in products for a
reoccurring entry, it  will  not  check  to  see  if you have
enough units on hand.  When  you edit the reoccurring invoice
in the Enter/Edit  invoice  option  and  you  will be able to
check to see if you do have enough units on hand.

2.  Billing-Print Reoccurring Entries
This option will  allow  you  to  print  or  display all your
reoccurring entries.  This  will  print  just  like a regular
invoice does.
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3.  Billing-Generate Entries
This option will generate  your reoccurring entries.  It will
prompt you for the  reoccurring  code  to generate for.  Only
entries with  this  reoccurring  code  will  be  sent  to the
Billing invoice file.  This  process  may  be run as often as
needed.  There will be  no  indication  that  the process has
already been run, so if  you  run  it  twice in one month and
were only supposed to run it once, you will have to go to the
Billing Enter/Edit Invoice option and delete the invoice.

Remember the invoice numbers used in the reoccurring invoices
entry will not be the invoice number given once it is sent to
the regular invoice file.

III.  RECEIVABLES

A.  Receivables-Enter/Edit Transactions

This option allows you to  enter invoices or credits for your
clients or edit any invoices  entered  but not posted through
this module.  The  transaction  number  will be automatically
displayed.  If you need to  edit a previous transaction, just
enter in that transaction  number,  and  it will be displayed
for you.  Pressing  ESCape  while  in  the transaction number
will take you back to the receivables menu.

If you are adding an  invoice  or  credit,  just enter in the
client code and the client information will be displayed.  By
pressing F3 you can list  the  clients  on  screen by code or
search by name or company name.

If you need to delete a transaction, just press Ctrl+W in the
client code and that transaction  will  be deleted.  You will
be prompted to verify your  actions before the transaction is
deleted.

If the client code entered  does  not  exist, you may add the
client at this time.   The  client  balance will only reflect
any invoices or payments  that  have  been  posted.  The last
payment date will be updated automatically after posting.

It will then prompt you  to  enter  an 'I' for invoice or 'C'
for a miscellaneous credit.   Most  entries will be invoices.
A miscellaneous credit will only be  used if the client is to
receive credit or if an entry was made in error and posted.

Next,  enter  in  an   invoice   number.   When  editing  the
transaction you will not have access to the invoice number to
change it.  If the incorrect  invoice  number was entered and
saved, you will have to delete the transaction and reenter it
with the correct invoice  number.  When making adjustments to
an invoice that has been  posted, use the invoice number from
the posted invoice.

By pressing F7, a list of  all  invoices made for this client
will be displayed on the screen.  Enter the invoice date, and
the due date will be  generated, but may be changed.  Invoice
date will default to the DOS date but may be changed.
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Your receivable general ledger  account will be displayed and
you may enter in a description  of the invoice and the amount
in the debit column.   If  it  is a miscellaneous credit, the
cursor will stop in the  credit  column  and you can enter in
the adjustment amount.   On  the  second  line  enter in your
income account  number  and  the  proper  amount.  The income
amount may be split up into  two or more accounts by entering
in two or more line items.   A  total of eight line items may
be entered.  If you are unsure of an account number, pressing
F2 will display a listing of all the chart of accounts.

Pressing Page Down  will  allow  you  to  advance to the next
line.  Pressing  Page  Up  will  allow  you  to  move  to the
previous line item entered.

If the account number  entered  does  not exist, you have the
option to add this account to your files at this time.

When the debits equal the  credits  just press enter, and you
will be prompted to  enter  in  an  invoice description which
will be displayed on a client statement and the aging report.

When editing an invoice, if you  need  to delete a line item,
just press Ctrl+W in the  account  number field and that line
item will be deleted.  Page Up  and  Page Down will allow you
to move up and down through each line item.

B.  Cash Receipts

When a client  makes  a  payment,  you  enter it through this
option.  The next transaction  number  will  come up for you.
Pressing ESCape while in the transaction number will take you
back to the receivables  menu.   Enter  in the client code or
press F3 to search for the client.

Enter in the proper  transaction  date  next.  It defaults to
the DOS date.  Next you must  enter in the invoice number the
client is paying.   If  you  do  not  know the invoice number
press F7, and all invoices  for that client will be displayed
on the screen.

When listing  the  invoices  an  'I'  is  an  invoice entered
through this module.  A 'C' is a miscellaneous credit.  A 'P'
is a payment.  A 'B'  is  for  an invoice entered through the
billing module and a 'W'  is  for  a write off.  Enter in the
proper invoice number and the  amount  they are paying.  Only
existing  invoices  may  be  entered.   After  the  amount is
entered it will prompt you  for the checking account, it will
default to the checking account in the General ID file.  This
is so if you  have  multiple  checking accounts, you can have
the receipts go into whichever checking account you enter.

When editing the transaction you  will not have access to the
invoice number to change it.  If the incorrect invoice number
was  entered  and  saved,  you   will   have  to  delete  the
transaction and reenter it with the correct invoice number.

If the total amount is not paid, you have the option to write
PAGE 12



off the remaining balance.  If  you answer 'N', the remaining
balance will remain as an  outstanding invoice.  If you write
off the remaining balance, a  screen  will appear to enter in
the account you want the write-off amount to go to.

This transaction will appear on your journal report with type
'W' for write-off.  It will  also appear on your aging report
with type 'W' for write  off.   You  will then be prompted to
enter  a  description  for   the  write-off.   This  will  be
displayed when printing the journal and the client statements
and aging reports.  You will then  be  prompted to enter in a
description which will be  displayed  on the client statement
and aging report.

To delete a cash  receipt,  press  Ctrl+W while in the client
code field.  You  will  be  prompted  to  verify your actions
before the entry is deleted.

C.  Journal-Print

1.  Receivables-Invoices/Transactions
This report will print  out  all invoice transactions entered
through the Receivables module.   This journal may be printed
to the printer or displayed  on  the screen for verification.
Type 'I' is for an invoice,  type  'C' if for a miscellaneous
credit,  and  type  'W'  is  a  write-off  transaction.  This
journal should be printed out on paper before posting.  After
the posting process is run you  will  not be able to edit the
transactions.

2.  Cash Receipts Journal
This report will print out all of the cash receipts.  It will
display the transaction  number,  client  code  and name, the
invoice number they paid, and the amount the client paid.

The type will be  'P'  for  a  payment.   This  report may be
displayed on  the  screen  or  printed  out  on  paper.  This
journal should be printed out on paper before posting.  After
the posting process is run, you  will not be able to edit the
transactions.

D.  Receivables-Posting Process

Be sure and print out all  journals  and make a backup before
running this process.   This  process  will update all client
balances and put all invoices  in the open invoice file.  You
will no longer be able to  edit any invoices or receipts made
through this module after posting.

A summary of all  debits  and  credits  will  be  sent to the
general ledger.  This total will  be  displayed on the screen
when the posting process is  finished,  and the totals should
always be equal.

This summary may be viewed  in the general ledger by entering
in AR as the journal, and  the transaction number will be the
date.  Example, if you posted on March 14, enter 03/14 as the
transaction number and AR as  the  journal.  The summary post
will be displayed on the screen, but may not be edited.
PAGE 13




E.  Receivables-Reoccurring Entries

1.  Receivables-Enter Reoccurring Entries
When entering reoccurring entries  it  will  work the same as
entering in  regular  transaction  entries.   The transaction
number will  be  incremented  automatically,  but  is  just a
reference number.  When  the  entries  are generated, it will
take  the  last  transaction   number  used  in  the  regular
Enter/Edit transaction option and  increment  it by one.  The
first reoccurring entry will be given this transaction number
when it is sent  to  the  transaction  file  and  so on.  The
reoccurring entries transaction number will not change.

The first thing you will enter is the reoccurring code.  This
code will be  used  when  generating the reoccurring entries.
When you generate the entries it will ask for what code.  You
will pick the code and  it  will generate all the reoccurring
entries that have that particular code.  Everything else will
work the same as when you enter a regular transaction.

2.  Receivables-Print Reoccurring Entries
When printing the  reoccurring  entries  you  may display the
report or print it  out  to  the  printer.   It will show the
reoccurring number, client code and  name, and each line item
entered with a total of the debits and credits.  It will also
display the reoccurring code for each entry.

3.  Receivables-Generate Entries
This  option  will  allow  you  to  generate  the reoccurring
entries.  It  will  ask  you  for  the  reoccurring  code  to
generate for.  Once you select  the code it will generate all
entries that have this reoccurring  code.   They will be sent
to the transaction file  and  you  can  edit them through the
Enter/Edit transaction option.   The transaction numbers will
be assigned automatically with  the  next numbers in sequence
from the regular Enter/Edit transaction option.  If you print
out a  Invoice/Transaction  listing  the  reoccurring entries
generated will be included in this report.

IV.  PAYABLES

A.  Payables-Enter/Edit Transactions

This option allows you to  enter invoices for your vendors or
edit  any  invoices  already  entered  but  not  posted.  The
transaction number will be automatically displayed.  Pressing
ESCape while in the transaction  number will take you back to
the  payables  menu.   If  you   need   to  edit  a  previous
transaction,  just  enter   in  that  particular  transaction
number, and it will be displayed on the screen for you.

When entering an invoice, enter  in  the vendor code, and the
vendor information will be displayed.   By pressing F4 a list
of all the vendors will be  displayed  on the screen.  If you
are editing an invoice and  need to delete that invoice, just
press Ctrl+W in  the  vendor  code  and  that invoice will be
deleted.  You will be asked to verify your actions before the
invoice is deleted from the records.
PAGE 14




If the vendor code entered does  not exist, you may add it at
this time.  The credit limit is  the limit you entered in the
vendor file.  The balance will  only  reflect any invoices or
payments that have been posted.   The  last payment date will
be updated automatically after posting.

It will then prompt you to enter  an 'I' for invoice or a 'D'
for a miscellaneous debit.  Most entries will be invoices.  A
miscellaneous debit will only  be  used  if the vendor issues
you a credit or if an entry was entered in error and posted.

Then enter in an invoice number, pressing F8 will display all
invoices made for this  vendor  on  the screen.  This invoice
number cannot be  changed  when  editing the transaction.  If
the wrong invoice number was entered, you will have to delete
the transaction.  If you are making an adjustment to a posted
invoice, use the same invoice number.

The date of the invoice defaults to the DOS date, but may be
changed.  The due date will be generated, but can be changed.

Your payables General Ledger  account  will be displayed, and
you may enter in a description  of the invoice and the amount
in the credit column.   If  it  is  a miscellaneous debit the
cursor will stop in the  debit  column,  and you can enter in
the amount.

On the second line enter  in  your offsetting account and the
proper amount.  If the account number entered does not exist,
you may add it at  this  time.   Pressing F2 will display all
the chart of accounts on the screen.

You may enter  up  to  eight  line  items  per invoice.  When
debits and credits are equal  leave  the account number blank
and press enter, you will  then  be  prompted  to enter in an
invoice description.  This description will be displayed when
printing out vendor statements and aging report.

When editing an invoice,  Page  Down  will  allow you to move
down through each line item.  Page  Up  allows you to move up
to the previous line  item.   Pressing  Ctrl+W in the account
number field will delete that line item.

B.  Cash Payments

When you pay a vendor you will enter the payment through this
option.  The transaction number  will  come up automatically.
Pressing ESCape while in the transaction number will take you
back to the payables menu.  Enter  in  a vendor code or press
F4 and all  the  vendors  will  be  displayed  on the screen.
Enter in the proper transaction  date  next.  It will default
to the DOS date.

To edit a cash payment,  enter  the proper transaction number
and that transaction will be displayed on the screen.  If you
need to delete the payment,  press  Ctrl+W in the vendor code
field.  You will be prompted to verify you actions before the
payment is deleted.
PAGE 15




Next you must enter in  the  invoice  number to which you are
applying the payment.  If you  do not know the invoice number
press F8 and all invoices  for  that vendor will be displayed
on the screen for  you.   If  the invoice number entered does
not exist, you will be notified that there is no open invoice
with that number.

Once this invoice number is  entered  and processed, you will
not be able to edit this  field.  If the wrong invoice number
was entered, you will have to delete the transaction.

After entering in the  proper  invoice  number it will ask if
this is a Computer printed check  or  a manual check.  If you
answer 'C' for a computer check, you will not have to enter a
check number, just  enter  the  amount  paid.   We  track the
computer checks for you.   Also, the  computer checks must be
printed out through the  Print  Checks option before posting.
If you answer 'M' for a  manual check, you must then enter in
a check number and the amount.   Next  it will prompt you for
the  checking  account  number.  This  will  default  to  the
checking account number in the  General ID file.  If you have
multiple checking accounts you  can  enter the proper account
you want the payment  to  be  taken  from.   You will then be
prompted to enter  in  a  payment  description  which will be
displayed on the vendor aging report and statements.

C.  Journal-Print

1.  Payables-Invoices/Transactions
This report will print  out  all invoice transactions entered
through the Payables module.  This  journal may be printed to
the printer  or  displayed  on  the  screen for verification.
This journal should be printed  out  on paper before posting,
because after  posting  you  will  not  be  able  to edit the
transactions.

The report includes the  transaction  number, vendor code and
name, invoice number, date of  the  transaction, due date and
type of transaction.  Type 'I' is for an invoice and type 'D'
is for a miscellaneous debit.

Also the account numbers  and  account  names  along with the
description will be shown.   The  amount debited and credited
for each account will also be displayed and totaled.

2.  Payments Journal
This report  will  print  out  all  payments  made.   It will
display the invoice number, check number, and the amount paid
toward the invoice.   This  report  may  be  displayed on the
screen or printed  out  on  paper.   This  journal  should be
printed out on paper before posting because after posting you
will not be able to edit the transactions.

D.  Disbursements Journal

This option will print  out  your cash disbursements journal.
It is a breakdown of  your  cash  spent for each account.  It
will display each account number  and name with a description
PAGE 16



of what the cash  was  spent  on.   The  amount made for each
entry, either debit or  credit,  and  a running total of each
account.  This report  may  be  displayed  on  the  screen or
printed out on paper.

E.  Print Checks

This option will allow you to print out your computer checks.
It will first ask  if  you  want  to  reprint checks.  If you
answer 'N'  it  will  print  the  checks  that  have not been
printed.  It will first ask if  the printer is on-line and if
the checks are  aligned.   Then  it  will  prompt you for the
starting check number.  This  will  default  to one more than
the last check number in  the Check Alignment option, but may
be changed.

If you answer  'Y'  to  reprint  checks  it  will reprint any
checks that have already been printed out.  First it will ask
if your printer is  on-line  and  if  the checks are aligned.
Then it will ask which checks to reprint.  Enter in the check
numbers to reprint in the From  and  To fields.  Then it will
prompt you for the starting  check number.  This will default
to one more than the last check number in the Check Alignment
option, but may be changed.

Remember to customize the print out to fit on your checks use
the check alignment option in F9(Utilities) on the main menu.

F.  Payables-Posting Process

Be sure and print out all  journals  and make a backup before
running this process.   This  process  will update all vendor
balances and put all invoices  in the open invoice file.  You
will no longer be able to  edit any invoices or payments made
through this module after posting.   Before  you can post you
must print out all computer checks.

A summary of all  debits  and  credits  will  be  sent to the
ledger.  The total debits  and  credits  will be displayed on
the screen after the posting  process is finished, this total
should always be equal.

This summary may be viewed in the ledger by entering in AP as
the journal, and the  transaction  number  will  be the date.
Example, if  you  posted  on  March  14,  enter  03/14 as the
transaction number and AP as  the  journal.  The summary post
will be displayed on the screen, but may not be edited.

G.  Payables-Reoccurring Entries

1.  Payables-Enter Reoccurring Entries
When entering reoccurring entries  it  will  work the same as
entering in  regular  transaction  entries.   The transaction
number will be incremented  automatically  but  is  used as a
reference number only.   Once  the  entries are generated and
sent to the regular transaction file they will be given a new
transaction number.  It will be  the  next number in sequence
in the transaction file.

PAGE 17



The first thing you will  enter  is a reoccurring code.  This
code will be  used  when  generating the reoccurring entries.
When you generate the entries it will ask for what code.  You
will pick the code and  it  will generate all the reoccurring
entries that have that particular code.  Everything else will
work the same as when you enter a regular transaction.

2.  Payables-Print Reoccurring Entries
When printing the  reoccurring  entries  you  may display the
report or print it  out  to  the  printer.   It will show the
reoccurring number, vendor code and  name, and each line item
entered with a total of the debits and credits.  It will also
display the reoccurring code for each entry.

3.  Payables-Generate Entries
This  option  will  allow  you  to  generate  the reoccurring
entries.  It  will  ask  you  for  the  reoccurring  code  to
generate for.  Once you select  the code it will generate all
entries that have this reoccurring  code.   They will be sent
to the transaction file  and  you  can  edit them through the
Enter/Edit transaction option.   The transaction numbers will
be assigned automatically with  the next numbers in sequence.
If  you  print   out   a   Invoice/Transaction   listing  the
reoccurring  entries  generated  will  be  included  in  this
report.

V.  REPORTS

A.  General Ledger Reports

1.  Trial Balance
This report  will  give  a  listing  of  all  accounts in the
general  ledger  and  their  balances.   These  balances  are
updated when the  posting  process,  is  run  in  the General
Ledger.  It will display the accounts beginning balance, this
month's  balance,  and  the  current  balance.   The  current
balance is the beginning balance plus this month's balance.

After the end of the month  is run, this month balance resets
to zero and is added to the beginning balance.  The totals of
all debits and credits are shown at the end of the report and
should always be equal.  This  report can be displayed on the
screen or printed out to keep for your records.

2.  Income Statement
This report displays all Revenue  and Expense accounts in the
general ledger and  their  balances.   The  balances of these
accounts will be updated when  the  posting process is run in
the General Ledger.   Like  the  Trial  Balance  it shows the
beginning balance,  this  month's  balance,  and  the current
balance.  It will give you a  total  of all your revenues and
the total of all your  expenses.  The net income displayed is
the total revenues minus the total expenses.

After the end of the month  is run, this month balance resets
to zero and is added  to  the beginning balance.  This report
can be displayed or printed out for your records.

3.  Balance Sheet
PAGE 18



This report  displays  all  Assets,  Liabilities,  and Equity
accounts in  the  General  Ledger  and  their  balances.  The
balances of these accounts will  be  updated when the posting
process is run in the General Ledger.  Like the Trial Balance
it shows the beginning balance, this month's balance, and the
current balance.  It will give you a total of all your Assets
and the total  of  all  Liabilities plus Equity.  Liabilities
plus Equity should equal the total Assets.

After the end  of  the  month  is  run,  this month's balance
resets to zero and is  added  to the beginning balance.  This
report can be displayed on the  screen or printed out to keep
for your records.

4.  Chart of Accounts
This report  will  print  a  listing  of  all  your  Chart of
Accounts.  It will  print  Account  Number, Account Name, and
the type of Account.   This  report  can  be displayed on the
screen or printed out to keep for your records.

B.  Receivable Reports

1.  Statements-Clients
This option prints out the  statements  for each client.  You
are able to print statements  for one client, all clients, or
a range of clients.   You  may  display the statements to the
screen or print  them  out  on  plain  paper.  The statements
contain any invoices or  payments  made  for  a client.  This
reminder can be sent to a  client to show how much the client
was charged and show all the  payments the client has made on
the invoices.  Then  it  will  display  the  amount  that the
client currently owes.  It will also print out a line of text
reminding the client that  their  invoice  is past due or any
message  you  have  set  up  in  the  statement  text  in the
Utilities menu.

This report would be printed out  once a month before the end
of the month is run.  When the  end  of the month is run, all
invoices are matched up with payments, and if the net balance
is zero, the invoice  and  payments  will be deleted from the
file.  This  means  they  will  not  appear  on  next month's
statement.

2.  Aging Report-Clients
This report  is  designed  to  print  out  all  invoices  and
payments made for all  clients.   It  will display the client
code, and client name  and  phone  number.  Then it will list
all invoices, the date of  the  invoice,  and when it is due.
The column  heading  'C'  will  tell  where  each  invoice or
payment was made.  An 'I'  stands for an invoice made through
the receivables module.  The  letter  'P'  is for any payment
made through  the  cash  receipts  option  of the receivables
module.  A 'B' is  for  an  invoice  made through the billing
module.

If a payment was recorded in  the  billing module at the time
the invoice was  made,  only  the  remaining  amount  will be
displayed on this report.   If  the  invoice has not yet come
due, it will fall under the column heading 'Future Due'.  For
PAGE 19



invoices that are zero to thirty  days past due, they will be
displayed under the  column  '0/-30'.   Payments are recorded
with a negative sign in front of the amount paid.

The client totals give a  total  of  how much the client owes
for each column heading.  This way you will know how much the
client owes and if any of  that amount is past due.  You also
have the option to display this  report on the screen to look
at the clients billing information.

This report would be printed out  once a month before the end
of the month is run.  When the  end  of the month is run, all
invoices are matched up with payments, and if the net balance
is zero, the invoice  and  payments  will be deleted from the
file.  This means they will  not appear on next month's aging
report.

3.  Client-Directory
This report will print out  all  information entered for each
client in the client file.  You may print out a directory for
any range of clients by entering the range in the From and To
option  when  printing  this  report.   This  report  may  be
displayed on the screen before actually printing.

4.  Client-Labels
This option will print out  labels  for any range of clients.
The client's name,  employer,  and  client's  address will be
printed on the label.  Enter  the  range desired to print out
in the From and To  option.   These  may  be used for mailing
purposes.

5.  Client-Historical Invoices
This option will print  out  all  the services, products, and
messages for each client that  were made throughout the year.
You may print this  report  to  paper  or  display  it on the
screen.  This report can be  printed  for one client, a range
of clients, or all clients.   If  you  are unsure of a client
code press F3 to list by  code,  or search by name or company
name.

C.  Payables Reports

1.  Statements-Vendors
This option prints out the  statements  for each vendor.  You
are able to print statements  for one vendor, all vendors, or
a range of vendors.  Next  it  will  ask  if you are sure you
want to print the statements.   You may print or display this
report.  The statements contain any invoices or payments made
for a vendor.   Then  it  will  display  the  amount that you
currently owe each vendor.

This report would be printed out  once a month before the end
of the month is run.  When the  end  of the month is run, all
invoices are matched up with payments, and if the net balance
is zero, the invoice  and  payments  will be deleted from the
file.  This  means  they  will  not  appear  on  next month's
statement.

2.  Aging Report-Vendors
PAGE 20



This report  is  designed  to  print  out  all  invoices  and
payments made for all  vendors.   It  will display the vendor
code, and the vendor  name  and  phone  number.  Then it will
list all invoices, the date  of  the  invoice, and when it is
due.  The column heading 'C' will tell if it is an invoice or
a payment.  An 'I' stands  for an invoice entered through the
payables module.  The  letter  'P'  is  for  any payment made
through the cash payments option of the payables module.  The
'R' is for any Received  Purchase  Orders entered through the
Purchases Module.

If a payment was recorded in the purchases module at the time
the invoice was  made,  only  the  remaining  amount  will be
displayed on this report.   If  the  invoice has not yet come
due,  it  will  fall  under  the column heading 'Future Due'.
Invoices  that  are  zero to  thirty  days  past  due will be
displayed  under  the column '0/-30'.   Payments are recorded
with a negative sign in front of the amount paid.

The vendor totals give a total of how much you owe the vendor
for each column heading.   This  way  you  will know how many
outstanding debts you have and if any are past due.  You also
have the option to display this  report on the screen to look
at your status with a vendor.

This report would be printed out  once a month before the end
of the month is run.  When the  end  of the month is run, all
invoices are matched up with payments, and if the net balance
is zero, the invoice  and  payments  will be deleted from the
file.  This means they will  not appear on next month's aging
report.

3.  Vendor-Directory
This report will print out  all  information entered for each
vendor in the vendor file.  You may print out a directory for
any range of vendors by entering the range in the From and To
option  when  printing  this  report.   This  report  may  be
displayed on the screen before actually printing.

4.  Vendor-Labels
This option will print out  labels  for any range of vendors.
Your contact, vendor company, and  address will be printed on
the label.  Enter the range to  be printed in the From and To
option.  These may be used for mailing purposes.

D.  Service/Message Reports

1.  Service Listing
Through this option you can  print a listing of your services
file.  These may be printed out  on paper or displayed on the
screen.  You also have  the  option  of printing any range of
services.  Enter in the range to  be  printed in the From and
To option.  This listing may be used for quick reference.  It
will show the code, description, and cost for each service.

2.  Product Listing
Through this option you can  print a listing of your products
file.  These may be printed out  on paper or displayed on the
screen.  You also have  the  option  of printing any range of
PAGE 21



products.  Enter in the range to  be  printed in the From and
To option.  This listing may be used for quick reference.  It
will show  the  product  code,  description,  price, cost, on
order units, committed units, on  hand  units, on hand dollar
value, and  the  associated  Cost  of  Goods  sold  and Sales
account number.  Also a total of  all on hand dollars will be
displayed.

3.  Message Listing
Through this option you can  print  a listing of your message
file.  These may be printed out  on paper or displayed on the
screen.  You also have  the  option  of printing any range of
messages.  Enter in the range to  be  printed in the From and
To option.  This listing may be used for quick reference.

VI.  FILES

A.  Accounts File

All chart of accounts will  be  entered through this routine.
To enter in the budget  amounts  select closing from the main
menu and then  select  budget.   First  enter  in  an account
number.  If an account is  on  file  it will be displayed for
editing purposes.  If you  are  unsure  of an account number,
press F2 and the  chart  of  accounts  will  be listed on the
screen.

If adding a new account, after the account number is entered,
you can enter in  a  description  of  the account.  Next, the
account  type  must  be  entered.   The  different  types  of
accounts available will be displayed on the screen.  Enter in
the type of account you are entering and then save it.

By choosing Quit the  account  just  entered,  or any changes
made to an existing account, will  not  be saved and you will
be taken back to the  Files  Menu.   If you select Delete the
account will be deleted, only if it has a zero balance.

Remember account balances are  only  updated when the posting
process is done in the  Ledger.  Pressing ESCape while in the
account number field will take you back to the Files Menu.

B.  Client File

All client information will  be entered through this routine.
First, you must assign each client  a Code.  This code can be
numeric, alphabetic, or both.   If  a  client  exists for the
code entered, it will be  displayed on the screen for editing
purposes.

Pressing F3 will allow you  to display clients on the screen,
sorted either by code, name or company  name.  If you sort by
company name enter in the  company  name  or  any part of the
company name.  For example, if  you  entered in 'Tar' for the
company name, any company name  found  that starts with 'Tar'
will be displayed.  The same goes when searching by name.

The company field is  the  client's  company  name.  You also
have a field for  the  name  of  your  contact.  Enter in the
PAGE 22



address, city, state, and  zip.   Then  you  can enter in two
phone numbers and the client's Tax number.

The balance  field  will  be  updated  when  any  invoices or
payments for the client  are  posted.   Last payment and last
purchase will be updated  after  the  posting process is run.
Last payment  is  updated  when  any  payments  are  made and
posted.  Last  purchase  is  updated  when  any  invoices are
posted.  Due days are the amount of days they have to pay the
invoice.

There is also a field  for  a  license  number and a reminder
date field.  Next enter in the Tax Code for the amount of tax
the vendor charges.  The tax  amounts  are entered in through
F9 (Utilities) from the main menu.   When  you get to the tax
field, a box will  display  showing  all  the tax amounts you
have entered.  Just  enter  in  the  appropriate code number.
When making out Purchase  Orders and Received Purchase Orders
this tax amount will  be  charged  on all merchandised order.
There are  also  fields  for  additional  information  on the
client.  For instance, their main office information could be
put here.

After all this information is entered a screen will appear to
put in a  comment  about  the  client.   This comment will be
printed out on the client directory.

C.  Service File

All Services  will  be  entered  through  this option.  First
enter in the service code.   If the service already exists it
will be displayed for editing purposes.

Otherwise, you will enter in the service description and then
the charge of the  service.   When  making an invoice for the
service, the price may be  edited  at that time if necessary.
There is also a field  for  a  sales account number.  It will
default to the sales account  in  the general file.  Enter in
the appropriate sales account  for each service.  All revenue
made for that service will  be  added to the particular sales
account.   This  way   you   can   get  sales  for  different
departments.

If you need to edit  a  service  and  do not know the service
code, just press F5 and  a  list  of all the services will be
displayed on the screen.  Pressing  ESCape will take you back
to the Files Menu.

D.  Message File

All messages will  be  entered  through  this routine.  First
enter in the message code.   If the message already exists it
will be displayed for  editing purposes.  Otherwise, you will
enter in the message description.

If you need to edit  a  message  and  do not know the message
code, just press F6 and  a  list  of all the messages will be
displayed on the screen.  Pressing  the  ESCape key will take
you back to the Files Menu.
PAGE 23




E.  Vendor File

All vendor information will  be  entered through this option.
First enter a vendor code.   If  the vendor already exists it
will be displayed  for  editing  purposes.   Enter the vendor
name and the person you are  in contact with at that company.
Next enter the address and phone numbers of this vendor.

The discount percent is any discount offered by the vendor if
paid within the number  of  discount  days.  This is for your
reference only.  Due  days  is  the  number  of days from the
invoice date that the invoice  is  due.  Enter in your credit
limit next.  The credit  limit  is  for  your reference only.
The current balance is updated when any invoice or payment is
posted in the Payables module.

Enter in the appropriate Sales  Tax Rate code.  A window will
pop up showing the  tax  rates  you  have entered through the
F9 (Utilities) option.  Enter in the appropriate code for the
tax rate you  will  charge  the  client  for  all services or
products billed.  This rate will  be  calculated for you when
making out the clients invoices.

Last purchase date and last payment date are updated when any
purchase or payment is posted in the Payables module.  If you
press F4, a list of  all  vendors  on  file will be displayed
Pressing ESCape will take you back to the Files menu.

F.  Product File

All products will be entered  through this option.  First you
will enter in the product code.  If the product is already on
file it will be  displayed  for  editing purposes.  If you do
not know the product  code  press  F10  and  a listing of all
products on  file  will  be  displayed.   Next  enter  in the
description of the product, your selling price, and your cost
of the product.  The on hand units, on hand dollars, units on
order, and committed units will be updated automatically.

On hand units  and  dollars  are  updated  when  you post the
Received Purchase orders or the Inventory adjustments.  Units
on order is  affected  when  you  make  out a purchase order.
Committed units is affected when  you make out an invoice for
the product.

Next you have the sales  account  and  the cost of goods sold
account.  These accounts will default  to  the sales and cost
of goods sold account in the  general id file.  You can enter
in different accounts  if  you  want  to  track you sales and
costs by department.  All  sales  from  this  product will be
totaled in the  sales  account  that  you  entered here.  All
costs for this product will be  totaled  in the cost of goods
sold account entered also.

G.  Records - Client

1.  Add/Edit Client Records
In this option you will  be  able  to write notes of clients'
PAGE 24



visits or any other information you might want to keep on the
client.  First, you will enter  the  client code.  If you are
unsure of the code, press F3  and you can list all clients or
search by name or company name.

Enter in the code and press  enter and the client's name will
be displayed.  Enter the date the information is entered.  If
information has already been entered with this code and date,
it will be displayed for editing.  By entering in a different
date more information may be added for the client.

For each  new  date  entered  there  are  ten  lines to enter
information about the client.   This  screen  is  like a word
processor:  just start  typing  in  the information, and once
the enter key is pressed that line is saved.  By pressing the
ESCape key after pressing enter to save the line, you will be
taken out of the word  processor.  The editing keys available
will be displayed on screen at all times.

2.  Print Client Records
This file  grows  rapidly  in  size  as  more  information is
entered.  It is a good idea  to  print out the Client Records
for a  hard  copy  and  put  in  a  client  file  for  future
reference.

When printing this information you  have  the option to print
all clients' information or a range of clients.  You may also
specify certain dates to print.  This may be displayed on the
screen or printed out on paper for your files.

3.  Delete Client Records
This option allows you to  delete  client records.  This will
reduce the size of the file and give you more disk space.  It
will prompt you for  a  date,  and  everything entered before
this date will be deleted.   It  will  ask you to verify your
actions before it  deletes  out  the records.  After deleting
these from the file,  you  should  ALWAYS go to the utilities
and reindex your files.

4.  Reminder Labels
You can print  client  reminder  labels  through this option.
These mailing labels can  be  used  to send clients reminders
that it's time for  their  next  meeting  or  just to keep in
contact with them.

When printing these you have the  option to print for a range
of clients or just for one client.  Enter in the date, and it
will print the labels for the clients specified by the range,
and only for the client with a reminder date on or before the
date specified.  The reminder  date  it  looks at is the date
entered in when making out  an invoice for the client through
the billing module.  This is also shown in the client file.

These reminder labels  may  be  displayed  on  the  screen or
printed out on paper.  Once  the reminder labels are printed,
the reminder date is blanked  out.  This means once you print
out your reminder labels they  may  not be printed out again,
unless you enter in a  invoice  with  a new reminder date, or
edit the client file and enter in a new reminder date.
PAGE 25




H.  Appointment Schedule

1.  Add/Edit Appointments
In this option you are able  to  add or edit your appointment
schedule.  First you will be asked to enter the date to which
you  wish  to  add  or   edit  appointments.   Next  all  the
appointments entered  for  that  day  will  be  displayed for
viewing or editing purposes.

The schedule allows you to enter the client's name with which
you have an  appointment,  and  any  comments  you might have
concerning this appointment.   If  you  are  not  sure of the
client's name press F3 to search for the client by code, name
or  company name.   This schedule starts at  7:00am  and goes
until 6:45pm in 15 minute increments.

2.  Print Appointments
This option  allows  you  to  have  a  printed  copy  of your
appointment schedule.  When printing this information you are
asked to enter the first and  last  date you want this report
to cover.  Each day will  be  printed  on a separate sheet of
paper, with the time, client's name, and any comments made.

3.  Delete Appointments
This option allows you to  delete days of appointments.  This
will reduce the size of the file and free up more disk space.
It will prompt you for a range of dates to delete, everything
entered between these dates will be deleted.  It will ask you
to verify your actions before it deletes the records.

I.  General/ID File

This is where your company  name and address will be entered.
There are also fields  for  a  phone  number and an emergency
phone number.  You may  also  enter  a social security number
and your tax number.

General Information:  The  general information contains eight
chart of accounts.   These  fields  may  not  be  left blank.
These  accounts  are  what  control  the  integration  of the
different modules of this package when posting to the ledger.

If you enter in an account  number  not found in the chart of
account file, you can add  it  at  this time.  It will notify
you that the account you entered  is  not in the file and ask
if you want to add the  account  at this time.  If you answer
'Y', it will take you to  the Account Files where you can add
the information for this account.   If  you are unsure of the
account number, press F2 and  all your chart of accounts will
be displayed on the screen.

For example, the  cash  account  or  CHECKING account entered
will receive all receipts entered in the cash receipts option
of the receivables module.   When  receivables are posted all
receipts will be added to the cash or checking account in the
Ledger.  It will also receive any payment made at the time an
invoice is entered.   Any  payment  made  to  a vendor in the
cash payments or Received Purchase Order will be taken out of
PAGE 26



this account.   You have the option  to override this account
when making out the cash receipt or payment, amount paid on a
received purchase order or amount received on an invoice.

The  RECEIVABLE  account  will  receive  information  of  any
invoice entered for clients.   The  total  of this account in
the Ledger will be all the outstanding balances due to you.

The SALES  account  is  used  for  the  default  account when
entering in Services and Products.  The total of all products
sold and services rendered, when  making out an invoice, will
be sent to  the  sales  account  entered  for each particular
service and product.

The PAYABLE account will keep a  total of all bills which you
owe.  When making an invoice  for  any purchase, this account
will track the total amount you owe.

The INVENTORY account  will  be  updated  when merchandise is
received and the  Received  Purchase  Orders  are posted.  It
will also be updated when  the billing is posted for products
sold.

The COST OF  GOODS  SOLD  is  the  default  account used when
entering a product.   If  you  have different departments the
appropriate account will be  updated  when the billing module
is posted.

The SALES TAX account will keep  track  of all tax charged to
the client when making out an invoice.

The SALES TAX EXPENSE account will  keep track of all tax you
are charged when making a Purchase Order or Received Purchase
Order.

Remember transactions for these  accounts are only created in
the general ledger  after  posting  the Billing, Receivables,
Payables,  and   Received  Purchase  Orders.   The  chart  of
accounts balances  are only updated after posting the general
ledger.

Printer Parameters:  The printer parameters are decimal codes
the program sends to your  printer when printing out reports.
These control the condensed  and  normal printing of reports.
Most printers use  the  standard  IBM  mode,  which is 18 for
normal and 15 for condensed.   Consult your printer manual or
computer dealer if you have difficulty with your parameters.

Last Invoice  Number:   The  invoice  number  entered in this
field will be the last  invoice number used.  When making out
an invoice the next  number  in  sequence  will appear as the
invoice number used.  Once an  invoice is issued you will NOT
be able to change the last  invoice  number used to a smaller
number.  So be sure  the  next  number  is  the number of the
invoice with which you wish to start.

Last Purchase Number:   The  purchase  number entered in this
field will be  the  last  purchase  order  number used.  When
making out a purchase order  the next number in sequence will
PAGE 27



appear as the purchase  order  number  used.  Once a Purchase
Order is issued you  will  NOT  be  able  to  change the last
purchase order number used to  a  smaller number.  So be sure
the next number  is  the  number  of  the purchase order with
which you wish to start.

Password:  For security reasons a  place  to enter a password
has been provided.  The next screen  asks if you want to edit
your password.  If you  answer  'Y',  it  will prompt you for
your current password.  If this is the first time to edit the
password  press  enter,  otherwise   enter  in  your  current
password.  You  will  now  have  the  ability  to  enter  the
password you wish to use.  If  you enter a password, the next
time you run the program  you  must enter the proper password
before the program will run.

VII.  PURCHASES

A.  Enter/Edit Purchase Order

This module  is  used  to  enter  a  purchase  order  for any
inventory items ordered.   The  next  purchase number will be
displayed in the purchase number  field.  If you need to edit
a previous purchase order just enter in that purchase number,
and it will be displayed on  the screen, providing it has not
been posted.  Pressing  ESCape  in  the purchase number field
will take you back to the purchase menu.

Next enter in the  vendor  code.   Pressing  F4 will list all
your vendors, sorted by code, on  the screen for you.  If the
vendor code entered is  not  found,  you  may  add it at this
time.

Next you will  be  prompted  to  enter  in  the  date  of the
purchase order.  It defaults to  the  DOS  date but it may be
changed.  Due date is calculated  by  the due days entered in
the vendor file.  The vendor  balance and last payment fields
are updated when any  invoices  or  payments  are made to the
vendor and posted.

Next you will be  prompted  to  enter in all products ordered
and any messages.  You may  press  F10  for  a listing of the
products and F6 for a  message  listing.  Services may NOT be
entered in for a purchase order.

If you enter in a product or message not on file, you can add
it at this time.  If you add  it  at this time it will prompt
you to indicate if it is  a product or message.  Then it will
bring up  the  proper  screen  to  enter  in  the  product or
message.  You can add as many as necessary at this time.

After a product or message  is  entered  that is on file, the
description will be displayed for each line item entered, but
may be modified.  You can enter  up  to as many line items as
necessary.  If you fill up  one  screen  you  can page up and
page down through all the line items.

If a product is entered,  the  description will be displayed,
but may  be  changed.   Next  enter  in  the  number of units
PAGE 28



ordered.  The cost will  default  to  the cost entered in the
product file but may  also  be  changed.  The extended amount
will be calculated automatically.

The Rec'd field and the first  cost field will have zero's in
them until you enter a  Received  Purchase Order and enter in
the number of units received.   If  you edit a Purchase Order
without entering a  Received  Purchase  Order  the first cost
field will default to the cost in the product file.

If a message is  entered  the  description will be displayed,
but it may be changed.  If  the message does not exist in the
message file, it may be added at this time.

Pressing Page Up while in the  product field will move you up
to the previous line item.   Pressing  Page Down takes you to
the next line item.

Leaving the product field blank  and  pressing return or just
pressing ESCape will  take  you  out  of  the  purchase order
entry.  The sales tax  will  then  be calculated and added to
the total amount due.

A  description  of  the  purchase  order  to  be  printed  on
statements and the aging report will be entered in next.  You
have the option to print the  purchase order now if you wish,
or you may print it out later.

To edit a previous purchase order just enter in that purchase
number, and it will be  displayed,  providing it has not been
posted.  Pressing Ctrl+W while in the client code will delete
the invoice.  You will  be  prompted  to  verify your actions
before the invoice is deleted.  If  you need to delete a line
item just press Ctrl+W in  the product code field.  This will
delete that line item only.  When editing Page Down takes you
to the next line item and  Page  Up takes you to the previous
line item.

After a Purchase Order is entered,  the on order field in the
product file will be updated by the number of units ordered.

B.  Enter/Edit Received P.O.

This module  is  used  to  enter  a  Received  Purchase Order
showing any amount of products  received  from a vendor.  The
next Received Purchase Order number  will be displayed in the
Purchase Number  field.   If  you  need  to  edit  a previous
Received Purchase Order just  enter  in that Received number,
and it will be displayed on  the screen, providing it has not
been posted.  If you  have  already  entered a Purchase Order
and now want to enter the  number of units received, enter in
the Purchase Order number.   You  can  then  move to the line
items and enter in the  appropriate  number of units received
for each product.  If you do  not use Purchase Orders you can
just enter in  a  Received  Purchase  Order  for the products
received.  Pressing ESCape in  the Purchase number field will
take you back to the Purchase menu.

Next enter in  the  vendor  code,  unless  you  are editing a
PAGE 29



Received Purchase Order or are entering in received units for
a Purchase Order.  Pressing F3  will allow you to display the
vendors on the screen.   If  the  vendor  code entered is not
found, you may add it at this time.

Next you will be prompted to enter in the date of the invoice
and due date.  The date of  invoice defaults to the DOS date,
unless you  are  editing  a  previous  entry  or  entering in
received products for a purchase order.  The due date will be
entered in automatically, but  may  be  changed.  Due date is
calculated by the due days  entered  in the vendor file.  The
vendor balance and last payment  fields  are updated when any
invoices or payments are made to the vendor and posted.

Next you will be prompted  to  enter in all products received
and any messages.  You may  press  F10  for  a listing of the
products or F6 for  a  message  listing.  If you are entering
received merchandise for a  purchase order, the products from
the purchase order will be displayed.

If you enter in a product or message not on file, you can add
it at this time.  If you add  it  at this time it will prompt
you to indicate if it is  a product or message.  Then it will
bring up  the  proper  screen  to  enter  in  the  product or
message.  You can add as many as necessary at this time.

After a product or message  is  entered  that  is on file the
description will be displayed for each line item entered, but
may be  modified.   You  can  enter  as  many  line  items as
necessary consisting of products and messages.

If a product is entered,  the  description will be displayed,
but may  be  changed.   The  cost  will  default  to the cost
entered in the product  file  but  may also be changed.  Next
you will enter in the  number  of  units received and you can
enter in a new cost if  it  is  different than what is in the
product file.  The  extended  amount  will  be calculated for
you.  The on hand units  in  the  product file will be update
once you post the Received Purchase Orders.

If you are entering  a  Received  Merchandise  for a purchase
order the number of units ordered and cost will be displayed.
Otherwise the units order and cost will be zero.

If a message is  entered  the  description will be displayed,
but it may be changed.  If  the message does not exist in the
message file, it may be added at this time.

Leaving the product field blank  and  pressing return or just
pressing ESCape will take you to the amount paid field at the
bottom of the screen.  Any cash payment made at this time can
be entered.  The  invoice  generated  will  only  be  for the
remaining amount due, if any.   Once in the Amount Paid field
the Sales Tax will be calculated.   The Total is the total of
all products received plus  the  sales  tax  minus any amount
paid.  If you enter an  amount  in  the  amount  paid  field,
this amount will be posted to your default checking  account,
that is setup in the General ID File. This amount  will  also
be  posted to  the  check  reconcilation  under  the  default
PAGE 30



checking account.

Pressing Page Up while in the amount paid field will take you
back to  the  line  items.   Pressing  Page  Up  while in the
Product field will move  you  up  to  the previous line item.
Pressing Page Down takes you to the next line item.

A description of the purchase to be printed on statements and
the aging report  will  be  entered  in  next.   You have the
option to print the Received  Purchase Order now if you wish,
or you may print it out later.

To edit a previous Received Purchase Order just enter in that
Received number, and it will  be  displayed, providing it has
not been posted.  Pressing Ctrl+W  while  in  the vendor code
will delete the invoice.  You will be prompted to verify your
actions before the invoice is deleted.  If you need to delete
a line item just press Ctrl+W in the Product field. This will
delete that line item only.  When editing Page Down takes you
to the next line item and  Page  Up takes you to the previous
line item.  Also Page Up will  take  you from the amount paid
field to the last line item entered.

C.  Inventory Adjustments

This option  allows  you  make  adjustments  to your products
after taking an inventory.  You  will only be allowed to make
adjustments to  products  already  on  file.   First you will
enter in the product code.  Pressing F10 will display all the
products on  the  screen.   After  the  code  is  entered the
description and the current on  hand units will be displayed.
If there has  already  been  an  adjustment  entered  for the
product, and  not  posted,  the  New  on  Hand  Units will be
displayed.  Pressing CTRL+W while  in  the  New on Hand Units
field, will delete the adjustment.

You may now enter in the New  on Hand Units.  If you enter in
more units than currently  on  hand,  after posting this will
increase your inventory and update  the current on hand units
in the product file.  Also, your  Cost  of Goods Sold will be
decreased.  If you  enter  in  less  units  than currently on
hand, after posting  this  will  decrease  your inventory and
update the current on hand  units in the product file.  Also,
your Cost of Goods Sold will be increased.

D.  Print P.O./Received P.O.

1.  Print Purchase Order
Through  this  option  you  can  print  or display a range of
purchase orders.   If  you  answer  'Y'  to reprint  purchase
orders, it will  print  out  all  purchase  orders  that have
already been printed.  If you  answer 'N', it will only print
purchase orders that have not  been printed.  You also have a
range of which purchase orders to print out.

2.  Print Received P.O.
Through this  option you will  be  able  to  print or display
received purchase  orders.   If  you  answer  'Y'  to reprint
received purchase  orders,  it  will  print  out all received
PAGE 31



purchase orders  that  have  already  been  printed.   If you
answer 'N', it will only  print received purchase orders that
have not  been  printed.   You  also  have  a  range of which
received purchase orders to print out.

E.  Print Adjustments

This  option  will  allow  you to print out all the inventory
adjustments entered.  You may display this report or print it
out to the printer.  This  will  display the Product code and
description and the current on hand units and the new on hand
units entered.

F.  Print Purchase Journal

This  report  will  show  all  Purchase  Order  and  Received
Purchase Order amounts and amount  due.   You have the option
to display the report on  the  screen  or print it out to the
printer.  This  will  show  the  Purchase  Order  or Received
Purchase Order number, vendor code, vendor company, and date.
It will also show the  total  of  the  invoice and any amount
paid at the time of the invoice.  Also the amount now owed on
the invoice will be displayed.   It will also give you totals
for each of these columns.

G.  Post Received P.O.

Be sure and print out  all purchase orders, received purchase
orders, and the purchase  journal  and  make  a backup before
running this process.   This  process  will update all vendor
balances and put all  received  purchase  orders  in the open
invoice file.  Also the on hand  units and the on order units
in the product file will be updated.

When posting you have the  option  to post Unprinted Received
Purchase Orders.  If  you  answer  'N' the unprinted Received
Purchase Orders will stay in the file.  If you answer 'Y' all
Received Purchase Orders will be posted.

You will no longer be  able  to  edit  any purchase orders or
received purchase  orders  that  had  units  received  or any
partial units received.  The only  thing that will be left in
the file will be Purchase Orders  that did not have any units
received.  Any units not received  will  have to be reentered
as a Purchase Order.

A summary of all  debits  and  credits  will  be  sent to the
ledger.  Total debits and credits posted will be displayed on
the screen and they should always be equal.

This summary may be looked at in the ledger, but it cannot be
edited.  To look at this summary, enter in PO for the journal
and the date as the  transaction number.  For example, if you
posted on March 14, enter  in 03/14 as the transaction number
and PO as the journal.  This  will display the summary on the
screen.

H.  Post Adjustments

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Be sure and  print  out  the  Adjustments  and  make a backup
before running this  process.   This  process will update the
product file with the new  on  hand  units.  It will take the
new on hand units times the  standard  cost to get the new on
hand dollar value.  If the adjustment is made to decrease the
inventory  a  credit  will  be  made  to  inventory  and  the
offsetting entry will be made to  the  cost of goods sold for
each product.

A summary of all  debits  and  credits  will  be  sent to the
ledger.  Total debits and credits posted will be displayed on
the screen and they should always be equal.

This summary may be looked at in the ledger, but it cannot be
edited.  To look at this summary, enter in IV for the journal
and the date as the  transaction number.  For example, if you
posted on March 14, enter  in 03/14 as the transaction number
and IV as the journal.  This  will display the summary on the
screen.

VIII.  CLOSING

A.  General Ledger-End of the Month

Before running any of the end of the period routines, be sure
and make a  backup  of  your  data  files.  This routine will
remove all POSTED  transactions  in  the General Ledger file.
This month's balance will be  added to the beginning balance,
and then this month's  balance  will  reset to zero.  Be sure
and print out all General  Ledger reports before this process
is run.  If a report was  not printed, you can always restore
your backup and print out the report and rerun the process.

You will be prompted to  Update the General Ledger Historical
File, if you answer  'Y'  all  entries  will  be saved to the
historical file.  This will allow you to print out historical
journal and account activity reports throughout the year.  If
you answer 'N' the entries will  just  be cleared out and not
saved for historical reports.

After the closing process is  complete,  a screen will appear
indicating that  the  process  is  complete.   If  any errors
occurred during the process,  they  will  be indicated on the
screen.

B.  Receivables-End of the Month

Before running any of the end of the period routines, be sure
and make a  backup  of  your  data  files.  This routine will
match up all POSTED cash receipts and invoices.  If they have
a net balance of zero,  they  will  be deleted from the file,
unless it is a  hold  invoice.   Be  sure  and  print out all
receivable reports before this process is run.  You must POST
the receivables module and the  billing module before you can
run this  process.   It  will  notify  you  if  there are any
unposted transactions in the receivables and billing modules.

After the closing process is  complete,  a screen will appear
indicating that  the  process  is  complete.   If  any errors
PAGE 33



occurred during the process,  they  will  be indicated on the
screen.

Any invoices which  have  a  balance  of  zero will no longer
appear on the aging  report  or  the  client statements.  The
cash receipts will also  be  deleted  from the file.  You can
restore your backup  if  you  need  to  print any reports not
printed out and rerun this process.

C.  Payables-End of the Month

Before running any of the end of the period routines, be sure
and make a  backup  of  your  data  files.  This routine will
remove all open invoices with a  net balance of zero from the
payables file.  Be sure  and  print  out  all payable reports
before this process  is  run.   You  MUST  post  the payables
module before this process can be run.  It will notify you if
there are any unposted transactions in the payables module.

After the closing process is  complete,  a screen will appear
indicating that  the  process  is  complete.   If  any errors
occurred during the process,  they  will  be indicated on the
screen.

Any invoices which  have  a  balance  of  zero will no longer
appear on the  aging  report  or  on  vendor statements.  The
payments made on these invoices will also be deleted from the
file.  You can restore your backup  if  you need to print any
reports not printed out and rerun this process.

D.  End of Year-General Ledger

Before running any of the end of the period routines, be sure
and make a backup of your  data files.  It will clear out all
revenue and expenses  to  your  profit-and-loss account.  The
balance of all the  revenues  minus  the expenses will now be
contained  in  the  profit/loss  account.   The  expense  and
revenue accounts will now have balances of zero.

At this time it will prompt  you  to Purge the General Ledger
Historical file.  If you  answer  'Y' all previous historical
information for the Ledger  will  be  deleted.  If you answer
'N' the information will remain on file.  It will also ask if
you want to Purge the  Check  Historical File.  If you answer
'Y' all previous  historical  information  in  the check file
will be deleted.   If  you  answer  'N'  the information will
remain on file.  Also it will  prompt you to Zero your Budget
Balances.  If you answer 'Y'  all your budget amounts will be
set to zero.  If  you  answer  'N'  your budget balances will
remain in the account file.

It will prompt you to  verify  that  you have entered in your
proper  profit/loss  account.   If  you  are  unsure  of your
profit-and-loss account, just press F2  and  a listing of all
your chart of accounts will be displayed on the screen.  Then
it will prompt  you  to  verify  that  you  want  to run this
process.

E.  Historical Invoice Purge
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Before running any of the end of the period routines, be sure
and make a backup of your  data  files.  You will be prompted
for a date range,  all historical invoice information entered
between these dates will  be  deleted.   You will be asked to
verify your actions before the records are deleted.

F.  Budgeting

1.  Enter/Edit Budget
This option allows you to enter  in  your budget for all your
expense and revenue accounts.   The  arrow  keys allow you to
move up, down, and across the  screen.   You can also Page Up
and Page Down through  the  accounts.   Home will take you to
the first field on the screen of  the line you are on and End
will take you to the last  field on the screen of the current
line.  CTRL+Home will take you  to  the Account number of the
current line and  CTRL+End  will  take  you  to  the December
budget field of the current line.  CTRL+Page Up will take you
to the first Revenue account and CTRL+Page Down will take you
to the last Expense account and keep you in the same field.

When you are on the  field  you  want  to enter in the budget
figure for, you  must  press  Enter  before  you can enter an
amount.  After you  enter  the  amount  you  must press enter
again to save the entry.   Then  arrow  to the next entry and
press enter and  then  enter  in  the  budget amount and then
press enter to save it and  so  on.  Press Escape to exit the
budget.

2.  Print Budget Report
This report will print  out  all  the budget figures for your
expense and revenue accounts.   It  may  be  displayed on the
screen or printed out  to  your  printer.   It will show each
account name with the  budget  figures  for  each month along
with totals for each  type  of  account and total Revenue and
Expense and your Net Income.

3.  Print Actual Report
This report will print out  all  the actual balances for your
expense and revenue accounts.   It  may  be  displayed on the
screen or printed out  to  your  printer.   It will show each
account name with the  actual  balances  for each month along
with totals for each  type  of  account and total Revenue and
Expense and your Net Income.

4.  Print Variance Report
This report will print out  all  the actual balances and your
budget figures for your expense and revenue accounts.  It may
be displayed on the  screen  or  printed out to your printer.
It will show each account  name  with the actual balances and
the budget amount along with  the  difference between the two
figures and totals for each type of account.  Also totals for
revenue and  expense  actual,  budgeted,  and  the difference
amounts will be displayed.   The  final  total  will show the
Actual Net Income and Budgeted Net Income and the difference.

G.  Fixed Assets

PAGE 35



1.  Enter/Edit Fixed Assets
Here is where you can enter  in  all your fixed assets and we
will  calculate  the  depreciation  for you.   First you must
enter  the  Asset  Code.   This will be used to identify  the
asset.   Next the  description  should  be  entered,  and the
Asset value.  The residual value is the expected value of the
asset  after  complete depreciation.  The depreciation taken,
is the total amount  of  depreciation  that has been taken on
the  asset  to-date.   The  current value will be calculated,
this  is  the  asset value less the depreciation taken.   The
asset  life is the expected life of the asset, and the age of
the  asset is the number of years that  the asset has been in
use.

You will have a choice of three types of depreciation:
  1) Straight-Line   2) Declining-Balance  and  3) Sum-of-the
  years-digit.   Finally,  you must enter the account for the
Asset  Depreciation,  and  the  Asset Expense account.  These
accounts will be debited and credited when the Generate Fixed
Assets option is run.

Straight-Line Depreciation

The  straight-line  depreciation  method  provides  for equal
periodic charges  to  expense  over the esitmated life of the
asset.  For example, assume that a computer was purchased for
$16,000  with a residual value of  $1,000,  and its estimated
life is 5 years. The annual depreciation would be computed as
follows:

(16,000cost - 1000residual)/5years = 3,000annual depreciation

Declining-Balance Method

The  declining-balance  method  gives  a  declining  periodic
depreciation charge over the esitmated life of the asset.  In
this method you apply double the  straight-line  depreciation
rate computed without regard to residual value.  For example,
assume  that  a computer was purchased for  $16,000,  and its
estimated life is 5 years.   The annual depreciation would be
computed as follows:
                                                      New
Yr  Cost    Accum. Dep  Book Value  Rate  Dep Yr.  Book Value
1   16,000    ____       16,000      40%   6,400      9,600
2   16,000    6,400       9,600      40%   3,840      5,760
3   16,000   10,240       5,760      40%   2,304      3,456
4   16,000   12,544       3,456      40%   1,382      2,073
5   16,000   13,926       2,073      40%     829      1,244

Sum-of-the-Years-Digits Method

The  sum-of-the-years-digits methods gives results similar to
those  derived  by using the  declining-balance  method.  The
periodic charge for  depreciation declines  steadily over the
esitmated  life of the asset because a  successively  smaller
percentage  is  applied  each  year.   The denominator of the
fractions is the sum of the digits  representing the years of
life.  For, example, assume that a computer was purchased for
$16,000,  with a residual value of  $1,000, and its estimated
PAGE 36



life is 5 years.   The annual  depreciation would be computed
as follows:

The denominator is 5+4+3+2+1 or 15.

Yr   Cost-Residual   Rate      Dep     Accum Dep   Book Value
1      15,000        5/15     5,000      5,000       11,000
2      15,000        4/15     4,000      9,000        7,000
3      15,000        3/15     3,000     12,000        4,000
4      15,000        2/15     2,000     14,000        2,000
5      15,000        1/15     1,000     15,000        1,000

2.  Print Fixed Assets
This will allow you  to  print  out  all fixed assets entered
through the Fixed Asset module.   You  may display the report
on the screen or print it out on paper.  The report will show
the asset code  and  description  along with the depreciation
asset account number  and  expense  account  number.  It will
also show the Life of the asset, original value, depreciation
taken, residual value, age  of the asset, depreciation method
code, and the current value.

3.  Generate Asset Entries
This  will  generate  the depreciation for your fixed assets.
The  entry will be sent to the Ledger with a transaction code
of  FA  and the current date as the transaction number.   All
the proper fields for the fixed assets will be updated.  This
should only be run once  a year.  If it is run more than once
a year by accident,  you will  have to go in and reenter  the
the fields with their proper numbers.

If the life is zero or if the Age is equal to or greater than
the  life,  no  depreciation  will  be  calculated  for  that
particular fixed asset.

This  entry  may be viewed in the ledger by entering in FA as
the journal, and the  transaction  number  will  be the date.
Example, if you generated on  March  14,  enter  03/14 as the
transaction number and FA as the journal.

IX.  UTILITIES

A.  Color Parameters

This  option  allows  you  to  customize  your  screen  color
attributes.   All   possible   color   combinations  will  be
displayed with  a  corresponding  number.   Just  enter  this
number in the option you wish to change.

Following is a brief description of each option available for
change.

Standard:   This is the  color  of  all  menus and data entry
routines.
Enhanced:   This will be  the  color  of the fields currently
available for input.
Active:     This is the  color  to  the  current field, i.e.,
where the cursor is located.
Calc/Npad:  This is the  color  of  the pop-up calculator and
PAGE 37



notepad.
Status:     This  will  be  the  color  of  the  status  line
displayed at the top of the screen at all times.
Window:     This is the windows that pop up for various input
options.
View:       This  will  be  the  color  of  the  screen  when
displaying lists of clients, vendors, etc. on the
screen.
Help:       This is the color of all help panels.

It will then ask if  you  want  to set the intensity off.  If
you set the intensity off,  the blocked cursor will no longer
be in a blocked form.  It  will  display the colors you chose
and ask if these  are  the  colors  you  wish to use.  If you
answer yes it will save these  as your colors.  If you do not
like the colors you have  chosen  answer  no and it will take
you back to the color options and you may change them.

B.  File Sizes

This option will display how  many  records are used for each
file.  The Accounts  file  contains  your  chart of accounts.
The Client file contains your clients.  Service, Message, and
Product file are  one  file  that  contain  all the services,
messages, and Products.  Vendor file contains all the vendors
entered.

The invoice file  contains  the  invoice  information entered
through the Billing module.  The  invoice lines are each line
item entered for each invoice.

The AR Open  Invoice  file  contains  all  the  open invoices
entered.  The Receivable file contains all receivable invoice
information.   The  Receivable  Lines   are  each  line  item
entered.  This will reset to zero after posting.

The GL transactions file is  the number of transaction lines.
This file takes up one  space  for  each line item entered in
the Ledger and  for  each  summary  transaction  sent  to the
Ledger.  The GL reoccurring file is the number of reoccurring
transaction lines.  It also  takes  one  space  for each line
item.

The  AR  Reoccurring   contains  the  Receivable  reoccurring
entries header  information  for  each  transaction.   The AR
Reoccurring Lines contain the  line items for each Receivable
reoccurring entry.

The BI Reoccurring contains  the  Billing reoccurring invoice
header information  for  each  invoice.   The  BI reoccurring
lines contains the line items for each reoccurring invoice.

The check file contains  any  check  made to a vendor through
the Payables.  The Purchase file contains the Purchase orders
and  Received  Purchase   Orders   header  information.   The
purchase lines contain the line items for each Purchase Order
and Received Purchase Order.

The AP Open  Invoice  file  contains  all  the  open invoices
PAGE 38



entered.  The  Payables  file  contains  all  payable invoice
information.  The Payable Lines  are  each line item entered.
This will reset to zero after the posting process is run.

The  physical  inventory  contains  each  line  item  entered
through the Adjustments option.

The Client Records  contain  information  entered through the
Maintenance-Client option.  This is  where you have ten lines
to enter any information on each client.

The Historical  Invoices  contains  all  line  items for each
client if answer  yes  to  update  the  historical  file when
posting the billing.  The  Historical checks contains all the
checks that were  saved  when  you  purge  the  check file by
answering yes  to  update  the  historical  file.  Historical
Ledger contains all the  ledger  transactions that were saved
when you answer yes  to  update  the historical ledger during
the closing out of the ledger.

The AP Reoccurring contains  the  Payable reoccurring entries
header information for each  transaction.  The AP Reoccurring
Lines contain the  line  items  for  each Payable reoccurring
entry.

The  fixed  assets  contains  each  fixed  asset  entry.  The
appointment schedule contains all appointments entered.

C.  Reindex Files

This will go through all your files and reindex them and give
you more  disk  space.   For  example,  when  you  delete out
information or post,  this  information  is actually still in
the file but it is marked  as  deleted.  The program will not
access this information  but  it  is still there.  Reindexing
will get rid of all  records  marked  as deleted and pack the
other records together giving you more disk space.

D.  Sales Tax Table

This is where you enter in  your sales tax rates.  If the tax
rate is 8% enter it as .08  and press enter to save the rate.
If the tax rate is 7.125%  enter it as .07125 and press enter
to save the rate.   You  can  enter  in  up to five different
rates.   In  the  client  and   vendor   file  enter  in  the
corresponding number for their particular tax rate in the tax
rate field.  If they are not charged tax or do not charge you
tax, enter in zero for no tax.

E.  Check Alignment

This  is  where  you  enter  in  the  proper  coordinates  to
customize  computer  printed  checks  to  print  on  your own
checks.  We have supplied some  defaults,  so the best way to
figure out the proper information for your checks would be to
print out an alignment test on  a  plain piece of paper, then
hold it up to your check  and  go from there.  We suggest you
do this on paper until  you have your checks properly aligned
and nothing overlaps.  That way you will save some checks.
PAGE 39




First you will enter in  the  number  of  lines on your check
stub.  This number should be the number of lines from the top
of the stub to the  bottom  of  the  stub.  Next enter in the
number of lines on  the  bottom  portion  of the check.  This
number should be the number of lines, starting one line below
the perforation between the stub  and check, to the bottom of
the check.

Now you must enter the  first  row  and the proper column for
the information that is contained  on the stub.  The row will
be the same for each bit  of  information.  If you change the
row, don't worry that the  row  did  not change for the other
fields.  We know it has been  changed  the next time you edit
this  information  it  will  display  the  proper  row.  This
information if just for the first  line  item on the stub and
we allow up to ten line items per stub. See the Cash Payments
help to see how to get up to ten line items on each stub.

Next you will enter  the  information  that goes on the check
portion.  The number for  each  row  must  be  the same or in
Ascending order.  If any row entered in the check information
fields is in Descending order  your checks will not print out
properly.  That means the check date row must be the same as,
or greater than the  check  number  row.  The text amount row
must be the same as, or  greater  than the check date row and
so on.

First you will enter the row  and column for the Check number
and date.  Then the row and  column for the text amount.  The
text amount is the amount of the check spelled out.  Then you
will enter in the row  and  column  for the dollar amount and
vendor name.   Lastly,  you  will  enter  in  the  last check
number.  This means when you  print  your first check it will
start with the next number in sequence.  From then on we will
update this number for you as  you print out your checks, but
you may change it if necessary.

F.  Calculator

First enter the beginning number and press enter, followed by
the math operation  and  enter,  then  the  second number and
enter.  Repeat this process  as  many  times  as needed.  The
total number will be saved, while in Painless Accounting.

G.  Notepad

Enter the desired text and press enter to save the line.  The
notepad text is automatically saved to disk.

H.  Statement Text

This is where you can enter  in messages that will show up on
client statements depending on  their  status.  When printing
out a client statement,  one  of  the messages will appear at
the bottom of the  statement  depending  on if they have past
due invoices or  not.   If  they  do  not  have  any past due
invoices the  message  associated  with  Current  Due will be
printed on the statement.   If  they  have an invoice that is
one to thirty days over  due the message associated with 1-30
Days Over Due will appear on the statement and so on.

I.  Backup/Restore Files

1.  Backup Files
This option allows you to backup your data(dbf) files without
leaving the program.   It will copy your  files  into another
subdirectory or you can specify the A:drive.   It will prompt
you to enter in the Backup Drive and Directory.  If you enter
A:\  as  the backup directory it will copy the data files  to
the the A:drive.   It will only use one disk,  so if the disk
fills up you should backup them up to the Hard Disk.   If  an
invalid drive\directory is entered no action will be taken.

2.  Restore Files
This  option  will  allow you to restore your data(dbf) files
without leaving the program.   It will prompt you to enter in
the drive and directory to restore from.   Once the files are
restored  it will ask if you want to reindex the files.   You
should always reindex the files once they have been restored.
If you do not reindex the files the data may not be processed
properly.  If an invalid drive\directory is entered no action
will be taken.